To paraphrase an often used aphorism, ‘the form field is mightier than the spreadsheet’. That’s right, form fields are your secret weapon when it comes to creating events that resonate with your guests and preserve the sanity of your event team. But only when they’re used correctly that is.

Contrary to popular belief, form fields benefit your team in not one, but two major ways: by collecting and compiling guest data, and by collating event information. The result? You have access to in-depth profiles of guests, and your event team can easily stay on top of event progress, as and when it happens.

The secret to amplifying the power of this overlooked tool? An RSVP system that features both front and back facing form fields. But before we get into the how, let’s look at the what:

Your front-facing form fields are what your guests see when they open your email invitation or log onto your event landing page, and serve to capture information from your attendees.

Back-facing form fields – a little-known yet crucial feature – are fully customisable data capture fields that you can use to organise, collate and secure all other information about your event (and we mean all). In other words, they’re a super convenient replacement for multiple excel sheets (but more on that later).

Here’s how to put your form fields to work:

Front-facing form fields:
Many event organisers unwittingly sabotage their events at this crucial stage. To build in-depth guest profiles that will inform your event – and your entire marketing strategy – you need to get strategic before settling for the generic name, job title and dietary preference. Dig deeper! This is your chance to find out what really makes your guests tick.

Remember, the questions you ask your guests should be informed by your event’s objectives. If you’re orchestrating a symposium on female empowerment in the workplace in an effort to spur on young female entrepreneurs, you may want to ask your guests what their number one reason for attending is, what they hope to get out of the conference, and the most important issue – in their opinion – that females face in the workplace today. If you’re holding an exclusive getaway to woo a select group of VIPs, you may want to ask your guests to select their preferred means of accommodation, their nightcap of choice and their relaxation activity of choice. However, long, convoluted form fields that invitees have to navigate a digital maze will only serve to put them off. Keep your form fields to a minimum, and offer options with which they can answer. Your job is to gather the data that counts, and to make it as easy as possible for your guests to give it to you.

Fields in back end:
While your front facing form fields exist to gather guest information, the form fields in the back end serve as one central database for everything. This, as opposed to juggling multiple excel sheets that are at risk of duplication, conflicting copies and worst of all – loss due to a break in the line of communication. From guest travel details and vendor info to venue and compliance checklist, you can access every single piece of event orchestration data from one central depository. And, thanks to the fact that our RSVP software is cloud-based, every single one of your event team can access this data when and where they need it. Real-time updates mean there’s no case of “he said she said”, a costly, yet common occurrence due to the high volume of information event organisers have to collate.

When used correctly, and with a sophisticated RSVP management platform that’s built specifically for event organisers by event organisers, you can use your form fields to streamline both the RSVP and event planning process. Find out more about how our solution can help you, by downloading our brochure below.


Albert Einstein’s infamous quote: “If you always do what you’ve always done, you’ll always get what you’ve always got” applies to almost everything in life, with events software being no exception. While we are, by nature, hesitant to embrace change; our reluctance to break out of our comfort zone doesn’t always serve us well. Streamlining the management and quality of your clients’ events is that much easier if they’re using events software; convincing them that this is the case is easier said than done though. Here are our tips for getting your clients to embrace events software:

First things first – establish areas in your client’s event management process that need improvement.

Each client has different event challenges. Establish what your client’s goals are: do they want to increase their event attendance rates? Increase their ROI? Have easy access to event data? You’ll have a much easier time convincing your clients to adopt events software if you can pinpoint areas in their events that need to be enhanced.

Explain to clients how events software can help them to achieve these goals.

If you’re able to demonstrate the ways that events software will benefit your clients, you’ve won half the battle. Regardless of your agenda, backing up your recommendations is that much easier when they’re based on fact. If, for example, your client’s events are suffering from less than stellar attendance rates, talk them through the various functions of events software that can help to mitigate this. Using event software that utilises a whitelisting service is one way, as is events software that makes it easy to create online invitations.

Explain the importance of a multi-functional, sophisticated piece of events software.

Not all events software is made equal. If your client is hesitant to adopt events software it may be that they’re of the opinion that it’s merely a fancy version of an email invitation generator. What many people aren’t aware of, however, is that sophisticated Event Management Software contains extensive functionality that can improve every facet of an RSVP process. It’s crucial that you demonstrate and explain each and every function, explaining how these work together to provide an accurate and seamless event management process.

Explain the importance of using event software that’s of the highest quality, price shouldn’t be the determining factor.

Lastly, emphasise that when it comes to Event Management Software, a multifaceted, powerful system is an investment that’s worth its weight in gold. As the saying goes, ‘You get what you pay for’; saving on events software is counter-productive – you’d never expect to get out the same performance from a Citi Golf as you would a BMW. If you’re interested in our Guest Concierge Management Software, our free demo, get in touch with us today.

Image credit: global-visiontech


The grass isn’t always greener on the other side. Many South African brands are of the opinion that our contemporaries across the seas are continually one step ahead of us as far as technology is concerned. In the case of event software, the opposite is true. In fact, numerous big brands rely on our event software – to the delight of their guests and clients all over the globe.

