The right event management software can elevate your events, simplify the entire event process and streamline operations. In short, it’s an investment that pays off tenfold. The wrong corporate event management software, however, can eat into your precious time, unnecessarily complicate tasks, and end up as a massive waste of money.

So how to do you avoid ending up with a white elephant? By making sure that your choice boasts the following six features and functionalities:

 

1. End-to-end event management 

Many so-called event management platforms purport to be an all-encompassing solution, but when you click past the shiny veneer, they’re only good for tackling a handful of event management tasks. It’s only worth investing in a solution that enables you to manage the entire event planning process: from sending out the very first ‘Save the Date’ to compiling a post-event report.

 

2. Superior data capturing capabilities

The right data plays a pivotal role in planning and orchestrating events that resonate with guests and successfully garner ROI. But without a way to collect, collate and analyse this information, data collection can be a full-time job. Look for a solution that enables you to draw information from every single event touchpoint: from customisable form fields in invitations to guest polls and surveys via an event app.

3. Cloud-based

Event planning is a 24/7/365 gig, which means that you need software that doesn’t tie you to a desk. Choosing an option that’s not only cloud-based but updated in real-time too, means that you can manage a complex RSVP process, vendors and team members on the go.

 

4. Easy to use

Powerful software doesn’t have to be complicated to use. Time is of the essence – event planning doesn’t leave time for learning how to navigate a complex program. Event management software should be simple to use, without compromising on its capabilities.

 

5. Secure

As data becomes the currency of the 21st century, the stakes associated with being privy to sensitive personal information are higher than ever before. Your choice of corporate event management software should offer secure ways of storing and protecting this precious information. Importantly, it should achieve this in a way that’s POPI compliant.

 

6. Used by industry leaders

A good litmus test for any potential purchase is by looking at the companies who currently use the product in question. A reputable provider will be happy to share these details if they’re not already readily available on their website. If you’re still not 100% convinced, they should be more than happy to offer you a free demo and talk you through their software.

Make sure that your investment in corporate event management software is a wise one. Download our brochure or give us a call to find out why our RSVP software is the right solution for you.


pexels-photo-rsvp-event.jpgWhy do event managers at big corporates, like Momentum, and boutique events management companies, like Lucky No.8, prefer to use our corporate event planning software for their events? We believe it’s because our carefully designed software solution provides top event planners with a single platform from which they can execute and track many of their core event planning activities.

What would an event be without the right guests?

We make the design and distribution of event invitations as simple and easy a process as possible; our corporate event planning software allows event professionals to automate the distribution of their professionally designed event invitations. In this way, event planners ensure that the right people receive their invitations – at the right time.

Once invitations have been sent, our software allows event planners to track their guests’ invitation declines or accepts, as well as email invitation bounce rates, and ‘out of office’ notifications. Event planners can access the backend of RSVP software to see these accept and declines and affect their own call downs to ensure that no guest can slip through the cracks. Consultants who make these calls are well briefed on all your event’s details and capture additional information learned from guests during these calls to ensure that your database up to date.

According to Momentum’s Events and Sponsorship Manager, Denise Pillay, “the back-end of the tool is simple to understand and navigate when you need to make relevant changes and manage your responses”.

What would an event be without up-to-date guest data?

Event planners can use our corporate event planning software to collect crucial information from their invited guests prior to their event. This includes each guest’s unique accommodation, travel and catering needs. Our system can also be used to send guests surveys for the collection of additional data.

Automated emails walk guests through the registration process and prompt them to book their accommodation, capture their travel details and pay for the event, where necessary, using their prefered means of payment. Once this information is securely captured and stored in our database, selected travel agents are able to access this data to book flights for guests and organise their car rentals or airport transfers.

For Lebo Motswenyane, the Managing Director of Lucky No.8, this meant she was able to organise guests travelling from six different continents to attend the 2016 AfroCentric Achiever Awards. Lebo shared with us that, for her, the tracking of guest responses and our additional survey option was one of the key features of our corporate event planning software.

What would an event be without automated reporting?

We know that event planners need to have access to real-time figures. This is why we provide a custom-built and automated reporting structure that can be formated to each client’s needs. Our clients can specify how often they want their status reports spooled and sent to them, and what information they want reporting on.

What would a software product be without the necessary support?

The RSVP Agency’s project management team has been described as friendly, available and willing. We help you communicate key information to your guests and our professional team of hosts and hostesses help you with the hosting of your event and the handling of your event’s registration process.

Download our brochure for more information about the RSVP Agency’s Event Management Software

Image Credit: Pexels


corporate event software in use Along with an armful of opportunities to impress your current clients – and wow your new ones – comes with the challenge of finding the right corporate ideas for each. As the events industry continues to evolve – influenced largely by emerging event technology and the way we relate to it – event planners are pressed to better their current corporate event ideas. If you’re on a mission to provide your clients with innovative, timely and downright awe-inspiring experiences, read on to see which trends to embrace in 2016.

