How Do Webinars Work? A Comprehensive Guide

Event Management

August 15, 2023

Hey Siri, “define webinar”

How does one define “webinar”? The Merriam-Webster dictionary defines a webinar as a live, online educational presentation during which participants can submit questions and comments. Webinars have been gaining momentum since the pandemic and are quickly becoming a powerful communication tool for businesses, organizations, and individuals alike. But why?

Webinars offer a versatile platform for lead generation, brand promotion, and networking. Plus, they enable real-time interaction, which fosters relationships and engagement beyond geographical boundaries.

In this blog, we’ll explore the power of webinars and how you can incorporate them into your events strategy!

Understanding the purpose of webinars

Before running a webinar, it’s important to understand your specific goals. Are you seeking to educate your audience and drive sign-ups to your product or service? Or are you looking to foster employee learning with an engaging digital presentation?

If you’re not sure where to start, here are 4 common benefits of webinars:

Lead generation and conversion. Webinars attract leads from across the globe and provide a powerful opportunity to demonstrate value and resolve objections in real-time. By sharing the webinar recording, presentation slides, or related resources after the fact, you’ll stay in touch with prospects, in turn driving conversions.
Education and training. Webinars offer accessible remote learning, making them perfect for education and training! Use webinars to share knowledge in real-time, provide visual aids for better understanding, enable interactive Q&A sessions for immediate clarifications, and record sessions for future reference.
Thought leadership and brand building. Webinars empower thought leadership by providing a platform to share industry insights, trends, and expertise, in turn positioning your business or organization as a hub of knowledge. Further, webinars enhance brand image, foster trust, and differentiate a brand from competitors.
Networking and engagement. Webinars enable real-time interaction between attendees, regardless of their physical location. Unlike a pre-recorded presentation, webinars allow for direct conversations, Q&A sessions, and live polls. This two-way communication builds relationships and promotes collaboration, making webinars a valuable tool for networking.

Now that you understand the main benefits of running a webinar, let’s dive into what you need to know in order to successfully run one!

Key components of a webinar

1. Pre-webinar preparation

Planning a webinar begins with selecting a relevant topic and targeting the right audience. To make a lasting impression, you need to understand who you’re speaking to and how your material will help them achieve their goals.

Once you’ve selected a topic that will “wow” your audience, plan and organize the content—including the visual presentation—to ensure clarity and flow. No one likes jumbled or confusing information!

Lastly, you’ll need to build out your tech stack to ensure seamless execution. The best way to ensure this is with a great internet connection, quality audio-video equipment, and an epic webinar platform. Even with the best equipment, it’s always important to test your tech before the event day to avoid issues!

2. Live webinar execution

It’s showtime! To ensure a smooth experience, make sure that the speaker(s) have brushed up on their presentation skills, including speaking at a relaxed and well-timed pace, so that nothing important gets missed.

Regularly engaging the audience throughout the presentation is also key. Don’t be afraid to break the fourth wall and check in about how everyone is doing!

From there, keep things interesting with compelling multimedia, visuals, and interactive elements that capture your audience’s attention.

Finally, wrap up with a comprehensive Q&A session that encourages audience participation.

3. Post-webinar follow-up

Just because your attendees have logged off, doesn’t mean their journey is over. Be sure to send all attendees a thank you email explaining how to access webinar recording, presentation slides, and related resources.

Next, it’s time to collect feedback. Don’t wait too long—the best time to send out feedback surveys is within the first 24 hours, while your event is still fresh in attendees’ minds. Make sure to collect data on both what went well and what could be improved. This can help make your next webinar even better!

Common types of webinars

Webinars come in all shapes and sizes:

Educational webinars promote knowledge-sharing and new insights.

Product demonstrations and launches allow businesses or organizations to showcase new products or services by engaging customers directly.

Expert interviews and panel discussions stimulate dialogue and encourage reflection, offering multiple perspectives on a given subject.

Training and workshop webinars provide practical, hands-on knowledge that fast tracks personal and professional development.

Virtual conferences and summits bring together experts from around the globe, promoting networking, learning, and the exchange of ideas in an expansive virtual setting.

Choosing the right webinar platform

Selecting the right webinar platform requires careful evaluation. Be sure to consider factors like user-friendliness, integration capabilities with existing systems, audience size capacity, cost, and the quality of customer support.

Whether you host a few webinars a year or a few hundred, Attendease empowers you to customize and host each type of event from one easy-to-use platform! With robust live, on-demand, and livestream capabilities—not to mention a host of engaging interactive elements—Attendease gives your audience that “in-person” feeling while they’re attending your webinar.

Tips for hosting a successful webinar

When it comes to hosting a successful webinar, we’ve got you covered. Here are our top tips for ensuring that your webinar makes a positive, lasting impression:

Promote your webinar. Leverage various channels such as email marketing, social media, and partnerships to increase visibility of your webinar and attract attendees.

Design engaging content. Ensure your content is insightful, well-structured, and includes engaging visuals and multimedia elements to maintain audience interest.

Make sure your tech is on-point. Invest in a reliable setup, complete a test run to check audio-video quality, and be prepared to troubleshoot issues quickly. Nothing is more distracting and disruptive than tech issues in the middle of your webinar.

Engage your audience. Encourage interaction through Q&A sessions, polls, and discussions to make the webinar feel more like a two-way conversation.

Measure strengths and weaknesses. Collect feedback and track key metrics (e.g. attendance rate, engagement level) to measure success and make improvements for future webinars.

Taken together, these tips contribute to a smooth and effective webinar experience. You’ve got this!

Unleash the power of webinars

Webinars are a powerful digital tool for organizations everywhere. By understanding the key components of a successful webinar, staying organized, and choosing the right platform for your needs, you too can leverage webinars as part of your overall events and communications strategy.

Looking for a way to seamlessly manage your webinars without the stress? Try Attendease.

Say goodbye to paying for multiple tools for each different type of webinar you host. With Attendease, you can manage your event website, registration, and automated communications to event day and beyond, all from one webinar software.

Ready to put your webinars on auto-pilot? Book a demo today!

Tripleseat Announces Strategic Acquisition of Attendease for Unparalleled Event Management Solutions

Event Management
Event Management News

August 8, 2023

Concord, MA — August 8, 2023 – Tripleseat, the leading innovator in cloud-based event management software for the hospitality industry, proudly announces today the strategic acquisition of Attendease, a world-class meeting and event software for enterprise and corporate event planners.

The acquisition is a natural fit. It combines two separate ecosystems, social and corporate event planners and event managers at restaurants and hotels. The sales and event management platform of Tripleseat and the Attendease event planner application come together for a frictionless planning process, further entrenching Tripleseat as the powerhouse in end-to-end event management solutions. The combined company will operate under the Tripleseat brand and will be managed by Jonathan Morse, Tripleseat co-founder and CEO.

