Organise Conferences With Ease Using Event Management Software

Organising a conference can be a daunting and time consuming exercise. Whether it's a small one day event for 20 delegates or a huge three day event in Earls Court, the general process and common problems are the same.

So what are the stages of planning a conference?

1. Booking a venue


2. Sending invites to a targeted list of prospect delegates


3. Organising and booking all the resources, such as catering, collateral printing, promotional items, A&V etc


4. Dealing with presenters and guest speakers


5. Taking registrations


6. Taking payment


7. Sending reminder emails to delegates


8. Printing badges


9. Organising staff on the day


10. Managing the budget throughout

This is an extremely basic and simplified list to indicate the general check list event managers must consider. This process can start from 6 months before an event or even as long as 12-18 months before for really large, national events. Managing all these steps can be extremely complicated and it can be very easy for event managers to make major mistakes.

To avoid costly errors, and to ensure conferences are organised in an efficient manner, many event professionals are looking to employ the use of an event management software solution. These solutions have the tools and capabilities to manage and track activities throughout the whole of the event and conference planning process, as well as the activities carried out as part of the event follow up (such as post event surveys and the creation of reports for intelligent analysis).

Taking the above steps in planning an event, here is how an event software solution can help:

1. Booking a venue

Control to an event manager is key; whether it's a meeting/conference room in your own office or a larger external venue, event software can help by ensuring the allocation has been made and that payment has been taken. For more complex conferences which require multiple rooms across multiple days, event solutions include a comprehensive planning, resource and scheduling venue software tool. A highly configurable and fully customisable function sheet and a multiple calendar feature which will give you the ability to manage your resources and venue from one central and flexible application. This helps to simplify the normally complex process of booking and managing the venue.

2. Sending invites to a targeted list of prospects

The event manager may know the exact number and names of the delegates they are targeting or in some cases they might have been told to invite a certain demographic (based on relationship, job title, location etc). Managing the selection of delegates to invite is made easy with event software, since it is able to be integrated their CRM package. Meaning that all corporate records and data can be accessed easily and records automatically updated, so others looking at that record will know that the contact have been invited and whether or not they have registered and paid.

Event software also comes with sophisticated email marketing tools. Event managers are able to easily build and filter a selection of targeted delegates from their CRM and put these into a custom-made, HTML email which can be sent out. From the event management software platform, event managers will be able to track opens, clicks and other recipient activity.

3. Resource management

Event software will come with a Resource Management Module which is where event managers can track and control all the resources needed to manage an event. External suppliers can be given access to this module so that they can keep track themselves, rather than dealing with the event manager directly. For example, caterers can be given access so they can easily see current, up-to-date information on delegate numbers and any specific dietary requirements. Giving them direct access to this module in the event software means that event managers can deal with one less person and one less phonecall! Mistakes are also reduced since a layer of communication has been removed.

Resource modules also contain multiple and powerful calendars enabling conference managers to manage numerous resources on these various calendars; this is all accessible from one central location ensuring all updates/amendments/additions are recorded in real time. From the information collated through this Resource Module, event mangers can run bespoke reports providing details such as the number of pods available, number of brochures etc. Event managers will no longer have to juggle multiple spreadsheets across multiple calendars which will ensure fewer errors.

4. Dealing with presenters and guest speakers

Event software can also manage this process. Emails can be scheduled automatically to remind guest speakers about the event and to request certain information such as a bio for the marketing collateral and presentation slides for delegates. Speakers can also be given direct access to the Resource Management Module, where they can manage and update their own profile, and upload materials and other items. Again, this takes away the involvement of the event manager, freeing them up to work on more strategic activities.

5. Taking registrations

A convenient way to take registrations is online. This suits both delegates and event managers. It is a fast, effective method and is increasingly becoming the standard method of event registration. But there are good and bad ways of taking registrations online. Ideally event managers should want to direct prospect delegates to their own website, where a specially created page, with the branding of the company and the event have been included. Taking registrations on your own website plays an important part in increasing delegate sign up rates - delegates will be more trusting and more likely to sign up if it's on the same site, whereas taking them to an external site may cause trust issues. It's also important to be able to amend the information requested at the point of registration. Some events will just require a name, telephone number and email address, whereas others may require more detailed information. Event software can easily handle these changes.

