Engaging Patients in Healthcare Fundraising: 5 Event Tips

Event Management

January 25, 2024

Patients are among your healthcare facilities’ most passionate supporters. They’ve directly benefited from your organization’s care and formed genuine bonds with your healthcare staff. As a result, many patients are motivated to give back by donating.

One of the most effective ways to harness patients’ passion and engage them in healthcare fundraising is by hosting events. Events provide a unique opportunity to promote your cause, generate support from patients, and show appreciation for patient donors. Plus, your healthcare and fundraising staff can meet with patients in person to form more personal relationships and strengthen their ties to your organization.

This guide will explore these five strategies for engaging patients in healthcare fundraising events:

Identify highly engaged patients to invite.
Plan an inclusive event.
Offer opportunities for patients to tell their stories.
Use multichannel marketing.
Recognize patient contributions.

Highly engaged patients can become some of your nonprofit’s top donors. The key to connecting with them is to identify the right prospects and reach out in ways that resonate with them.

1. Identify Highly Engaged Patients To Invite

When planning an event, you might conduct a variety of general outreach activities to drive registrations, such as sending emails to your entire subscriber list or posting on social media. In addition to this widespread marketing, targeted outreach can be highly effective for engaging former patients.

Targeted outreach involves finding highly engaged patients who you think would be interested in supporting your fundraising efforts and personally inviting them to your upcoming event.

Use your hospital’s constituent relationship management system (CRM) to identify patients who are past donors, volunteers, or event attendees. These patients have already shown an interest in your philanthropic opportunities and are likely interested in attending your fundraising event.

You can also browse your CRM to identify highly engaged families of patients. Search for family members who have donated or supported your healthcare organization in a peer-to-peer fundraising campaign.

Personally invite these individuals to your event with a tailored email or handwritten event invitation. Reference their past interactions with your healthcare organization, whether through donating, volunteering, or another activity. Let them know how your upcoming event intersects with their interests.

For example, you could write something like:

Hi Meredith,

This is Jennifer from Healing Hearts Children’s Hospital. I wanted to reach out to personally invite you to our upcoming Summer Splash fundraising auction. We so appreciate your continued involvement in supporting our mission, whether through your volunteer efforts or social media advocacy. Our upcoming event will be a great opportunity to connect with other former patients, hospital staff, and others in our healthcare community to support children in need. Please RSVP at the link below. We hope to see you there!

A message like this fosters a personal connection, shows appreciation, highlights the benefits of attending the event, and provides a convenient way to register.

2. Plan An Inclusive Event

About 13% of the U.S. adult population has a disability. Therefore, your patient community is likely made up of individuals with diverse accessibility needs and backgrounds. Open the door for more patients to join your event by making it as accessible and inclusive as possible.

Create a welcoming environment by:

Offering in-person and virtual engagement options. Not all patients may be able to join your event in person. However, you can bring the experience to a wider audience by offering a virtual option. Find an event platform that allows you to livestream your event for attendees who want to tune in from home.
Ensuring your physical event space is accessible. For example, make sure your event can be fully accessed by attendees who use wheelchairs or walkers. Create wide walkways between tables and ensure your venue is completely ADA-compliant. Provide quiet rooms for those who may need to leave the main event area for any reason, such as attendees with sensory needs.
Providing translation services. Your patients may not all speak English as a first language. Consider the language diversity within your primary audience to determine the type of interpretation services to offer. For example, if many of your patients are Deaf or hard of hearing, provide an on-site sign-language interpreter.

Taking these measures shows patients that you care about creating an inclusive environment and want to make sure they’re as comfortable as possible at your event.

3. Offer Opportunities For Patients To Tell Their Stories

Stories are incredibly powerful. They can create emotional connections and inspire someone to become a long-term supporter of your cause.

Plus, stories are more memorable than facts alone. Neuroscience researcher Paul J. Zak found that “character-driven stories with emotional content result in a better understanding of the key points a speaker wishes to make and enable better recall of these points weeks later.”

Make your fundraising event more engaging and fulfilling for patients by inviting them to share their stories with other attendees. For example, you could offer opportunities like:

Small group discussions that allow patients to share their stories with others who have had similar experiences
Talks or seminars where patients and healthcare professionals share their stories
Written testimonials where patients share their stories on small pieces of paper and pin them to a large wall

This is another opportunity where your organization’s fundraising tools can come in handy. For example, you can use AI fundraising solutions to identify highly engaged patients who have shared their stories on other platforms, such as social media or your website’s blog. Because these patients have already expressed strong support for your mission, you can invite them to share their stories at your event or become donors themselves.