It’s for good reason that our event software is the go-to tool for big and small international and local brands alike. So what makes our event software so special? As it turns out, a combination of several key qualities that enable brands to facilitate the management of their events, increase their brand awareness and ultimately, enjoy ROI.

1. The RSVP Agency’s event software is intuitively designed by event planners, for event planners.

More often than not, new-fangled software programmes have their users taking to Google or YouTube in an effort to figure out how to work the very software that’s supposed to be making their lives that little bit easier. We know that the life of a marketing manager or event planner is a fast-paced, stressful one, which is why our event software is designed for ease of use, and maximum benefit.

With an easy-to-navigate dashboard, and functionalities that cater to every single aspect of the RSVP process, you’re able to cut down the amount of time you have to spend on collating data. You’re also able to log in to our back end via a username and password– enabling both you, and your clients to pull their own reports as many times a day as they like. This will give you more time to focus on the other one hundred and one tasks vying for your attention.

2. Our event software streamlines an event from start to finish, culminating in an event that’s a professional extension of the brand.

Many so-called event management tools can only be used for one specific part of an event. Ours, on the other hand, enables you to meticulously manage every single aspect of your event, without having to devote extra time to the task.  This includes your online invitations and the RSVP process, event registration and check-in, post-event surveys and the all-important post-event report.

3. The main differentiator of our event software lies in its ability to gather invaluable insight into a target market.

We call this essential functionality ERM™ – or event relationship management. Once information is collected from each stage of the event, it’s collated and stored on a secure server (read more about our security safeguards here). All of this information is not only vital for assessing ways to improve or alter future events, it’s a crucial store of data about your target market. By having records of demographics, dietary requirements, job positions, entertainment preferences and your guests’ experience of an event (thanks to a post-event survey), you’re provided with information that’s vital to your brand as a whole.

4. Our event software is used by all manner of industry-leading brands to manage superior events.

If anything’s a testament to the fact that when it comes to event software, it’s our calibre of clients that says it all. Brands including Anglo American, Coca Cola, Jaguar,  Landrover, Visa, and more and event companies including Baobab, Chaos Theory, Witch and Wizard Productions and many more use our event software to orchestrate high-profile corporate events that make the best possible impression on their guests.

Image Credit: Legal Week


Hosting an event is a costly process at the best of times. Every cent counts, which means that astute event mangers are always on the look-out for innovative ways to reduce overheads, without compromising on the quality of the event at hand.

Their go-to trick? Event software – one simple solution that not only streamlines the planning and management of an event, but more importantly, saves their clients substantial amounts of money. If you’re wondering exactly how the savviest event planners are using event software to their advantage, read on.

Implementing event software means that you’ll no longer have to fork out for an employee tasked with managing the RSVP process.

The majority of event managers rely on a member of staff to handle the sending out of invitations and collating RSVPs. Besides paying them a salary, they have to consider costs such as office space, internet access and the like. Event software on the other hand, automates this from start to finish, which means that you’ll not only enjoy a more efficient process, you’ll have one less staff member that you need to budget for.

Pre-designed templates can be re-purposed repeatedly – eliminating the need to hire a graphic designer.

Whether theme or company specific, event software enables you to quickly edit a template and just insert the relevant copy. They’ve wisened up to the fact that creating every single invitation from scratch, which requires the costly skills of a graphic designer isn’t only unnecessary – it’s a waste of money too.

Event software gives you the inside scoop on which of your guests are the most likely to cancel at the last minute.

A pet hate among event managers is having to deal with flaky guests and the run-around that ensues. Having to fill a seat at the last minute is often impossible, which means that the cost of the guest’s meal, gift bag and name tag has been completely wasted. This needless exercise can be entirely avoided by acting on information event software is able to deliver in real time. You’ll be able to easily identify the individuals who repeatedly cancel, and invite another guest in their place – avoiding a frustrating and costly process.

Your event registration process will be less of a headache for you and your guests.

Instead of having to hire all the apparatus associated with old-school check-in stations like bulky desktop computers, printers, modems and extension cords (not to mention extra staff) planners using event software are able to whittle down the process into one that’s quick, and efficient. Since event software is hosted entirely online, event managers are able to orchestrate everything from their mobiles or tablets via 3g – enabling them to save on paper and printing costs, as well as the time it takes to check in each guest.

Planners can access crucial information about regular attendees around the clock.

Having to repeatedly ask guests about dietary requirements or their golf-shirt size is a tiresome task. Luckily, event managers using event software don’t have to suffer through this, as all they data they collect about their guests is stored for future reference. They’re able to make informed decisions about catering and gifts, instead of having to guestimate – which often results in money spent on supplies that go to waste.

Thanks to event software, having to source a venue for an event that’s over capacity is no longer an issue.

Event planners organising open events often have to find an alternative space due to an over-abundance of attendees. Having measures in place that will cut-off registration capabilities is vital when running an event that’s likely to result in an avalanche of people clamouring to attend. Smart event managers rely on event software to notify guests when the event has reached capacity – enabling them to stick to their original budget.

Holding an event that’s both budget-friendly and that paints your brand in a positive light is increasingly difficult to do – luckily, event software enables planners to save on superfluous activities and resources, without jeopardising the quality of their events.

Image Credit: Wellness Elevated