An in-person event management platform has now become the first choice for all those organizers who want to deliver successful events. Whether it’s international conferences, trade shows or exhibitions, event planners of such large-scale gatherings hire a robust event management platform for in-person events. There’s no doubt that these management solutions have become something more than a necessity; they complete an event.
Moreover, in-person event management solutions are perfect when it comes to handling event operations and improving attendee engagement. Not only this, it also provides important data insights that help in measuring the success of the event. It shows if your event is between an average event or has gone beyond it. That is why an in-person event management platform works as a smart key to all the locks in event management.
The Hidden Costs of Not Having an Event Management Platform for In-Person Events
Having or not having a perfect event management platform for in-person events comes with its own circumstances. It is just a matter of how perfectly your event has been executed or how many troubles you have faced while managing everything without relying on an event management solution. Here are some hidden costs that you might face if you haven’t hired an event management platform:
1. Manual Process Inefficiencies and Time Wastage
An in-person event management platform for in-person events is a must-have; otherwise, event staff gets drained in manual data entries in spreadsheets. Even if somehow you still managed to get spreadsheets completed, you’ll still need a proper system to keep track of every attendee, registration, ticket, etc. Besides, a lot of time can be saved and invested in improving the event’s content and attendee experience. There’s no second doubt in the fact that manual processes in large-scale gatherings can mess with your mind and without knowing it, you will be spending over 120+ hours processing registrations while sending confirmation emails.
That’s why not having event management solutions comes with a cost, and that consumes all your time. Plus, there is no chance that manual entries are error-free or not; chances are it might include duplicate registrations, incorrect/multiple badge printing of a single person, and frustrated attendees.
2. Limited Data Insights and Missed Opportunities
We all know the importance of data analysis in an event. Organizing, executing, and operating an event without proper in-person event management solutions will look like a blind decision that will lead you nowhere. You’ll think that you have all the necessary data to understand the attendee’s reactions but in reality, you’ll be missing out on valuable opportunities to understand data insights. These are the insights that can help you make better decisions along with future strategies to level up. Moreover, without an in-person event management platform, it gets challenging for organizers to track real-time attendance patterns, the popularity of sessions, engagement levels, and the most utilized spaces of the event.
3. Poor Attendee Experience and Engagement
When it comes to trade shows, exhibitions, or career fairs, what matters most? The answer lies in attendee engagement. What if you organized a multiple-day event of 500+ attendees and you got to know that 200+ attendees left the event, one by one? Of course, no one wants that. Similarly, the lack of an in-person event mobile app also affects the attendee experience in terms of engagement and overall satisfaction. Another hidden cost that comes with not having an in-person event solution is that your attendees might struggle with paper forms and paper-printed schedules of the entire event, or they might not get real-time updates about any session. Plus, this struggle lowers the chances of one-to-one networking and if there are fewer or no networking opportunities, that means less or decreased engagement and low satisfaction among attendees.
4. Increased Risk of Security and Compliance Issues
Without a reliable event management technology partner, security and compliance become two of the most serious issues in in-person events. In the absence of an appropriate technology solution, it gets challenging to manage GDPR compliance and protect important attendee data with the basic use of spreadsheets. Besides, it adds up to security issues during the manual event check-in procedure. Furthermore, this further complicates determining who attended the event, plus it raises questions about the attendees’ safety.
5. Revenue Loss and Budgeting Challenges
Lastly, due to not having efficient ticketing systems, reliable registration platforms, data tracking, or event CRM, there will be a financial impact on the event’s success. Without automated solutions for in-person, organizations and event planners struggle with accurate forecasting of event budgets, tracking of event’s actual ROI, and cost-saving opportunities. As a result, all these lead to a decrease in the event’s profit and also close the door to growth in future events.
6 Key Reasons to Use an Event Management Platform for In-Person Events
Here are six key reasons that justify how an event management platform for in-person events creates an impression:
1. In-Person Event Registration Made Easy
Think and implement things from attendees’ perspectives. Would you like long registration methods as an attendee? Of course not! That’s why one of the major reasons to use an event management solution is to change the registration process. Nowadays, no one likes to stand in long lines, fill out lengthy forms, and wait for confirmation from the event staff. That’s why modern event in-person registration solutions are providing what attendees or organizers actually need. These include customizable registration forms, automatic confirmation emails or messages, multiple payment options, mobile-based easy registrations, pricing ticketing tiers, early bird discounts, group registrations for families, students, VIPs, etc. All these capabilities ensure that the maximum number of attendees join the event without burdening administrative staff.
