From being tasked by a client to organise an in-flight tattoo artist for guests winging their way to an event, to crazy, last-minute requests for a snow machine at a celebrity party – event planners have probably seen and heard it all. This is why, to best keep track with their clients’ evolving expectations and needs, event organisers need to keep their mad planning skills, contact network and event management tools as current and adaptable as possible.
Each corporate event is unique, so event organisers need tools that easily adapt to their planning requirements
This is what makes customisable event technologies so great: event planners don’t necessarily have to find new technologies or do a complete overhaul of their existing event planning tools to fulfil a corporate client’s unique requests. Instead, new functionalities can be built into existing event technologies to improve and streamline the event planning process.
At the beginning of 2014, for example, The RSVP Agency decided to add several new functional elements to our event management software services. This included the development of an iPad-based registration application to integrate into our invitation management system and simplify the on-the-day event registration process.
We also added a new event referral feature that allows invited guests to easily invite their own clients and contacts to an important event; here, email forwards and responses are tracked in the back-end of our system so that event planners can have an accurate and real-time record of guest list numbers and guests’ details.
It’s important to be aware of clients’ pain points to develop the most appropriate digital solutions possible
In the event tech industry, it’s good to repeatedly revisit the proverbial drawing board to keep a finger on the pulse of what’s hip and happening in the field.
The RSVP Agency recognised that our clients needed to collect different information from their event guests (depending on the type of event and its location and purpose) and a ‘one-size-fits-all’ approach to data capturing wasn’t going to cut it. So, in 2016, we’ve added conditional drop downs to our online event registration form fields. Our online registration forms can now be built to specification to collect the exact guest information that our clients need for the event planning process.
For example, conditional drop downs can be developed to prompt guests to select their mode of transport, capture their preferred travel dates and times, and choose where they would like to stay during the course of the event. This data can then be used by event planners, and their associated travel agents, to book flights, arrange guests’ airport or bus transfers, and make plans for guests’ accommodation.
For more information about our complete event management software solution, download our Event Technology guide below.
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