8 Tips to Simplify Event Management Software

8 Tips to Simplify Event Management Software

Published

8 Tips to Simplify Event Management Software

The success of events like festivals, bazaars, trade shows, conferences, seminars, executive retreats, team-building events, product launch events, product launch, and company milestones require careful and detailed planning.

 

Event management involves the use of project management for planning and preparing for big events. It includes researching the brand, studying the market, creating the concept of the event, and managing all the technical components before the actual event.

 

Successful event management is difficult to accomplish without the intervention of technology. An event management system helps businesses through the use of computers in the management of company events.

 

Organizing events is never an easy task for event organizers because of the many aspects that need to be accomplished in a limited time. An online event management system automates the steps in the process of event management for companies and decreases the chances of human error from occurring.

 

An event won’t be a success without its attendees or participants. Event planners inform their potential participants through social media posts and other mediums. The participants of these events can be managed effectively through the event registration software.

Event booking software helps companies manage event details and schedule of events. It also helps companies handle participant registration and aids in processing payments for registrations.

 

Event management software helps ease the stress of planning and organizing events. It also assists businesses in properly and efficiently accomplishing the event process with less hassle.

 

Industry connections help businesses share and connect for industry growth and development. Event organizations focus on promoting the effectiveness of event planning and education on the proper management of events. It is a body that leads the industry to innovative milestones and networks businesses in the events industry.

 

You can find the right event management platform for you with the many options available online. You should pick the best one that suits your event management needs. Research and plan first before deciding which event management software provider will give you the maximum benefits for your business’ needs.

8 Tips to Simplify Event Management Software

Event management is a complicated process. It involves multiple types of process components. For event organizers handling a large event, technological assistance is a necessity. With the integration of event management software in handling events of companies, the organizers of the event will be given adequate support in making these events a success.

The following are tips to simplify event management software:

  1. Centralizing Information

Through the integration of the event management software in the event management process, information flow can be managed effectively. It also provides a mechanism for storing and retrieving information in a centralized manner.

The centralized storage of information makes it easy for concerned personnel in retrieving and storing relevant information for events.

 

  1. Less Room for Human Error

Event organizers who don’t employ any technological assistance in handling and planning events produce more complications and problems before and during events.

Since computers are used in the storage and retrieval of information like details from online event bookings and registration, the information stored contains fewer errors.

The accuracy of outputs from the event management software is more accurate because the processing of that information is administered by computers.

 

  1. Ease Communication Barriers

Event management software is capable of connecting various components in the event management process. Through its online capabilities, event organizers can establish connections and locate new partners for events.

The event management software can help businesses find better event partners and collaborate with the best service providers in the event management industry. The company can also locate more vendors to provide for the needed supplies for the event.

It also helps with advertising events through many social media platforms. It can also help the company provide better communication channels for their participants.

 

  1. Progress overview of the event management process

The event management software has a dashboard that updates the event organizers of the progress of the event. It can give information on the number of participants on a real-time basis. It can also provide information on the list of event partners.

It is an easy way to have a brief overview of some of the important parts of the tasks that need to be accomplished for the success of planning for an event.

 

  1. Floor design and planning

The floor plan and design or theme of the event is also an important factor that needs to be considered by event planners in planning an event. An effective floor plan can help with the success of every event and the coordination of the different physical components of the event like the sound system and seating.

There are event management software solutions that simplify the hassle of creating and designing a floor plan for the venue of the event. Its integration in the event management process can help lessen the time in coming up with a floor plan and design. If this is a crucial aspect for your event, you can make use of free floor plan creator tools to streamline the process.

 

  1. Automated registration of event participants

The event management software helps locate participants and manage the list of event participants. It can also handle and process the information of the participants.

The automation capability of event management software helps with the company because it contributes to the time-effectiveness of the event management processes. It saves time and money by allowing fast processing of participant information.

It can help provide the event organizer with real-time updates of the number of participants who had reserved a slot in the event.

 

  1. Staff management

The event management software can help handle the manpower involved in the planning and execution of the event management process.

Like project management software, the event management software is installed with the capacity to handle the staff and their duties. It helps monitor the event staff’s progress on their assigned work.