6. Taking payment

Having a registration and payment process that is easy, straightforward and efficient is vitally important if event managers want to ensure a high level of delegate attendance. Event software gives event managers the ability to take payments online, via a secure web portal - giving delegates an easy, trustworthy method of payment. Since the event management software can be integrated with the back end finance application, payment can be easily accepted, records updated and receipts sent out automatically, without any intervention from the event manager or accounts payable staff. If payment isn't taken online, the event software can automatically sent out invoices to the delegate. For an even smoother payment transaction event solutions will include connectors allowing seamless integration with your internal finance system.

7. Sending reminders to delegates

The email marketing tool included in the event software can have emails created which can scheduled to automatically be sent to all delegates. These can be reminder emails, or emails with updates or event amendments. They can be created in advance and then forgotten about as the event software will manage the rest.

8. Printing badges

The production of delegate name badges is a small part of hosting a conference, but is one that can be extremely time consuming for event managers and can cause real issues on the day of the conference if any mistakes have been made. Event software packages will come with easy to use, effective badge production tools. Not only will the creation of custom badges be easier, but the section of delegate names will be done automatically since the event software will be integrated with the CRM - so it'll know exactly what names and details to print.

9. Organising staff on the day

The effective Resource Management Module enables all staff to be accurately managed - it will be easy for event managers to delegate activities to individuals and log it in this Resource Module. Staff can access this module anytime and from any location (via the Internet) so they will always be aware of what their responsibilities are and where they need to be.

10. Managing the budget throughout

Event software is an excellent tool for managing finances and budget. All costs can be taken via the integration with the finance system. These can then be easily tracked and monitored, with alerts to warn the event manager if there are any issues or if costs are rising fast. Reports can be instantly created, with a click of a button - useful for event update meetings and if event managers need to compile any statistics for senior management.

So we can see how event software can revolutionise the stages of planning a conference. Without event management software, a lot of these tasks would be manually created, tracked and organised via huge spreadsheets. There would be high chances of errors and mistakes and the whole process would be time consuming, stressful and ineffective for the conference manager and those associated with the event.

Minibus for Corporate Events

You will often see minibuses hired for corporate events. You yourself have probably been carried in one as part of a corporate event. They are a great transportation solution to having a large, or small, number of people all gathered at one central location and needing to drive them to various places.

Most often during a corporate event, all participating will be staying at a hotel which might be away from the place where the seminar or meeting is being held. It is easy to have a minibus pick up everybody and take them to the place where the meeting or seminar is being held and not only have everybody arrive together, but also everybody to arrive at the same time. This way time doesn't have to be wasted waiting for latecomers.

Minibus drivers are always professional and personable. Most importantly, they always have the latest GPS equipment and traffic updates and know exactly what routes to take to get you where you're going on time. They are dependable and efficient and this is exactly what is required of them. They are the biggest reason why you will use the company's service again.

Very often corporate events have team building exercises, activities designed at getting the employees to build communication and trust and partnership with each other. Having them all transported around on a minibus is a great way to do this -- it is a small environment where people are going to have to talk and where people will feel comfortable talking. Jokes are going to be made, relationships will become more natural and relaxed and it's a good way to have employees get used to conversing with each other.

A minibus for a corporate event is a great transportation solution and valuable for the aim of the event.

Keeping Up With Technology: Survival of the Fittest

There is no question that the Internet has helped small business owners expand their reach by leaps and bounds to an exponentially greater target audience. They are now able to compete with their larger counter-parts by having the same access to potential consumers. With the use of effective Internet marketing strategies, small business owners now have the means to promote their brand that they didn't have prior to the Internet revolution. The increased usage of social media marketing opens up even more doors to small business owners by enabling them to interact with and engage in online conversations with prospective customers/clients.

However, just like the side effects of medications we take to cure an illness, there are some negative consequences for some to the powerful functionality of the Internet. The Internet has completely transformed the way we live and do business today.

