Imagine you are arranging an event, and everything seems to fall apart. The caterers are running late, the attendees are confused about the schedule, and your budget is spiralling out of control. Indeed, it looks scary! But there's nothing to worry about, as scalable event technology solutions can be your saviour.
These technologies help you with event management, streamlining tasks like sending reminder emails, communicating with vendors, and tracking budgets. Due to these benefits, event management software solutions are seeing huge growth, and the market is expected to hit around USD 34.7 billion by 2029.
Continue reading to learn more about scalable event marketing technology solutions, their benefits, and key features!
Challenges of Managing Large-Scale Events Without Scalable Software
Before we discuss why it's important to use scalable event technology solutions for large-scale events, let's discuss the common challenges you may face when organizing one:
1. Resource Overload
Firstly, not having scalable software to manage big events leads to resource overload. You have to do everything, whether it's ticket management, coordinating with vendors, or tracking attendees.
It's also your responsibility to make sure the number of attendees aligns with the set-up capacity so everyone is well-seated, engaged, and fed. However, manually doing this can be quite inefficient, resulting in errors and even burnout.
2. Technical Limitations
Traditional non-scalable solutions cannot handle the demands of large-scale events.
For instance, as the number of attendees grows, you need more space for vendors or real-time updates, and the whole system crashes down.
This technical limitation makes it very difficult for you to manage tasks like live attendee check-in, on-the-spot ticketing, and coordinating vendors, leaving event marketers frustrated.
3. Data Fragmentation
When you don't have scalable event technology solutions, you'll end up storing event information in different disconnected tools.
For example, attendees' information, like their names, fields, and numbers, might be stored in one tool, while vendor contracts and budget information are somewhere else.
This fragmentation makes it really difficult for event marketers to get an overview of the whole event performance and increases the chances of miscommunication and errors.
4. Lost Opportunities
Event attendees love personalization and actually look forward to receiving a tailored event experience that keeps them engaged. Nonetheless, without scalable event technology solutions, doing all this becomes really difficult.
You might not be able to provide attendees access to resources that are created to boost their experience. Or you can fail to send and manage last-minute updates like any change in seating or event agenda.
All this results in missed opportunities as attendees feel disconnected and unsatisfied, impacting event success and future attendance.
What Is Scalable Software for Events?
Typically, scalable software for events is a technological solution that can handle increasing user demands and data volume without any change in efficiency.
This means with this software, you can manage everything from intimate workshops to large-scale events like international conferences without any management issues.
Cloud-based infrastructure and API integrations, such as the software working with other event organization and management tools, are some of the features of scalable software.
Benefits of Scalable Event Technology Solutions for Marketers
Now that you are aware of what scalable event technology solutions are, here's an overview of their benefits:
1. Efficient Attendee Management
Scalable software solutions can really make a difference in overall event management. How?
Well, they have features like automated registration and check-ins that make it easy for you to manage thousands of attendees. For instance, you can use scalable software to place QR codes at check-ins.
So, when attendees arrive, instead of waiting in long lines, they can scan the QR codes and get quick entry. This not only speeds up the whole entry process but also reduces errors, offering attendees a professional experience.
2. Real-Time Data Insights
If you need real-time data insights on attendee behaviour for better decision-making, event technology solutions can provide that.
For example, live tracking of sessions via these tools can tell you which topics and speakers are drawing in the most engagement. You might see that topics like “innovative marketing strategies” are sparking the interest of maximum attendees.
Based on these insights, you can then make some on-the-spot changes, like assigning bigger rooms and spaces for the discussion of such topics. You can also take notes and incorporate more relevant topics in the next event to keep everyone hooked and maximize event success.
3. Flexibility to Accommodate Growth
The flexibility to accommodate growth with no compromise on efficiency and performance is one of the main benefits of scalable software.
Whether you are increasing the number of attendees, getting more vendors on board, or managing multiple event venues, it can do everything.
You don't have to worry about operational disruptions and can handle complex scheduling without overhauling the whole system.
4. Streamlined Vendor and Sponsor Coordination
One of the many benefits of event technology solutions is that they streamline vendor and sponsor coordination. They offer a centralized dashboard where you can store the contact details of all vendors, track orders, and manage contracts.
You can even rely on the scalable event software to communicate with vendors and sponsors about their dedicated spot in the event and what you expect from them.
Most importantly, these tools enable you to send automated reminders to vendors so they can upload their documents and complete tasks timely to avoid any last-minute issues.
5. Improved User Experience for Attendees
Did you know that 64% of attendees believe that immersive experiences are one of the most important parts of an event? Yes, it's true! So, if you want to enhance the overall experience for your attendees, event technology solutions can make it all a breeze!
Firstly, you can run targeted automated email campaigns to keep the attendees excited about the event. Then, during the event, you can try tactics like live polling, where attendees share their opinions, and Q&A sessions to enrich their experience.
You can also provide them with discussion forums to facilitate meaningful interactions, ensuring that every attendee takes away valuable insights on their favorite topic.
6. Cost Efficiency and ROI
Many event marketers don't know this, but event technology solutions also help you with cost efficiency and calculating overall ROI. These solutions automate repetitive tasks so you can save on labor costs and expensive errors.
There are also advanced ticketing and budgeting features that give you a complete overview of every dollar spent on the event. You can visualize registrations alongside expenditures data to get an idea of your ROI and whether your event was successful or not.
The best part is that as these software are scalable, you don't have to invest in new tools for every event, further saving money on unnecessary upgrades or employee training.
Must-Have Features in Scalable Event Technology Solutions
Let's discuss some must-have features in scalable event software:
1. Cloud Integration
The first and most important feature of event technology solutions is cloud integration. It ensures that the software is accessible to everyone on the team from anywhere and anytime.
This paves the way for enhanced collaboration and efficient data sharing that not only results in quick decision-making but also reduces crashes and offers an engaging attendee experience.
2. Modular Design
The software should have a modular design so you can add or remove features as per your event's requirements. For instance, you can add live polls or discussion forums whenever needed to drive attendee engagement.
3. Customization Options
Nowadays to make your event stand out among those of competitors, you should focus on customization. Event technology solutions often have customizable features so you can include your business elements for enhanced brand awareness. You can also offer bespoke attendee experiences to make your event unique and successful.
4. Real-Time Updates
The event planning software should be able to provide real-time updates for attendees. For instance, you can use them to convey important information to attendees, like schedule changes or any other emergency update, to avoid confusion and frustration.
5. Data Security
With digitalization, people are becoming more aware of the importance of data privacy and security. It's primarily because of the increasing number of cyber attacks.
Statistics reveal that there are over 2,200 attacks each day, which is nearly one cyberattack every 39 seconds.
Therefore, the event technology solutions must have proper data security features. It should comply with global privacy laws like GDPR and offer secure data processing to protect attendees' information, ultimately building trust.
6.Multi-Device Support
The event technology solution should offer multi-device support, which means it must work smoothly across all devices, whether it's a mobile phone, laptop, or tablet.
It's especially important as statistics show that by 2025, 72% of internet users will exclusively use mobile devices to access the internet.
So, having multi-compatible software ensures that everyone, including organizers and attendees, can access the software without any inconvenience.
Conclusion
Having reliable and scalable event technology solutions significantly enhances the overall success of your event. Wondering where you can get a custom mobile app or software designed for your event marketing and management plan? CodeBudee has your back!
Contact us today to book a consultation and discuss your unique event software needs with us to create a solution that's sure to maximize your event’s impact.