 

  1. Real-time report generation

The event management software can process information immediately and create timely reports upon the request of event managers.

This helps the decision-makers of the event formulate decisions promptly. This also helps detect some problematic issues in the early stages of the planning process to give the organizers more time to resolve these issues.

 

Simplify the Event Management Process

According to the Bureau of Labor Statistics, the employment of event organizers is expected to increase by 7% from 2018 to the next ten years. This shows the increasing popularity of events by various organizations.

Events like product launches, festivals, company milestones, team-building, charitable events, community involvement, and more help connect businesses with a broad community and help strengthen their relationship with the public. It also helps a company express itself and its brand.

Event management software helps in managing and handling the many components of event management. It helps event managers to save more time and effort in doing their job. It assists event organizers in planning, monitoring, and executing the event management process.

There are numerous ways event management software simplifies the event management process. These are centralizing information, lessening room for human error, easing communication barriers, showing the progress of the event management process, streamlining floor design planning, automating the registration of event participants, managing staff, and generating real-time reports.

These ways can help businesses, especially the event organizers in accomplishing the tasks of planning, monitoring, and executing the event management process.

Back view of a man relaxing in front of his desktop

6 Ways Event Technology Can Help You Save Time And Effort

Published

Managing events is the 5th most stressful job on earth, according to CareerCast.  😱

Stressed man breathing into a paper bag
Via Giphy

In this post, we will be sharing a few hacks that you can easily apply to reduce stress, improve workflows, and lower admin time spent on managing events.

 

1. Schedule email invitations and other reminders in advance

You don’t have to stress yourself out trying to remember what emails need to be sent, and when to send each of them. Stay on top of your game by simply spending some time scheduling your marketing emails and any other guest communications.

What’s more, you don’t have to manually keep track of who to send which emails to! Event technology can help you with that by filtering reminders to those who have already RSVPed, and thank you notes to only the ones who showed up at your event.

Scheduling a thank you email in advance using an event software

 

2. Allow attendees to manage their own bookings

Gone are the days where event organizers have to babysit guests’ changes, typos, and flip-flopping. Today’s technology allows you to hand these responsibilities over to your attendees. By allowing guests to update their own booking details, transfer their tickets, and opt-out of the event by cancelling their registrations, you can free up more time to focus on other aspects of your event.

Designing a confirmation email with booking summary and buttons for editing and cancelling registrations using an event software

 

3. Keep your event sold out with waiting lists

As event organizers, nothing spells success more than having an event sold out fully. However, last minute cancellations can sometimes take a toll on your perfect statistics. According to the Journal of Foodservice Business Research, 9.07% – 12.95% probability of no-shows or late cancellations was estimated for a typical week in a hotel restaurant. This is the reason why many hotels (and airlines alike) tend to overbook their rooms (and flights)!

To combat fickle-minded guests, implementing a waiting list is the way to go. You can effortlessly ensure that all seats remain filled by notifying waitlisted guests when the tickets that they are interested in becomes available without risking overbooking your event. With Onlive, you will be able to manually approve potential attendees and have an automated waitlist invitation sent to them!

Managing and approving waitlisted guests using an event management software

 

4. Share the workload with your colleagues, superiors, or clients.

Do you have stakeholders or clients who need constant updates? What about an intern or entry-level employee whom you do not want having access to sensitive customer data? With Onlive, you can add collaborators and grant them different levels of access. In this manner, they can obtain all the information they need and contribute within their scope of work without being able to meddle with other aspects of your event that they shouldn’t be.

In addition, you can easily monitor collaborators’ actions from the activity log and stay updated on any changes. If you suffer from FOMO, you can even broadcast updates of attendees and collaborators to your Slack channel so that you will always be kept in the loop.

Activity feed of updates made by various collaborators in an event management software

 

5. Automatically notify guests of event details upon check-in

Aren’t we all familiar with bottleneck situations that tend to occur at the start of most events, when manual registration simply cannot keep up with the sudden influx of guest arrivals? The result is usually a throng of frustrated guests even before the event has officially begun! *shudders*

This situation can be mitigated with the simple solution of using self-check in kiosks. You can reduce on-site labour and miscommunication by having guests check themselves in simply by scanning their QR codes. Not only that, you can easily communicate seating arrangements to your guests by having it (or any other information) show up on the kiosks upon check-in. This will save you the trouble of having to print and display your table plans. You can even have this information be automatically sent to your guests via SMS once they have checked in as well to prevent hogging and overcrowding of the kiosks.

