Events and exhibitions have become the best ways for brands to market and promote their products and services. However, managing a large-scale event or exhibition can be daunting that too without proper resources and tools. Of course, a lot has to be taken care of in an event, from coordinating schedules to managing manpower, providing a seamless experience for participants to attendees and so on. Also, organizing the entire event within your budget is yet another and most important concern for event organizers. In this age, where almost everything is just a few taps away, event management software can be incredibly useful. With the right event management software, you would be able to streamline your event planning process and make the entire show worthwhile.
So, if you are an event management company planning to have a dedicated software to streamline your processes, including budgeting, then this post is for you. Here, we will explain you how you can build a custom tool for seamless event experiences. So, without any further ado, let’s get started…
What is Event Management Software?
Event management software is an online tool designed to help event management companies to seamlessly plan, execute and track events. A dedicated tool helps organizers streamline event-related tasks, including registration, ticketing, scheduling, manpower management, attendee tracking, vendor coordination, post-event analytics and so on. A tool provides organizers with a centralized location or platform that makes handling these functions a breeze. A software for event management can help tremendously. It not only reduces manual effort and minimizes errors, but also enhances both organizer and attendee experiences.
Partnering with a professional Software Development Company can help businesses build tailored event management solutions that not only reduce manual effort and minimize errors but also enhance both organizer and attendee experiences.
Why Should You Opt for a Custom Event Management Software?
Event management is a task as it involves multiple moving parts, including pre-event marketing, participant’s stall management, stall fabrication, attendee registration, coordinating vendors, handling logistics, post-event feedback, data collection, analytics and so on. No matter the size or type of the event, it requires meticulous planning and flawless execution. More often than not, event management companies experience various (some really complex) challenges in the process. A custom-made event management software can really come in handy here. Well, there are numerous off-the-shelf solutions available, but they often lack the flexibility and customization needed for unique requirements. A custom event management software allows businesses to:
- Tailor Features to Specific Needs: You can get your software designed according to your need and types of events you conduct with a custom-made solution. For instance, if you host a large-scale exhibition for businesses, you can have all the important features, such as floor plan, event registration forms and attendee tracking features integrated in your solution.
- Integrate Seamlessly with Existing Systems: Customization allows you to have a solution that can easily be integrated into your existing systems, including CRMs, email marketing platforms, payment gateways and so on.
- Have Scalability & Flexibility: Custom building a tool allows you to have a solution that you can scale as and when your events grow in size or complexity. Moreover, custom solutions offer much more flexibility. They can adapt without costly upgrades in the future.
- Enhance User Experience: No matter what kind of events you organize, letting your customers have the best experience is a MUST to sustain in this cut-throat competitive business world. A custom-made event management software allows you to enhance user experience by providing them intuitive interfaces that they can use even on the go.
- Leave a Lasting Impression & Enjoy Improved Returns: The events and exhibitions industry is just as competitive as other industries or sectors. Leaving a lasting impression can be a task if you lack proper tools and resources. In the era of advancement, a custom solution can help you leave a lasting impression on both participants and attendees. This significantly increases your chances of increased ROI and repeat business.
Read the upcoming section for the steps to build a custom event management software. Here we go…
Step-by-Step Guide To Building Custom Event Management Software
Whether you organize large-scale exhibitions or small-scale events or you are into wedding planning, custom software can help you streamline your processes. Here are the steps you need to take in order to design a remarkable custom solution for your events and exhibitions. Take a look…
STEP 1: Define Your Goals and Requirements
The process of building custom software (be it any) begins with properly defining your goals and understanding your requirements. You are advised to see the areas or pain points you wish to solve with a custom solution. Here are some questions that you need to ask yourself prior to building a custom event management software:
- What type of events will the software manage? (Corporate conferences, large-scale exhibitions, trade shows, small events, workshops, festivals, weddings, virtual events and so on)
- Who is going to be using your software? (Event organizers, participants, delegates, attendees, vendors, sponsors etc.)
- What core functionalities are required for streamlining the processes? (Registration, stall fabrication, vendor management, ticketing, scheduling, notifications, analytics and so on)
- Should it be scalable? (Consider if you are going to scale your business in the future, in that case, you will need a scalable solution)
- Which existing systems should it be integrated with? (Payment systems, CRMs, social media, email marketing and so on)
Once you know the answer to these questions, you will have a clear roadmap for your software development team.
➢ Pro Tip: Consider involving all the stakeholders at this stage to avoid costly revisions later and ensure your tool aligns with organizational objectives.
