Running an event can really benefit you with your recruitment drive, improving team morale, or can even help you to raise money for charity if you hold a function, all whilst improving your public image. When you need this to be organised, but do not want your team’s regular tasks to suffer, you may need to find a way to simplify how the duties involved are executed.
When hosting an event, there are many factors that need to be considered, such as who to invite, how to sell tickets, how to advertise, and even where the event should take place. This can involve a lot of work, and a number of outside sources, unless you decide to simplify the process.
Gaining the use of event planner software can remove the need to use numerous sources, meaning whoever is in charge of organisation will have one, dedicated go-to system for the majority of the planning.
Cost
The cost of running an event can be expensive on its own, which is why some people may be hesitant to outsource the work that goes into the planning and preparation. Something as essential as hiring a venue can take up a drastic amount of your overall budget. This is why you may want to reduce other costs as much as possible.
Rather than paying a number of resources to deal with invitations, ticketing, and advertising, you can have this all included in one package. Some software providers may also allow you to use services for free, especially if you are hosting a charity or free-entry event.
Time
Considering it can take up to a year to thoroughly plan a large-scale corporate event, you want to make the most of that time. Making sure the venue is booked well enough in advance to avoid disappointment is only one of the initial steps. You also want to invite potential guests, speakers, and get a rough idea of attendance figures. A piece of event software can help you contact the relevant people, and get those invitations out. While the ticket-buying process may come later, some form of “save the date” communication may make a big difference months down the line, as people will have already put that time aside.
Guestlist
Most venues have a limit of occupants that they can hold, whether for safety or building insurance purposes. A good quality planning software will allow you to keep track of your guest list, and set the maximum number of tickets available for purchase. You may need to keep in mind how many staff members will be going, as this might affect the total number of tickets that you should sell. Should there be more interest, you could allot a first-come-first-serve waiting list, should any current guest no longer want their place. Being able to sell, refund and exchange tickets all on one system can make things easier.
Hosting an event can be a lot of work, with a number of different factors to consider. By accomplishing as many tasks as possible through one dedicated piece of software, you may find the whole process becomes that bit simpler.
Founder Dinis Guarda
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