“With this acquisition, we will expand our market to event planners with easy to use and flexible event planning and marketing tools – for social and corporate event planners. Tripleseat will now be the one-stop shop for people to locate the perfect venue and manage and promotet their event,” Morse said in a statement. “Attendease provides functionality that empowers planners with dynamic features such as event registration, ticketing, VIP and speaker management, website building, and data-driven reporting that will integrate with Tripleseat’s sales and event management platform.”

The Tripleseat acquisition of Attendease is a game-changer for restaurants and hotels. It provides a one-of-a-kind integration to event planners looking to book an event at their venue. In addition, event planners will now have a seamless and easy experience finding, booking, and planning their weddings, corporate events, birthday parties, or tradeshows.

Tripleseat will always continue providing award-winning customer support for existing and new customers. As the event industry continues to evolve, Tripleseat remains committed to delivering innovative solutions to empower event professionals with the tools to thrive.

About Tripleseat

Tripleseat is a sales and event management platform used by more than 15,000 venues globally, enabling event managers to streamline the planning process and increase sales. To date, the Tripleseat platform has helped venues book over 10 million events and capture $15 billion in event leads. To learn more about Tripleseat or to schedule a demo, please visit www.tripleseat.com.

Get The Most From Your New Event Management Software Platform: Here’s How

Event Management

August 2, 2023

Transitioning your organization to a new event management software platform can feel like a leap into the unknown. Yet as challenging as it may seem at first, this unknown is also a reservoir of untapped potential.

Harnessing the power of your new event management software can be easy with the right strategies. This guide is committed to making this transition easier, helping you embrace your new software and reinvigorate your events!

Prioritizing Training, Onboarding & Account Setup

Proper training and onboarding is the first step to getting the most out of your event management software. Start by educating yourself and your team about the platform’s features and capabilities. Make use of the tutorials the provider offers and don’t be shy about asking for demos or live sessions with their customer success team! They exist to ensure you’re getting the most out of their software.

Before you’re onboarded, make sure you understand how your new event management software can align with your event planning and execution strategies. This way, you can spend some time with your provider to ensure your account is set up to help maximize your new tool. Remember, this solution should be calibrated to best fit your needs—not the other way around.

Setting Clear Goals & Realistic Objectives

Establishing clear and realistic goals is pivotal for maximizing your event management software’s potential. Specific goals help guide your focus and ensure the platform’s features are used strategically. In other words, it’s not just about ‘managing events,’ but how you plan to do so. Make sure you’re aligning with broader business goals and maximizing the return on your software investment.

Are you aiming to streamline the ticketing process? Looking to enhance attendee experience through personalized communication? Or perhaps you want to leverage data for post-event analysis? Setting these objectives from the start will shape how you use the software.

Aligning Your Team

Effective use of event management software heavily relies on your team’s understanding and integration of the tool into their daily workflow. From your event planners to your marketing department, everyone has a role within the software ecosystem. Ensuring everyone knows how to navigate and use the platform to its full extent is crucial.

Regular team meetings can provide an opportunity to discuss updates, answer queries, and share tips on using the software. Likewise, routine training sessions can help familiarize the team with new features, and regular check-ins can address any ongoing issues, preventing them from becoming bigger problems. When everyone is on the same page, it creates an environment of shared understanding and boosts the team’s confidence in using the platform!

Being Aligned With Your Provider

When it comes to aligning with your software provider, clear communication is vital. Expressing your needs, expectations, and goals can drastically improve your platform experience. Your provider’s insight into the product’s capabilities can help you understand how best to utilize the platform, tailor the software to better fit your needs, and even discover features that you may have overlooked.

So, keep an open line of communication with your provider. Regular catch ups can address any potential issues and sharing feedback can help them understand how they can improve their product to better suit your needs. By nurturing this partnership, you can ensure that you’re extracting the maximum value from the platform.

Staying Engaged and Up to Date

Make a habit of staying updated with regular product changes and upgrades. If you don’t adapt as the software evolves, you risk missing out on improved features or more efficient ways of doing things!

Since new features are continuously being added and existing ones get updated, it’s important to hold refresher training sessions. Often overlooked, these sessions are just as important as the initial training so that you and your team stay on the leading edge of event management.

Lastly, building a strong relationship with your provider’s customer success team is vital. Regular communication can provide you with tips and tricks, tailored advice, and quick problem resolution.

Celebrating Quick Wins

Quick wins refer to tasks that your event management software can streamline and accomplish quickly, providing immediate benefits.

These might be automating repetitive tasks like sending confirmation emails, creating post-event surveys at a click, or swiftly setting up event registration pages. Identifying these quick wins is crucial as they not only save time but also demonstrate the value and potential of the tool. This early success can boost your team’s confidence and encourage them to explore the platform more extensively.

Integrating the Tool Into Your Daily Work Schedule

Incorporating the platform into your daily work is a sure-fire way to maximize its potential. It’s not enough to use it sporadically or only for specific tasks; the software should become a constant companion in your event management journey.

This implies doing everything within the platform, from checking event registrations and attendee queries to reviewing campaign performance and preparing for upcoming events. The more you use the platform, the more intuitive it becomes. You’ll discover shortcuts, develop best practices, and learn how to customize the tool to meet your specific needs.

This doesn’t happen overnight, of course…It’s a gradual process of integration. Start by identifying tasks that can be done through the platform. Then, slowly but surely, move these tasks onto the platform until it becomes an essential part of your workflow.

Pitfalls

With the right strategy and mindset, maximizing the effect of your new event management software can be straightforward for everyone involved. Without it, it can be easy to experience the following 4 pitfalls:

Expecting Success without Putting in the Work
- Success comes with effort. Expecting your event management software to work wonders without proper understanding, training, and usage will only lead to disappointment.
Not Having Clear Goals
- As mentioned before, unclear or unrealistic goals will not allow you to use your software to its fullest. Having well-defined goals gives direction to your platform usage.
Minimizing the Importance of Training and Onboarding
- Inadequate training can result in underutilization of the software, causing potential bottlenecks in your event management process. Make sure to put enough time and effort into onboarding and training!
Not Making the Tool a Key Part of Your Work Schedule
- Sporadic use of the platform won’t yield desired results. Make it an integral part of your daily tasks and you’ll see significant improvements in your event management process.

So, what’s next?

Integrating new event management software successfully can be made easy. However, some businesses fail to invest the necessary effort and commitment required to fully tap into the potential of their investment. This under-utilization often results in missed opportunities, inefficiencies, and ultimately, a less than optimal ROI.

The bright side is that having success with your new software platform is mostly within your control. If you invest the time, effort, and patience to deeply understand the software and how it can be incorporated into your everyday workflow, you can truly transform it into a powerful tool for your business!

If you’re looking for an event management software platform that uncomplicates events even further, consider Attendease.

Our easy-to-use platform is designed to bring calm to the chaos of multi-event management. With intuitive navigation, visual tools, drag and drop options, and unlimited website templates, it’s never been easier to manage event portfolios and complex. Want to learn more? Book a demo today!

