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Help6 Ways Technology Helps You Save Time & Money While Managing Events
Photo by Rodion Kutsaev on Unsplash
As an event manager, you already know the real value of time and money. These two eminent factors can become unavailable at any point of time, thanks to highly-packed work schedules, various expensive venues, and other things that get in the way of plans.of time, thanks to highly-packed work schedules, various expensive venues, and other things that get in the way of plans.
The whole concept to plan, organize, and execute events is something that is quite a crucial job. You need to manage everything very strategically. And, one of the most important things that can let you attain such an objective is by implementing smart and high-tech technology.
Automating certain components of the event experience can most certainly make your workload lighter easy and your tasks more flexible across various technologies. Wondering how to do that?
Here is a list of such six astounding technological ways to help save some of that event budget and your precious event planning time. Just adopt some (or all) of these ideas and see the difference!
Let’s get started!
1. USE RFID TO MANAGE GUESTS
There is various event management software available in the market which can let aggregate and manage guest data through Radio Frequency Identification (RFID) technology. Don’t count on any manual process to be able to do the same – this truly automates the experience!
Attempting to do what RFID tracking/tech can do is a rather slow and costly process and one that might require dipping into the event budget to hire people or materials to get the work done. Instead, if you use a smart software that pairs or is enabled with RFID technology, it will allow for a fast and secure collection of data in seconds.
If you distribute some wristbands or badges to your guests with a RFID chip embedded in it, then your work will become easier than ever! The perks include fast check-ins, tracking the movement of your attendees, engagement, and so on.
2. MAKE AN ONLINE INVENTORY
You can go for an efficient control over your storage space with an online approach! Yes, make the whole process of what you’ve got stocked completely automated and save a lot of time. If you do so, then you can always keep an eye on how much you have on hand. Something like JumpTech or these other apps will help maintain transparency when dealing with multiple vendors and suppliers, too.
Moreover, as this process will help you get a clearer idea of your inventory all the time, you’ll also be continuously aware of which items are going to what destination and when. Then you can plan accordingly and not worry about losing track of what’s being sent out or have anything get left behind.
3. ORDER RAW MATERIALS ONLINE
When you get an order of managing an event from any of your clients, what is one of the first questions that come to mind? How about where should you order the desired materials or supplies? And, if you plan to do this “traditionally,” then you’d most likely have to hire some staff to help carry huge bags from the wholesale supplier or distributor which will be quite a time-consuming task.
Lucky for planners today, online ordering is pretty easy. Nowadays, everything can be ordered online regardless of weight! And in most of the online suppliers, some hefty discounts might be applicable when ordering in bulk. Also, some give a quick delivery. So, the whole process becomes a huge money and time saver.
4. MOBILE TICKETING
Ditch the printed tickets! There’s no longer a need to hire anyone to sell or distribute tickets to potential attendees, either. You have the help of your smartphone or tablet.
Using an online registration platform that promotes mobile ticketing gives clients can access to their tickets and encourages them to manage their order in a much simpler fashion. No extra budget required for the salary of ticket distributors, physically posting the tickets to the customers, and so on. Also, the whole process is done at your fingertips without spending a lot of time to do so.
5. COMMUNICATE ONLINE
You don’t have to call all your team members to get together in a particular place while managing an event. Just do it online!! You can choose an online location and do all the meetings over there. (Having an app that sends custom notifications helps, too!)
This will save budget and energy without having to book a space or compete against traffic and transportation. Rather, you can go for a centralized online system or platform when you and your team members are on the same page, thus planning and executing together effortlessly.
6. GO FOR ONLINE INVITATION CARDS
Take a step forward and don’t print the prototypical invitation cards anymore! It’s because you need to spend a ton to do so and also the process becomes tedious. Instead, go for online invitations with custom branding thanks to experience platforms like Bizzabo. All that you have to do is just download the free templates, design yourself and send across to the guests. Isn’t it really convenient?
Concluding Thoughts
No need to hesitate! Just follow the tips mentioned above and no one can stop you from becoming a successfully techy event manager!
Guest Author Bio: Joseph Payne is the marketing manager at CouponsMonk, deals and discounts provider firm in San Diego, California. He is passionate in money savings, investment and finance industry. In addition, Joseph also supports non-profit agencies that provide healthcare solutions to handicaps and disabled people.
Going with RFID? Use badges or wristbands that are RFID chip-enabled to improve the overall aesthetics and can precisely gather event ROI. Learn more:
