5 Must-Have Tools Event Managers Should Have in 2021
28 Jan

5 Must-Have Tools Event Managers Should Have in 2021

All the hustle and bustle of planning a company event can drive an event manager to the wall if not equipped with the right tools. As a matter of fact, being an event coordinator is one of the most stressful careers out there. With the ever-changing market and trends this 2021, countless creative ways are bound to help ease the challenges and having the correct event management tools in your arsenal makes it that much easier.

So the question remains. What event management tools are essential with event planning duties? One product can provide a solution to one event element or it can be a matter of mixing and matching a few. Settling on the right one can take some time but to be efficient in producing the best results out of your event, taking your time deciding is a must.

Create a smooth-running event as you cross off this checklist of event planning must-haves one by one.

Registration Hub
Event registration is one of the key elements of having a successful event. This starts your attendee’s event journey by signing up and it lets you track event registration count and attendance with a database of your attendees — helping you determine event results, attendee behavior, and other critical KPI metrics.

Investing in a flexible and proven registration system allows you to have a smooth flowing registration process from beginning until the end. It should provide your stakeholders with a simple and seamless experience as well as providing you with accurate post-event data.

It’s also smart to choose a hub that’s built with advanced features such as data collection, dynamic forms, proper authentications, tiered pricing, secure financial transactions, and a two-way flow of information. Don’t forget to take advantage of customization options.

Event Logistics
A well-coordinated event is an event worth being praised. Event logistics include all the nitty-gritty details of complex operations in planning. There’s a multitude of options to choose from but we’re going to give you 3 of the best event logistics tools that can help you coordinate all logistics.

  • Mobile apps - Redefine the experience in a centralized resource for your participants. This deepens the participation and activities through a dynamic and innovative using a tool that’s right in the hands of your attendees. Create an event app that helps your participants manage their time, easily navigate around such as booths or search for sessions, being updated with the event, and even use it for gaming opportunities.
  • Speaker & Session Management - Speakers are one of the stakeholders that mainly brings in the audience. Offer convenience with a well-integrated management system. This system provides the ease of managing their sessions in one device. Speakers can log in to their private account and do all sorts of tasks such as monitoring session attendance, scheduling, reviewing venue, and other event information.
  • Floor Plan Management - Providing visual aid is a huge plus in managing floor plans. The tendency is, there will be thousands of people in your event with hundreds of booths on the event center and preparing a well thought out floor plan will make navigating much easier. What better way to do this than with a web-based management system that can be accessed in one consolidated digital space.

AMS & CRM Integration
There is comfort in automating your contact’s journey. Event coordinators and marketing professionals have been raving about the use of AMS & CRM integration tools. This brings added efficiency for you and your team when dealing with your event’s attendees and building your marketing funnel.

A comprehensive integration tool boosts ROI efficiency by automating lead tracking, marketing automation, data dashboards, and reports. This is a dynamic way of pulling accurate data and providing real-time updates for your participants -- giving you complete control over your event’s metrics. 

ROI Tools
How would you measure your event’s effectiveness and success? Manual tracking just won’t do and all the unnecessary paperwork getting in the way is frankly counterproductive. Gather insights and data with the right ROI tools and use the information you gather into improving your next event.

  • Attendee Tracking - Keep track of your attendee’s activities with a tracking system that provides you all the valuable information you need from small actions all the way to the endpoint. RFID tracking technology is one of the most popular ways to do all this tracking with ease. This allows an event manager to keep track of all activities with a “no-touch” process.
  • Lead Retrieval - Be able to maximize your ROI, fill up your database with valuable leads, and utilize all your post-data efforts with a trusted lead retrieval system that’s going to provide you with data as accurate as possible. Lead retrieval modules are usually integrated through mobile and web apps, booths, and scanning systems. After the event, you will be gifted with useful data that you have collected for marketing automation and lead nurturing, allowing you to maximize attendee engagement when the event is finished.
Digital Platform

Traditional onsite events are still not as popular as they used to due to the pandemic. It’s slowly coming back, yes, but planners are still leaning towards integrating digital elements into their events. You can choose between going full-on digital or mixing the benefits of both onsite and digital through hybrid event models. Hybrid is one of the best solutions you can think of moving forward in the industry and you can read all about that here.

Now, how would you create a participant experience that’s closest to an actual onsite event? Digital platforms have paved the way for planners to squeeze out their creative juices by reinventing events and reimagining them into a digital setting. This gives you the opportunity to maximize technological advancements and pioneer in the trend. An elevated event is possible with a robust and customizable digital platform that gives your participants the wow factor. Common digital platforms include all the areas that you can imagine when going to a physical onsite event This includes a grand main entrance, the main lobby, expo hall, exhibitor booths, educational auditorium, networking lounges, and even a gaming room if the event operates with gaming capabilities. Easily network, join live sessions, broaden event sponsorship value, boost engagement, and provide a more memorable and unique event experience using digital platforms.

Have Everything in a One-Stop-Shop

Options that will help you in creating an exquisite event are available from left to right and finding the perfect one that fits your event needs can be quite a task. One of the most common challenges an event coordinator struggles with is finding solutions that have it all.

That’s why eShow applied its 25 years of collective experience in the event industry and continuously developed professional solutions and web-based tools to help you manage any size event from start to finish. You no longer have to look for separate vendors for the tools you need because with our variety of 16 product modules, you can mix and match them to customize a whole seamless event -- saying goodbye to the clutter and confusion of handling multiple systems. Want to check out how eShow can help? Book a free demo with us and get an exclusive look at our products and services. See how you can transform your meetings into the ultimate event experience by doing everything all under one stop.