Category: Event Management

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

  • Event Management
  • August 2, 2023
people collaborating with event management software

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:

  1. 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.
  2. 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.
  3. 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!
  4. 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
Mastering the Art of Negotiating SaaS Contracts Blog Banner

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
Your Event Tech Needs To Work On Your Time

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.

ticket pricing guidebook


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
Checklist to find best event management tool

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
People at a corporate event

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!

Shopping for event management tools: How to get internal buy-in when you’re considering a move

  • Event Management
  • Event Trends
  • May 16, 2023
Getting buy-in for event management tools

Getting buy-in from the executive team for new technology, like event management tools, can be challenging. Plus, you won’t be the only one using it. So how do you get your co-workers on board for change, too? Even if your existing processes are broken, people tend to want to stay with the devil they know vs making a change. But there are strategies you can use to increase your chances of success. 

Here are some steps you can take to get you closer to getting buy-in from stakeholders:

Write a compelling business case

Before approaching stakeholders, you need to have a clear understanding of the benefits the new technology system will bring to the organization as a whole. Identify the key pain points that the technology will solve for different users in your organization. Try to quantify the benefits in terms of time saved, cost reduction, increased revenue, and/or improved customer satisfaction.

Creating a compelling business case is crucial to getting buy-in for new technology, as it helps decision-makers understand the benefits and ROI of the new tool.

Here are some steps to create a compelling business case for a new event management tool:

1. Identify the problems

Start by identifying the problems that the new event management tool could address, ideally beyond just your own issues you’re struggling with. This could be a pain point within the organization like the:

  • Need to improve efficiencies when creating and managing events across multiple teams
  • Desire to lower the cost per event
  • Need for a more professional-looking and branded experience for potential attendees
  • Opportunity to reach new audiences

2. Describe the solution

Once you have identified the problems, describe how the new technology solution will address them. Be specific about the features and benefits of the technology and how it will help solve the company’s problems and/or capture new opportunities.

3. Identify the stakeholders

Identify the stakeholders who will be impacted by the new technology, including executives, other employees and teams, customers, and partners. Describe how the event management tools will benefit each stakeholder group and how it would compare to what you’re doing now to manage events.

4. Estimate the costs

Estimate the costs of implementing the new technology, including hardware, software, training, and support. Be as detailed as possible without spending too much time on demos and sales calls until you get buy-in. Also, consider the total cost of ownership over time. A range of potential costs is usually enough for the ultimate decision-maker to give you the green light to continue researching new event management tools (or the red light to stay with the status quo).

5. Estimate the benefits

If you can, try to estimate the benefits of the new technology. Think about potential increased revenue, cost savings, improved efficiencies, and/or improved customer experience. Use data and analytics to support your estimates if you can. This can be time-consuming, so many people give anecdotal insights as a first pass and then dig deeper upon request from upper management.

6. Calculate the ROI

Calculate the return on investment (ROI) of the new technology investment, taking into account the estimated costs and benefits. Make sure to show how the ROI aligns with the organization’s financial goals and objectives. Again, rough numbers can point decision-makers in the right direction. Just be sure to document how you arrived at your numbers particularly if they are rough estimates, so expectations are set appropriately.

7. Develop a risk assessment

Develop a risk assessment that identifies potential risks and challenges associated with the new technology investment, and a mitigation plan to address them. You may want to ask a few of your colleagues who may also be touched by the new tool what potential risks they perceive as well. The more you involve others in your initial planning, the more likely you are to get them on board with change.

8. Present the business case

Present the business case to decision-makers, using data and analytics to support your arguments where possible and always share how you arrived at any estimates. Be clear, concise, and persuasive, and be prepared to answer any questions or concerns that decision-makers may have.

By following these steps, you’ll show your company that you’ve put the necessary time, thought and research into why you need new event management tools and processes.  You’ll be able to create a compelling business case for tools within an event management platform that will increase the chances of getting buy-in from decision-makers. Remember to focus on the benefits and ROI of the investment. Also, think about how it will help the organization achieve its goals and objectives. 