Mastering the Art of Negotiating SaaS Contracts

Event Management

July 20, 2023

In today’s fast-paced business world, securing the right Software as a Service (SaaS) solution can make or break an organization’s success. However, the journey doesn’t end with selecting the perfect software. The real magic lies in negotiating SaaS contracts.

With the right skill set and a clear understanding of your organization’s needs, you can emerge from the negotiation process with a contract that drives significant value and savings.

We’re here to guide you through the essential elements of negotiating your next SaaS contract. You’ll be empowered to secure the best possible deal for your organization! Let’s get started.

Handbook #1 - Finding The Right Event Management Platform

The Art of Negotiation

Before delving into the specifics of negotiating SaaS contracts, it’s important to highlight general negotiation skills that can be applied in any context.

The most important thing to remember in any negotiation is that it’s not about winning or losing; it’s about finding a solution that works for both parties. By keeping this in mind, you’ll enhance your negotiation prowess and achieve better outcomes in all your business dealings!

Always come prepared with your research and keep your business needs at the forefront. Be clear on what you can compromise on and what you cannot. While every discussion point may not swing in your favor, remember the goal is to reach a balanced agreement that aligns with your business goals and budget.

What to Expect When Negotiating SaaS Contracts

When stepping into the SaaS contract negotiation arena, knowing what to expect is key. You’ll discuss a variety of points—pricing, duration, services, support, and more—which means you need to enter your conversations armed with your organization’s crystal clear needs. Remember, being transparent, communicative, and respectful will always give you an edge!

Effectively negotiating a SaaS contract also requires an intimate understanding of the SaaS provider’s offerings and capabilities. Prior to entering negotiations, familiarize yourself with their product, pricing structure, and any additional services they offer.

Patience and persistence are key virtues in the negotiation process. Keep in mind that negotiations may require multiple rounds of discussions and revisions before reaching a final agreement.

Finally, it’s important to document and formalize any agreed-upon terms in writing to avoid misunderstandings down the line! Review the contract thoroughly before signing to ensure that all negotiated points are accurately reflected.

Key Negotiation Levers for SaaS Contracts

Negotiation levers are strategic tools utilized in contract discussions to influence and shape the agreement’s terms. When negotiating SaaS contracts, key levers to consider may include contract length, payment structure, setup fees, and testimonials, among others. By skillfully utilizing these levers, you can unlock exciting opportunities, drive value, and forge agreements that propel your business forward.

Below are some examples of how to leverage typical SaaS offerings in your negotiations:

Length of Contract

The longevity of your commitment to a SaaS provider can often act as a bargaining chip. Providers tend to favor multi-year contracts because they foster a lasting relationship and supply them with steady revenue. As such, these contracts usually come at a discounted rate compared to their single-year counterparts. Though it might seem intimidating, agreeing to a longer-term contract can be financially beneficial.

Annual vs. Monthly Payments

The payment structure is another important negotiation lever. Paying yearly—and upfront—can lead to considerable discounts compared to monthly payments. However, breaking your contract can often lead to expensive cancellation fees, so you’ll need to be confident about your commitment to the SaaS tool from day one.

Setup Fees & Implementation Timelines

If the core contract terms are non-negotiable, focus on other areas where concessions may be possible. Consider negotiating setup fees, particularly if the SaaS provider typically charges for implementation services. Pro-tip: If your organization can afford to delay implementation, this may be another opportunity to negotiate a discount!

API Integration

Custom API integration work can be a necessary component of SaaS implementation, but it often comes at an additional cost. During negotiations, inquire about the cost and explore the potential for negotiation or bundling with other services. Providers may be more open to reducing these additional charges or even bundling them with other services if the core contract remains unaffected.

Discounts for a Case Study or Testimonial

A case study or testimonial can be a powerful bargaining tool. Offering to share your positive experience and promote their product can potentially lead to negotiated discounts or favorable terms. The more positive publicity you can offer the provider, the more leverage you may have!

Migration Assistance

Migrating from an existing system to a new SaaS tool can be complex and time-consuming. Some companies charge additional fees to help move your data from your old system to their software. During negotiations, discuss the possibility of obtaining migration support as part of the overall agreement. Understanding your specific migration needs and highlighting their importance can strengthen your position.

Training and Onboarding

The journey with any SaaS tool starts with understanding its ins and outs. The nature of enterprise software often necessitates personalized one-to-one training sessions. This is another point you can negotiate on! Whether you aim to negotiate the training cost or extend the schedule for paid onboarding, training is essential for you to get the best out of your SaaS tool. It shouldn’t be an afterthought during your contract negotiation.

How to Negotiate a SaaS Contract When the Price is Firm

What do you do when the price conversation hits a stalemate? Changing the narrative to getting more for your investment is simpler than you think.

Companies often offer additional features or services to enhance their core product. Think of them as the extra cheese on your pizza—they make the experience even better! Negotiating add-ons could provide you with valuable tools and services that are not included in the standard offering.

Common Pitfalls to Avoid

Negotiating SaaS contracts is all about proactivity. Your relationship with your new software provider will extend long past negotiations and into the future. It’s important to do everything you can to ensure that your partnership is fruitful throughout the life of your contract.

Here are some common pitfalls to avoid so that you can feel great about your contract long-term:

Agreeing to an Excessively Long Contract

Don’t get stuck in a contract that doesn’t serve your needs. Take the time to evaluate whether the contract term matches your long-term plans before committing. If the service doesn’t meet your expectations or your needs change, exiting a long-term contract can be costly.

Unclear Terms and Conditions

Be sure about what is and isn’t included in the price. This can be the Achilles’ heel of any SaaS contract negotiation! Make sure you fully understand what you’re getting for your money. Hidden costs or missing features can result in unpleasant surprises.

Overlooking the Renewal Process

Always keep one eye on the future. What happens when your contract ends? Knowing the renewal process in advance helps you prepare for future costs and negotiation opportunities.

Not Exploring Add-on Discounts

Just like you’d scour the grocery store for deals, do the same with your SaaS contract. Seek out discounts on add-ons at the contract’s outset. Doing so can lead to significant savings.

Getting Rushed into Signing a Contract

Don’t let the ‘limited time discount’ urgency make you rush your decision. Sales deadlines are often flexible, and showing intent or asking for extra time generally results in an extended deadline.

Negotiation Strategies Lead That Secure Deals

Navigating SaaS contract negotiations might seem daunting, but with the right strategies and awareness of potential pitfalls, you’re well on your way to securing a fantastic deal. Always remember you’re not just a customer but a valued partner. With clear communication and a bit of patience, there’s always room for a win-win negotiation!

Attendease is a SaaS company based in Concord, Massachusetts, that provides event management software to the likes of Adobe, NBC, SXSW, and more. Learn more about Attendease today!

