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6 | Minute Read

It’s hard to plan and run an event.

You often face the same old problems of unmet attendance targets, poor attendee engagement, and, making matters worse, the shortest of lead times―there’s always plenty for you and your team to do when tasked with delivering a successful event.

The thing is, technology is already available to help you combat these problems―specialist technology that can manage the whole process from beginning to end: event solutions software. 

This article covers the 12 critical event solution software features you need to help you organise, plan, and execute your next big event successfully.

What is Event Solutions Software?

Event solutions software helps you to run your business events smoothly. Holding an event is an important business activity.   A vast majority (97%) of B2B marketers believe in-person events have a significant impact in achieving the desired business outcome. 

And in 2021, nearly two-thirds of event planners are expecting to resume in-person events following the Pandemic. Events will be making a come-back.

No event can be successful without a steady stream of enthusiastic attendees, so event planners must do all that they can to get people in through the door. 

Event marketing begins with you spreading the word using a variety of methods; a website, social media marketing, and more. But more often than not, it’s a scattergun approach with no central management method. You need to take a more cohesive and organised approach.

Critical Event Solution Software Features

  • A Single Dashboard

  • Event Promotion Capability

  • Integrated Email Marketing

  • Landing Pages

  • Mobile and SMS Marketing

  • Extensive Payment Integration Options

  • Attendee Management

  • Location Capacity

  • Waitlist

  • Multiple Ticket Types

  • PDF Certificates

  • On The Day Event Management

  • Attendance Checkoff

  • QR Codes

  • Post Event Management

  • Survey

1. A Single Dashboard to help you Control Everything

You can control all aspects of digital promotion and marketing for your planned event in one handy dashboard. And that’s not all. When the big day arrives, event solutions software helps you to run the event as well.

Tasks like checking in attendees, managing payments, tracking capacity limits, and more are more efficient using specialist event software. Then, once the event has concluded, you can poll and survey your attendees to get their opinions on how it went.     

Event solutions software is something your organisation should be using.  89% of event planners say that event management software helps them save time when planning an event, and 80% say it helps them prove event ROI.  

2. Event Promotion Capability

After you have built an audience for your event with your landing page and email marketing, you can use the event management features in your event solutions software to run the event on the day. 

There is no need for reams of A4 paper with the attendees’ details to check off who’s shown up.

Nor do you need to worry about point-of-sale technology to take payment of entry fees. 

Our event management features are jam-packed with management capabilities to help your event run buttery smooth. 

You can assign your attendees a QR code for you to scan on arrival for speedy attendance management and take payments beforehand or on the day, using the online payment gateway integration. 

Further tools in our event solutions software include:

  • Manage a waitlist should your event become fully booked.
  • Handle cancellations and refunds with ease. 
  • Manage the event location capacity limits. 
  • Use multiple ticketing types for a single event. 
  • Provide custom PDF certificates to recognise event attendance.

We’re confident our event solutions software can assist you in running a successful event. 

event solutions system swift digital

3. Integrated Email Marketing

Before your event, you’ll want to build up some anticipation and buzz.

While you can’t ignore social media when marketing your event, an Event Manager survey demonstrated that the next most popular marketing channel is email marketing.   

Your event solutions software helps you to collect registrants’ email addresses in accordance with the 2003 Spam Act via your event’s landing page.  Which then allows you to send them event marketing email messages. 

A significant benefit of using our event solutions software is the ability to send automated email drip sequences.

These are a set of email messages sent on a fixed schedule that starts once an attendee provides their email address.    

You can send the set of emails on a schedule of your choosing and compose them to provide the information that has the maximum impact on the reader and contributes towards the success of your event. 

A further vital email marketing practice is message personalisation.

People warm more to the personal touch. So you can design your emails a drag-and-drop editor, then let your event solutions software add-in the recipient’s name and other information into each email automatically. 

It transforms every bulk message you send out to your email contacts into an email that appears written especially for them.

4. Landing Pages

So what is a landing page? 

Back in the day, websites used to be a more straightforward affair: a couple of pages of information about you and your business and info on how an interested party could contact you. 

Today, thanks to digital business transformation, websites play a critical role in how a business functions. 

They serve multiple roles, like an information directory, detailed product specifics, and not forgetting a place to process business transactions themselves via eCommerce.

Every event needs a website, a place to share event information, the dates it will happen, and how attendees can reserve a spot.  But, if you mix all this in with your existing website, your event details can become lost in the noise. 

What you need is a simple one-page website―a landing page―that focuses on your event.

There are no nagging menus to draw visitors away, so they can concentrate on your messaging, which increases your chances of converting them to your offering.  

Our event solutions software lets you design simple, attractive one-page layouts using our inbuilt drag-and-drop editor.  It’s so easy; even the most technologically shy can use it to produce a dazzling page.  Here’s an example―

The landing page provides the essential information a web visitor needs and, most importantly, provides an easy way for them to register their interest in your event. 