Take for instance, the small local business owner who has enjoyed a successful business based on word-of-mouth advertising and maintaining a good reputation in the community. What if this same business owner either doesn't have a website or has an outdated one? In the past, this wouldn't have mattered but now in today's times with people using the Internet more and more for purchases, doing research on items before they buy, price shopping, etc., this small business owner might find that he or she is losing customers to the competition that has more of an online presence. What choice is there but to "keep up with the Jones" and either create or update one's website in order to maintain a competitive edge? Even though word-of-mouth advertising is still the single most cost-efficient and effective form of advertising, not having an online presence or less of one than your competition will have a negative impact on your bottom line. A website visit is often the first interaction a consumer has with a business, and without one or an ineffective one, some small businesses are at a significant competitive disadvantage.

Remember telephone booths? Remember when there were phone booths on almost every major street? Now the only place you can find a phone booth is on a street on Disney property. Many people are giving up their land line phones in favor of cell phones. How about phones that are attached to phone cords? How many of us even have a phone in our home that is NOT cordless? (You will wish you did if you have a power failure!)

The business world is now becoming one that is consumer-driven. Consumers want what they want when they want it. Many industries are being negatively affected by both the Internet and the new consumer of today.

Email is replacing snail mail and is having a negative impact on the US Postal Service as they continue to raise the postage rates. The cost of newspapers has increased significantly while the circulation has decreased. It is much easier for people to get their news from the Internet than to rely on a newspaper. Online news is immediate and accessible 24/7 which is much more convenient and today's consumers flock towards convenience. Many newspapers have had to shut down while others are having tremendous difficulty staying afloat.

Travel agencies are losing business because people are no longer reliant on them to book airline flights and hotel reservations. The Internet makes it much easier and sometimes more cost effective to go online and make your own reservations. The entire market sector of the travel agencies has changed and perhaps in time will cease to exist as more and more people make their own travel arrangements.

The music and video industries have been seriously affected by the Internet. Music, movies and television are readily available for free. With sites such as Hulu which allow you to watch anything you want anytime you want, what will happen to DVD rental companies? The music industry, in particular, has been turned upside down in trying to keep up with the changing technologies and the way music is purchased, marketed and shared. The large music stores have had to change their marketing and business strategies because of how simple it is to purchase mp3s from the Internet. There has been a significant negative impact on the music industry's revenues due to how easy it is for anyone to basically steal whatever they want whenever they want to. Copyright infringement is running rampant on the web resulting in time and resources to try to police it.

The Automotive industry has had to change their business model to keep up with the times and the increased usage of the Internet for researching reviews, online companies that help consumers find the best price, and online car auctions. The internet is now the main player where people look to sell or buy used cars, trucks and vans. Auto makers realize that if they want their cars to get good press coverage, they need to have a strong online presence.

"Survival of the fittest" is a phrase that carries enormous meaning for many industries. Those that adapt and change their business models and marketing practices in line with the effects of the Internet are those that by natural selection will survive. Those that don't, will die off.

So what does this mean for business owners, both large and small? It means that during the natural course of evolution, unfortunately, some niches will no longer have a market, however, by keeping up with technology and the needs and wants of the consumer, it is very possible to alter your company's offerings to be able to continue giving your perspective clients/customers exactly what they are looking for.

How to Budget for Your Corporate Event

When planning an event, the first thing you should do is plan your budget. Events always require a serious financial investment. Create a rough estimate of the costs of the event. Make sure you get your budget approved by any necessary higher-ups before you get too deep into the planning of your event.

Get preliminary estimates from potential suppliers early in the planning process. You can firm up these estimates after your preliminary budget is approves. Remember to err on the side of caution - if you are given a range of prices, use the higher estimates just in case.