5 bonus tips to help you get to YES

While the steps above will help you write a compelling business case for a new event management tool, there are some additional tips that can help you get closer to a “yes”! Here are five bonus tips to help you get there:

Know your audience

Different members of the executive team and other teams within your organization will have different priorities and concerns. When presenting your case for the new technology system, tailor your message to the concerns of each team member. For example, the CFO may be more interested in cost savings, while the CMO may be more focused on improving customer experience. Your technology team will be most concerned about how long it will take to implement and what resources you’ll need from them. Everyone will be concerned about data security.

Communicate the long-term benefits

When presenting your case, make sure to communicate the long-term benefits of the new technology. This can include how it will help the organization stay competitive, improve efficiencies across multiple teams and save time in general, plus support revenue growth with simple registration processes and secure payment processing. Everyone wants to hear that their jobs will be easier with new tools and processes. A new event management tool is no exception.

Know what you are competing against

As you know, organizations make many of their internal decisions based on budget. Knowing the budget available and understanding other potential priorities can help you prepare for objections related to other expenses. Whether it is new technology for other departments or different expenses – having this understanding will put you ahead of the game when presenting your proposal. Remember, the more you can show long-term cost savings and improved ROI, the better your chances are of getting the budget.

Get support from key individuals

Identify key individuals within the organization who will benefit from the new technology and get their support. This can include department heads, project managers, or team leads. Having their support can help you make a stronger case to the executive team. 

Develop a strong implementation plan

The executive team will want to know how the new event management tool will be implemented, what the timeline will be, and what resources will be required. Develop a detailed implementation plan that outlines these details. Be prepared to answer any questions or concerns the executive team may have. A quick glance at some of your potential event management tools will give you an idea of:

  • Who has complicated and costly implementation processes
  • Which are DIY
  • Which can get you up and running quickly and easily with limited-to-no additional implementation fees

Conclusion

Getting buy-in from the executive team for new technology and event management tools requires a strategic approach that addresses their concerns and focuses on the long-term benefits for the organization.

Writing a compelling business case is an important step to support buy-in. It helps to clarify the need for the investment, provides a clear justification for the investment, enables informed decision-making, helps to allocate resources effectively, and facilitates communication and collaboration.

If you’re considering new event management tools for your organization, talk to our team to see if Attendease can help. If so, we are happy to support you with whatever you need to get buy-in from your internal stakeholders. 

Navigating the Top Challenges of Corporate Event Marketing

  • Event Management
  • May 9, 2023

Corporate event marketing has become a critical component of customer acquisition. Corporate events facilitate in-person relationship-building, boost employee satisfaction, and foster a sense of community amongst the attendees. Plus, they allow you to tease upcoming changes to your business, such as new product releases or partnerships. 

Despite the unique advantages of corporate events, marketing them can be challenging. Unlike cut-and-dry statistics, such as email click-through rate or social media engagement, measuring corporate event marketing ROI can be difficult as it’s not always clear where attendees come from. Event marketers also need to acquire the right target audience, set their company’s event apart, and master robust event data software.

Fortunately, corporate event marketing doesn’t need to be daunting. With a little planning, research, and tech-savvyness, you can achieve your goals and sustainable growth. Let’s explore some of the top challenges event marketers face and how you can overcome them.

Challenge #1: Finding the Right Target Audience

The best marketing campaigns are tailored to audiences that would benefit the most from attending your event and buying your products. However, it can be difficult to customize your messages to the interests and needs of many attendees, especially when you host an event with an array of keynote speakers and products on display. Fortunately, you already have some tools at your disposal to help you structure your messages and pinpoint your target audience.

The best assets you have are your data management systems. Pull data from your CRM to better understand what your average customer looks like. Determine how old they are, their net worth, what they usually purchase, their interests, and other relevant information to your business to make a profile. This allows you to step into your audience’s shoes to make tailored marketing messages. Also, if you’re marketing an event that your company hosts repeatedly, use your event registration software to understand who signed up in the past and how you can attract them again. 