Capturing a visitors email address is an essential step in delivering a successful event, too, because it lets you send promotional messages to build up the buzz.  So always ensure that it’s easy for visitors to give you their email address.   

Our event solutions software lets you design simple, attractive one-page layouts using our inbuilt drag-and-drop editor.  It’s so easy; even the most technologically shy can use it to produce a dazzling page.  Here’s an example:   

HLB Mann Judd Landing Page built in event solutions software

The landing page provides the essential information a web visitor needs and, most importantly, provides an easy way for them to register their interest in your event

Capturing a visitors email address is an essential step in delivering a successful event, too, because it lets you send promotional messages to build up the buzz.  So always ensure that it’s easy for visitors to give you their email address. 

5. Mobile and SMS Marketing

Now that nearly everyone has a smartphone, you can employ the power of mobile and SMS solutions to enhance your event. 

There are the standard reminder messages you’d expect to alert your attendees to the forthcoming event. But SMS can do more than this when combined with our event solutions software’s digital marketing features. 

Say you are about to host a seminar at your event.  You can send an SMS message to all the people attending the event announcing that the workshop will soon start. Those who reply to the SMS to say that they’re going can get a PDF emailed immediately containing further information.

While many of us ignore automated emails or only give them a passing glance, according to Techjury, SMS has an open rate of an impressive 98%. 

SMS marketing messages are cheap, quick, and practical.

With our event solutions software, you can manage all your SMS messages and track user interaction all from within the same platform.  

6. Extensive Payment Integration Options

Running paid events shouldn’t be an arduous affair. Event managers need event solutions that have the option to take online payments and track payment status’s in the system.

Your event solution should offer to invoice for manual payments or Bpay/bank transfers, online payments through your bank, and automated receipts/payment confirmations.

Having the option to integrate your selected payment gateway with your event solution will make your event management a lot easier to manage and is beneficial.

Some of the benefits of having options for payment gateway integration include:

  • You receive funds immediately in your designated bank account
  • Self-managed funds, improving security as everything goes straight to your bank account
  • You can initiate refunds directly within your payment gateway

Tip: Watch out for event solutions that skim money off the top of your event sales/transactions.

7. Attendee Management

8. Location capacity

Whether it’s an online event or physical event it is likely to have a capacity so having the ability to control the capacity is a must.

9. Waitlists

Take out the manual handling with an automated waitlist function. If your event becomes full, you can use the waitlist function to notify your registrants that they are on the waitlist. When a spot becomes available they will be notified and given the chance to sign up again. Easy!

10. Multiple ticket types per event

Does your event have different ticket types? For example, one ticket type includes the buffet and a welcome drink whereas the other ticket type is a simple ticket with no extras.

Having different ticket types is becoming more popular, so make sure your event solution has the ability to let you select multiple ticket types as part of your event.

11. PDF certificates

Issue event certificates at the end of your events to attendees whether it be a corporate conference or an internal learning event. Keep track of your attendees level of progress.

12. On The Day Event Management

13. Attendance checkoff

Gone are the days of shuffling through pages of registrants to mark attendance. Manual, paper-based check-ins can be time-consuming, flustering and leaves attendees with vibes of technological ineptness.

14. QR codes, etc

Now you can use our iOS event check-in app to scan attendance with bar codes, or quickly locate an attendee through incremental search (Eg. type “Fra” to immediately see all “Franks” or “Frans” registered for your event).

15. Post Event Management

16. Surveys

Once your event has concluded, you’ll want to find out if your attendees enjoyed it and found it a beneficial experience. 

An Event Manager Blog survey found that attendee satisfaction is a metric used by 91% to measure the success of an event. 

But face-to-face feedback is not always the most accurate way to gauge attendee satisfaction with your event. Politeness or fear of embarrassment usually compels people to say something complimentary. 

If you want to know with accuracy if attendees found your event valuable, then you can send them a post-event survey to complete at their leisure. 

Our event solutions software lets you construct online surveys to send to your attendees.  You can choose from 15 question types and mix and match the styles that you want. 

Diabetes NSW & ACT using a survey in event solutions software

You can send them out automatically after your event and choose whether you want them to be anonymous or not.

Surveys are a quick and efficient way to see how successful your event actually was. 

Use Event Solutions Software to plan and deliver your next event

At Swift Digital, we run the best event solutions software in the whole of Australia. Packed to the rafters with event automation features, there’s not much it can’t do when organising and running events. 

The benefits of running corporate events, whether you hold physical or virtual events are endless. 52% of respondents asked about the importance of events in their marketing strategy said that events drove more results than other marketing channels.

Planning an event is always hard work. 

Make things easier for yourself by using our event solutions software. It can automate a lot of the work that helps you to promote, plan, and execute a successful event.

Ask the experts at Swift Digital about how we can help automate the process of organising and marketing your corporate events (virtual or face-to-face). Call us on 03 9929 7001.

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