QR code and facial recognition check-in ipad kiosk and success SMS

 

6. You don’t have to set up everything twice

Are you running a series of similar, or recurring events? You don’t have to start from zero anymore! Instead of having to fill in the details and content from scratch every single time, you can quickly copy and paste an event by using our duplicate function. All you need to do is to modify certain information that needs updating and viola, you are done! Easy peasy.

Dashboard of an event management software with the duplicate function highlighted

 

Now that you are aware of these event hacks, you can do more and spend less (time and effort) by maximizing the latest event technologies! Sign up for Onlive today. It’s free, forever.

Man chilling on a pool float with a martini in his hand
Via Giphy

Registration forms best practices

Best Practices: Guest Registration Form Design

Published

Nobody likes to fill out a form. Period. In this article we will try to address the most common fallacies and how to make filling out a form a less tedious experience to avoid form abandonment and input errors. 


Why does it matter?

Simply put – great form design helps increase conversions. 

The design of your form impacts your website’s overall user experience (UX), which in turn directly impacts your number of happy delegates and conversions. A well-designed form shows users that your brand is helpful, thoughtful, professional, tech-savvy and enjoyable to work with. 

A poorly designed form, on the other hand, may lead to page and website abandonment or a frustrated user and, therefore, a decrease in conversions and ticket sales.


Use One Column

Do not use multiple columns for fields. Stick to a single column form layout — an especially important tip when creating long, multi-step forms. Single column layouts are easier to follow, understand, complete and submit for your visitors. A study by CXL institute found that visitors completed a single-column form 15.4s faster than a multi-column form. Another problem with form fields in multiple columns is that your users are likely to interpret the fields inconsistently and make errors.

Don't and do's

Form Fatigue

Split your form in multiple sections to avoid overwhelming the visitor with too many fields at once. We better digest information when it’s split into bite-sized chunks.

Use sections to create a seamless flow. For example, if a user answers “yes” to a question about whether they require transportation, route that user to the transportation section. 

It also helps to keep your questions in an intuitive sequence. They should be asked logically from a user’s perspective. Also, try to only collect data that you absolutely need! Leave out redundant questions where possible.

 

Form examples


Distinguish Optional And Required Fields

In the same vein, try to avoid optional fields in forms. If you do use them, at least clearly indicate which input fields are optional and which ones are not. It’d be frustrating for guests to get to the end, only to find out that they’ve left out mandatory fields.

 

Required fields indicated


Email Summary

Include a confirmation email with booking summary that allows the attendee to edit, transfer, or cancel their registration. The more power the attendees have over their registrations, the less you have to manage.

 

Summary Email


Conclusion

Users can be hesitant to fill out forms, so you should make this process as easy as possible. Onlive’s platform lets you turn this weakness into a strength.

We have designed our system’s form builder with your user in mind. In addition, we have also built in features to reduce the administrative workload for organizers. If you would like to try it out yourself, you can sign up here. It’s free. Forever

How to increase invitation email conversion rate

Published

So you’ve just designed your registration website and got your invite list ready? It sounds like the only thing left to do is to send out those invitation emails! There’s actually more to effective email design than you think. Here are some tips and best practices to avoid those pesky spam filters and increase your opening rate.

Outlook limits your creativity
Less is more when it comes to email design as Microsoft Outlook dictate what we can and can not do. The list is long of what Outlook doesn’t support but to mention a few restrictions – it doesn’t support background images, animated GIFs, scripts or even show images by default.

If you work in an office, you’re likely to be very familiar with Microsoft Outlook. When it comes to email design, Outlook have a strong command over what we can or cannot do. There are quite a few limitations that email designers face because Outlook has the following restrictions:

  • No support for animated GIFs
  • No support for scripts
  • Images aren’t shown by default (see image below)

Email with blocked images

This doesn’t look like a very enticing email, does it? Let’s see how we can improve it.