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Discover the Best Event Platform: A Six-Step Guide

Event Management

July 6, 2023

As businesses grapple with today’s ever-changing event landscape, having the best event platform is no longer a luxury—it’s a necessity! However, with countless tools and services on the market, selecting the right platform for your business can feel overwhelming and confusing.

Nonetheless, in a world where digital connectivity is king, it’s essential to find the right tools to captivate your audience and deliver memorable experiences. That’s why we’ve put together six essential steps to help you find the best event platform for your organization. By following these steps, you’ll be that much closer to providing unforgettable events for your attendees.

1. Define your needs

Selecting the best event platform for your business requires careful evaluation of your company’s needs and goals, as well as an understanding of the available options and their capabilities.

Start by creating a list of every single issue your new events platform needs to address based on your needs assessment. This first step is essential since the best event platforms will enable your team to handle numerous tasks, including registration, creating a professional event website, email marketing, attendee management, speaker scheduling, and analytics. Knowing which features you need (and which ones you don’t) will not only help alleviate stress for you in the short term, but for your organization in the long term, too.

Skipping a needs assessment can have some serious consequences. Whether delays in planning, frustrations due to lack of proper organization, arguments amongst team members, and the need for extra meetings to address any issues that may arise, these problems can eventually lead to someone else taking over the project. Worse, your transition to a new event platform could stall completely and cause a reversion back to the status quo. No one wants that!

Therefore, it’s essential to invest time in defining the needs of your organization from the start to avoid any complications that may arise due to poor planning.

2. Create a comparison grid

To make an informed decision on the best event platform for your business, create a comparison grid.

A comparison grid maps out all the essential attributes you’re looking for against each platform you’re considering. The individual platforms are then rated based on how well they meet your criteria, giving you individual scores for comparison purposes.

Why create a comparison grid to evaluate event platforms? Simply put, it’s one of the easiest ways to visualize all the necessary features and capabilities required for your organization. Most importantly, it allows you to evaluate how well each platform stacks up objectively.

By giving each criterion its own score based on which platform you’re auditing, you can get a clear picture of which tool will meet all your company’s needs, rather than picking a platform that only does one or two things exceptionally well. This ensures that you don’t miss out on any essential features or capabilities that your organization requires.

Additionally, the scorecard that you create can be used as a reference point when people start pushing back or second-guessing how to proceed. It provides a clear, unbiased assessment of each platform, making it easier for everyone to agree on the best event platform for everyone.

3. Score each platform based on your organization’s priorities

When filling out your comparison grid to find the best event platform, it’s crucial to establish a system for scoring each tool based on your priorities.

Adopting a simple scale from 0 to 5—where 0 denotes that the platform does not meet your criteria and 5 signifies a perfect match—can help streamline the evaluation process. It’s also essential to be selective about what you include in your comparison grid, prioritizing only those attributes that are vital to the success of your events. If there are additional features that you’d like to consider, create a separate section called “nice-to-haves” and rate them accordingly.

You’ll want to avoid overloading your grid with too many ratings, however, as this may skew the results and obscure the most important criteria.

By scoring each tool based on your priorities, you can identify the events platform that best aligns with your organization’s specific needs and goals. This approach will enable you to narrow down your options and select a platform that provides the features and capabilities that are crucial to delivering successful events!

4. Engage key stakeholders in your evaluation

Once you’ve completed your comparison grid, including all the relevant criteria and companies under consideration, it’s important to share your ratings with the relevant stakeholders to eliminate any potential surprises during the decision-making stage.

Keeping open channels of communication and encouraging feedback at this stage is vital, as it fosters dialogue and constructive criticism that can aid in addressing concerns or questions. It’s also a good idea to share any questions or concerns with the companies under consideration and obtain their feedback to share with stakeholders to provide additional insight.

By soliciting input and securing initial signoff at this stage, you will make the final decision-making process less complicated, as everyone involved will be on the same page and understand how each platform compares to your organization’s priorities. Additionally, this collaborative approach helps build trust and buy-in from key stakeholders, enhancing the likelihood of their support of the final decision.

5. Trust your gut

Although the comparison grid you’ve created is an essential tool in selecting the best events platform for your organization, it’s equally important to trust your instinct. If several companies have similar scores, don’t be afraid to rely on your gut to make the final decision.

The evaluation process is a balance between art and science. Yes, the grid may provide valuable insights, but it’s important to remember that it’s just one of many tools you can use to evaluate different platforms.

By this stage, you’ve invested the necessary time and effort to make informed decisions. Therefore, you’re in the best position to determine which events platform is best suited for your organization’s unique needs.

6. Get key stakeholder approval to address pushback

When selecting the best event platform, obtaining key stakeholder approval is a crucial step that can ensure a smooth decision-making process and help overcome objections.

As mentioned, it’s important to obtain initial sign-off or consensus from key stakeholders on the comparison grid, which can be achieved through a meeting or email with all involved to ensure everyone is aligned. Additionally, sharing the likely direction with other employees affected by the decision and soliciting feedback from the team can help minimize pushback.In doing this, it’s important to let the team know that key stakeholders are all aligned on the decision. This part of the process isn’t always sunshine and rainbows—expect pushback and delays, especially if you’re working with a large team—but it’s always best to address concerns before you negotiate a contract with your new platform provider.

Summary

Finding the best event platform for your business is essential, but that doesn’t mean it’s easy. In this guide, we’ve outlined six tried-and-true strategies that will help take the overwhelm out of the process so you can focus on what is important. By defining your needs, creating a comparison grid and scoring each platform, engaging key stakeholders, trusting your gut, and getting final approval, you can feel confident knowing you have selected the best possible tool for your organization.

In a sea full of event platforms that fall short of your expectations, Attendease is sure to make you say, “Wow!”

Our foundational platform helps take the stress out of event management, allowing you to execute flawless events with ease. With comprehensive features for virtual, hybrid, and in-person events including flexible registration and ticketing, an agency-grade website builder, multi-event management tools, and more, your team will love Attendease!

Thanks to our transparent, flat-fee pricing and white-glove customer support, your bosses will love it, too.

Book a call and learn more today!

Everything You Need to Know About Event Management Software Pricing

Event Management

June 28, 2023

Event management software pricing has become more complicated over the years as the industry has evolved. Event management software has revolutionized the way events are planned, organized, and executed. When the Covid-19 pandemic forced the world into lockdowns, many event professionals pivoted to virtual events. The upside is that this led to a plethora of product innovation and disruption. According to Verified Market Research, the global events industry is predicted to bring in over $2.19 trillion (US) by 2028!

From streamlining event scheduling and registrations to managing ticket and revenue collection, event software gives organizers much more control and flexibility. Event management software has become so indispensable and irreplaceable that most events would fail to function without them.

However, one of the most common challenges for event professionals is deciding on the right tool for the most cost-effective price. Understanding this type of software pricing can be complex, with costs influenced by numerous factors.

In this guide, we will delve into the key factors that influence event management software pricing. We’ll also provide additional insight to help you make an informed decision about the right tool for your needs.

