Choosing Event Management Software: Must-Know Factors

Planning and managing events can be tricky and take up a lot of time. Luckily, nowadays, there are digital tools like event management software that can assist planners and organizers from event planning to execution. However, with so many options available, it can be hard to pick the right one that can make the job easier. If this sounds like a dilemma you can relate to, make sure to keep reading. This post will help you understand what event management software is and the factors to look for when choosing one.

What Is Event Management Software?

Event management software is a digital tool that helps make planning, organizing, and running events smoother. Its popularity is on the rise within the events management field, offering support to organizers in tasks ranging from staff onboarding to post-event analysis. As per a forecast, the event management software market is expected to rise at a CAGR of 10.38% from 2021 to 2028.

What Does Event Management Software Do?

Event management software can offer different features and benefits depending on which one you choose. In general, here are the things that event management software can do for your events:

• Facilitating seamless communication between organizers, attendees, and stakeholders
• Providing customizable branding options for your agency website and app
• Offering attendee engagement tools such as surveys
• Integrating with other event management software systems to streamline processes
• Supporting multiple event types, including conferences, trade shows, workshops, and virtual events
• Allowing for real-time event monitoring and updates
• Simplifying task delegation 
• Ensuring compliance with data privacy and security regulations
• Enabling post-event evaluation and reporting for continuous improvement

How to Choose Event Management Software: Critical Factors to Consider

Choosing the right event management software to meet your specific needs is not as easy as it sounds. To simplify this process, here are the key factors to look for.

1. Features and Functionality

Before selecting an event management software, it is crucial to evaluate the features and functionalities it offers. Ensure that you opt for software equipped with tools tailored to align with your distinct event planning requirements. Some key features you might want to consider include:

1. Communication Tools - Communication plays a crucial role in managing your event staff; hence it just makes sense to look for software that offers a comprehensive suite of communication tools, including email, text message, and push notifications. 
2. Automation Capabilities - With the majority (69%) of companies believing that using automation provides a competitive advantage, automation has undeniably become increasingly integral in various industries. Automation enables you to automate processes like email communication, reminders, and even post-event surveys. This frees up your time to focus on other aspects of event planning and ensures that nothing falls through the cracks.
3. Easy Onboarding of Event Staff - While not all event management software includes this feature, it's highly advantageous to consider. Easy onboarding is crucial when selecting software because it enables you to get your team up and running quickly. Additionally, smooth onboarding reduces disruptions to your workflow.
4. GPS Check-In and Out - Another essential feature of event management software is GPS check-in and check-out. As the name suggests, this feature enables you to monitor your staff and confirm their presence at designated locations throughout your event. This not only offers convenience in staff management but also enhances overall event coordination and flow. 
5. Multi-Currency Payment: If you are managing virtual or hybrid events that take place in different parts of the world, a multi-currency payment feature can come in handy. Essentially, this feature simplifies international transactions, broadens global appeal, and streamlines attendee participation.

2. Scalability and Integration

As your event grows, it is crucial to choose an event management software that can scale with you. We recommend looking for software that offers scalability in terms of attendee capacity, data storage, and ability to handle more complex tasks. 

Moreover, consider integration capabilities with third-party systems to seamlessly synchronize data and streamline workflows. For instance, on StaffConnect, a comprehensive event management software, users in the U.S. have access to two types of integrations possible with WorkMarket namely, the standard Assignment integration and Pay Relay integration. Through this integration feature, WorkMarket can onboard talents and pay them as employees, with timesheet information passed from StaffConnect. Another integration feature worth noting is the iCal Calendar Integration, which allows seamless synchronization between the StaffConnect calendar and other calendar programs accepting an iCal link, like Google Calendar or Apple iCloud.

3. User-Friendly Interface

A user-friendly interface reduces the learning curve, enabling you and your team to quickly adapt and utilize the software effectively. This fosters productivity, minimizes errors, and enhances overall satisfaction with the software. Additionally, a user-friendly design encourages active engagement and collaboration among team members, leading to improved communication and coordination throughout the event planning and execution process.

4. Custom Website and App

Utilizing event management software that offers a customizable website and app can significantly enhance the overall experience for you, your staff, clients, and other event stakeholders. Fundamentally, customization allows you to boost your brand identity and ensure consistency and professionalism. 

5. Centralized Database

Opting for event management software that offers a centralized database offers several practical benefits. By consolidating all event-related data into one central location, you can ensure consistency and accuracy across various aspects of your events. This centralized approach also simplifies data management tasks, such as updating attendee information or managing resources, leading to greater efficiency and reduced likelihood of errors. 

Moreover, having a centralized database promotes collaboration among team members by providing a shared platform for accessing and updating information in real time. You can also leverage the centralized database to generate comprehensive reports and perform detailed analysis, facilitating informed decision-making and optimizing future event strategies. 

For more reasons why a centralized database is crucial in managing your events and business, you may refer to this post.

Introducing StaffConnect – Your All-In-One Event Management Software

Are you exhausted from comparing different event management software options? Your search can finally come to an end. Introducing StaffConnect – your comprehensive event management solution.

StaffConnect is an event management software designed to be your tech-savvy assistant that handles the nitty-gritty details of event planning. From staff management and scheduling to post-event analysis, StaffConnect empowers you to produce successful events effortlessly. With features like automated reminders, a centralized database, live chat and communications hub, multi-currency payment, white-label custom branding, and a user-friendly interface, StaffConnect simplifies the event management process, ensuring seamless coordination and exceptional results.

Want to discover more features of StaffConnect? Try our free demo today and experience the ease and efficiency firsthand.