Your preliminary budget should include the biggest costs for the event. These include:

• Venue rental


• Accommodation and transportation (if necessary)


• Food and drinks


• Invitations, place cards, and other printed materials


• Decorations, flowers


• Staff requirements


• Music


• Entertainment


• Photographer


• Sound and lighting requirements (if any)


• Power requirements (if any)


• Insurance (if required)


• Security (if required)

Make a complete list of all possible expenses. Highlight any "must have" items from that list. These must have items should be included in your preliminary budget. You should then contact possible suppliers to get ballpark estimates for these items.

Once you have your preliminary cost estimates, compare it to your overall budget. If your list of "must have" items costs more than your budget, you may have to re-think your event. If your preliminary cost estimates is lower than your budget, then you can begin to add in optional items.

After working through your budget, you should always seriously consider whether you can afford to hold the event or not. It is usually better to put off an event rather than go forward with a shoddy event on a low budget.

As you continue to plan your event, create a spreadsheet or list of your event's expenses. This will let you see what items have been included and keep you within your budget. It will also clearly show you how you are spending your money. You may choose to make different choices once you see how your costs compare. For example, you may decide to abandon the floral arrangements you selected in order to put the money saved towards a string quartet. Review this spreadsheet every day. You don't want to find out after your event that you were way over budget.

Because every event is different, there is no magic formula or cost sheet. Just walk through the event in your mind from start to finish, writing down as many details as you can. Go back and fill in the costs. Remember, always get written estimates and not verbal quotes. Again, you don't want any nasty surprises.

Also remember to factor in taxes and gratuities. These are often overlooked and can add up unexpectedly. Always ask, and never assume.

Specifically ask each supplier if there are any additional costs that will be added. Venues are notorious for adding unexpected charges for things like power or labor. Ask the venue to give you total estimates based on similar events they have hosted. Have your suppliers invoice you before the event, if possible.

As invoices arrive, do not pay anything until you compare the invoice with your budget. Question any differences. You may have to adjust your budget as you go or look for lower cost suppliers. If you don't keep your cost sheet updated, you may find yourself over budget. You will also be better equipped to make last minute decisions.

One last detail you need to include in your cost sheets is a list of payment dates. For each expense, you need to know when the supplier has to be paid. Make note of any deposits required and when they are due. You do not want to find out that you lost a key component of your event because you didn't send a deposit.

Finally, remember your goal is to stay within your budget while still creating a memorable and entertaining event.

What Event Planners Can Learn About Recycling From The 2012 Olympics

Olympic organizers made a concerted effort to make the 2012 London Olympics the most environmentally friendly games in history. Event planners who want to make their affairs greener can learn from what is going on in London right now.

Recycling Starts At Home

Construction at the London Olympics made extensive use of recycled metal including abandoned gas pipes, and the complex of buildings was built using one tenth of the steel used in Beijing in 2008. Buildings were designed to use natural lighting and ventilation to minimize the amount of electricity that would be needed.

Keeping your event environmentally friendly begins well before the opening date. You need to do more than simply put out a couple of recycling containers and call it green. You don't have to build an entire Olympic village to benefit from recycled and sustainable materials. Reuse decoration or construction materials from past events. Buy compostable cups instead of plastic. Educate staff and volunteers on cleanup duties to ensure trash and recycling don't intermingle.

Make Recycling Easy For Guests

A survey found that 97% of London residents felt there weren't enough facilities to accommodate recycling efforts. To meet the new demand hundreds of new recycling containers were placed throughout London's city center to prepare for the large Olympic crowds. These containers with their bright green faces were easy to spot by people wondering where to dump a plastic bottle or aluminum can.

You have little control over how your guests dispose of waste during the event. It can be frustrating to see someone throw a plastic bottle in a trash can right next to a recycling container, but mistakes and carelessness happen. What you can do is make it easy for your guests by placing plenty of recycle bins throughout the location, especially around high traffic areas such as food vendors.

Learn From Mistakes

One problem that has been observed at the London Olympics is that, despite the presence of recycling containers, there has been significant mingling of materials. This may be due to inadequate marking of container locations, insufficient containers to meet the need, or improper education of Olympic visitors. Future Olympic organizers will have to come up with better ways to encourage people to recycle.

