Learn why implementing an integrated event management platform can allow you to bring your events to the next level

Strategic Meetings Management – Going Backwards or Forward? Part 2


The world has changed and with it the landscape of event management has changed dramatically. The fact about this is plain and simple: While suppliers are using smart tools, for instance advanced platforms for revenue management and predictive analytics, event planners don’t. They are still using multiple tools to organize one event: one platform for doing registrations, Excel to manage the attendees’ list, Survey Monkey to do post-event surveys and so on and so forth. The result is that they are loosing a lot of smart data and visibility into what they are doing. This was one of the topics discussed at the GBTA conference, in Berlin & EIBTM, in Barcelona, where Azavista was present last month.

Planners use fragmented tool-sets

Event planners are not completely aware of the benefits of an integrated platform. Planners don’t have tools which integrate supplier procurement, event management and participant engagement in one data driven solution. They usually don’t have tools which enable a helicopter view across multiple events, to organise not just one event, but a couple of hundreds. And again, where is the data? Where do you, as an event planner, get the data and consolidated view needed in order to make bigger and better decisions?

Data-driven event management: the benefits of integrated technology
The playing field between planners and suppliers needs to be leveled. Data driven event planning is not only about supplier management, it is also about strategic event planning and participant engagement. The benefits of an integrated platform are multiple:

  • One workflow and one system to handle all logistics
  • User adoption time is limited
  • One technology supplier and customer support executive that you trust
  • Increase in cross-departmental collaboration 
  • Transparency 
  • Keeping all data in one place – Stronger reporting capabilities and maintaining an overview

Implementation starts one step at a time

Azavista advises to start slowly when implementing a tech solution. Start talking with the event planners in the organisation which are in the main spectrum and try to find easy wins. Find transparent ways on how event planners can improve meetings’ performance.

Even if a tool is initially used for only one important feature, the collective knowledge of an organisation will steadily improve and the users themselves will identify ways of using the technology to help solve challenges that before seemed unsolvable.

Start slowly! Tech experts have the experience that they sign contracts with organisations which do not want to use certain features. In the beginning it seems overwhelming and users themselves do not yet see how these features or modules can help them. As they start experiencing and adopting the platform though, they get more comfortable in exploring further options and as experience shows they end up using the full functionality of the event management tool.

To conclude, implementing an integrated platform, using data and lean adoption of certain features not only allows you to save costs and time, but it also gives you the opportunity to focus more on the details of your event. Content, participant engagement and satisfaction are key indicators for an event’s success. Now that you have been relieved from tedious manual logistics and you have the visibility that you really need, you can truly take your meetings and events to the next level.

Stay tuned for our next blog post on boosting participant engagement.