Use actual texts in the email, not texts in images
By adding text inside of content blocks with background colors, we can make our titles and sections easily detectable even if your images are blocked. Your recipient should be able to see what your email is about even if they haven’t opted to download the images.

Banner example

Use an enticing subjects that capture interest.
Capture your invitee’s attention by addressing them directly in the email subject.

personalized subject

 

In Onlive’s system you can do this by using short-codes such as [name] and [company] to personalise subjects and content.

Give your recipient a way to take action
Use call-to-actions in your email so they know exactly what they need to do! Include both “register” and “decline” buttons so that you can target your future emails more accurately. Leave already registered guests out of future reminder emails.

Less (imagery) is more!
Limit the amount of images to maximum 30% of the entire email. Use plain text as much as possible to get your point across. This helps to lower the chance of your email being marked as spam or going to your recipient’s junk mail.

Test your email
To test your email spam score we recommend using a mail tester to tweak and improve your content until you get a perfect score.

Monitor your email opening, bounce, and click rate
Finally, monitor your email sending by using our dashboard to track your email performance.

email reports

 

At Onlive we’ve built our email designer and reporting with this in mind. Sign up for a free account here.

Best of luck!

With Onlive EMS, event planning is a breeze! Sign up for a FREE beta today!

Published

Over the years, we have been providing bespoke event technology to our clients in the events industry. Having worked a lot with event organizers, we noticed that there were many pain points which came with event management. What’s more, we came to realise that we had the knowledge and capability to address those issues! As such, we have created a brand new product, our very own Event Management Software (EMS).

Our aim is to change the way that event softwares work and to fill in the gaps that we personally see in existing solutions today. Our EMS allows anyone to easily customise tech solutions that might typically be out of reach. Here are some of the many reasons why you should give us a try:

1. All-In-One Event Management Platform

We are the one-size-fits-all solution to your event management needs. With our EMS, you can plan, execute, and manage all sorts of events – big or small – from start to end. Below are some core functionalities that is supported by our EMS:

Create stunning event registration websites
Send out personalized invitation and reminder emails, or even SMSes
Set up onsite guest check-in kiosks
Generate post-event AI-powered reports

2. Collaborations

Event management is no one-man job! With our EMS, not only can you collaborate with team members and share the workload, you can even restrict permissions by granting different tiers of access to different team members. Communication plays a huge role in every team project. To facilitate this, we have designed an Organizers’ Activity Feed so your team can keep track of what tasks have been done, and by who. If that’s not enough, your team can also choose to take our EMS to communication integrations such as Slack.

3. Integrations

Here at Onlive, we understand that everyone has their preferred set of tools. In order to let you work with your favourite weapons of choice, our EMS also incorporates various other integrations such as HubSpot, Marketo, Salesforce, and many more!

4. Meaningful Insights

Data analysis, or making sense of your numbers, can sometimes be a pain in the neck for normal human beings like us. With some help from AI, our EMS lets you measure your ROI by understanding your guests and gathering sentiments. Having a clearer picture of your guests’ behaviours, your future events can only get better.

5. Transparent Pricing

Don’t you hate it when you have to pay ridiculous subscription fees for an entire package when what you are interested in is only one particular feature? We do too! So with us, you’ll only need to pay for what you need! We offer a broad range of pricing plans so that you can get the best value out of our services no matter how huge or tiny your event is. Feel free to compare our plans and features using our Comparison Chart to get more bang for your buck!

6. Intuitive Interface & Accessible Support

The most powerful tool in the world is still useless if nobody knows how to use it. We understand how frustrating it is to be wasting time getting stuck when there’s an urgent event matter to settle. That is why we have made our EMS as user-friendly as possible so that it reduces the chances of you getting lost in there. You should find that our platform will be easy to use and intuitive to navigate. Should you encounter any issues while using our EMS, rest assured that we will always be providing accessible help and support along the way in the form of FAQ articles, step-by-step help videos, and live chats.

Are you sold yet? No? Well, here’s one more reason:

7.Try it yourself. FOR FREE!

