Event planners are always in a rush. ‘I forgot this…….’ ‘I forgot that…….’ ‘I am late already, hurry up!’ The team members keep repeating these lines at the end of the crm for event planners. But is that the case with every event planning company? Well, not for those who use a CRM for event management, which helps streamline the event planning industry, and execution process. In fact, 72% of event professionals say CRM for Events Industry boosts efficiency, while 45% see higher attendee satisfaction.
I know for sure that this is hectic work. But it doesn’t have to be if you do ‘event planning’ with proper planning. In such a business, recommendations are very powerful. Hence, care should be taken to make the customer experience great, and only then will they tell people about your company.
You might be facing these problems as a member of an event planner:
One of the major issues that most event managers face, and I have personally interacted with them about this, ‘is Understaffing.’ This seriously hampered events.
Prevention is crucial in effective events management! Consult stakeholders, detailing role responsibilities and planning for varied attendance rates to determine optimal staffing levels.
Next comes the budget problem. You never know what comes up, actually you know if you have a designated software for events. ‘Had to buy this’ ‘There comes the new client request’, etc. Now it all affects on the budget therefore it is a challenging aspect of the event planning business.
We don’t like it when a certain event gets canceled or delayed because we were planning to enjoy our time. Now imagine the pain professional and event coordinators, planners and managers have to go through when an entire event just gets delayed or canceled due to bad weather conditions. Hence, always have a second venue in mind.
Running out of time is a major event planning problem, but it is avoidable. Fight the urge to under-budget your time by understanding which tasks are important but not urgent.
Not confirming vendors! In addition to paying your deposit, looping them in, contact the event and vendor management process, on relevant email chains, and confirming your venue setup times, you need to get one final confirmation within 48 hours of the event.
Why do Event Planners Need a CRM?
We are not going to common problems addressed by event management CRMs but rather the ones that are more problematic and how these specialized tools can really help you in that.
The biggest issue is managing those contacts and registrations, which event management CRMs do easily. This gives you time to focus on the creative part of the call planning process and give your best to the client. You can use AI to automate email marketing campaigns and address queries by new clients.
By integrating a full CRM tool into their workflow, event planners can transform their approach to these challenges. The centralized data management feature ensures that all attendee, vendor, and budget information is easily accessible, while automated event workflows reduce manual tasks.
Solutions for the problems we discussed in the above section:
A full CRM for event management software that effectively addresses common challenges faced by event planners, such as understaffing, budget constraints, event cancellations, time management issues, and vendor confirmations.
It provides tools for better planning and has built in communication tools, enabling planners to consult stakeholders and analyze past attendance data to determine optimal staffing levels.
Real-time expense tracking allows for proactive budget adjustments, while automated reminders for vendor confirmations help ensure all parties are aligned, reducing last-minute surprises.
Key Features to Look for in an Event CRM
CRM for events management can help event planners and marketers create targeted marketing campaigns that resonate with their audience. By utilizing features such as attendee and registration management, event marketing automation, and data analytics, specialized event management CRM software can simplify processes and improve attendee experiences.
Event Marketing and Promotion
Event marketing and promotion are critical components of the event management process. CRM software can help event planners and marketers create targeted marketing campaigns that resonate with their audience. With features like email and social media marketing, you can reach a wider audience and generate buzz for your event. CRM tools also allow you to track website analytics and lead generation, providing insights into attendee behavior and preferences. By personalizing communication and offers, you can enhance attendee engagement and drive higher attendance rates.
Event Marketing
Creating a buzz for an event, so as to attract attendees is necessary. You can make custom event websites that show the event’s theme and goals. It can be a central hub for information in person events. This helps attendees easily find details about the event schedule, speakers, and registration.
Using CRM for event management, you can create a website by using a website builder and pre-built templates. Launch targeted campaigns via email, social media, and push notifications. This helps you reach a wider audience.
Another powerful tool in event marketing is the use of promotional codes. Planners can boost ticket sales by creating unique promo codes. These codes can boost early registrations and group bookings. They provide extra value for attendees. You can use these codes in marketing campaigns on different platforms. This makes it easy for potential attendees to grab special offers.
