Why corporate event managers need an online RSVP service [infographic]

Time – the one commodity that event planners wish they had more of. As far as vocations go, corporate event planning is one of the most demanding. Excelling as an event manager requires thinking on your feet, astute business acumen and most importantly, exceptional time-management skills.

When time is of the essence, those in the know utilise an online RSVP service to up their turnaround time and give them space to breathe. This infographic by QuickMobile– a company that specialises in project management solutions – provides some insight into the frenetic career of the average event planner.

The typical event manager will organise five to nine events annually – with a substantial amount of time dedicated to administrative tasks.

While nine or even five, high-profile corporate events require every ounce of their energy and attention, the majority of event planners are tasked with organising far more than this. In fact, it’s not unheard of to have to plan at least one corporate event a week (regardless of whether it’s a gala dinner or CEO’s brunch) – and occasionally, multiple functions in the space of a few days.

Planning an event can take only two days to plan however, the average amount of time spent on one event is 30 days.

More often than not, event managers have a team of skilled assistants working on a function. While having the extra manpower is great, managing several staff comes with its own challenges.  If you’ve spent two full days training and briefing an employee on invitation design, only to find out they’ve been whiling their time away on Facebook, you’ll now not only have wasted a precious 48 hours, but be without a crucial element of your event too. In fact, it’s not unheard of for event managers to work between 15 – 20 hour long days.

Planners are turning to technology to work smarter, instead of harder.

The majority of corporate event planners use between four and seven different technologies to assist with making their job easier. In fact, every single participant used some sort of technology – This underlines the importance of being able to streamline the event planning process thanks to the help of some sophisticated software. Besides technology aiding with tasks such as sending invitations, using some sort of online RSVP service eliminates the need for compiling and collating the dreaded Excel sheets of ‘yes/no/maybe’ responses.

Savvy event managers who opt to use an online RSVP service are able to make the most of their limited time.

Working within an incredibly time-sensitive schedule is part and parcel of the job, which means that it’s no wonder that the most popular piece of software used by corporate event planners is an online RSVP service.  Being able to save time on tasks such as creating and sending out invitations, collating the responses, and managing guest lists is paramount.

A job well done relies on having the right tools at your disposal.

Think of it this way: If you owned a restaurant, but insisted on washing every single dish by hand, you’d eventually get them done, but only after hours of back-breaking work. What if you knew that just below the sink, there was a big white box, also known as a dishwasher. You’d be able to clean double the amount of crockery in half of the time. An online RSVP service does just that – it streamlines a laborious process into one that’s quick and efficient.

By equipping yourself with the necessary tools, you’ll be able to free up your time, and then devote it to the countless other minutiae that’s involved with organising a function. You’ll be able to rest easy knowing that your guests have received professionally designed invites, and that they’ll receive a professional follow up via a phone call or email if they do not respond.

Event managers will all agree that every day is different. The one thing that remains the same? Budget constraints.

There’s no doubt that an online RSVP service will benefit both your business, and your client’s events. However, not all event planning software is made equal. In order to prevent shelling out more cash than necessary, ensure that you’ve either negotiated the costs of the service upfront. Alternatively, you’ll be able to pay a flat fee for a subscription. While you may not be able to control the cost of sin tax, petrol, catering or breakages, utilising an online RSVP service that’s value for money is one way that you can prevent your costs from spiralling out of control.

Image Credit: Jason Kindig