We are introducing our EMS while it is still a work in progress in the hopes of gathering feedback from you so that we can further improve it. We would love to get you on board for when our beta stage launches. For your support, you will get your first project 100% FREE if you sign up now. We look forward to having you join us on this journey to better event managing experiences.

Sign up for our beta programme here! Hurry, it’s only available for a limited time!

GDPR

Is Onlive GDPR compliant?

Published

Yes we are! This article describes how Onlive address Europe’s GDPR regulations and local data laws, including Singapore’s PDPA. 

 

What is GDPR is and why does it matter – GDPR stands for General Data Protection Regulation and is a data privacy regulation that came into force on the 25th of May 2018. It’s a complex policy with a simple premise: Give users control over their data while protecting it better.

 

Onlive follows GDPR principles of data protection and handing and storing of user data:

  1. If user accounts are deleted by the organizer they get completely deleted from our system including backups.
  2. Users-can opt-out of any communication by clicking unsubscribe.
  3. Users can cancel the event attendance and delete themselves from the event’s database.
  4. Organizers can add their own terms and conditions in addition to the general terms that are provided by Onlive.
  5. Organizers must indicate to having consent before they can send out event marketing emails.
  6. If requested Onlive will purge client account and all its data within 30 days from receiving a written request by client.
  7. Onlive does not sell any personal data to third parties.
  8. All customer data is stored on secure ISO/IEC approved third-party servers where Onlive has purchased server storage capacity.

 

Where exactly is my customer data stored?
Your data is stored at a AWS data-center in Singapore. (Wait a minute, Singapore is not in the EU??) Correct, Singapore is not in the EU and it’s a common misconception that European customer data needs to remain within the EEA. Chapter 5 of GDPR is titled “Transfers of personal data to third countries or international organisations” and consists of Articles 44 through 50. (That’s 7 articles!)


The general principle for transfers is outlined in Article 44, which can be summed up as saying, if you transfer EU personal data out of the EU, make sure that this data still keeps the same level of protection that it gets under the GDPR.  In other words, the entity or company that you pass the data to outside the EU must be under a legally binding obligation to follow GDPR data protection principles or the equivalent.

Onlive’s obligation:

  1. Being regulated by Singapore’s PDPA data-privacy framework which is the equivalent of the GDPR
  2. Agrees to legally binding terms to abide the GDPR principles. See our obligations here
  3. Onlive has enacted Binding Corporate Rules between it’s employees and contractors.
  4. Onlive has a regulatory-approved code of conduct to which the entity and its employees and contractors subscribes to.

 

Read more about our Privacy Policy, Cookie Policy and our List of Sub-Processors and Data Processing Addendum

We have created a new engagement solution – Onlive Photo!

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We have created a new engagement solution – Onlive Photo!

Onlive Photo is a photo booth app that you can download on any iPad and set up yourself within minutes. Our solution allows you to increase engagement levels and collect customer data during your event. Include surveys in your photo kiosk to gather valuable customer insights. The photos that you collect can also be used for your company’s visual marketing content. We’ve also combined our solution with powerful AI tools to allow you to understand the demographics of your customers.

The valuable information that you can collect with our solution helps you know your customer so you can target them better. The photos taken can be printed or sent to your guests digitally. Increase your outreach by giving your guests something that they can share on their socials.

Head over to Onlive Photo and check it out!

We’ve rebranded from Zeguestlist.com to Onlive.io!

Published

In the last years, we have evolved from a event-tech solution provider to a hybrid of an SaaS and tech experience agency. Consequently, we felt that a name change would be appropriate to be more reflective of the work that we do. We landed on the name Onlive because we develop solutions for live experiences.

As an existing client, this change will not have an adverse impact on you as we will still be keeping our legal name, and hosted services will continue to work as they have in the past.

From Chatbots to Face ID: Event Tech Innovations for 2018

From Chatbots to Face ID: Event Tech Innovations for 2018

Published

Over the last few years, technology has become an integral part of the events industry. Anyone working in this dynamic area knows how painful it would be to juggle all the aspects of event management without the help of technology tools.

The demands placed in front of today’s organizers? To execute the logistics of the event perfectly, while at the same time providing engaging experiences that are tailor-made for attendees, satisfying different needs they may have before, during and after the event.