Attendee Management:
CRM for events management tools provide tailored registration experiences. They help you monitor event registration and manage guest lists efficiently. You can set up designated seating arrangements. Also, they allow for interactive polls and Q&A sessions based on assigned staff.
It helps event organizers create digital registration forms, manage contacts easily, book venues, and enhance attendee engagement.
CRM for the events platform collects and analyzes data. It identifies trends, predicts attendee behavior, and highlights engagement opportunities. This process ultimately improves event planning and execution.
Event Registration and Payment Processing:
Software for events lets you do registration easily by integrating ticket platforms that align with online ticket purchasing.
Attendees can easily buy tickets through a user-friendly interface that improves the registration experience.
It facilitates the booking of spaces for specific activities so that all logistical details are managed.
The payment integration supports the acceptance of various payment methods, the can accomodate different preferences and making transactions smooth.
Lead Management:
There is no better option of lead and customer relationship management solutions than CRM for events, period. They capture leads directly from event websites.
Plus, you don’t have to worry about this, because AI and automation will take care of that. The automated responses to these leads pave way for immediate engagement, providing information and building interest.
A particular event business lead should be assigned to which team member? So, give that burden away to these event tools.
The personalized follow-up and accountability will be beneficial to your client management company event clients and loyal customers, too.
Sales pipeline tracking provides a clear overview of each lead’s journey, from initial contact to conversion, optimizing sales efforts, further customer relationships and maximizing event attendance through strategic lead nurturing.
Client Communication and Collaboration:
How about allowing the users to send and receive emails directly within the CRM for event management platform. Everyone is in the loop and getting an idea of how well the lead is being nurtured.
You can refer past conversations, improve response times and more. With CRM for events you have pre-built email templates that can be customized by giving the tone of your brand and then sent to clients.
Bulk email and automated email sequences allow for easy and fast follow-ups and engagement with clients. You can also use other platforms like SMS, WhatsApp, etc. whichever is suitable for your team.
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Which CRM for Events will be the best fit?
1. CrmOne
Having its niche in event CRM software, for event management software, CrmOne has made it easier for organizers to handle every aspect of their virtual events.
It has useful features like event registration, ticketing, and RSVP, making it a dedicated event management platform. You can create and manage online events more efficiently.
The social media management tools ace your marketing game and help you in engaging attendees before, during, and after the event. You are laced with a centralized campaign dashboard that integrates multiple channels.
This feature allows event planners to track budgets and return on investment (ROI) effectively. The survey builder is another valuable tool that enables organizers to gather feedback from event attendees through various formats like email event surveys and social media, helping them improve future events based on attendee insights.
CrmOne’s task management capabilities ensure that all event-related tasks are organized and tracked, helping teams stay on top of deadlines.
2. HubSpot
HubSpot has powerful automation tools that manage attendee communication and insights, making it a strong CRM for events. Align the registration processes, real-time analytics, contact management, and sponsor CRM event management tools that make it easier for organizers to engage with participants and optimize events. It even allows users to connect with various other marketing automation tools, for a wider approach to event management.
3. Salesforce
Talking about the best thing about Salesforce, as a CRM for event management platform and software, it has customizable dashboards and reporting features that event planners need. From initial outreach to post-event follow-ups, it has built an app ecosystem that allows integration with various other third-party apps for enhancement.
4. Pipedrive
The ‘Sales driven’ CRM for events is focused on lead management and conversion. The visual sales pipeline lets users easily track the progress of leads generated from events. It offers amazing automation features to align communication and follow-ups with attendees for timely interactions.
5. Centripe
Centripe’s customizable features let users make personalized online registration forms, making it a versatile CRM for events. They can also track how attendees interact easily. Centripe’s automation features make it easy to handle repetitive tasks. For example, it can send reminders and follow-up emails. This helps improve participant engagement.
Event Closure:
The above mentioned are the best of CRM for events management, that can be resourceful to your organization. Make sure that the features align with your team members and strategies. At first event planners used to carry notepad and pen, nowadays they carry tablets with them to make sure everything happens smoothly. This development, however, seems minute, but what tech can do is really amazing.
You assign the task, and it’s done within the blink of an eye. You are given an opportunity to scale with basic CRM system for events as your sales team and organization become accurate with everything. The best thing is these marketing tools don’t require much learning time and you can become easily compatible with it.
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