Save on Costs With an Online Event Management Solution

If you are not online, you don't exist. That's your attitude, that's my attitude and that's the attitude of your target audience. As an event organizer, you are well aware of the perceptions of your target audience and have already taken measures - hosted information about your event online on your own website and on social networking websites to spread the word and build awareness. The online medium can do more for you than just spread the word. It can be an excellent sales medium and cost saving device. All you require is an online event management solution to get you started.

An online event management solution can speed up your work processes, automates mundane tasks, improves efficiencies and reduces timelines. It can also help you save on cost and increase your budget for other activities.

The New Process
1. You host information about your event on your website, so people can learn more about the same without having to call your office multiple times.
2. Interested parties can register instantly online.
3. They confirm their seat or ticket by paying instantly using the online payment facility.
4. The registration information is stored electronically and an invoice with all relevant details is automatically fired by email.

Each of these steps eliminates an expense, saves on costs and frees up funds for other purposes.

Step 1 & 2 reduces your printing costs. As you know, every event generates a multitude of paper and printing - brochures, leaflets, registration forms, invoices and more. When you host your event information online, interested parties learn about the event directly online, thus reducing the number of brochures and leaflets required. Similarly, when people have the convenience of registering or booking online, you will see a reduction in the number of walk-ins, thus reducing the number of printed registration forms required. Both these reductions will reduce your massive printing bill.

Step 3 & 4 reduces postage & courier costs. Here two cost saving aspects come into play. The first, since there is less to be printed (brochures and leaflets), there is less to send by snail mail or courier. Thus, you will see a reduction in courier charges and postage cost. Also, since all information is stored electronically, you can generate invoices and receipts directly online. This eliminates the need to print and send invoices and receipts by courier.

In addition to these cost saving features, you also save on labor. What activities used to require 4 or 5 individuals to complete, now can be handled by 1 or 2. It used to be that you had to hire extra temporary staff to handle the registration calls, the faxes, the walk-ins and the data entry. By launching your event online, your entire registration process now happens directly online. The registrant registers directly online at his own convenience and the information is directly stored in a secure database that is accessible by you from any PC with an internet connection. Moreover, since the registrant delegate enters his own information, it reduces the chance of data entry errors and there is no need for extra staff.