What Influences Event Management Software Pricing?

Event Scale and Complexity

The size and complexity of your event(s) can impact pricing. Most event management software platforms will come with higher costs for enterprise or corporate business exhibitions due to the additional resources required. Software providers may consider factors like the number of expected attendees, desired features, vendors, add-on products, exhibitors, and customization requirements when determining the price.

Features and Functionality

The range of features offered by event management software can vary significantly. Lower-tier software plans may simply include the essentials such as registration management and email communication. Higher-tier plans may provide advanced features like session scheduling, exhibitor management, analytics, and integrations with other incumbent systems. The more robust and varied the features, the higher the price may be.

Scalability and Flexibility

Some event management software may only be suitable for specific events or ones of a certain size. If you host or exhibit events regularly, you may find that paying for a scalable and adaptable event platform will be more financially viable than an ‘off-the-shelf’ solution. Even if a flexible solution comes with higher upfront costs, it may provide the most tangible long-term benefits.

Pricing Models for Event Management Software

Subscription-Based Pricing

Many software providers offer subscription-based pricing models. With this model, users pay a recurring fee based on the duration of their subscription, usually billed monthly or annually. Many event software vendors offer discounts if you pay subscription fees in advance, allowing users to take advantage of some decent cost savings in exchange for a long-term commitment.

Tiered Pricing

Event platforms may also be priced on a tier system. The lower-tier packages (usually aptly named a ‘basic’ plan) will offer standard features. Users will typically only be able to access additional functionalities and tools by subscribing to the premium, higher-tiered solution. With lower fees for software, there’s often a caveat with a limitation on customization and integration with other systems.

Pay-Per-Event Pricing

For those organizing occasional or one-time events, pay-per-event pricing can be a cost-effective option. This involves a fee being charged for each event that is managed, meaning that users are not forced into signing long-term service contracts and benefit from improved cash flow. In this case, you only pay for what you use, but these software models are harder to come across.

Important Considerations When Evaluating Pricing

Total Cost of Ownership

It’s important to look beyond the upfront costs and consider the long-term cost of ownership. This includes factors like implementation, support, training, integrations, add-ons, and so on. If you are able to ascertain how expansive you need the software to be, you can make a more accurate, informed cost assessment and see whether it fits into your budget.

Return on Investment (ROI)

Evaluating the potential ROI of your event management software will also help you decide on the right tool for your needs. Weigh its various costs and fees against how much revenue your event(s) will generate. Will you be in the green or red as a result of hitting your attendee targets? If you will more or less break even, look instead at how the attendee or vendor experience can be enhanced as a way to justify your investment.

Customer Support and Training

Software and tools should offer flexible customer support, training, and learning resources to help users work with the system. Ensuring that your software provider offers plenty of this for your team(s) will mean that you make the most of your investment. Bear in mind that low-cost options will typically mean that training and support resources are threadbare and scarce.

How Much Does Event Management Software Cost?

Determining the exact cost of event management software can be difficult, as prices are influenced by various factors. Some software platforms start completely free of charge, while enterprise-grade solutions can cost thousands in monthly fees. It’s hard to make an accurate assumption of the average cost of event management software, but as is the case, you often get what you pay for.

How Secure is Event Management Software?

Security is – and should always be – a top priority when evaluating the right event management software platform. From protecting identifiable attendee information to securing endpoints and threats across your software platform, do not overlook security. It’s crucial to ensure that you look at what your vendor is doing to safeguard their customer (i.e., your) data as well. Here are some key aspects to consider regarding software security.

Secure payment gateways: If you require your software to allow seamless payments, the software will need to demonstrate PCI DSS compliance. If you see a relevant certificate confirming this, you’ll know that transactions are secure.
Access Controls: Preventing unauthorized access to your secure data is crucial and impossible without defined user permissions and roles. Administrators should always remain vigilant over who has access to your logins and data.
Data encryption: Software vendors that implement strict encryption protocols to protect data transmission and storage are worth the extra investment.
GDPR and CCPA compliance: Always make sure that your chosen software vendor is complying with relevant national or continental data protection and privacy regulations like GDPR in the European Union or CCPA in the US.
Software updates and patching: Look for evidence that your software provider rolls out regular updates and bug fixes to address any security vulnerabilities. Make sure that this is frequent and will not prove disruptive.

By considering these security aspects and engaging with reputable software providers, you can mitigate risks and ensure the security of your data throughout the event management process.

If you are an event organizer considering various event management solutions, actively look into their features, functionalities, security controls, and scalability before you make a decision.

Pricing is always crucial to evaluate, but you should always look a little bit deeper than just the bottom line. Cost is never the be-all and end-all when it comes to deciding on the right software platform for your company.

Learn More!

Thinking of making a change to a new event management platform? Check out our plans here and book a call to learn more.

5 Ways To Make Corporate Event Technology Work For You

Event Management
Event Management News

June 20, 2023

As an event planner, you’ve got a lot on your plate. From coming up with a theme to securing standout keynote speakers and handling the budget and more… you’re practically a superhero! But let’s face it, even superheroes need a sidekick like an excellent corporate event technology.

Picture this: an event management tool that’s not only super powerful but also easy to use. Intuitive software empowers you to effortlessly manage your content and event details, helping you crush your to-do list in record time—no more wrestling with schedules or sweating over budget spreadsheets. With the building blocks of a successful event taken care of, each task becomes less of a chore and more of a triumph.

With the right software, sailing through your events with confidence is made easy. Here are five ways to make your corporate event technology work for you.

1. Unlock Resources with Corporate Event Technology

First, let’s discuss why you need modern corporate event technology. If you’re used to yesteryear’s clunky, outdated software, you might not realize how much time you spend switching between tools, downloading reports, and trying to make different systems talk to each other. It’s easy to get bogged down doing so many repetitive tasks.

There’s a better way! For example, let’s start with event landing pages. Landing pages fulfill promises made in your other content—such as a marketing email, online advertisement, or targeted search engine results—and often serve as the first step for visitors to become potential attendees. Thus, it’s essential to get your landing page right the first time.

Modern corporate event technology lets you quickly publish a beautifully designed event landing page and change details in real time as your event evolves. So, even if you’re still pinning down sessions and confirming speakers, you are set up to capture attendees’ interest and begin your pre-event marketing efforts.

Modern software will let you publish more relevant information as the details are solidified. One example of this is if you add new speakers or schedule items. Remember: each vital update to your schedule creates an excellent excuse for an email blast, too!

2. Automate Event Marketing Efforts

Say goodbye to using separate tools for your landing page, website, and marketing. Today’s corporate event technology empowers you to streamline and automate communication, deliver fully branded experiences, and gather data that matters to you—all from one place!

Easily create fully-branded email templates once and use them for all your email campaigns. Guarantee the success of your event email marketing campaign by first segmenting your lists. Next, send timely messages to the right people at the right time. With white-gloved support, you can keep your campaign branding consistent with your website, event app, and other marketing materials.

