Choosing the best event management software for your needs

Why do event managers need software? To make their work more efficient. Event management requires a lot of time, effort and coordination. There are many aspects of event management that require attention to detail, such as online registration, the event website, organisation and display system, email campaigns, check-in, etc.

Event management software helps organisers keep track of all the tasks, deadlines and resources involved in their events. Regardless of the type of event they organise, there is a wide range of tools available. Specific event management software is available for different types of events, such as conferences, meetings, weddings, etc. For example, a wedding planner may need special software to help them organise their wedding day.


How to Choose the Best Event Management Software

Start by prioritizing your needs. Want to save time managing event organisation tasks? Spazious is perfect for you then. Would you like to increase attendee participation and help your exhibitors create more businesses? How about saving money with a better event booking and diagramming system?


Take a look at each tool to see what it can do for you and ask yourself these questions:


– When it comes to events, have you ever wondered what you need?

– What items would be useful for the success of your event? List them down in order to see if they’re all available.

– Do you plan on having the event in-person or as a hybrid? Is the software customizable enough to support your type of event?

– Is the event planning software mobile-friendly?

– And is there an easy app for the attendees?

– How easily can you adopt the software?

– How can the team interact? Is it real time? Can the team see changes on the spot?

– How complex do you want your system to be?

– Do you use a project management or CRM system already? 

 – How many people will be using the software?


event management agenda

What an event manager needs based on responsibilities:

In this section, we will go over the event management needs of event managers according to their responsibilities. We will also cover some tools and platforms that can help them get better organized and make more informed decisions.

An event manager should have a clear understanding of the budget allocated for their events by analyzing everything from expenses to revenue opportunities. Sponsorship agreements should also be taken into consideration when negotiating contracts with vendors and suppliers, as these agreements can provide a significant amount of revenue for your organization.


So let’s see how we can meet these requirements one by one:

1.- Create and execute event plans and concepts

Once you know the size of the event with the approximate number of guests, the most important thing is to know the ideal dates, the duration of the event and location. Spazious booking tool can easily help you get along with every detail in your agenda.

Understand the fees and penalties and the terms of payment, make a list of the necessary services so you don’t leave anything out when making your choice. Cancellation policies and contingency clauses are elements that should always be in place to avoid unexpected situations.

2.- Manage budgets and invoicing

Keeping on top of our suppliers is essential to running a business that survives. So we must be careful and always know how much money we’re spending and where it’s going.

A good management tool that can access your CRM will help you keep up with the progress of your sale. Make sure that the software you choose is compatible with this pre-requisite.

3.- Negotiation with suppliers

Do not lose sight of the objective, under this premise we will have to be consistent with our budget and specify the services that are included and those that are excluded. Manage the payment calendar and deadlines.

Will several quotes be necessary? Save time by choosing venues that have fast and efficient software.

4.- Negotiate sponsorship agreements

Negotiating agreements is sometimes difficult but with the right circumstances and visualization of potential outcomes, it becomes much easier. This is possible thanks to visualization tools and the ability to make changes in the spaces as Spazious does with its diagramming tool and customization of spaces with all the variables offered by both the space & promoter.

5.- Manage logistics

Logistics management is both an art and a science. The logistics team ensures that all the materials for an event are in place. That includes the venue, audio-visual equipment, catering, stage design, speakers, registration desks, security guards and more.

Real-time management tools are becoming increasingly popular for managing large teams. One quick example would be making changes without delay. This means that both tasks are made easier and completed faster because less time is needed to complete it.

6.- Update senior management

In order to create a smooth and efficient corporate structure, it’s important for senior management to have clearly defined responsabilities. It’s also important for them to be aware of the skills of their staff. As a result, they’ll be able to delegate tasks correctly and give the best of themselves at all times. 
An all-in-one tool makes it easy for each user to access all visualizations and modifications in real time

7.- Manage branding and communication

This job often includes designing promotional materials, overseeing the marketing strategy, and overseeing the overall execution by just connecting with your phone or tablet.

8.- Obtain permissions

Event managers can also use tools to keep better track of the permits they need and already have. Some tools sync with hotel or venue CRMs, so this process is already structured and ready to go.

9.- Manage post-event reporting

This is one of the most important, but often neglected steps of event planning. Properly manage post-event reporting will help you keep track of your budget, make better decisions about future events, and provide you with more accurate data for your next event plans.


Thoughts on how the right event planning software can save you time and money

Event planners are constantly on the go and need to be organized at all times. But a lot of them forget about all the little details, which can result in a less-than-stellar event. And while some think they can manage on their own, there are a lot of features that event planners don’t even know about that would make their life easier