Have you received any event invitations by regular post lately? No? Come to think of it, neither have I really. And why would we, when Facebook (and other social networking platforms) allow just about anyone to create an events page and send online event invites to their FB friends and society at large – no mess, no fuss?

In the same way, paper-based corporate event invitations are quite soon to be a thing of the past. This is because corporate event invitations and guest list management processes are becoming increasingly digitised. In today’s high-tech society, any form of communication that arrives in a sealed and stamped envelope seems quaintly archaic. In fact, the only form of ‘snail mail’ that many of us now expect to find in the post these days are our bills, statements, speeding fines and the odd letter or two from grandma.

While this may seem a rude turn of events for the avid postage stamp collector, event professionals are breathing a collective sigh of relief. Digital technologies now exist to automate and streamline much of the corporate event management processes – and we’re grateful. We’re also grateful because these technologies make us look even more organised and efficient than before, which we don’t mind.

If you find yourself saddled with outdated corporate event management processes, it may be time to consider ‘going digital’ to maintain that near-flawless event planning reputation of yours

The RSVP Agency’s Invitation and RSVP Management Solution allows you to send out web-integrated email invitations and manage your corporate event guest list in real time.

Here’s a scenario: you’ve been tasked to organise a gala dinner for a large corporation’s key clients, stakeholders, executives and partners. How can The RSVP Agency’s online invitation management software help you with the task at hand (while making you look every part the event planning guru)?

The process is quite simple: You’ll first need to do a bit of detective work and information-gathering of your own to create a master list of all potential guest’s information. You’ll initially need to create this master guest list in Excel, where you can clean up any formatting errors and duplications of information.

Once ready, this spreadsheet can be uploaded onto an online database that plugs into The RSVP Agency’s online invitation management software. Your new master guest list can be updated in real time, accessed at any point, and from any location, and also downloaded as an updated Excel spreadsheet for reporting. Uploaded data can now be pulled into our invitation management software to automate the sending of your event’s e-invites.

When it comes to designing your corporate event invitation, you have two options: 1.)

The RSVP Agency has an in-house designer, skilled in blending a business’ corporate identity guidelines, branding, specified artwork and event-related themes to build and create your event’s customised electronic invitations. 

Accept and decline buttons are built into e-invitations so that guests can respond to your event invitation with the simple click of a button. In the backend, our online invitation management software tracks and captures responses, so that your list of confirmed attendees stays current and so that you know who to follow up with for a response. 

2.)Alternatively, you can send us a corporately designed invitation for uploading onto our software system. Here, the same accept and decline buttons are included to automate the online capturing of your guests’ responses.

Event management technology also serves as a nifty data gathering tool for measuring a corporate event’s ROO and ROI

Our online invitation management software also allows you to collect additional information from guests during the RSVP process. You can ask them about their dietary preferences, accommodation and travel arrangements, preferred means of communication and the likes, which will better arm you to pull off another seamless corporate event experience.

You can also send them a pre-event survey to be compared with any responses  collected after the event. Because this information is stored in an online database, it has less chance of being corrupted, damaged or tampered with, which should tick all your boxes when it comes to ensuring POPI compliance.

The benefits of online invitation management software are too numerous for one blog alone, I’m afraid. For more information about The RSVP Agency’s Event Management Software offerings, download our latest event tech guide.

Image Credit: www.grey-hare.co.uk

Event management is a stressful game – in fact, careercast.com, a leading online career resource, listed event co-ordinating as the number six most stressful job of 2012. A major stress for event planners is time management – it’s hard to be cool and calm when you’re working hard to maintain a strict schedule – and satisfying different people’s demands.

Here are seven top tips for minimizing your stress when you are planning an event:

  • Choose the right team to help you – no matter how capable they might be, avoid hysterical types who crumble under pressure. Rather opt for strong and steady talent who remain in control and focus on getting the job done.
  • Don’t try to do everything yourself – break tasks down into manageable chunks and delegate to appropriate people.
  • Make sure your team is working together – discourage politics and interpersonal conflicts by helping people remain focused on their particular tasks and aims, and that they know what is expected of them.
  • Plan ahead and don’t leave everything to the last minute.
  • Take care of your events team – do ensure that their physiological needs (food, water, and comfort breaks) are taken care of when working an event to avoid fatigue.
  • Regularly touch base with your events team to ensure that everybody is on track and to trouble-shoot any problems .
  • Use a professional online RSVP system to streamline the events management process.

How The RSVP Agency can help

The RSVP Agency have developed an online event registration and guest list management systemwhich manages all the complexities of your RSVP process from the online invitations to the onsite registration of guests as they arrive at your event. . The elements of this professional events management tool include:

1. Save-the-Date

A save-the-date notice ensures that your guests have your event scheduled into their diaries. The RSVP Agency offers engaging save-the-date designs that can integrate with local calendars using our “ical” functionality.

2. Invitation Design

The RSVP Agency provides a comprehensive design service to quickly and cost effectively design all of the required RSVP elements needed to run a professional RSVP project. You can choose from one of our email invitation designs or we will happily work with your appointed designers or agencies. We offer both invitation graphic design and copywriting to create professional-looking, aesthetically pleasing invitations that best suit your target audience.

3. Invitation Management

Our invitation management system allows you to detail the preferences of your invited guests and save your delegate responses during the invitation phase for later use. Our Database Cleaning provides extensive duplicate guest data checking which further simplifies the task of collating guest information. All guest details can be uploaded and downloaded to Microsoft Excel.

4. Email Confirmation

We focus on high email delivery rate to ensure your invite reaches your invited guests. We track email delivery and report the status of your invitations – who has accepted, who has declined, which emails have bounced, and who sent an out-of-office reply.

5. Aide Memoire

Jog memories and encourage attendance with automatic SMS reminders and by automatically adding your event to your invited guests’ calendars.

6. Reporting

Live reporting on the RSVP Dashboard gives you a snapshot of events as they happen – including who’s attending, who isn’t and who is yet to respond – so that you know precisely where you stand at any given moment and can respond accordingly.

7. Call Downs

Late responses can cause havoc with event planning. This feature means our professional consultants call your guests, who have not yet responded, to follow up with their attendance status.

8. Name Tag Printing

Quickly and easily print name tags, lanyards, or other event accreditation for guests to wear at your event.

9. Onsite Registration and Hosting

No more clipboards and paper, and collating information later! Simply register guests at your event via our iPad application.

A user-friendly RSVP tool to save time

This events management tool is designed to be:

  • Efficient – it’s email and web integrated
  • Flexible – clients can choose options which best manage their own event
  • User-friendly – taking the headache out of compiling and sending communications and gathering and collating information
  • Supportive – with online training and continued support for licensed software users
  • Reliable – it’s hosted on a secure, dedicated server infrastructure
  • Up-to-date – with software upgrades every three to six months.