Event management and the cloud
Cloud computing is the delivery of shared resources, software, and information over the Internet. It is a relatively new delivery model for IT services and provides users with a completely different way of using and managing their IT software and platforms. A common way to use cloud computing is to subscribe to or pay a monthly fee to use a particular software solution. Instead of the software being installed directly on a user’s computer, the user accesses the software remotely, through their web browser.
Some of the generic benefits of cloud computing include:
- cost: Cost can be greatly reduced as CAPEX is converted to OPEX, lowering barriers to entry
- local independence– Users can access systems through a web browser, regardless of their location or the device they are using
- Maximum load capacity and scalability: Using cloud software means companies can manage demand spikes with ease
- reliability: Reliability is improved, making it a safer option with respect to disaster recovery.
- Maintenance: This is easier in cloud computing since the software is not installed on the user’s computer; which means that support and updates are managed and assumed by the provider itself.
Event managers can take advantage of cloud computing and use it to improve efficiency and reduce the cost of their events.
Two of the most popular cloud software solutions for event managers are:
Google Docs
Google Docs is a fantastic example of cloud computing. Traditionally, working with a master document on a conventional server or network could cause many problems, such as:
- Not knowing if you’re working on the latest version
- Only one person at a time can access
- Only those working on the server/network will be able to access the document
- Problems with duplication
However, hosting documents in the cloud means that key members of the event team (and external partners and vendors) can access documents anytime, anywhere (internet connection pending). There’s no limit to the number of people who can view the document at any one time, updates happen in real time, and there are no issues with document duplication. Additionally, hosting documents in the cloud is also more secure, as they are not dependent on the security of the network or server they would normally be stored on.
Event Management Software
Event software is starting to play a key role in organizing and managing events. The comprehensive event management software includes features such as:
Website Integration: event software should seamlessly integrate with your existing website without the need to redesign or rebrand
Online registration: Event management software should allow event managers to create a fully customizable online booking form that captures the most relevant information from their delegates.
Event communication: Clear and targeted communication to your audience of delegates is crucial, the event system should include built-in event communication tools such as email marketing, invitations and surveys.
Event Badges: One of the most time consuming jobs for an event manager is producing delegate badges. Event software allows you to create custom badges before or during the event simply and quickly
Event resource management: Manage and allocate all resources easily through a comprehensive calendar function, giving you full control of all aspects of the event management process.
event finance: Technology enables event managers to offer a variety of options for delegates to pay online securely and reliably, providing ease of use through automation
event reports: Determining the true ROI of events can be determined and managed through a powerful suite of reports and analytics.
event scheduler: Manage and schedule multifaceted one-on-one meetings for your delegates and vendors simply and efficiently
Venue Management Softwareare: Flexible venue planning and scheduling tools that manage event facilities no matter what type of event is being held.
Document managementnt – an easy way to publish and manage abstracts and speaker biographies
Event software can help event managers create more effective and successful events. Research has shown that during the current economic crisis, many event companies have begun to reap the benefits of event automation and technology to help stay afloat. Increasing the efficiency and reducing the cost of hosting events is helping to increase the return on investment provided to both the event company and the delegates who attend.
A cloud-based event management solution offers the opportunity for event managers to manage event teams and service delegate requests and reservations, from anywhere at any time. At the same time, event promotions, reservations, cancellations, and updates can also be done using the Internet as a key delivery vehicle.
From the event managers point of view, cloud event management software will handle large volumes of outbound transactions (email newsletters, invites, etc.) and inbound transactions (event bookings, modifications, cancellations, etc.), saving time and money, while giving delegates a smoother and improved experience.
From a management standpoint, a cloud-based event management solution provides the mechanism to monitor all event activities in real time: event managers can get an accurate view of the status of active events, what stage particular event marketing campaigns are at, and feedback on their ongoing event schedule. External partners (coaches, speakers, sponsors, caterers, venue managers, etc.) can also securely and easily access event-related details they need access to and can respond to any event changes that affect them, again in real time.
Having a cloud-based event management solution opens up significant opportunities to integrate the solution with complementary applications and solutions both internally and externally. For example:
Internally
- finance apps
- Customer and contact management solutions
Externally
- Associated websites
- Third Party Online Payment Providers
- social media environments
With a cloud-based event management solution, event management becomes entirely a business issue and IT issues are handled by the cloud application provider. The availability of the event management solution, data backup and security, as well as the scalability of the solution at peak times are managed transparently by the cloud application provider.