Having valuable data at your fingertips allows you to make informed marketing decisions. Best of all, you’ll no longer have to switch between multiple platforms to review your event analytics. This means it’s easier than ever to gain insights on what’s working, compare against your own benchmarks, and strive for continuous quality improvement for your events.

3. Offer Seamless Event Registration Experiences

Smooth online event registration means that your attendees feel the fun vibe of the event right from the get-go. That means no more clumsy, hand-written lists or endless Excel spreadsheets. And no more attendees rummaging through their bags for a paper ticket that’s probably in their other jeans!

Integrated ticket sales and check-ins are the new gold standard in event registration. This makes attending your event as easy as your attendees pulling out their smartphones and flashing their confirmation email like a VIP pass. After all, no one likes standing in line longer than needed.

Look for corporate event technology with built-in registration capabilities to handle even the most complex meetings and events. It’s also easy to create unique registration forms for specific pass types and manage different pricing categories. You’ll be empowered to manage event and session capacity, setting waitlists accordingly. The best part? You can save registration forms to use again in future meetings and events, so you never have to do the same work twice.

Check out our Event Ticket Pricing Strategies Guide to find proven strategies that will help you determine your ticket pricing strategy, and ensure the financial success of your event.

4. Gain Crucial Insight Into Event Communications

Your event marketing and communications tell a powerful story about the buzz surrounding your event. How people respond to your email campaigns, press releases, and social media content provides valuable information about how successful you can expect your event to be.

That said, event marketing comes with its challenges. This is why it’s crucial to have a fluid and responsive event marketing plan. When aligning essential dates, milestones, and announcements, you need to keep a bird’s eye view of what is going on with your communications across all digital channels and at every stage of the event lifecycle.

If you release content and get crickets in return, it’s essential to pivot. Modern corporate event technology allows you to do just that. This way, you’re not wasting precious time and energy on manual processes and best guesses.

When armed with the insights that this technology provides, you’re more likely to uncover the secret sauce for your best event yet!

5. Put it all together with the right corporate event technology

At any point leading up to the big event, you need to be able to make last-minute changes and communicate the necessary information to all attendees and team members. With modern corporate event technology, your clunky old workflow will be revolutionized into a seamless technology ecosystem.

To reduce the risk of sharing outdated or incorrect information, look for software that can publish real-time updates. For instance, corporate event technology with an integrated event website builder lets you instantly change your event website and materials from one form.

Cloning tools and simple, visually appealing templates make it even easier to launch your new website or registration page. So, when you’re ready to start planning your next event, you can customize as you go. This helps to maintain brand continuity while saving time and resources across your entire event portfolio.

Corporate Event Technology To Make Your Job Easy

Corporate event technology should make your job easier, not harder. When working with outdated systems that don’t play nicely with other tools, planning and executing extraordinary events can feel like an uphill battle.

EventUp Planner provides foundational corporate event technology that takes the complexity and guesswork out of event and meeting planning.

With EventUp Planner, you’ll get:

Simplified event marketing that meets attendees where they are
Templates and automation to make multi-event management easier
White label, branded meeting and event experiences
Flexibility to handle unique registration scenarios

Ready to simplify the planning process and love your job again? Set up a demo today!

Learn more

9 Critical Customer Success Factors to Consider When Shopping for an Event Management Tool

Event Management

June 5, 2023

With the vast amount of software available in the market, it can be challenging to find the right event management tool for your business. Like any good SaaS tool, the quality of your partner lies in how they can empower you through your unique customer journey. While fancy feature lists may be appealing, as shiny new things tend to be, they don’t necessarily lead to success. In a similar vein, look at the “easy to use” label on any event management tool with caution. Is it easy to use because it’s been highly optimized? Or is it because it lacks the necessary feature depth that other tools provide? Onboarding and time investment can be daunting. But don’t miss out on feature-rich tools because you want to skip that step. It could be a big loss in the long run.

Choosing the right event management tool for your team and organization isn’t easy. There are important considerations to take into account to ensure your own customer success. We’re here to help you find the right tool and partner for your needs. Here is the ultimate checklist of what to think about beyond the features of the tool.

(psst….We also have this downloadable, 2-page pdf that outlines the 9 key considerations, plus 32 must-cover points to discuss with prospective software vendors.)

Checklist of key considerations for event management tool shopping:

Understanding your needs and pain points through the sales process
Having a client onboarding checklist
Identifying your organization’s measure of success and maximizing adoption
Clear training program that considers all your team players and roles
Clearly identified support and issue management process and channels
Collaborative approach
Mapping your customer journey
Open to feedback
Path to early adoption wins so your team sees quick success

#1: Understanding your needs and pain points through the sales process

The sales process can sometimes feel a little awkward, spilling all the beans on your organization’s needs and challenges. However, the reality is that the more information that you share, the higher likelihood of a successful fit and partnership. It can also get frustrating quickly though when, during the training and onboarding process, it feels like you need to start all over again, restating the same information that was previously given. Ideally, the company that provides your chosen event management tool ensures a seamless handoff to your customer success team. As such, be sure to inquire into their onboarding process. Do they tailor the onboarding experience specifically to you and your team’s situation? Or is it a generic, off-the-shelf process?

#2: Client onboarding checklist

Onboarding is a crucial step to ensure that organizations are set up for success. Move quickly so that you don’t lose momentum after you’ve made the decision to move forward. One good practice you should be looking for from your event management tool is an existing onboarding checklist. This checklist should outline the steps and rough timing to get you from the first onboarding/training session to fully onboarded. As such, during the sales process, it’s always important to ask for an example or template of their onboarding checklist. Learn how they communicate the included steps and information that will take to ensure your success.

#3: Identifying your organization’s measure of success and how to maximize adoption

To really maximize what you can get out of your event management tool, the first thing you should do is lay out the goals you want to achieve through using the platform. The preparedness of the event team and their alignment with these goals will be critical to maximizing efficiency and making the most of the platform. Make sure you define key goals, you map out anticipated challenges, and you share targeted wins. Most good partners will respond well to that.

When things go wrong with the new system, the initial reaction is often to place the responsibility on your partner. However, ensuring your team is ready, engaged, and excited, can go a long way to your success. To allow that to happen, be sure you have a strong, senior sponsor or champion supporting your efforts. This person should hold the team and your partner accountable and should work to best align the teams.

#4: Clear training program that considers all your team players and roles

Having a clear training program can make a big difference to comfort and adoption of a new tool. Organizations should ensure there is a clear training program in place that operates at a reasonably steady pace. Here are a few keys to training success:

Live, online training on the new event management tool.
Self-study materials
Sel-paced exercises
Training articles
Discussion of best practices
Tips and tricks articles
Step-by-step videos
A strong library of support articles
Annual refresher training and quarterly webinars on key capabilities and new features
Refresher training upon renewal

For medium and larger-sized event management teams that typically have numerous people and roles, it is important to make sure that the training accounts for this and that permissions can be set for different people in different roles.

