Event Management System

Event Management Systems Increase Efficiency and Reduce Costly Errors

Event management is a term that encompasses a wide range of event planning activities, and these activities may vary depending on the particular event. The common denominator, however, is that when hundreds, thousands, or millions of people gather in one place to enjoy an event, there are logistical issues that can result in chaos if not handled in an organized and efficient manner. This normally involves the use of sophisticated software, mobile devices, or some combination of the two. Below are some examples of the types of events where an event management system can be used to increase the efficiency of the event planning stage, as well as make the entire event operate smoothly.

Seminars and Conferences

Seminars and conferences are often held at hotels. At first glance, it seems simple to manage such events, but there is an unbelievable amount of planning that goes into even the smallest meetings that may only have a hundred or so registrants. One or more "banquet" rooms must be reserved, and blocks of rooms are often booked at a discounted rate for attendees of the event. Since many business conferences and seminars are not free to attend, there is also the issue of implementing an efficient registration system that allows people to register and pay for their tickets online. Then there must be a way for event managers to check the validity of the tickets upon entrance. In addition to managing people, the event planners must also manage equipment that will be used for the event, such as projectors, screens, extension cords, tables, video cameras, etc. And let's not forget the food...If the event is to offer meals and/or snacks and beverages for the attendees, all of this must be arranged far in advance so that the catering company has enough time to prepare for the event as well.

Sports and Entertainment

Without event management software, it can be extremely difficult to organize sporting events and other types of entertainment, such as concerts and plays. Of particular importance is the ability to provide real-time seating availability so that people can purchase tickets online or at the box office with ease. It is also important to keep track of any inventory that will be used during the event, including consumables (food, beverages, plastic cups, napkins, trash bags, and more). It is not uncommon for smaller facilities to forego a software solution and use a complex system of spreadsheets to keep all of this information organized, but the problem with spreadsheets is that they do not offer real-time data. Someone has to take the time to enter or update the information in the spreadsheet, and in the meantime, the data may change again.

The use of event management software can alleviate this issue and preserve data integrity. In addition, mobile devices such as barcode scanners, RFID scanners, and mobile computers can be used by event staff whose duties involve moving throughout the facility during the event. Age verification scanners are particularly useful for checking tickets, as well as driver's licenses in cases where alcoholic beverages are served.

Weddings and Parties

Planning a huge party or a wedding and its accompanying reception is no small task, especially when multiple companies and providers are involved. Event management software can be used to compose guest lists, print invitations, keep track of RSVPs, as well as schedule appointments with third parties (photographers, caterers, bakers, decorators, etc.) who will all play a role in making your "big day" a success.

Bar and Club Scene

Sometimes parties and other events are held at bars and clubs. Typically, a section of the bar, club, or restaurant will be reserved for the event, and in some cases, the entire establishment will be reserved. Although the management of such events is on a much smaller scale than those that would take place at a big stadium or theater, there are still a lot of details that need to be taken care of, and event management software can accomplish that. As with sports and entertainment events, barcode and/or RFID scanners can come in handy in the bar and club environment. They can be used to check driver's licenses before selling alcoholic beverages. They can also be used to restrict access to certain areas of the club or bar. For example, there may be more than one private event going on at the same establishment, so the hosts of each event would want to ensure that only invited guests are allowed to enter their designated areas. In clubs, there may be certain areas that are restricted to club goers aged 21 and older. Club staff can quickly and easily check IDs with an age verification scanner that can be carried with them throughout the club.

Call 1-800-281-3056 to discuss how an event management system can help you organize your events with ease and efficiency.