7 essential tools every event planning company should use
Are you someone who is easily haunted by a long to-do list? Well, your event planning company would obviously have a long to-do for its clientele. But you do not have to work hard to keep up; you need to work smart. Having an event planning company sounds like a cool idea, but it is not as enjoyable as it looks. There are tasks to be taken care of and staff members to be assigned to carry out each task.
How can you ensure that everything is on track? Leverage off technology.
1. Customer relationship management software
For any company that cares about customers, there is no more important tool than CRM (customer relationship management tool). CRM helps you organize attendee information and maintain strong relationships before and after the event. Easy and clean collection of participant information is very important. Once you have information about prospects or customers stored in your CRM, you can track and manage each customer’s journey over time. Tracking their journey is key to calculating the return on investment on each event you host and your team’s impact on revenue.
Salesflo is a notable CRM that can also be integrated with other tools, thereby helping you to seamlessly create, nurture and follow up on leads.
All event management companies were once small businesses until they did something to make themselves recognizable and big.
2. Internal collaboration tool
For any team working together to get the work done, a planning and collaboration tool becomes very important. It is extremely useful when there are multiple events being managed simultaneously. You just need a glace to understand how much of the project has been completed as well as the status of the task that is being delivered.
A Trello board can become enormously helpful. Just across one board, you can assign tasks to several team members and put deadlines to track if they are being met or not. As of 2019, there were 50 million users on Trello. (Source: By the numbers)
3. An accounting software
We will not tell you to spend a fortune, but all that money that goes out of your business bank account when working for several clients’ needs to be recorded somewhere. Using online accounting software for small businesses can do the trick. If it’s cloud-based software and thus, remotely accessible, even better.
How can it help? It can help you in generating invoices, inventory integration system, generating reports for forecasts, and generating expected cash flow and profit statements. Remotely accessible, your event management company will be able to determine how profitable a new project can be.
4. A software to manage attendees registration
When it comes to participants, you cannot put them in a rabbit hole. In order to get as many registrations as possible, you need to have a simple and seamless registration process for the attendees. For your part, you need back-end software that allows you to manage your registrations without stress or surprises and to organize all the valuable data you have collected in a practical way.
The tool you decide on should go past simple transactions and help you manage your affairs from the start until the finish. It should also provide you with valuable data and reports that you can use to make strategic decisions at the right time.
The best options for such software can be bevy and Eventbrite.
5. A field management tool
When the event takes place, you will have to ensure that whatever you decided is being followed and everything is happening as per the plan. Boomset is an event management tool that provides badge printing on demand, check-in, and a guest list management system. It allows attendees to log in and track using RFID-enabled wristbands.
With the help of badges and wristbands, attendees can also purchase goods, food, and drinks at events. If you want to add a quick access tool to your current event planning software, Boomset is a good choice.
If you’re hesitant to accept a special check-in-only device, first verify that your event management app provides a QR scan check-in feature.
6. A corporate calendar
When you have a lot of clients to deal with, it is not always possible to cater to all of those. It is always advisable to have a tool that can put all your important dates, meetings, and client deliveries in one place. Starting at as low as $8, an application like calendly may help in such a case. It is imperative that when we have a lot of work, we are bound to miss a deadline or two.
To prevent this from happening, all deadlines may be parked in just one place. Additionally, if any client wants to set up a meeting with you, they can check your availability and set up a meeting likewise.
7. A social media tool
As Event MB reported in 2019, 37% of the event planners reported that social media exposure plays a very significant role in making them successful. Using a social media management tool can help any event planning company stay on the top of their game because, probably, this is how they can attract an audience that may otherwise stay untapped.
You can create a Hootsuite account. The basic package is free, and you can schedule posts on Facebook, Twitter, LinkedIn, and most recently on Instagram. Share your content from a single dashboard, which also helps you monitor and schedule posts across all your social media management accounts at the same time. This can also help you decide when the best time to post is.
There are quite a few applications and event management tools that can be used to streamline the processes. Staying on top of all elements is difficult but not impossible. If you really want to focus on doing a worthwhile job, you will have to stop worrying about managing and tracking the tasks that get the job done. It is as simple as that.
In the list provided by us, you would find that a few of these are free, while the rest are available at minimal prices that your business can afford to employ and generate much more revenue in the long run.