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Conference Event Management Software: A Must for Large-Scale Events

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As an event organizer, one thing you've probably learned from planning your first large in-person event is that the devil is in the details. When juggling multiple tasks and keeping up with ever-changing plans, it's easy to feel overwhelmed. This is where conference event management software comes into play.

Leveraging the power of this technology can transform your event planning process, streamline your workflows, and result in a successful event that leaves your attendees impressed and engaged.

event attendees and exhibitors networking at trade show

The Complexity of Managing Large-Scale Events

When organizing large-scale events, you're juggling various complex tasks such as event registration, ticketing, scheduling, attendee management, event marketing, and more. The intricacies are vast, with layers of responsibilities requiring utmost precision and attention to detail. Throw in hybrid events that mix in-person and online attendees, and the task can seem daunting!

That's where cloud-based software like Accelevents steps in, allowing you to easily manage in-person, virtual, and hybrid events at scale, all from one intuitive and user-friendly interface. As you streamline the event planning process, you'll regain time to focus more on creating an unforgettable event experience and less on logistics.

registrants lining up at event ticketing booth for a last-minute registration and check-in

The Benefits Of Conference Event Management Software

Conference management software supports event organizers

To give you a glimpse of how conference event management software can simplify your complex event planning process, let's dive into some of the key features:

Event Website and Marketing: With pre-designed templates and customization options, conference event management software allows organizers to create attractive event pages. These websites seamlessly integrate with social media platforms, enabling effective event marketing and maximizing the event's reach.

Attendee Management and Registration: Event organizers can efficiently gather attendee information with custom registration forms. Tailored workflows, supported by conditional logic, simplify RSVP management, while real-time analytics provide insights into registration numbers. The software may also include a mobile event app for organizers, enabling seamless check-in and ensuring attendees have a smooth registration experience.

Ticketing: Organizers can easily manage ticket sales, payment processing, and invoicing. This eliminates the need for separate ticketing systems and ensures a seamless ticketing experience for organizers and attendees.

Agenda Management: Conference event management software simplifies agenda management for event planners and attendees. Planners can easily create and manage event agendas that include multiple tracks, sessions, and speaker bios. Attendees can bookmark sessions they're interested in and build personalized agendas to make the most of their event experience.

Scheduling: Organizers can easily create and update the event schedule, share real-time updates with attendees, and ensure everyone is on the same page throughout the event.

Sponsorship Management: Conference event management software typically offers sponsor management tools and various promotional opportunities for sponsors. Organizers can showcase sponsors on event websites, mobile apps, and within the agenda. The software facilitates seamless communication and collaboration with sponsors, while powerful analytics provide insights on sponsorship ROI.

Mobile Apps: Conference event management software often includes mobile apps that cater to different user groups. Event planners can manage their events on the go, tracking registrations, checking in attendees, and even printing badges from their mobile devices. Attendees can use the mobile app to build custom agendas, navigate the venue, network with fellow attendees, and receive important event updates. Exhibitors can leverage the app to connect with attendees, manage leads, and drive sales success.

White-Labeling: To enhance branding and provide a cohesive experience, conference event management software typically supports white-labeled events. Organizers can create custom event websites and customize the branding to align with their organization's identity. This extends the brand experience to every touchpoint of the event.

Analytics: Tracking the success of your conference is essential, and conference event management software provides powerful analytics tools to help you measure ROI. Real-time monitoring of registration and ticket sales, attendee engagement insights, and detailed reports on marketing campaigns enable organizers to make data-driven decisions and improve future events.

Integrations: Conference event management software offers varying levels of integration with popular CRM and marketing automation software such as Salesforce, HubSpot, and Marketo. This streamlines data analysis, lead follow-up, and project management, ensuring a seamless flow of information between systems. Additionally, the software may offer flexibility to connect with apps via Zapier or to create custom API integrations.

Conference management software enhances the attendee experience

Conference event management software isn't just about making the organizers' lives easier. It's designed to enhance the event experience for attendees too. By making registration, check-in, and ticketing processes smooth and hassle-free, attendees can focus on the event itself.

Conference management software platforms that offer a mobile app further enhance the event experience, allowing attendees to stay in the know with real-time notifications and interactive floor plans.

Conference management software unifies your data flow

Event management software is designed to integrate with your existing CRM systems, marketing tools, and social media platforms. This provides a more streamlined event management solution that unifies your data flow and, by extension, your event planning process, making it more efficient and less fragmented.