Provide plenty of donation opportunities throughout your event so that attendees who are inspired to give can do so immediately. Offer a QR code to your online donation page, opportunities to submit check donations, and the ability to contribute via a card reader or mobile payment processing device managed by one of your staff members.

4. Use Multichannel Marketing

Patients each prefer different communication channels, and preferences often fall along generational lines. For example, Baby Boomers prefer face-to-face communications or phone calls, while younger generations like Gen Z are more comfortable using social media.

With this in mind, using a multichannel marketing strategy will help reach different audiences more effectively. Promote your event using channels like:

Email: Send event reminders and the registration link to make it easy for patients to RSVP.
Social media: Share event previews or a behind-the-scenes look at your event preparation process to generate buzz on social media.
Your website: Make your event information page easy to find using buttons and calls to action on your website’s homepage.
Direct mail: Send personalized event invites directly to your most involved patients.
Flyers: Post event flyers in your facilities’ waiting rooms or entryways.

Increasing event registrations requires promoting your event as an experience that will benefit attendees, not just your organization. To get an idea of what those benefits are, Kanopi’s guide to healthcare web design recommends putting yourself in patients’ shoes when designing online marketing materials. Consider what would influence your audience to see your event as a can’t-miss experience, and incorporate those elements into your marketing efforts.

For example, perhaps your event will feature a special performance from a famous musician or free refreshments and a talented DJ. Or, maybe your event is your region’s largest awareness walk for heart disease. Find the unique element that sets your experience apart to inspire more interest.

5. Recognize Patient Contributions

Fundraising research has shown that 13% of donors stop giving because they don’t receive any acknowledgment for their gifts. By showing appreciation for donors’ gifts, you’ll inspire them to continue giving and show prospective donors that your organization prioritizes donor recognition.

Because of the special relationship between patient donors and your healthcare institution, your appreciation efforts should feel thorough and genuine. Show gratitude to patient donors with recognition efforts such as:

Awards. Offer awards to top patient donors or patients who have contributed the most to your hospital through peer-to-peer fundraising. Allow them to share their story at your event if they feel comfortable.
Speeches from doctors or nurses. According to BWF’s healthcare fundraising guide, healthcare professionals “play an essential role in creating positive patient experiences.” Fostering trust between healthcare professionals and patients is essential to engage more patients in your fundraisers. At your fundraising event, invite doctors, nurses, and other healthcare staff to speak in front of attendees, thank donors for their contributions, and highlight donors’ accomplishments.
Appreciation videos. Compile gratitude messages from healthcare professionals and other patients who have been supported by donations. Play the videos throughout your event to generate fundraising momentum and inspire mid-event donations.

In addition to these public recognition methods, show the impact of patient donations. For example, send patient donors information about how many other patients were supported through their monetary gifts. You could say something like, “Your $300 gift can help provide personal hygiene items for eight patients.” This helps connect fundraising directly to positive results for real patients, showing donors that their gifts matter.

Many patients may be inspired to give back to your institution but don’t know the best ways to make an impact. By engaging patients in fundraising events, you can show the impact of financial gifts, inspire more donations, and provide convenient ways to donate. A positive event experience can turn patients into lifetime donors, so use these tips to plan a fulfilling, engaging opportunity.

Make attendees gather with ease. From small to large and complex events – plan and manage all of your events in one flexible platform – Attendease.

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Handbook #1 – Finding The Right Event Management Platform

Event Management

January 18, 2024

Critical steps you need to take to find the right event management platform

Hosting corporate events means different things to different people. There is not just one event management platform on the market. So, how do you find the right one to fit the needs of your attendees and your organization? Whether planning conferences, seminars, product launches, or even team-building retreats, the key to orchestrating seamless and impactful events often lies in the technology you use to manage them.

In this handbook, we will demystify the world of event management platforms. We will explore the critical steps you need to take to find the right event management platform that truly meets your business needs, ensuring that you do not end up with yet another SaaS tool that either never gets used or does not get used to its potential.

Attendease Handbook: Finding The Right Event Management Platform

Download the step-by-step guide: Finding The Right Event Management Platform!

Get the handbook

Learn more about:

How to get internal buy-in for new technology.
Conducting a needs assessment exercise.
Finding and evaluating event management tools.
Understanding pricing models and negotiating better deals.