STEP 2: Choose the Platform
The next important step in the process of developing a custom event management software is to choose the right platform. This simply means where exactly you want your users to be using your software. Decide whether you want a web-based solution, a mobile application or a hybrid software. Make your choice wisely. Consider your users, event type and budget when deciding on a platform.
Know that web-based solutions are only accessible via browsers. They may be ideal for event registration, management dashboards and reporting but then they have certain limitations. Mobile applications on the other hand, can help you enhance attendee engagement, but then you need to think about the ones who use bowsers more than their phones. Hybrid solutions give you the best of both worlds (web and mobile) and allow you to enjoy maximum benefits.
STEP 3: Focus on MUST-HAVE Features
A custom event management software should have all the important features (for both organizers and attendees). Some of the essential features include:
For Organizers:
- Event Registration and Ticketing: Include online registration, multiple ticket types and secure payment app features in your tool.
- Scheduling and Agenda Management: Include an option for a detailed conference programme or agenda, including event schedules, sessions and speaker details.
- Attendee Tracking: Include features for monitoring visitor attendance, monitor check-ins, and engagement in real time.
- Vendor Management: Have an option for managing vendors in real time so that everything goes seamlessly.
- Booth and Sponsorship Management: Including features for booth allocation and sponsorship management, such as agreements, payments, etc., can help manage thing efficiently.
- Analytics and Reporting: Measuring event performance at the end is crucial to identifying how it all went. You can do it through KPIs, feedback surveys and revenue reports. Therefore, it is crucial to get these integrated into the solution.
For Attendees:
- Intuitive Interface: Focus on a user-friendly experience for your users by providing them with an intuitive interface.
- User-friendly Registration: Make sign-ups, ticket downloads and payment easy and seamless for your users.
- Event Notifications: Include notification features so that sending reminders for sessions, changes in schedule or announcements becomes easy.
- Interactive Features: Include interactive features, such as session Q&A, polls, networking options and social media sharing for enhancing user engagement.
- Maps and Navigation: Include floor plans, venue maps or virtual space guides so that your audience can locate where exactly they wish to visit.
Advanced Features:
- Virtual Event Support: Definitely, you will have a separate team sitting to support and guide visitors. However, incorporating virtual event support can be very useful. You can have a solution with streaming sessions, live chats and webinar integration.
- AI-Powered Recommendations: AI is in the mainstream in this era. You can also incorporate AI capabilities in your event management software for seamless processes. Places where integrating can help include suggesting sessions, offering networking opportunities or vendors based on user interests.
- Gamification & Digital Rewards: According to studies, events with advanced gamification are highly likely to attract more visitors than those with traditional systems. Including advanced gamification and digital rewards can enhance user engagement, leading to increased ROI.
STEP 4: Focus on User Interface
Know that a seamless event experience starts with an intuitive design. Steer clear of complex navigation or confusing interfaces. This is because complex navigation can frustrate users and reduce engagement. Therefore, you are suggested to invest in UX/UI design. Doing so will not only improve usability but will also make your software look more professional. Here is how you can ensure a user-friendly interface:
- Keep Navigation Simple: Focus on adding clear menus and search functionality for easy access.
- Build a Responsive Design: Know that over 60% users use their mobile phones for online purposes, including event registration. Therefore, it is crucial to have a mobile-friendly layout that easily adapts to different screen sizes.
- Options for Personalization: Let your users have flexibility to create their profiles, save preferences and receive tailored notifications.
- Adhere to Accessibility Guidelines: Make sure the software is accessible to all users, allowing everyone to navigate it comfortably.
STEP 5: Focus on Security and Compliance
As you know, event management software handles sensitive information, such as personal data, payment details and business contracts. Therefore, it’s crucial to design a tool that prioritizes security and ensures full compliance. Here is what you should focus on:
- Data Encryption: Protect user data during transmission and storage.
- Secure Payment Gateways: Support for secure credit card and digital payments through PCI-compliant systems.
- Access Control: Set up role-based access so only authorized users can reach sensitive features.
- Compliance: Adhere to data protection regulations such as GDPR, CCPA or other local laws to protect your users’ data and build trust and credibility with them.
Step 6: Integration with Current Systems
Custom software must be easily integrated with your existing systems. Easy integration with existing systems helps you save a lot of time, money and effort. Also, it helps create a unified system for managing your events even in the future. Here are the systems that you may integrate with your custom event management software; take a look…
- CRM Systems: Track attendee interactions and streamline marketing efforts
- Payment Systems: Include multiple payment methods and currencies
- Email Marketing Tools: Allows you to send automated reminders, newsletters and post-event follow-ups.
