Event Management Software: why stressful, last-minute changes can be a thing of the past

event-management-software2.pngWhether it’s adjustments to program logistics or unexpected complications with vendors, last-minute changes and client requests can easily upset an event planner’s proverbial apple cart. According to a Meetings Net blog, eleventh-hour changes (of any form) are ranked as one of the top stressors for coordinators in the events industry.

This same blog – a brief summary of a survey done with 215 meeting planner respondents – identified the top solutions for making the event planning job easier as being:

  • More time and staff
  • The automation of manual tasks
  • Better reporting of data  
  • Help in reducing costs

The International Institute of Events Management pointed out in one of their blogs that following “standard and repeatable event management processes” can also reduce the chance of last-minute issues cropping up. These management processes need to be well communicated to all involved so that each person can understand their role and responsibilities – minimising the opportunity for important tasks to fall through the cracks.

The RSVP Agency has designed an online system to manage the entire RSVP process so that corporate event planners are 100% freed up to focus on guests’ event experiences

In answer to corporate event planners’ automation needs, The RSVP Agency has developed a professional Event Management Software solution that handles all the complexities of the corporate event RSVP process. Our system manages online invitations and RSVPs, on-site registrations at events and live reporting on guest attendance and their preferences.     

Customised form fields: When it comes to corporate conferences and seminars, customisable form fields and workflows allow invited guests to select their preferred accommodation packages, which includes their choice of hotel from a predetermined selection and whether they would like to stay in a single room or share with another guest. They can also request airport transfers – all done online, while following prompts included in emails and correspondence. These features are unique to our Event Management Software solution.

Automated data capturing: If guests request to share a room with another guest they can send an automated invitation to this individual for their response (see image below). Responses are automatically captured into the backend of our system so that event planners don’t have to manually keep track of these themselves.

Our Event Management Software solution automates email reminders to guests to pay their event fees and confirm their attendance at your event

The RSVP Agency’s Event Management Software captures guests’ billing details so that payments for accommodation, airport transfers and conference fees can be done online. Online payments are made secure through our use of Pay U – an online payment provider that secures payments through their double firewall and use of SSL encryption, 3D Secure, and fraud detection software.

Email confirmations are sent to conference guests throughout this entire process so that they can keep track and have proof of their registration and payment process.  

Our RSVP software for events automates manual tasks, reduces staffing needs, helps event managers with accurate reporting of data and saves time and money.

For more information, feel free to contact us at any time or download our event technology guide to learn more about the many benefits of using professional Event Management Software solutions.

Image credit: static.pexels.com