If your event has the same problem, then you need to ask yourself why this happened. For example, did you place recycle bins and trash cans together or separately? It is better to place receptacles next to each other so no one is tempted to throw items into the wrong container simple because it's closer. Or perhaps bins weren't emptied often enough so guests were forced to throw recyclables into the trash.

In addition to the obvious ecological benefits, recycling saves money and improves your public image. Place plenty of recycling containers at your next event to help save the environment and boost your company's bottom line.

Avoid Stress by Letting Your Event Planner Take Charge of Your Wedding Plans

With your wedding day not too far off in the future, are you feeling all stressed out worrying about things being ready for the big day? Do you have unresolved issues in your 'Wedding Plans' folder? Are you concerned you can't afford an event planner? If you answered yes to any of these questions, it's time to take action before its too late. For many brides, a wedding planner is the only way to go!

Your first step will be to explain what you want to achieve to your wedding coordinator and they will take it from there. All of the events and tasks will be detailed and scheduled so that your wedding will all come together as planned. Don't get me wrong, there will be moments when minor glitches will pop up, but an experienced wedding planner can handle these easily. For just a moderate fee, a professional wedding organizer will save you from the sleepless nights and constant worry.

Preparation Is The Key

Preparing for each event and task will involve a logical process with each item carried out in a specific order. The planner will then guide you through the proper sequence of events. This allows you to stop worrying about your wedding plans 'going to pieces', with the knowledge and confidence that your wedding planner has gone through the same preparatory process dozens, if not hundreds of times before. And don't forget that there are many issues that the wedding planner can assist you with, but most importantly, they will put order into the handling of your wedding event and establish a firm timeline to be followed.

Saving On Your Wedding Expenses

Your planner will help you determine the overall cost of your wedding and reception. What you will find is that your wedding budget will go a lot further and be more realistic when you know exactly how much you are going to pay for each service. The bonus here is that your planner can generally negotiate better prices on your behalf, allowing you to choose more upscale options or to apply the savings toward the honeymoon.

After making a list of required services and discussing it with your wedding planner, you will have a good idea of the investment that will be required and the timing of the various payments. You will need to discuss the reception menu with the caterer and don't forget to include any special foods or diets that may be required. Planning the wedding professionally means you will get the best quality for the best price, without the hassle and inconveniences of trying to deal with the various vendors yourself.

So, if you are in the planning stages for your special wedding day, be sure to consider hiring a wedding planner. A professional planner can relieve you of the responsibilities, and especially the stress, of doing it all yourself.

Researching Reception Halls for Your Business Events

Having reception halls that you can always count on for special business events will be very helpful to you. You will want to find one that is always clean, has an organized banquet staff, offers excellent variety in food service, and excellent customer service.

If you own a business that often hosts events then you should have some trustworthy reception halls that can be reserved when needed. In order to have these trustworthy locations, you might need to do a little research.

The locations that you choose should always be clean. This is important when you are doing an event where everything there is a representation of your business. The kitchen, banquet hall, and the restrooms should be immaculate. They should be stocked with everything necessary for guests. It is helpful if everything can be included in the hall rental.

It is also important that there is an organized banquet staff at the hall. This means there needs to be a wait-staff and a bartender to accommodate any event. All of the staff should look professional and be well-trained to perform well at their jobs.

Food service is another consideration as you research. You will want to be able to choose the type of food. For some events you might have heavy finger foods, at another a buffet, and at a fancier one, you might want a served meal. The hall you consider will likely have menus that describe the items that they can provide in whatever setting you end up choosing.

Customer service is another essential. Without good customer service, you will not be happy as the business owner, and your guests and employees will not be happy either. Most likely the guests will leave with a poor impression of your company rather than the specific banquet hall.

As the business owner or the secretary of one, you have to be careful in your choices. Make sure you consider all scenarios as you choose the right reception hall for future events in your company. Cost is probably something that you will want to think about before you even begin. By having this in mind from the start, you will know what you have to spend.

If you have never needed reception halls for events in the past, but are beginning new practices that include events, you might be able to form contracts or agreements with various reception halls so that you can get a better deal than someone that only uses a hall once or very rarely.