- Social Media Platforms: Enable easy sharing and live event updates to allow your guests, participants and attendees to have easy access to event-related news or announcements.
STEP 7: Test Your Tool Before Launch
Once your tool is ready, make sure you test it for each functionality and performance. Here are some of the most important things to focus on when testing your tool:
- Functionality: Check all features are working as intended.
- Performance: Check how much time your tool takes to load. In addition, check its speed and response times under high traffic.
- Compatibility: Check features and functionalities across devices, browsers and operating systems.
- Security: Perform penetration testing to identify vulnerabilities and fix them instantaneously.
- User Feedback: Last but not least, run beta tests with real users to refine usability and interface design.
Testing your software thoroughly before launching it in the market will help you avoid issues during live events and enhance user experience.
STEP 8: Launching & Maintaining Your Software
Once your software is ready, deploy it carefully. You can use cloud hosting for scalability and accessibility, or on-premise servers (as needed).
Aside from that, it is crucial to offer ongoing support for the best user experience. Hence, make the user to include an option for regular updates, bug fixes and new feature releases. Doing this helps keep your software running smoothly and ready for future event needs and tech updates.
8 Best Benefits of Building Custom Event Management Software
Investing in custom event management software offers innumerable benefits, including:
1. Streamline Event Processes: Having a custom solution allows you to streamline all your processes, including attendee registration, ticketing, stall allocation, stall fabrication, payments, vendor management, manpower management, reporting and so on.
2. Enhanced Efficiency: Whether you organize small-scale shows or large-scale exhibitions, a custom solution can enhance your and your staff’s overall efficiency, leading to better outcomes.
3. Time-Saving: You end up saving a lot of time that you would otherwise spend in handling event activities manually. A custom software handles every aspect of an event, including attendee registration, ticketing and so on. It helps you save a lot of time that you can spend on your core activities, like enhancing user engagement.
4. Better Data Insights: Collecting data becomes a breeze with a dedicated event software. You can use this to analyse attendee behavior and make improvements in all your future events.
5. Improved Attendee Experience: Streamlined registration, real-time updates and interactive features boost satisfaction, ultimately leading to improved attendee experience.
6. Cost Savings: Having a dedicated software with all the essential features significantly reduces reliance on multiple tools and minimizes human errors.
7. Competitive Advantage: A custom event management software can help you have a competitive edge in this highly competitive market.
8. Peace of Mind: Know that organising events and exhibitions comes with a lot of stress. However, having a dedicated solution for handling events allows you to have immense peace of mind. This is because it automates all the tasks and allows you to manage events effortlessly.
The Bottom Line
So, these are the steps that you will need to take to build custom event management software for seamless event experiences. Developing a custom solution for your events may seem like a task at the outset. However, with the right team and a clear understanding of your requirements, you can build the best tool to manage your event effectively. Just begin with carefully defining your requirements, integrating essential and advanced features and emphasising user experience and attendee satisfaction to build the best software. A thoughtfully created software can help you manage all kinds of events and shows, including large-scale exhibitions, seminars, conferences, virtual shows, webinars, corporate events, weddings and so on. An incredibly tailored solution can help you transform complex event planning into a smooth, efficient and enjoyable experience.
- Pro Tip: Building a solution requires time, resources and careful planning. Therefore, it is crucial to partner with a professional development team, such as WeeTech Solutions. WeeTech Solutions is a renowned company, offering custom event management software solutions at the most affordable prices. You can contact our team for more details!
Let’s now take a look at the FAQs pertaining to custom event management software. Here we go….
FAQs
1. How long does it take to build custom event management software?
Development of a tailored event management software can take somewhere around 3-6 months, depending on the complexity, features, integrations, testing and team’s experience.
2. Can a customized tool be integrated with existing CRMs or payment gateways?
Yes. You can tailor your software so that it can easily be integrated with your existing systems, including CRMs, email marketing tools and payment gateways.
3. How much does it cost to build custom event management software?
Well, the cost of the custom event management software varies greatly based on the features you wish to have in it and the platforms you choose.
4. Are custom software solutions more expensive than off-the-shelf solutions?
Yes, a custom solution is comparatively more expensive as it includes features that are tailored to your events’ needs. However, every penny invested in a custom solution is worthwhile as it offers long-term value through tailored features, scalability, and enhanced efficiency.
5. Can WeeTech design a software that can handle both virtual and on-site events?
Yes, we can design a solution that will help you handle both virtual and on-site events effectively and more efficiently.
