Organising an event
requires a lot of competencies and resources. Event planners need to take into
account every detail: the venue, the caterer, decoration, transportation, hotel
rooms, guest speakers, security issues, and so on. To sum up, they have to deal
with many suppliers at the same time and they often have to manage several
events at the same time.
In other words, the
first quality needed to be an event planner is to be organised, but how to be
really organised when you run several events at the same time? How to be sure
you think about every detail when you work under pressure?
There are several
“classic” tools, that is to say tools which are not directly linked with a
software like the agenda, the emails and Post-It. However, we have seen since
several years the emergence of apps, software and platforms making the job of
event organisers easier. In this article, we will present three of them which
can help you in your career.
EventStop
is an “online tool for event management” gathering many tools on the same
system in order to easily coordinate an event. Indeed, the organiser can create
his own online page to promote the event, send invitation and receive
confirmation by using his own brand (logo and visual). This tool goes also
deeper by offering a real solution to handle logistics, budget and revenues. EventStop is a complete tool regarding
the organisation itself but one of the most important part of the job of event
organiser is not possible through this system: venue finding.
In the event industry, who can say he/she never felt
lost when looking for a venue?
Toby Heelis, an English
man, tried to deal with this problem by creating in 2014 a platform where event
planners and venue owners can meet, save time and money. This platform called Eventopedia has been improved until
being fully accessible on mobiles and tablets and more efficient thanks to
Microsoft’s Azure cloud services. This enhancement, permitted thanks to
workshops with its main stakeholders, allows Eventopedia to be competitive in front of international digital
companies. We can find tens of websites to select the right venue but less are
available as an app and this is one on the big strengths of this tool.
All these systems are
very useful for the event management but gathering all the suppliers in the
organisation of an event on the same platform could be the greatest solution to
really save time and money. The solution
is as simple as the concept: collaboration.
Greg Lazzaro launched
this concept in 2017 and succeed in finding partners to create a collaborative
platform allowing event planners to manage events in a simpler way: Event Tech Tribe. This online tool has
already five different partners, each of them has a specific task: designing
the app, providing a platform for registration or even engaging the attendees
during a conference. The data collected on the Tribe and the partners involved
are all focusing on the clients first and this make the strength of this tool.
All in all, the
digitalization of our world brings hundreds of new tools and the event industry
takes advantage of this. Indeed, event organisers can be much more efficient
thanks to these platforms and apps as they can find the venue and other
suppliers, promote the event, send invitation, create interaction between
attendees and the speaker and so on, only thanks to their mobile or tablet.
If you did not try it yet, you should start now!
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