These insights help you create marketing collateral that resonates with most of your customers based on data.

Challenge #2: Setting Your Event Apart

The point of corporate event marketing is to get attendees through the door of your event. To set your business apart from others in your industry, you need to highlight why your event is unique and what your attendees can achieve or gain from coming. For example, here are some ways to set your event apart:

  • Leverage your partnerships. If your event is centered around supporting a nonprofit partner for your CSR campaign, you can let your audience know that all proceeds will benefit their cause. 
  • Advertise the event’s unique activities or theme. For instance, if you’re advertising a corporate golf event, mention that it has a $500 prize pool or other special activities to encourage more signups. 
  • Incorporate a virtual component. It’s never been easier to host your event partially (or fully) online and involve attendees from across the world. Besides increasing attendance, OneCause’s guide to hybrid events states that virtual event components are also more cost-effective and eco-friendly. Simply create and send out a meeting link via Zoom, WebEx, Google Meet, or another virtual conferencing platform so people can participate online. 

By effectively communicating the value of your event, you’ll attract newcomers to your event, acquire them as customers, and keep them coming back for more. 

Challenge #3: Competing in the Digital Space

For corporations, standing out in the digital world is key to broadening your audience. That being said, making intriguing and unique marketing content in the oversaturated online space can be challenging. So, how do you go about marketing your corporate event amongst the sea of other competing businesses online?

First, assess your SEO status. According to Fifty & Fifty, less than 1% of searchers look for results past Google’s first page of search engine results. Updating your current website and pages to be SEO-friendly allows you to rank above your competition and achieve more visibility. Start by researching the simple changes you can make on your website in the short term to make it SEO-friendly, such as adding alt text to images and being deliberate about keyword inclusion. Then, revise your long-term content strategy by creating new and revising old educational blog posts on your website. 

Next, look into online advertising opportunities. Establish where your target audience spends their time online and buy social media and Google Ads to spread the word about your event and company. If you have room in your budget, trying these methods can guarantee more exposure online.

Challenge #4: Measuring Your Campaign’s ROI

Unlike other types of advertisers, event marketers face the unique challenge of gauging ROI and campaign performance. After all, it’s more difficult to determine which attendees came from email appeals versus social media marketing versus your website.

To overcome this roadblock, start by asking your attendees directly. After they’ve signed up online, include a drop-down list of your marketing channels for them to tell you how they found your event. Take it a step further by including separate URLs that redirect visitors to your signup page based on the platform they’re on. This allows you to track your conversion rate for each marketing channel.

Challenge #5: Using Event-Centric Tools

Marketing an event requires a different approach than other forms of marketing. While digital marketers can rely on specialized tools to execute digital marketing campaigns, event marketers have limited options for suitable online platforms for event marketing.

To streamline the lead acquisition process while maintaining functionality, use sophisticated marketing platforms with intuitive integrations and features so you don’t have to transfer information between your CRM and event management platform manually. Some popular marketing tools that your event marketing software might integrate with include Hubspot, Salesforce, Marketo, and Google Analytics.

Corporate Event Marketing: The Bottom Line

Despite the obstacles that many event marketers have endured, the tide is changing. By following the tips above and evolving with the changing landscape of event marketing, especially regarding virtual events and digital outreach, your company can improve lead generation, thought leadership, and brand awareness. With the right tools and strategies, navigating the challenges of corporate event marketing can be more manageable and rewarding than ever before.

Explore Event Marketing Software

The Hidden Costs Of Using The Wrong Event Technology (Or None At All)

  • Event Management
  • May 2, 2023
The Hidden Costs Of Using The Wrong Event Technology (Or None At All) Blog Banner

No one in the event world likes to change their event technology. When you’re used to doing things a certain way, the thought of trying something different can be scary – even if what you’re currently doing isn’t really working for you. 

