Event Planning Software - How to Avoid the Biggest Mistake Event Planners Make

Event planning software is gaining in popularity across the world and yet there are still event planners out there that don't use event planning software. I know it took me a while to get around to the idea myself. I always thought that my team could handle everything and save money at the same time. Oh how wrong I was. The biggest mistake an event planner can make is to think they can do everything themselves and save money. This is a Big Mistake. Why can I so confidently say that? Because I made that mistake, many times before I learnt my lesson!

Planning a large event, whether it is for an internal or external client, can be a huge undertaking and for the main event planner often results in the odd sleepless night!

In spite of this, it is easy to carry on thinking, "I can do it all" or "we can do it". After all, you are experienced at these things. Let's pause though and take a step back for a moment.

First things first. When you are leading such a project, we both know the starting point is being absolutely clear in your own mind about things such as:

- What the event outcomes are
- What your audience's needs are
- How you can creatively deliver these needs on time and on budget

However, have you experienced or known of situations where delegates are calling up days before an event because they either haven't received, or can't find, confirmation of a place, or their joining instructions?

How about your main client, or your boss calling you late one evening asking if a certain speaker or delegate has confirmed their availability?

How often have you been short of admin staff, to ensure the smooth running of an event?

Worse still, I wonder how many event planners have unfortunately invested thousands in cash in admin and support staff over the years, only to have some of them make unfortunate or costly mistakes.

If you and your clients, or your employers want to feel confident that everything is under control, then event planning software is a great way forward. You can be safe in the knowledge that at any time they can go "online" and check for themselves every possible details they might need e.g. when speakers have been invited and when they have confirmed, check the money coming in, numbers of delegates etc.

If you are serious about evidencing that organiser error is reduced to an absolute minimum then it's simple. Make your life easy, inspire your clients with confidence, ensure your delegates experience is convenient and pleasurable and save your business 000's in the process.

You can achieve all this, simply by using event planning software.

Imagine for a moment if your delegates could register online on a unique event web page, pay securely, receive email confirmation and prints VAT and Tax receipts.

While your delegates do this, you can check out the online reports. Clients keep themselves up to date if they want. Plus remember, you will save yourself thousands in admin costs over the year. What business wouldn't want that?

So, avoid making the same mistake I and other event planners have made in the past. Use the latest event planning software to enhance your client's experience of your service, achieve your meeting outcomes and make a positive impact on your own cash flow in the process.