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A comprehensive guide on Event Planning Software

Published on: July 03, 2023 | Updated on : July 10, 2023 | By : Mohammad Suhel
Best Software Development Company

Since 2019, the world has changed dramatically. It appears that the only way to live is to adapt and maintain our fingers on the pulse of current events. As a result, numerous industries have transitioned to the virtual world. The event management team was fast to respond. As a result, event organisers learned about event planning software

Finally, "what you need is an event to remember for a lifetime," so go ahead and plan it! You will feel free once you begin using this software: we at IBR Infotech help you to feel empowered to create something you can be proud of, something good, reactive, and mind-blowing! So, instead of waiting for something to happen, take control of the issue and get to work.

What Is Event Planning Software?

Event planning software automates and streamlines the event planning process. It aids in the planning, execution, and management of professional conferences, sales and trading exhibits, and even smaller internal corporate events. You may also monitor and track check-ins and participants, as well as receive payments and fees if necessary.  

How to Execute Virtual Events With Event Planning Software

Every event manager must be provided with unique internal tools in order to manage the management process more professionally. One of these tools, as you well know, is event management or event planning software, which handles the entire process and ensures that clients are delighted. 

In any case, we don't want you to believe that software can completely replace human labour. Only by combining these two potent domains can one achieve spectacular results! Consider a professional event planner who works with cutting-edge software: what a winning combination! 

In general, event planning software is used to help event organisers speed up event planning. For example, if you want to organise a mobile app promotion event, you may utilise the software to schedule everything. You can stay on top of everything, from marketing to speakers and event agendas, this way. You can also view event reports, analyse event performance, and enhance future events using real-time data. Let's take a look at how event planning software handles all of this.

1.  Register Attendees And Sessions

Registration is the most essential part of the event management process, as practise indicates. Why? Because it demonstrates your attendees' commitment and objectives. More specifically, people chose to spend their time and money on something you organised by registering for an event. 

But, how do you do that?

  • Choose a landing page with a modest registration form (no more than four fields) to avoid overwhelming your prospects.
  • Create an easy registration process with a user-friendly event management platform that adheres to all of the newest web design trends, has simple calls to action, and leaves no space for uncertainty.
  • Include all of the basic information that people will need before and after registering. Refund and other rules, floor plans, and other valuable resources that they will require throughout the event, for example.
  • Use QR codes to speed up the registration process and greatly enhance client satisfaction.
2. Automate and Simplify Messages and Announcements

The flow of information has always been and will continue to be an important part of our lives. It's just everywhere, from texting a friend to sending an email to a client, organising a meeting with the manufacturer, or attempting to rent a space for the event. 

When it comes to business, events, and event management, communication is even more essential. Without an effective communication system, the entire event and all efforts are useless. 

To avoid this, most event organisers utilise management software to automate the messaging system and transmit all relevant information straight to participants. To be honest, because the world of events is dynamic and ever-changing, automating this component of event preparation is a true lifesaver. You'd need to tell your participants about the approaching event, ask them to confirm their attendance, keep them updated on any delays, and solicit feedback.

All of this is handled via event planning software. It allows you to automate email sequences, send reminders, and do a variety of other things. You can keep track of all messages and emails sent to customers, as well as how many of them were opened or clicked. It also provides detailed reports to help you track your progress. Meanwhile, a simple SPF record query will secure both sender and receiver email data and authentication privacy. This implies you'll have enough information to understand your audience and their habits. 

3. Create Your Event Agenda 

Having a plan is essential for both you and your clients. First and foremost, your client now sees the big picture and understands the path the event will take. A well-structured agenda also has a direct impact on the overall productivity of the event because everyone, including hosts, attendees, and special guests, understands what comes next. 

On the other side, you gain from a well-planned schedule. You gain greater control as events go, which means the chances of things going wrong are exceedingly minimal. Podcasts, for example, may be of interest to your target demographic. As a result, you can entertain them with branded podcasts created by your team and include this notion into your event schedule.

You've probably seen those tiny rectangular pieces of paper that include all of the event's information and schedule. Yes, even in the technological age, these are used! People, however, have already discovered an alternative for them, owing to paper waste, environmental concerns, and a variety of other considerations. So it's no surprise that tasks like creating an agenda are being handled by software. 

The most significant advantage of non-paper event agendas is their adaptability. They are simple to develop and modify. They are also easy to use on any device. Another advantage is that participants can add presentations to their personal or work calendars to avoid double booking and missing the session.  

The software-generated event agendas are likewise much more dynamic. You can add a variety of resources, speaker profiles, and other relevant material that guests would like. You can also include links, layer more material, and publish customised agendas.

4. Save Money With Your Event Planning Software

Event planning software can save your life, especially if you're on a limited budget. "There is only one rule in budgeting: don't go over budget," they say. Let's explore how technology can assist us in accomplishing this.

The primary benefit is the elimination of physical event costs such as venue, lodging, catering, and so on. You are not required to pay for your speakers' travel expenses. You don't even have to pay for security when renting a hall. The event location is entirely virtual.

You won't have to spend money on printing schedules and event agendas if you use event planning software. Furthermore, you will not have to reprint everything because one of the speakers was unable to attend or the final concert was unexpectedly cancelled. Every piece of material you generate can be easily modified and republished.

5. Analyse Your Virtual Event

Event managers are desperate for event data in order to optimise their events. Data analysis entails critical components such as gathering important information not only from attendance, but also from sponsors and target audiences via social media, location, emails, and so on. This is the knowledge you will require to increase attendance and plan memorable events. 

Accessing this data is made much easier using event planning software. The platform tracks every action, from registration to session attendance. This data is available in real-time or after the conclusion of your event. Furthermore, because the reports are automated, you don't have to worry about conducting computations or making mistakes.

6.  Automate The Planning Process

Most event management software will provide some automation with specific capabilities. These software solutions offer a variety of tools and services to help you plan and execute your event successfully. So, if you're tired of manual labour and looking for a dependable solution, good event management software is exactly what you need. 

While event organisers are expected to do some manual labour, other tasks can be automated. From the registration procedure to the provision of reports, this software clearly knows how to assist event planners! 

So, the easiest method to address this issue is to begin using event management software, which will assist you in making trustworthy and data-driven decisions based on the information you offer. The software won't leave a footprint behind because all of the criteria you input (such as occupation, hobbies, and interests) will be thoroughly analysed and processed. 

Automation has already become an indispensible component of every organisation you know or come across. Even the most well-known eCommerce platforms use automation to optimise their business processes.


To summarise, adopting event management software will not only simplify your life but will also help you save money and create an outstanding event. Despite having doubts about the software, many event planners are pleasantly delighted when they use it for the first time; why won't you be one of them? 

Finally, "what you need is an event to remember for a lifetime," so go ahead and plan it! You will feel free once you begin using this software: we at IBR Infotech help you to feel empowered to create something you can be proud of, something good, reactive, and mind-blowing! So, instead of waiting for something to happen, take control of the issue and get to work.


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