Over the past two years, the pandemic has made it clear that physical events are no longer a viable option in every case. In fact, there were many months in between where most events had to take place in the virtual space, as no gatherings were allowed during lockdowns. Therefore, event management tools needed to evolve accordingly. 

You might have been in the same boat, and had to delay your planned physical events or host alternative virtual versions. While both have their own merits, they also have their setbacks. The ongoing restrictions, with some relief, meant that limited events could take place. Companies leveraged this easing of restrictions, and looked for a compromise between physical and virtual events.

Therefore, people generally gravitated towards a hybrid event model, which basically lets you enjoy the benefits of both physical and virtual platforms. While these types of events are quite popular, and get you the right audience, you need the right event management tool to host it smoothly. 

What Are Event Planning Tools?

user journey

An event planning tool is basically any program or method you can use to organize your professional, academic, trade, or other kinds of events. They offer features such as registration gateways, booth design, venue management, logistical management, transport, set-up, and much more. Previously, these tools specialized in physical events, as they were the norm in the event planning community. However, things started changing over the past decade, and the pandemic accelerated these changes considerably. 

Therefore, there are now event management tools which focus on virtual events. They offer phenomenal features such as dynamic virtual lobbies, auditoriums, virtual booths, and much more. They make hosting your virtual events much easier for you, and take up most of the hassle. 

Naturally, these tools are also applicable for hybrid events, which are fast emerging as a favorite platform for most organizations. Thus, vFairs offers its own hybrid event solutions, which you can use to handle every aspect of your conference, with very little of your own efforts involved. 

What Are the Types of Event Management Tools?

event statistics

While many event management tools offer inception to post-event services, there are a few basic software types you’ll find around you. You can either go for individual tools for each purpose, or go for something which handles your event from the initial planning to the post-event data analysis. You’ll find the latter option much more convenient and affordable than the alternative, so do consider its merits. Otherwise, you’ll have to go around paying for a large range of specialized tools which you’ll have to keep track of throughout the event. 

Here are a few types of virtual and hybrid event planning tools you can utilize:

Event Design

This helps you design your event, from the virtual lobby and other rooms to the booth layout. If you choose a very rudimentary tool for this purpose, your event will look amateur and unprofessional. Therefore, an event management tool with excellent design capabilities is a must for your hybrid event. 

Event Marketing

You can’t expect many visitors at your event if you can’t market it properly. Therefore, a tool which helps manage the marketing efforts and gets the word out about your event is necessary. There are numerous marketing tools out there which are suitable for this purpose and are quite affordable as well.  

Registration

This is a particularly tedious task for physical, virtual, and hybrid events. You need to open up a registration portal to see who will be attending, and get the relevant information to set up accordingly. A good registration tool will let you create this portal easily, without needing extra resources to gather and act upon the data you get. It automatically updates the registration details, and gives you all the information you need to arrange your event to appeal to its visitors. 

Visitor Management

Once you have your visitors, you need some sort of tool to communicate with them, keep them engaged, and guide them through the event. This is especially true for virtual and hybrid events, where visitors can just log out if they’re not interested anymore. 

Therefore, you should utilize the right tool to offer engaging activities and forums to these guests. These can include chat rooms, virtual games, and recreational features like scavenger hunts. This visitor management tool will also let you gather valuable information about the attendees for future reference. This information will be beneficial for upcoming events as well as for your organization as a whole. 

Visitor Data Analysis

This is arguably one of the most important types of tools you could have in your kit. Data plays a major role in the modern world, and is just as important for your hybrid event. You gather audience data from your registration portal, and then measure their behavior at the event. This is extremely useful in understanding how your target audience responded to the various aspects of your event. Certain tools even let you break down individual user journeys, so you can cross reference attendee behaviour with their registration data, like demographics, interests, and income level. 

Then, you can plan your sales and marketing activities accordingly, and get multiple benefits out of your event. This is a great way to gauge your event’s success and figure out how to improve your company’s processes as well. Therefore, a data analysis tool is a must. Whether you use Google Analytics or a specialized data analysis tool for events, you will get ample insights into your event. 

Basically, these types of event management tools handle one aspect at a time. So, you’ll have to get a mixture of these to really get everything you need and put them together. However, a good event management tool unites all these different types and lets you plan a successful hybrid event on one platform. This is a highly convenient and effective approach, and will help you save money and time.  

Why Use Event Management Tools?

event attendance

A hybrid event or any sort of event is not something you can just eyeball. You need to get multiple factors just right and use a lot of organizational skills. Of course, you will be considerably overburdened if you have to keep an eye on each of these aspects manually, without any event management tools. 

A decent event management tool takes all the hassle out of event planning, and gives you the right capabilities and support to host a successful event. In addition, it lets you do all of this in one place, without having to compromise on quality.

Who Uses Event Management Tools?

lobby

Event management tools are not just for specialized business events or exhibitions. In fact, many companies use them in a variety of ways to leverage their potential. You’ll see them being used at academic fairs, trade events, conferences, exhibitions, and even creativity showcases. When it comes to who actually uses the tools, it depends on what aspects you are handling. 

As a host, you’ll obviously be using each of these tools in one way or another. Then, your exhibitors will also need to set up their booths and create attractive displays. Furthermore, your marketing and data analysis teams will also be present to reap their benefits. Therefore, anyone who wants to host an event should use event management tools no matter what industry they belong to. 

How is an Event Management Tool Suitable for Hybrid Events?

Event management tools hold immense potential for hybrid event management. This is because these hybrid events are a mixture of physical and virtual events, and hold the capabilities of both. 

Usually, you can use these tools to organize and gauge the virtual aspect of these events, particularly the online audience. However, you can take it a step further, and integrate these tools into the physical event aspect as well. This will create a more complete and holistic event management experience, where you can track various elements much more effectively. 

Best Tools for Onsite Event Management

There are a number of great tools out there which help you organize your hybrid events in the best way possible. Most of these tools are quite easy to use and integrate really well into your event functionalities. These tools can cover everything from the initial planning and budgeting stages to the post-event data analysis. This top to toe approach is quite useful, and lets you focus on making the experience memorable for guests and visitors alike. Here are a few types of onsite event management tools you can use.

  • Registrations
  • Meeting planning
  • Data analysis
  • Interior decor
  • Transportation management
  • Visitor facilitation

These tools are usually associated with the physical aspect of hybrid events, and can add a lot of effort. Therefore, if you find a tool which unites both the virtual and physical aspects of such events, then you must use it for your own convenience and the event’s success. 

In conclusion, no single type of event management tool is perfect for every hybrid event. Instead, you need to find a solution which covers as many aspects as possible in an effective and comprehensive manner. 

Luckily for you, vFairs offers it all

Plan your hybrid event

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