#5: Clearly identified support and issue management process and channels

Issues will inevitably surface. When they do, it’s important to know both your internal key point of contact and the one on your event technology partner’s team. This ensures smooth channels of communication. It is also important to set up processes so that the team can escalate major issues, requests for assistance/support, and how to engage to re-up on training or to provide feedback and make feature requests. A best-in-practice SaaS event management tool has in-app support where users can log tickets for assistance or to report issues. This is non-negotiable and should be considered a given to have access to.

#6: Collaborative approach to partnership

Throughout the sales process and during onboarding, it usually becomes apparent how your event management tool partner views you and your success. The best ones will make it feel like they are part of your team. They’ll go above and beyond, often buildinging strong relationships with key stakeholders and users. A strong collaborative approach ensures transparency, responsiveness and commitment to your success, but remember that collaboration is a two-way street. The more you treat your partner like a partner and not a transactional vendor, the stronger the collaboration will be. This helps your chances of success going through the roof.

#7: Mapping your specific customer journey

From the first kick-off session, be sure that the discussion and focus is around your challenges and your business. Make sure the company specifically tailors training, and everything afterwards, to your use-case. Don’t waste time on speaker management training if you have no plans on using the tool for speaker management. Working with your partner should be a process to identify your journey. What types of events will you host? How big will they be? How many events are on your yearly calendar? Sharing this upfront will help the vendor tailor the solution to best meet your needs. The best tools, while not “customizable”, are “configurable”. When your account is set up, those configurations will make your training and adoption a painless process that is more suited to your needs.

#8: Openness to feedback

Some event management tool and software vendors are very rigid, inflexible and very opinionated on how their software works and how you should use it. Conversely, Steve Jobs is famous for believing in his product vision and execution as always being ahead of the customer. The truth, and what will work for most organizations, is somewhere in between. Good software partners will be very good listeners, but will also help you see different ways of doing things. Rather than helping you automate an existing but inefficient process, a good partner will instead show you how you can use their tool to do it better.

The key is to always ensure an open mind towards suggestions on aspects of the tool that could use improvement, or new features that could make it better. This should be an ongoing discussion and mechanisms should be in place to allow for both communication of this feedback and a way to respond.

#9: Path to early adoption wins so your team sees quick success

Work with your event technology partner to identify some quick wins. This will help your team feel successful and more aligned with your new software tool. Doing so can allow your team to feel more confident in the tool and more willing to place their trust in it. This also allows the team to get a better understanding of the event management tool in a more real-world situation, rather than just in training.

To achieve this, first identify some key successes that you will be able to communicate up in your organization to show early wins with the decision the organization has made. Then, begin to use the event software as quickly as possible – first on test events, then on 1-2 real events. If possible, also schedule some refresher training to get clarification on things that the team needs additional help with after some initial usage.

Conclusion

Choosing an event management tool partner can be a challenging and time consuming process. But if you avoid it, the results can be devastating. Once you figure out your own organization’s goals and needs, a good partner will help guide you to the solutions and processes that are a fit for you. Through this checklist, you can be sure if an event management tool will work for your organization and allow for growth and efficiency that wouldn’t have been possible otherwise.

If you want to know more about event management tools or are looking to switch to a new one so you don’t unintentionally fall behind with your events, talk to our team about how Attendease can help fill in the checkboxes for your organizational event needs.

Download the full checklist that outlines the 9 key considerations, plus 32 must-cover points to discuss with prospective software vendors.

6 Steps to Evaluate and Choose the Right Event Planning Tools

Event Management

May 31, 2023

Before the arrival of modern event-planning software, planning fabulous events took a lot of manual work. Instead, it was a daunting task, with numerous moving parts and massive potential for overwhelm. The development of today’s event software has allowed organizations and teams alike to unlock their creative potential, maximize resources, and deliver exceptional events with ease.

If it has been several years since you last explored the market for event planning tools, or you and your team are feeling overwhelmed with your existing event planning workflow, it’s likely time for an upgrade. You’ll be amazed at what the innovative software available today can do for your events!

Today, we will guide you through the essential steps to evaluate today’s event planning tools. By the end of this blog, you’ll be empowered with the knowledge and confidence you need to find the right event planning tools and take your events to the next level.

Let’s get started!

Step #1: Know Which Software Features to Look For

Outdated and inefficient event planning processes can lead to mistakes, delays, and missed opportunities. Today’s event planning tools provide streamlined workflows, automated tasks, and clear communication channels with attendees, helping you quickly execute events and wow your attendees.

When evaluating event planning tools, start with the platform’s ticketing and registration capabilities. Both features should be flexible and easy to use—not just for your organization to set up but for your attendees to use, too!

With the increasing trend of hybrid and online meetings, it is crucial to ensure that the platform was built with both in mind (in addition to in-person events, of course). The platform should also offer event marketing features, including website creation and management, email marketing, and marketing automation, to promote the event and maximize attendance.

Here are other vital features to prioritize in your search:

Multi-event management
Schedule management
Accessibility
Data privacy and security
Integrations with existing software
Insights & reporting capabilities

Step #2: Know What to Look For in a Software Developer

When selecting an event planning tool, it’s essential to consider the platform developer’s characteristics and support structure. After all, integrating a new solution is always more accessible when the developer has your back!

First, research who the company caters to and how long they have been in business. This can give you a sense of their experience and expertise in the event software industry.

Make sure also to examine the customer service and support processes they offer. Event planning is time-sensitive, meaning the better the support, the more efficiently you can use the tool. Whether through email, a ticketing system, over the phone, or all of the above, research through which channels you can access support and how quickly you can receive answers to your queries. Consider going with a company whose support is also available on the weekends in addition to weekdays. You never know when you’ll need their support!

Finally, knowing who you will be working with during onboarding and who you will be in touch with for daily questions is key. Ensure that the company offers you a Customer Success Manager or similar account manager who will act as the point of contact throughout your relationship. Having a consistent representative will save you tons of stress and needless repetition in the long term.

Step #3: Understand the Onboarding Process

When shopping for a new event planning tool, it’s crucial to understand each platform’s onboarding process to determine the time, resources, and potential budget required to get started.

First, you’ll need to know the process and how long it will take. Is it self-guided, or are there dedicated resources to assist you? Integrating a new tool can be difficult when you are left to your own devices or don’t have transparency into the length of the process. Companies with the best event planning tools support their offerings with scheduled kick-off and training sessions to help ensure you’ll be successful and love using their tool.

It’s also vital to consider who the onboarding process is facilitated by, as some companies outsource their onboarding to third parties. Not dealing with the company directly may lead to a lack of consistency in the onboarding experience or gaps where the onboarding does not address your day-to-day needs.

Finally, it’s vital to inquire about any hidden training or onboarding fees that are not explicitly mentioned in the pricing structure. Some companies may charge extra fees for onboarding, which could affect your budget.