1. Amplify your event exposure – and add an element of personalisation – by incorporating crowd-streamed content

Similar to live-streaming – which has been around for a while – crowd-streaming entails the use of technology whereby your participants can broadcast their experience to audiences who’re accessing the event remotely. Making sure your content is relevant and engaging can be somewhat of a challenge; by making use of video or audio that’s generated by your participants, creating bespoke content is that much easier. Crowd-streaming can be incorporated in a number of scenarios and ways – if you’re holding an EXCO meeting, for example – this content can be used to unite attendees who aren’t necessarily in the same location. Attendee-generated images, tweets and video are all effective types of content that can instantly transform a stale corporate event idea into one that’s future-forward. As well as facilitating interaction with your brand and among attendees, content that’s crowd-streamed automatically increases the reach of your event. Crowd-streaming video apps to try: PeriscopeMeerkatFacebook Live.

2. Make use of cashless payment facilities for increased attendee convenience

If you’re looking for a simple corporate event idea that will make the lives of your guests easier, this is just the ticket. Large-scale events like conferences often see attendees having to hand over cash for parking, registration or a well-earned Jameson on the rocks. Apps like SnapScan or FlickPay are easy to use, secure and far more convenient that having to rummage for a wallet. What’s more, they make your life easier by eliminating the need for a float or a till. Identifying the common payment pain points particular to your event, and then implement a cashless alternative.

3. Digitalise as many of your event touchpoints as possible

Online invitations aside, many events still rely on printed out agendas, maps, info packs and corporate gifts. One of the corporate event ideas that’s cropping up with increased frequency is digitalising all event content. These events eschew physical incarnations of the above, choosing to provide their attendees with a far more eco-friendly, user-friendly and (possibly best of all) budget-friendly alternative. An easy way to ensure your guests have all the information they need (their ticket, agenda, seating plan, etc.) is by generating QR codes that are sent to their mobile devices. All of the information they need can be accessed by the swipe of a finger. Some brands are taking this trend further by opting to gift their guests with digital gift bags – in the form of online gift codes or discounts, exclusive content such as an eBook or video, product demos, or free tools. Besides being something that people actually want to receive (read our blog on why corporate gifting as we know it is dead), opting for the digital equivalent of a gift bag, you’re able to leverage off your guests’ interaction with it in the form of data, via a follow-up email campaign or a landing page that serves as the ‘gate keeper’ for their gift.

4. Add an element of philanthropy to your team building activities

When it comes to corporate event ideas that facilitate team building, finding one that truly motivates participants can be trying. The good news is, convincing attendees to embrace a group challenge is that much easier when their effort benefits a worthy cause. Whether incorporated into a charity auction, treasure hunt or golf day, more and more events are adding an element of philanthropy to their agendas. The benefits are two-fold: one, guests are more willing to participate, and two, brands can use these exercises as part of their social responsibility program.

However you choose to rejuvenate your corporate event ideas, make sure that you’re setting them up for success by making use of email invitation software. One of the easiest ways to streamline your event from the get-go, email invitation software is a necessity. Learn more about ours, here.

Image Credit: www.topdoglimobus.com


If you’re a regular reader, you’ll know that we frequently talk about time management – a crucial asset in the event planning industry. Juggling several balls at once doesn’t come naturally to all of us, which is why we sat down with Terry Sutherland, founder and owner of The RSVP Agency, to get her take on time management. Here’s what the industry expert had to say:

Q: Getting a handle on time management can be tricky – whether you’re an event planner or not. What’s your approach to making the most out of your 24 hours in a day?

A: Without a doubt, adequate time management relies on planning the work, and then working a plan. Without a step-by-step plan, you’ll flounder. Once you’ve mapped out the best way of executing a project, stick to the plan. It’s a simple formula, but a successful one at that. You also have to be able to prioritise; identify the most pressing tasks and plan your day or week accordingly.

Q: What’s the key to proper time management?

A: Self discipline. You may have the best intentions in the world, but without the determination – and dedication – to follow through, your intentions will remain just that. Don’t procrastinate – the temptation to wander the internet or check LinkedIn might be strong, but won’t get you any further down your to-do list. Get into the habit of doing the worst things first. As you work your way through your lists, moving onto the next becomes that little bit easier.

Q: How do you cope with an office full of staff – and therefore, distractions – when you’re on a deadline or dealing with an especially demanding project?

A: As they say, the early bird catches the worm. I get heaps done in the early hours before the work day officially starts. I make a point of scheduling quiet time when I need to concentrate on SLAs, call sheets and the like; this allows me to focus solely on the task at hand and avoid interruptions.

Q:  You work on a number of projects throughout the day. What’s your take on multitasking?

A: Many think that multitasking is the only way to get through the day. While we’re all multitasking to some degree, finishing one thing first before moving onto the next enables me to give my full attention to each task. Attempting to do five things at once leaves way too much room for error.

Q: What other advice would you give to event planners who’re struggling to improve their time management skills?

A:  Work with professional suppliers – it makes all of the difference. Vendors who’re punctual, dependable and who deliver a stellar service are an essential aspect of effective time management. Tight deadlines leave no room for error, and if you have to run after a supplier to check up on them, or worse, find a replacement supplier, you’ll waste an inordinate amount of time that wasn’t there to waste in the first place! Also, make sure to document everything and save it in one central place – this will save you time that you’d otherwise have spent looking for notes.

Find out more about our corporate event planning software, and how it helps leading brands create world-class events.

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