2. Smart Event Entry & Check-In
An event should be free of frustration and negative feedback. For this reason, advanced check-in methods powered by in-person event management solutions support eliminating the long lines and frustrated attendees. In-person events attract more attendees due to their face-to-face interactions and easy digital card changes. That is why interactive event technology like QR codes, RFID/NFC technology, and facial recognition promotes quick event check-ins. However, such technologies are considered to be best because they offer you real-time attendee tracking and instant onsite badge printing. In addition, these methods also serve as contactless event check-in methods for attendees, which further contributes to sustainability concerns.
See Related: Contactless Event Check-In Methods
3. Mobile Event Apps That Wow
These days, in-person event mobile app solutions are needed for maximum engagement opportunities and that’s what makes an event management platform necessary. With a customized mobile event app, attendees can freely access personalized schedules and navigate via an interactive venue map. These apps also have built-in features like live polling and networking features that support real-time interaction among attendees. Even guests can share their feedback via the mobile app.
4. Content That Captivates
One of the reasons to consider an event management platform is content creation. Without any engaging content, an event gets less impactful or chances are that it might not catch the attention of guests. Therefore, here an in-person event management solution comes with useful tools for content delivery and overall management. From all the session content (in digital form) to live streaming services. Such solutions make sure that the target audience receives conten over mobile apps, email, or PDFs on WhatsApp. Moreover, with reliable support from a solution provider, organizers also get the privilege to easily update event content in real-time, share special presentations, and get immediate feedback with options like integrated polling, question-and-answer features, and WhatsApp automation.
See Related: WhatsApp for Post-Event Feedback
5. Event CRM That Understands
The integration of an event CRM with in-person event management solutions allows organizers to understand attendee behavior and preferences in a detailed manner. With a solution for in-person events, organizers can track how long attendees stayed in a session, monitor the most visited exhibitor booths, or log networking connections made. When it comes to preference analysis, you can easily identify the most interesting topics that grabbed the attention of guests. The networking patterns of attendees, and the most preferred presentation formations such as workshops, lectures, mini-sessions, etc. Therefore, with an event CRM, you can easily manage all of these factors.
For example, in a tech conference, an attendee spent 30 minutes in AI-based sessions; side by side, he downloaded 3 PDFs about machine learning. Afterward, he got the chance to connect with 5 AI technology vendors and the next day he attended all workshops about data analytics. Here, event CRM’s integration comes into play, and it will enable organizers to identify trending sessions, and most downloaded PDFs, measure success metrics, and develop future strategies.
6. Stay Connected, Always
Sometimes when an event ends, it gets hard to be in touch with sponsors, vendors, and especially attendees. Therefore, leveraging an in-person event management platform can help in staying connected with everyone. However, continuous engagement before, during, and after your event is a must-have factor to make an event successful. With integrated communication tools, email automation, social media, and networking features, organizers can stay connected and engaged with attendees post-event. All these practices of staying connected lead to utmost satisfaction among attendees and the plus point is that attendees are more likely to join your future events.
The Bottom Line
For ultimate event success, investing in an event management platform for in-person events is the best choice you can make. Hiring such solutions has now become a necessity for everyone who wants to deliver an unforgettable experience to attendees. The plus points of having an event management platform are streamlined operations with reduced costs and event registration & check-in tools to level up the attendee experience. With the rise in current trends & technology usage in the event industry, many event professionals, organizations, and businesses are turning towards in-person management solutions to meet expectations, get more engagements, and achieve the set goals. However, if you are still thinking, is it worth investing in an event management platform? Then change your thoughts and think about how quick you can be in hiring an event management platform to stay ahead of your peers.
Frequently Asked Question
Which is one of the best event management platforms for in-person events?
Dreamcast is considered an amazing platform for event management platforms, especially in-person events. Dreamcast’s got the fastest services in event registration and ticketing for in-person events. Besides, it offers a dedicated mobile event app, onsite event badge printing, and multiple check-in methods.
How long does it take to implement an in-person event management platform for my upcoming event?
The implementation time for an in-person event management platform is only two to four weeks. Plus, it depends on the event’s complexity and special requirements. For large events, consider a time of at least 6-8 weeks for perfect customization, testing, and staff training.
What kind of support can I expect during the live event?
Most in-person event management platforms offer comprehensive event-day support such as live technical support (usually 24/7 during events), on-site emergency troubleshooting, onsite support, real-time monitoring dashboard, and backup systems for critical functions