Step #4: Understand the Pricing Structure

Event planning tools are an essential resource for businesses and organizations looking to streamline their event management processes. However, no tool is “one size fits all.” Many options are available, each with its own pricing model and features, and it’s up to you to find the best fit for your organization.

Free event planning tools offer basic features like online registration, mobile support, and promotional tools, often catering to events with no admission fees.

Those looking for more advanced capabilities will want to look at subscription-based or pay-per-registration models. These tools typically include online registration, payment processing, mobile tools, event pages, email communication, social media integration, and analytics.

In many cases, prices can vary greatly depending on the provider, features, number of users, number of events, and the number of attendees. If cost certainty is vital to you and your organization, fear not! There are tools (like Attendease) on the market that offer all the same features with flat fee pricing structures.

Step #5: Read Reviews and Gather Community Feedback

A critical step in evaluating event software is to gather feedback from those who are already using the tool. Valuable user reviews can be found on company websites, G2, and Capterra. These reviews can provide insights into the tool’s functionality, ease of use, and customer support.

Additionally, seeking community feedback and speaking to current customers can help you understand strengths and weaknesses from a user’s perspective. Asking specific questions in LinkedIn and Facebook groups, looking at Quora for company insights, and reviewing the company’s Glassdoor reviews can all provide valuable information.

Step #6: Understand the Contract Before You Sign

When searching for the best event planning tool, it’s essential to carefully consider the contract that you’ll be signing with the vendor. This contract should contain a clear list of services being provided.

Be sure you’re aware of all possible fees, including onboarding, one-time implementation fees, monthly fees, and customer support fees. Being sure what is—and isn’t—in the contract will help you plan your budget and ensure the tool is right for you.

Addressing Pitfalls and Challenges

Any time you shop for a new event planning tool, there are a few things for you to consider:

Approach any sales call having done your research, ensure you ask strategic questions, and request examples from the salesperson to ensure the product meets your needs.
Pricing can get complicated, especially in subscription or pay-per-registration models. Look for a platform that provides everything you need and offers your organization cost certainty via flat fees.
Onboarding can be lengthy and expensive. Ensure you get documentation of everything the company will and won’t cover while onboarding your new event planning tool.
Contracts can be difficult to navigate, so don’t forget to read the fine print! If you have any questions, be sure to document them and get answers you can reference back to.

Shopping For an Event Planning Software Doesn’t Have To Be Complicated

Attendease is here to help! Revolutionize your workflow with our foundational tools that empower teams and de-stress even the most challenging events.

Discover the Attendease:

Foundational platform built for all event types, from virtual to hybrid or in-person
Powerful yet intuitive event management tools to help you plan, manage, and simplify every step of your event
The flat-fee pricing structure, which helps budgets stay predictable and consistent
White-glove customer service that always has your back when you need it most

Want to learn more about what Attendease can offer your organization? Book a demo today!

Let’s Talk!

Attendease Hubspot Integration

Product News

May 24, 2023

At Attendease, we believe that rarely (if ever) a platform can be truly an all-in-one event management solution and still offer comprehensive and relevant features across all the available modules. That’s why we hone in on what we do best. Then, we provide native integration options with other technology vendors (like our Attendease Hubspot Integration) in order to provide a functional tech ecosystem that meets the needs of many different types of customers.

What Attendease Does

The types of events out there in the world are endless. We’re proud to say we’ve stayed focused on building an event management platform that has been able to adapt to meet the needs of an endless number of companies and higher education institutions around the world. Creating a native integration with technologies like Hubspot has allowed us to do just that.

If we tried to put every event-related tool into our own platform, many users wouldn’t even use them and they’d end up creating workarounds to try to keep using their own existing beloved tech tools. (Sound familiar?) We understand that many people have tried and true technology tools they love, so why would we force you to house the same information in multiple platforms and make you do more manual work so you can use our tool?

How the Attendease Hubspot Integration Helps

The Attendease HubSpot integration (Hubspot link here) helps event organizers send event registration data from Attendease into your HubSpot CRM. Say goodbye to the hassle of manually exporting and importing endless spreadsheets each day. and Say hello to simplicity and automation.

Through the Attendease Hubspot integration you can easily set up the flow of attendee information from Attendease to the corresponding contact in Hubspot. By leveraging HubSpot’s Timeline API, you are able to track major attendee interactions such as registering for an event, event schedules, and checking in to a session.

Through HubSpot, event organizers may also create lists and workflows based on the integration settings. This makes the integration truly limitless in terms of potential use to support marketing and automation of tasks before, during, and after the event takes place.

In addition to using HubSpot’s automation capabilities, event organizers can also leverage Attendease’s email communication tool and survey forms after the event is over if you do want to keep the data out of Hubspot for some reason, enabling you to engage with attendees during the entire event lifecycle in the way that best meets the needs of your company.

Benefits of Using the Attendease HubSpot Integration

When using Attendease event management software with the HubSpot CRM integration, event teams are able to streamline their collaboration efforts through a centralized platform. This approach fosters better collaboration between team members while saving time and resources. No more emailing form, lists and documents between teams. It’s all captured in Attendease and sent directly to Hubspot based on how you choose to set up the integration.

Both Attendease and HubSpot allow the setup of user permissions. This allows you to define which individuals are able to access specific data on each platform. Giving organizers this type of control makes it easier for users to only see the parts of the platform that are most relevant to them.

In addition, the integration also aligns marketing and sales teams. Aligned teams helps you reach your event goals together. Attendee data can be used to set lead scoring in HubSpot and trigger the sales team. It can also help you add the attendee to an appropriate nurture workflow.

Once you set up the Attendease HubSpot integration, you will be able to automatically send your in-person, virtual, or hybrid event attendee data from our event management software to the HubSpot CRM.

HubSpot Integration Data Points

Once you have authorized Attendease to send activities to HubSpot, you need to specify which activities you want to send over. Automations can then be connected to specific events.

You are able to trigger automations from the following events:

Attendee registered
Attendee profile update
Registration canceled
Session scheduled
Session unscheduled
Contact added to a session waiting list
Contact removed from a session waiting list
Contact promoted from a session waiting list to an attendee
Attendee checked in (event or session)
Attendee check-in undone (event or session)

With automated data imports that are mapped into HubSpot contact properties, marketing teams can segment and personalize workflows based on actions or lifecycle stages. These data points give marketing teams the ability to run custom, automated email campaigns and workflows in HubSpot.

Conclusion

The ability to capture and automate data is critical to the success of your event marketing efforts. The Attendease event management software integration with the HubSpot CRM platform can help. It enables event organizers to effortlessly combine offline interactions along with digital actions. Ultimately, this enriches buyer data across the entire online and offline journey.

Curious to learn more? Contact our team to see how to leverage this integration. Learn how this could be a good solution for your specific event needs.

Already a client and ready to set up the Attendease Hubspot integration (or just curious to see how easy it is to set up)? Here’s a step-by-step guide.