Event Software Lets You Do more with Less and Better with Less

In both the commercial events market and within local authorities, budgets are being reduced and the way organisations spend is constantly being changed, however, the point is always the same, companies need to do more with less and better for less. If you are running events, being able to organise them more efficiently but preserve a high level of service is a difficult task for event managers. An increasing number of event planners are starting to use event technology, such as event software, to administer their event processes as they recognise the preliminary up front outlay will eventually increase efficiency and enable them to do more with less and better for less.

To organise less events is one way to tackle the reduction in your event budget, although being able to automate your event processes is a more reactive & effectual way of handling budget cuts. Most event managers, whether in a local authority or in the commercial events market, just want to increase their event efficiency and the implementation of an online event software solution can help them achieve this by:
• Closely monitoring and managing budgets and costs
• Providing multiple deployment options with low installation costs
• Giving you time savings through the integration with all internal business applications
• Reducing staff costs through the automation of processes
• Promoting a paperless office through the implementation of a fully web based solution
• Implementing an unlimited user site licence which can be used across multiple services / disciplines

Event Efficiency & ROI
So how can event managers develop and increase the efficiency of their event practices? There are a number of ways; however, implementing an online event solution into your organisation can help you adopt best practice event management processes by controlling and overseeing the automation of these processes from one location. A software solution designed specifically for event management has been demonstrated to have vast time and cost saving remuneration through the management of the following areas:

• Management of Financials
• Travel Management
• Badge Production
• Resource Management
• Event Reporting and Analysis
• Meeting Scheduler
• Website Integration
• Event Micro sites
• Online Registration
• Event Communication
o E-Invite
o E-Survey

Event managers more than ever need to start measuring their event ROI, otherwise, how do you know if your events are efficient? Organising events is a successful way to enhance efficiency, produce more revenue back to your business and to maintain your customers. In person event marketing is one of the simplest methods to determine whether you have met your event objectives and can be further simplified if you have the relevant tools in place, such as an event software solution.

It is crucial that you are able to calculate the results post event and measure costs such as; cost per delegate and overall event profitability and consequently enabling you to provide precise projected sales forecast to your business. Event software solutions allow you to do this and will question your event data making the assessment and reporting process much easier, more cost efficient and less time consuming.


Self Service Web Portal
Capturing a delegates/citizens journey online through a self service web portal will show not only how dedicated you are to ensuring your delegates/citizens journey is smooth but also ensuring your information is up to date, clean and accurate.

A fully functioning self serve web portal enables your delegates/citizens to access their personal information from any location at any time. Delegates/citizens can analyse, and register, onto events via the categorised sections of the portal, from the broad search mechanism, and via the events calendar. Once registered onto an event, reminders, notifications and updates can easily be corresponded to all applicable parties. Using an online, versatile event system will allow you to manage, monitor and control all services online through a fully functioning self service portal. The portal will copy your existing website using your exact branding and domain URLs for commercial and government services and for all types of events such as;
• Registrar appointments
• MOT registrations
• Bikeability
• Outdoor activities
• Seminars
• Workshops
• Conferences
• Internal corporate meetings
• Training courses and
• Incentives
• Refuse collection
• Pest control


The event booking portal is your delegates/citizens online outlook into the events/appointments that you are organising and is the one place where they can manage their event bookings and their online events profile. An online comprehensive self service web portal will allow the event manager to be well organised, multi-task and provide your organisation with clear efficiency gains such as; time savings, cost savings and improved event performance.

In the case of government agencies this will reduce costs drastically as delegates/citizens are only able to book appointments dependent on certain criteria. Using an example of booking a registrar appointment for notices of marriages, the criteria mandatory to book such an appointment is dependent on a number of complex options. Applicants must answer a set of questions such as whether it is a civil partnership or not, country of residence, district they live in, age, time of residence in said district nationalities, etc. An online self service booking portal in such a case provides a consistent and interconnected journey for the citizen/delegate asking them these required qualification questions, leading to the concluding step of allowing them to register an appointment online (if they meet the set criteria). If they are can’t book an appointment due to a failure to meet the set requirements, the reasons are explained alongside the action steps to assist them in getting to the next step in the process. Giving citizens/delegates the capability to register appointments online in this way ensures the registrars time is utilised efficiently.

In the case of a commercial events organisation, making use of an online self service portal has a number of obvious and defined efficiency benefits, from clean and exact data through to improved delegate management. A self service event portal will let the delegate to book online - from the point of booking, to payment, to registering on the day; ensuring the delegates’ journey is quick, painless and error free. Events that have low effectiveness are events that have been organised poorly will leave the delegates with an insufficient experience, resulting in lowered delegate attendance for prospective events.

The right event software can help event planners to manage more successful events with a better level of efficiency. But the benefits aren’t just to the event managers – delegates/citizens can gather the rewards of more flexible and suitable communication, reduced errors and enhanced event experiences. With the event management industry being hit with mounting costs, reduced budgets and lower delegate attendance, it’s essential that businesses organising events are as efficient as possible and repeatedly find ways to develop their event processes. It is the companies that deal with efficiency issues head on, and utilise the use of technology who will ensure all their events are a success.


Resource Box
For more information on event management software solutions, talk to evocos. In the past year alone evocos event & delegate management software solution has created over 7000 events, managed approximately 75,000 delegates and has taken over 50,000 online.

Incorporating integrated reporting and analysis tools as well as social media, email marketing, website integration, registration, online payment, badge production, resource management and event surveys, evocos is one of the most comprehensive event management software solutions on the market today.

The evocos event software team ensures you are able to seamlessly manage your events; gaining huge cost and efficiency benefits.