Vetting Event Management Technology for Ease of Use Before You Buy

Event Management

November 7, 2023

The right event management technology can make a big difference to the success of your event. It helps you save time and reduce stress so you can focus on the event itself. Moreover, choosing tech with a seamless user experience can mean the difference between a wildly successful event and a logistical nightmare!

But how do you determine ease-of-use while shopping for event management technology? This blog post will guide you through what questions to ask, the importance of user experience, and the benefits of easy-to-use event management tools.

Let’s get started!

Defining the user experience

User experience (UX) refers to the overall experience a user has when interacting with a product or service. It encompasses everything from the user interface design to the navigation and functionality of a platform.

What does it mean for software to be user-friendly? In essence, it should feel as though the developers predicted all your needs. Well-designed event management technology should have a clear user interface that is easy to navigate. It should also be responsive and fast. This allows your team to easily complete their tasks without any hiccups from the software.

In addition, a user-friendly event management software should be flexible and customizable, meeting the specific needs of users and events. Users should be able to use the software regardless of their experience level. They should be able to easily modify settings, create templates, and integrate with other tools. It’s a good idea to also look for drag-and-drop capabilities, real-time updates, and straightforward attendee registration and management.

Easy-to-use event management software is essential for planning and executing successful events of all sizes. User-friendly event software helps you save time and reduce stress by automating tasks and streamlining workflows. It can also improve accuracy and enhance collaboration by providing a central hub for your team.

Best of all, easy-to-use software gives you the bandwidth to deliver a better attendee experience!

Key questions to ask software providers

When evaluating event management technology, be sure to ask the following questions to assess ease of use. By asking these key questions, you can get a better understanding of the ease of use of different solutions and choose the best one for your business.

User interface and navigation

How intuitive is your software’s user interface? This question will help you to understand how easy it is to learn and use the software.
Can you provide a demo or trial version for my team to help us assess the ease of use of the tool? This is a great way to get hands-on experience with the software and see how easy it is to use in a real-world setting.
What user training resources do you offer? This question will help you to understand how the software company supports its users.

Customization and flexibility

To what extent can the software be customized to suit specific event needs? This question is important if you have any special requirements for your event management tool.
Are there templates or presets available for common event types? This can save you time and effort by providing you with a starting point for your event planning.
Can users easily modify event layouts, forms, and branding? This question is important if you want to be able to create a unique and visually appealing event experience for your attendees.

Integration capabilities

Does the software integrate seamlessly with other popular event tools (e.g. ticketing platforms, CRM, email marketing)? This can help you streamline your event planning workflow and avoid having to manually enter data into multiple systems.
How does it handle data import and export for attendee lists, schedules, and other event data? This is important if you need to be able to easily import and export data from your event management tech.

Mobile accessibility

Is there a mobile app or a responsive mobile interface for on-the-go event management? This can be helpful if you need to be able to access and manage your event from your smartphone or tablet.
Can users access and make changes to event details from their smartphones or tablets? This is important if you need to be able to make changes to your event on the fly.

User support and training

What kind of customer support is available? (e.g. live chat, phone, email) This is important if you need to be able to get help with the software quickly and easily.
Are there tutorials, documentation, or webinars to help users get started? This can be helpful for new users or users who need a refresher on the software’s features and functionality.
Is there a user community or forum for sharing tips and best practices? This can be a great way to learn from other users and get help with your event planning.

Evaluating user feedback and reviews

It’s also important to read user reviews and testimonials to get a better sense of how easy an event management software is to use. You can find user reviews on the software company’s website as well as on third-party review sites.

Look for reviews that mention the software’s ease of use. Do reviewers say that the software is intuitive? Do they mention any specific ease-of-use features or functionality?

Consider the experience level of the reviewer. Are they a seasoned event planner or a first-time user? This can give you an idea of how easy the software is to use for people with different experience levels.

Pay attention to the specific feedback that reviewers provide. Are there any areas where they would like to see improvement?

Use your own judgment to assess the credibility of the review. Is the review well-written and informative? Does the reviewer seem to have a good understanding of the software?

This information can help you make an informed decision about which software is right for your needs!

Conclusion

User-friendly event management technology ensures you can efficiently manage every aspect of your event without getting bogged down by complicated software or manual processes.

Attendease uncomplicates even the most complicated events, making event production simple, effortless, and cost-effective.

Set up events in minutes with:

Intuitive navigation
Visual tools
Drag-and-drop customizability
Unlimited website templates

Book a demo today to see just how easy it can be!

Evaluating Event Management Software Companies: The Onboarding Process

Event Management

October 31, 2023

The onboarding process is a critical part of implementing a new event software platform. A well-executed process can help you get up and running quickly and efficiently, understand the software’s features and functionality, import your existing data and settings, and train your staff how to use the software.