We’ve talked to many corporate event planners stuck using clunky, outdated software. We’ve also talked to corporate event planners who still use spreadsheets to project manage and keep track of their event analytics (if you’re making the scream emoji face, we are, too). 

What’s kept these event professionals from making a move to something better? 

Here are a few reasons:

  • Time needed to learn a new tool
  • Cost of upgrading 
  • Lack of buy-in from the top

If you’re feeling stressed out by a lack of event planning support, and these roadblocks stand between you and your most productive self, this post will help get you unstuck. We’ll address each obstacle head-on so you can make the case for getting the needed resources. 

Time Needed To Learn New Event Technology

Suppose you use multiple tools to manage landing pages, emails, and registrations. In that case, you’re constantly downloading reports and updating spreadsheets, or you’re spending a lot of time on the phone with customer support; you’re spending your day performing repetitive tasks. 

You will never see a return on that time, and what’s worse, you will likely feel constant frustration knowing there’s a better way. When considering the hidden cost of maintaining the status quo, consider it like renting an apartment vs. buying a house.

Sure, learning new software takes time. From onboarding to watching a few how-to videos or consulting a knowledge base or FAQ page when you try out a feature for the first time, you must dedicate some time to learning the new system. But the time you spend learning is an investment; once you’ve mastered a platform, you won’t have to go through the onboarding process again, and all the time you save is yours to keep. 

Consider that technology has come a long way, and there are many tech solutions available that are user-friendly and easy to learn. For example, some of EventUp Planner’s enterprise customers were able to launch multiple events across the world within a month of signing up with the new platform.

Cost Of Upgrading 

Naturally, pricing will play a significant role in getting approval for new event planning software. If the solution you’re looking at costs more than what you currently pay, you’ll probably meet with resistance. But the cost of doing nothing is actually more expensive in the long run.

Here’s the key. When making the case for an upgrade, focus on the benefits and how they translate to savings. You may be excited about event cloning capabilities, marketing tool integrations, added functionality, customizability, or better attendee experience. However, to justify a more significant upfront investment to your boss, think about the following: 

  • Does the new event planning software replace any tools you are currently paying for?
  • Will access to automation allow you to manage more events (therefore driving more revenue)?
  • Can you reduce reliance on your marketing/design team (freeing their time to work on lead-generating activities)?
  • Can you cut down fees per ticket sold charged by some event tech platforms?

It’s much easier to argue for paying more for better event technology if the ROI is higher than your current one. Oftentimes, the ability to launch just a couple more events per year will offset any upfront cost increase. Doing the math will help you make a far more compelling case for upgrading your current event management system. 

Lack Of Buy-In From The Top

As we’ve discussed above, framing your argument for investing in better event management tools in terms of time and cost savings is one effective way to get buy-in from decision-makers at your company. Another is to present them with the results from other businesses using the platform you’d like to switch to. 

Change is much less risky when well-known organizations have tried the software you’re pitching and have had tangible success. Rather than worrying about the cost of making a mistake, your boss will realize that inaction means leaving money on the table and that taking action can have other benefits (like being regarded as an innovator and a changemaker within your organization). 

Here are a couple of ways to incorporate social proof into your software proposal: 

  • Include testimonial quotes from other corporate event organizers focusing on time or cost savings. You can find these testimonials on the organization’s website or from comparison tools like G2Crowd.
  • Share case studies where the event planning software has had a positive impact on large-scale revenue

This will make it easier for your boss to get aligned with your plan to upgrade your event technology.

Being an event planner is a stressful job; there are many things you can’t control, like vendors or deadlines. But you can advocate for better resources and the ability to spend your time on the things that matter most. All it takes is a dedicated focus on what matters most to your boss and the understanding that the cost of doing nothing far outweighs the cost of taking a chance on new event technology. If you want to learn if EventUp Planner (formerly Attendease) is a good fit for your organization, download our Platform Overview.

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