Top 9 Practices Event Organizers Should Stop Doing in 2015

This is a sponsored post by Alon Alroy, Co-Founder & CMO at Bizzabo. More information about Event Manager Blog’s sponsored posts.

While it may be 2015 and there are no hoverboards to be seen (bummer), we are still well-immersed in the age of technology, but is your event? Are you truly a modern event planner? Below is a list of popular practices to check if your event management is still ‘stuck in the past’. Keep reading if you want to bring yourself and your event back to the future!

9 practices event organizers

1. Your team uses more than 5 different tech vendors to run your event: one for creating an event website, one for managing registration, one for sending email campaigns, one for surveys and polling, one for arranging one-on-one scheduling, one for checking people in… do you also get the feeling this might not be the most efficient way of doing things?

2. Spreadsheets are your go-to for keeping track of your contacts. You have lists of past speakers, potential speakers, sponsors, past attendees, potential attendees and a few people you don’t even know how they got there.

3. You pay $$$ to have a developer and a designer create your event website from scratch. You tried to keep from fainting when they gave you the final quote but you knew it was for the good of your event in the long run- right? Once your site is finally ready, you still need to keep nagging them to make those last minute changes. Sound familiar?

4. You use paper lists and highlighters for checking in guests on the big day. Then, you are trying to manually compare the check-ins with your registration list. Not fun.

5. You sometimes send the same event promotion email to everyone on your contact list, whether they are a speaker or an attendee and even whether they bought a ticket or are still considering it. It’s just too time consuming for you to export, import and keep those lists in sync.

6. Your event branding and UX is not quite consistent – your site looks a little bit different from your event registration page. Your event emails feel a bit different from your event app… You use so many 3rd party tools, your event’s experience feels like an unfortunate variety show from the 80’s.

7. You pay $$$ for a one-time event app that most attendees don’t really use. Whoops.

8. It’s challenging to measure your overall event success since who can actually understand the data and analytics when it is spread across various different platforms?

9. You spend a lot of time in importing and exporting data between platforms. You often have a feeling that ‘there must be a better way…’.

Are you currently still doing any of the above? You’re not alone 🙂 But there is a different way. It’s time to go back to the future! Imagine a world where your registration systems and email platforms are always in sync, where last minute agenda changes are not stressful, where you have only one set of analytics, where things happen on the fly, where your technology works for you and not the other way around.

The Beauty of Integrated or All-In-One Platforms

It can be hard to transition to new tools when you and your team have become comfortable with a way of doing things that has worked well enough in the past. However, the availability of a wide-range of cutting edge technology, such as all-in-one event management platforms, makes it harder and harder to ignore the advantages of a platform that connects everything for a seamless planning experience.

The prevalence of all-in-one and integrated platforms is seen across all industries- from platforms like Marketo and Hubspot revolutionizing the world of marketing, to Zenefits and BambooHR tackling the complex ecosystem of HR software. The need for these types of platforms exists because many professionals have become aware of the abundance of data their tools are collecting, but that they need a more practical way of making use of this valuable data. When using multiple isolated tools, each one organizes data differently, making it nearly impossible to cultivate and draw insights from the data collected across these varying systems.

Event planners deal with this multi-tool frustration on a regular basis- just thinking of the different platforms for ticketing, registration, email, social, polling and mobile can give any master eventprof a headache. The event industry is beginning to embrace these all-in-one platforms, which is opening up opportunities for event organizers to make smarter, more impactful planning decisions.

For example, by using a CRM as part of an all-in-one platform instead of spreadsheets, organizers can segment their contacts to send out targeted email campaigns only to contacts who haven’t purchased an event ticket yet. They can then see open and click rates, as well as how many contacts bought a ticket after clicking through their email. The event data across all these processes is collected in a single dashboard, allowing the organizer to see how effective their email initiatives were in terms of actual ticket sales.

In Conclusion

Integrated or all-in-one platforms can provide ticketing, registration, email marketing, your event’s website, your CRM and even your event app into one extremely well-oiled event management machine. Data means much more when it’s put in the right context.

Innovation has its price – in this case, that price is low. The return on investment will be reflected immediately. Shifting from using your 8+ event tools into one platform will save you and your team valuable time and money. Bizzabo is welcoming you to the future.

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