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Planning & Running Conferences with Event Management Software Planning & Running Conferences with Event Management Software June 8 nike air max 90 levně , 2012 | Author: | Posted in Finance
Article by Kate Oxton
Managing and overseeing a conference can be made simpler through the utilisation of a refined event management software solution. These packages allow conference managers to mange the whole process effectively, from delegate invitations, registration and payment, to supplier management and post event reporting. By using these technological advancements in the right way means that conferences can be controlled more efficiently, with reduced cost and with an increase in delegate turnout and satisfaction.
Organising a conference can be an overwhelming and time intensive exercise. Whether it’s a small one day event for 20 delegates or an enormous three day event in Earls Court nike air max vyprodej , the general process and common problems are the same.
So what are the steps of running a conference?
1. Booking a venue2. Sending invitations to a targeted list of prospect delegates3. Booking and organising resources, such as collateral printing, catering, A&V, promotional items etc4. Handling the presenters and guest speakers5. Taking registrations6. Taking payment7. Sending reminder emails to delegates8. Printing badges9. Organising the team on the day10. Managing the finances throughout
This list has been simplified and shows the general check list conference managers must think about. These steps can start from 6 months prior to the conference or even as long as 12-18 months before for really big nike roshe run cervene , national conferences. Managing all these stages can be very intricate and unfortunately it can be too easy for conference managers to make key mistakes.
To evade expensive mistakes, and to ensure conferences are organised in an efficient manner, many event professionals are looking to employ the use of an event management software solution. These solutions have the capabilities and tools to track and manage the steps throughout the entire event and conference planning process, as well as the activities carried out as part of the post event follow up (such as post event surveys and the creation of reports for intelligent analysis).
Taking the above steps in planning a conference, here is how an event software solution can help:
1. Booking a venueControl to an event manager is essential; whether it’s a meetingconference room in your own office or a bigger external venue nike roshe run černé dámské , event software can help by making sure the allocation has been made and that payment has been taken. For more complicated and intricate conferences which require multiple rooms across multiple days, event solutions comprise of a complete resource, planning and scheduling venue software tool. A highly configurable and fully customisable function sheet and a multiple calendar feature which will give you the ability to manage your resources and venue from one central and flexible application. This helps to simplify the normally complicated method of booking and managing the venue.
2. Sending invitations to a targeted list of prospectsMost conference managers will know exactly who they are targeting or in other cases they might have been told to invite a certain demographic (based on relationship, job title, location etc). Filtering the delegates to send the invite is made easier with event software nike roshe run cz , since it is able to be integrated into their CRM package. Meaning that all corporate records and data can be accessed very quickly and easily and records are automatically updated, so colleagues who are looking at that record will know that the contact has been invited and whether or not they have registered and paid.
Event software also comes with sophisticated and comprehensive email marketing features. Conference managers are able to simply build and filter a selection of targeted delegates from their CRM and put these into a specially made, HTML email which can be sent out. From the event management software platform, conference managers will be able to track opens, clicks and other recipient activity.
3. Resource managementEvent software includes a Resource Management Module which is where conference managers can control and track all the resources needed to manage a conference. External suppliers can be given access to this module so that they can keep track themselves nike air max 1 dámské , rather than dealing with the conference manager directly. For example, selected caterers can be provided with the necessary privileges so they can easily access and see current, up-to-date information on delegate numbers and any specific dietary requirements. By providing them with direct access to this module in the event software means that event managers can deal with one less person and one less phonecall! Mistakes are also reduced since a layer of communication has been removed.
Resource modules also contain a powerful calendar functionality allowing conference managers to manage numerous resources on multiple calendars; this is all accessible from one central location therefore making sure all amendmentsupdatesadditions are recorded in real time. From the information collated through this Resource Module, conference mangers can run custom-built reports which will provide them with information such as the number of pods available, number of brochures etc. Conference managers will no longer have to juggle multiple spreadsheets across multiple calendars which will ensure fewer mistakes.
4. Dealing with presenters and guest speakersEvent software can also manage this process. Emails can be scheduled automatically to remind guest speakers about the conference and to request information such as a bio for the marketing collateral and presentation slides for delegates. Speakers can also be given direct access to the Resource Management ModuSuggestions And .
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