As the term indicates, event management is executing an entire event, including event planning, logistics, budgeting, vendor management, marketing, mapping the event agenda, inviting speakers, setting up registration, overseeing execution, and more. For event planners, the lifecycle of an event would vary based on the scope of the event they are managing. It would also vary based on the event mode, i.e., whether they plan a virtual, hybrid, or onsite event. Although the specifics of the event planning business might differ, event management involves some common aspects at its core.
This article will define what is event management as well as what are event management platforms. Apart from event management definition, we’ll dive deeper into understanding the core aspects and how technology can contribute to streamlining event management.
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What is Event Management?
From small parties to larger-than-life conferences, event management is the process of creating an event. High-quality event management allows people to gather and enjoy shared experiences.
In other words, event management involves a lot of responsibilities, such as looking after event arrangement and event management plan and therefore, it is essential to manage event with the help of an event manager and top-notch event management software platform.
With that being said, let’s dive into the details of what does event management do.
Different Aspects of Event Management
Event Setup
Setting Event Purpose/Goals
A successful event has a purpose from the beginning. An event comprises a plan, a theme, and a goal that stays throughout the event. The content you produce for your event marketing, your choice of speakers, and even the event venue’s decision will revolve around your event’s purpose.
Defining Audience
Defining the type of audience you are hosting an event for is part of event planning. Depending on your business, industry, and event goals, you will be targeting a certain type of audience for your event.
The best way to identify your target audience is to keep your event mode in consideration and the attendees’ persona. The persona of your target audience includes understanding their interest, characteristics, and more.
Deciding Event Mode
The event goals you set will help you choose the correct event mode and put the event planning business into action.
For example, suppose the purpose of your event is to gather attendees from around the world. In that case, hosting a virtual event is more favorable for you. With a virtual venue for your event, you can invite attendees and speakers from around the globe, since there will be no location barrier.
However, suppose the purpose of your event is to ensure attendees get genuine networking opportunities in a physical setting. In that case, booking an event management platform for an in-person event will work best.
Booking Speakers & Sponsors For Your Event
Once you have decided on the event mode, reaching out to speakers and sponsors is time. You must get specific about your goals to find the right sponsors for your event. Event sponsorship is a crucial part of event planning business, as whatever you plan for your event will only be possible through sponsorship funding.
Furthermore, choosing the right speakers is necessary for a successful event. This is because most attendees attend an event to educate themselves, and speakers are one of the main sources for knowledge sharing in an event.
Automate Event Registration and Ticketing
Event and ticketing software automates event registration and payment process. Some registration software allows event coordinators and planners to create customized registration forms by simply dragging and dropping fields they want as they create the form. This is one of the most convenient event planning tools, and enables planners to gather information specific to their event. Additionally, by setting up ticketing digitally, you only need to do it once, and anyone who wants to sign up can complete the process in a few simple clicks; no need to attend to every user manually.
Moreover, event registration and ticketing ensure event organizers quickly segment users based on their registration responses, create multiple ticket types, and much more for a better user journey.
An event with a fully branded registration form and easy payment integrations adds value to the event attendee experience.
Event Marketing
Create an Event Marketing Strategy
Event promotion is an essential aspect of event management. If no one knows about you, how will they register? For a desirable attendee count, you have to put your head around creating the right event marketing strategy. Event marketing strategy helps create pre-event excitement, showcase your brand, and give attendees a reason to attend your event.
Create Event Landing Pages
In today’s time, developing a fully branded website for a successful event is crucial. Your website helps entice visitors to attend your events. Also, it helps your attendees understand what the event is all about.
You can add all the exciting content on your event’s branded landing page to give attendees a sneak peek into your upcoming event. You can add promotional videos, speakers bio, and content on a custom and dully branded landing page.
Market on Social Networks
You do not need to spend tons of money on your event promotion. With social media channels, you can promote your event for free. Different social media channels and social media tools let you engage with your audience in creative ways.