Moreover, with conference management tools in place, your event data will become a source of data enrichment that gives you a better picture of your audience.

businessmen and women gathering in event hall of annual conference

How to Choose the Right Conference Event Management Software For Your Flagship Conference

Consider several factors when selecting the ideal conference event management software for your needs. These factors apply regardless of the scale of your event, ensuring that you make an informed decision.

  1. Functionality: Determine whether the event management system supports your specific use case reliably and efficiently. Here are some questions to ask yourself:
    • Are you planning an onsite, hybrid, or online event?
    • Do you need a virtual event platform or a multi-format conference solution?
    • Will you host one large conference, or will the software be used to host other types of events, such as trade shows, seminars, fundraisers, or webinars?
    • Do you need an all-in-one solution that handles every step of the event lifecycle or just online event registration software?
  2. Attendee Experience: Evaluate how the event technology will enhance the experience for your event attendees. Look for features that streamline the registration and ticketing process, offer interactive and engaging experiences during the event, and provide networking and attendee engagement tools.
  3. Integration Capabilities: Determine how the event management tools will integrate into your existing data stack. Seamless data flow between different tools and platforms is crucial for efficient event management and data analysis. Look for software solutions that offer robust integration capabilities with CRM platforms and marketing automation tools.
  4. Customer Support: Check the level of customer support the software provider offers. Look for a company with a reputation for excellent customer service and responsive support. Award-winning platforms like Accelevents are recognized for their commitment to customer satisfaction.
  5. Budget and Return on Investment: Assess the pricing packages offered by each event planning software solution, considering factors like event format, size, and duration. Evaluate the cost of your chosen plan and the return on investment it provides. Balancing your budget is important, on the other hand, investing in a robust and dependable event management platform can yield long-term time and resource savings.

For larger events, there are additional considerations:

  1. Server Capacity: Evaluate the event platform's server capacity to determine if it can handle the simultaneous participation of tens of thousands of attendees. Robust server infrastructure ensures a smooth, uninterrupted event experience for all participants. Inquire about the platform's server capabilities, network infrastructure, and bandwidth to ensure they can handle the demands of a large event. Ideally, choose software has a proven track record of handling large events successfully and can handle the anticipated attendee traffic without compromising the user experience.
  2. Data Security: Large events involve handling substantial amounts of attendee data, so it's essential to prioritize data security and privacy. Verify that the event management software adheres to enterprise-grade data security standards to protect the sensitive information of your attendees. Look for features such as encryption, secure data storage, access controls, and compliance with relevant data protection regulations.
  3. Premium Support and Onboarding: Large events often require additional support and guidance from the event management software provider. Look for providers that offer dedicated account managers, comprehensive training resources, and 24/7 support during critical event periods. Remember also to evaluate the quality of the onboarding services provided.
  4. Customization and Flexibility: When it comes to event workflows, large events may have unique requirements. Assess the customization options and flexibility of the event management software accordingly. Can the software be tailored to meet the specific needs of your event? Look for features such as customizable registration forms, extensive branding opportunities, and flexible reporting tools. The software should adapt to your event's unique structure and allow for seamless integration with your existing systems.

By carefully evaluating each of these factors, you can make an informed decision and choose the best conference event management software for your event.

female event executive on iPad about to start her presentation at an industry conference

The Future of Large-Scale Event Management

The future of large-scale event management is shaped by emerging trends and evolving attendee expectations. To stay ahead in this dynamic landscape, conference event management software needs to adapt and embrace these industry predictions:

  • Hybrid Events: As more and more organizations add a virtual layer to their in-person event, managing in-person and virtual components within a single platform becomes essential.
  • Personalization: Attendees crave personalized experiences. Conference management software that can tailor event paths and content based on user preferences is in high demand.
  • Social Media Integration: Social media is crucial in event promotion and engagement. Conference management software that integrates social sharing and enables social conversations in a centralized space is gaining traction.
  • Mobile Apps: Attendees expect convenient access to event information, in-app messaging, and meeting scheduling tools on their mobile devices.

As the event landscape evolves, conference event management software must embrace these trends to deliver exceptional experiences for large-scale events.

In Conclusion

By providing a streamlined, efficient, and integrated event planning process, the best event management software solutions have the potential to make the lives of event planners and attendees simpler and more enjoyable.

When evaluating specific platforms, you’ll find that the conference management software market offers many competing solutions. Accelevents, Bizzabo, Cvent, and Eventbrite for example are all popular platforms with varying depth of functionality.

When considering Accelevents’ conference event management software, you get enterprise-grade yet user-friendly tools backed by a team of event professionals with extensive experience in helping event professionals like you host successful events at scale. So, why not book a demo today and see how Accelevents can streamline your event planning process? We're confident you will be satisfied!

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