Unfortunately, not all event management software companies offer a high-quality onboarding experience. This is why it is important to ask the right questions during the vetting process!

This post will guide you through the key questions to ask event management software companies about their onboarding process. You’ll gain a better understanding of what to expect and ensure that you choose a software provider that gives you the support and resources you need to succeed.

Understanding your needs

The first step in evaluating event management software companies is to understand your specific needs. What types of events do you plan? What features are most important to you? How many users will be using the software? Once you have a good understanding of your needs, you can start narrowing down your options and comparing different software providers.

It’s also important to define your goals and expectations for the onboarding process. What do you hope to achieve by the end of the onboarding process? Do you need to import existing data from another software platform? Do you need training for your staff? By clearly defining your goals and expectations, you can better communicate with the software provider and ensure that they are able to meet your needs.

Finally, consider whether you need a customized onboarding experience. Some software providers offer standard onboarding packages, while others offer the flexibility to customize the onboarding process to meet your specific needs. If you have unique requirements or a complex event planning process, you may want to choose a software provider that offers customized onboarding.

Key questions to ask event management software companies

Once you have a good understanding of your needs and goals, you can start asking event management software companies about their onboarding process. Here are some key questions to ask:

Is there a dedicated onboarding team or specialist available to assist? This is an important question, as it will give you an idea of the level of support you can expect during the onboarding process. Ask about the qualifications and experience of the onboarding team or specialist.

What is the typical duration of the onboarding process? This can vary depending on the complexity of your event planning process and the level of customization you need. However, it’s important to get a general idea of how long the process will take so that you can plan accordingly. Ask about the factors that may affect the timeline, such as the number of users, the amount of data to be migrated, and the level of customization required.

Can you provide a step-by-step breakdown of the onboarding process? This will help you to understand the different stages of the onboarding process and what to expect at each stage. Ask to identify key milestones and activities.

How is data migration handled? If you need to import existing data from another software platform, ask the software company about their data migration process. Make sure that they have a proven process in place to ensure a seamless transition of your data.

What training resources and materials are available for users? The software company should offer a variety of training resources and materials to help your users learn how to use the software effectively. Ask about the availability of training manuals, videos, or webinars.

Is there ongoing support after the onboarding process? It’s important to know that you will have access to customer support after the onboarding process is complete. Ask about the availability of customer support and their response times.

Integration and compatibility

Another important factor to consider is integration and compatibility. Does the software integrate with other tools and platforms that you use? For example, do you need the software to integrate with your CRM system, email marketing tool, or payment processor? If so, ask the software provider about their integration capabilities.

It’s also important to ask about potential issues with third-party integrations during onboarding. The software company should be able to identify any potential challenges and work with you to find solutions. Finally, ask about how the software handles updates and upgrades. It’s important to ensure that the software will remain compatible and performant over time.

User feedback and testimonials

One of the best ways to learn about the onboarding experience is to read user reviews and testimonials. Ask event management software companies for case studies or success stories from previous clients. You can also search online for reviews and testimonials from other event planners who have used the software.

When evaluating user feedback, pay attention to the following factors:

Overall satisfaction with the onboarding process
Quality of support and guidance provided by the onboarding team
Software ease of use
Ability to achieve desired results

By evaluating user feedback and testimonials, you can gain a better understanding of what to expect from the onboarding process and identify any potential red flags.

Cost and pricing structure

The final factor to consider is the cost and pricing structure. Ask the software provider about the cost associated with onboarding, including any hidden fees or additional costs. You should also ask about the pricing structure for ongoing support and services.

It’s important to compare the cost of onboarding and ongoing support from different software providers before deciding. However, it’s also important to remember that the cheapest option is not always the best. Choose a software provider that offers a high-quality onboarding experience and ongoing support, even if it means paying a little more!

Conclusion

Onboarding is an important part of choosing event management software. By asking the right questions, you can gain a better understanding of what to expect. It also means ensuring that you choose event management software companies that give you the support and resources you need to succeed.

When you choose Attendease as your event management software, you’re not just onboarded—you’re celebrated!

With Attendease, your dedicated onboarding specialist ensures everything from account setup to software configuration is a breeze. Best of all, you can choose the onboarding style that works for you. Whether you’re into online courses, webinars, or the personalized touch of one-on-one sessions, Attendease has got you covered.

Book a demo today to wow your attendees!

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!

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!

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!