You can create an event page on Facebook where registrants can connect before and after the event. You can also create a community on LinkedIn with Event Community Builder and allow attendees to share experiences pre, during, and post-event. Make sure to use these event planning tools to the fullest.
Speaker Promotion
Speaker promotion is a more complex part of event management. Event marketing can be done in many ways, and one such way is to invite a well-known speaker of your industry to share their wisdom at your event.
You can create social tiles (posts) for your social media event marketing strategies where you can put up pictures of your speakers to entice attendees to attend your event. Another way is to let the speaker market your event on their social media profiles. You can request the speaker to share a tweet or a post on their social profile about speaking at your event; they can even share the link to your event’s landing page. This speaker promotion will drive more registration to your event.
Event Listing Websites
There are many ways to promote your event without risking your fortune. One way to market your event for free is by promoting it on event listing websites.
Event listing websites publish and promote upcoming events, conferences, and workshops. There are tons of event listing websites that can promote your event for free. All you have to do is submit your event details, and the listing sites will allow users to browse through the event’s date, time, location, and other details in their comprehensive promotional post.
Execution
Networking & Engagement
Regardless of the event type, making connections remains a constant purpose of all events. In event management, you have to create an event where contacts are well-managed and have space for genuine communication. During an event, attendees appreciate the networking opportunities provided by event cordinators and planners.
Per our survey, most attendees expect to meet new people at a virtual event. Therefore, providing all possible mediums for increased networking and communication to your attendees throughout the event is necessary.
Check-in & Badge Printing
For in-person event management, facilitating attendees with easy check-in is vital to a successful event. Features like badge printing are one of the most handy event planning tools. With badge printing and easy check-in facilities, your attendees can enter the event site by scanning their unique QR codes. You can also offer customized badge designs for the swift check-in process.
Automate Event Registration and Ticketing
Event registration and ticketing software automates the event registration and payment process. Some registration software allows event planners to create customized registration forms by simply dragging and dropping fields they want as they create the form. It is convenient and enables planners to gather information specific to their event. Additionally, by setting up ticketing digitally, you only need to do it once, and anyone who wants to sign up can complete the process in a few simple clicks, with no need to attend to every user manually.
Moreover, the event planning tools; event registration and ticketing ensure event organizers quickly segment users based on their registration responses, create multiple ticket types, and much more for a better user journey.
An event with a fully branded registration form and easy payment integrations adds value to the event attendee experience.
Post-event Activities
Review Reporting and Analytics
Event management involves staying at the top of your game until the event’s end.
Therefore, ensuring that all the work you put in pre and during your event has desirable results is essential.
For this, you have to track the performance of your event.
Event reporting features by event management platforms involve determining event ROI and tracking event performance.
Share Insights and Data with Sponsors
The event reporting and analytics feature provides a detailed post-event report. This report not only helps event coordinator and planners and marketers understand how well their strategies and management work but also helps with future events. You can share the insights and data from this report with your sponsors.
Post-event Follow Up
Send thank you notes to your sponsors and exhibitors at the end of a successful event. You can also send thank you emails to attendees who participated in your event. You can also share event pictures and videos with attendees, sponsors, or exhibitors in your email. You can also request feedback from attendees in the post-event follow-up email.
You can also send your leads a personalized thank you email as part of the post-event follow-up. You can also ask them for ways to communicate further with them in your emails.
Event Management Platforms Streamline The Planning Process
As we said earlier, defining event management is easier, but implementing it takes a lot of work. There is just so much that an event agency, planner or marketer must go through to host a successful event. However, understanding what is event management services and with an accurate event checklist template, you might find the whole event management process much easier.
Fortunately, now you know what event management software can do for your event success. Event technology can help you plan, manage, market, and execute your events through a single source. Event management platforms can help you cut the hassle. Event management software provides complete support to event planners to host a perfect event. This includes event marketing tools, managing event, creating fully branded websites, secure payment methods, providing detailed post-event analytics reports, and more.
