How to choose the right event management software

Choosing event management software for your event? Here are our top tips.

Software as a service (SAAS)

Probably one of the most important considerations when choosing the right event management software solution is whether to choose traditional software that is either installed on your PC or company’s network, or chose a web-based solution? Choosing an internet solution commonly known as “software as a service (SAAS) ” tends to be the preferred route now for many event organisers. Firstly, there is no complex installation, expensive IT support or maintenance required. With SAAS you simply log in to your account and away you go. Furthermore your precious information is regularly backed up, taking the worry out of what happens if your computer quits on you mid event. Not only this, you are not tied to the office; wherever you have internet access you have control to access and manage your event.

Features and flexibility  

When assessing software it is essential to get a feel for what is on offer. The best way to do this is via an online demo, which most companies nowadays will offer. Some larger software companies offer complex feature rich solutions that can involve a significant investment in training in order to get the best out of them. You may find yourself paying for features which you simply don’t use or need. At the other end of the spectrum are the more basic systems; which whilst often cheap (and in some cases free), offer little flexibility required by the more discerning event manager. 
 
A popular choice among many event managers  are a small number of niche online event management products aimed specifically at event managers who require flexibility but want a product that is competitively priced.
 
Lastly when choosing your solution ensure that if your client has very specific requirements, that are not serviced by the core product, is the software company willing and capable of adding bespoke features to meet your needs?

Checkout the credentials

Look at the list of clients using the product and ask to see testimonials and case studies. How long has the company been trading? What do they invest in R&D and future product updates and are these free? These should all be part of your due diligence when evaluating a provider.

Ease of use

Ease of use is a key factor in selecting any software product. The usability of the product will dictate how much help is required in getting tasks done. Again there is a payoff here in software that includes every feature but the kitchen sink but can take an age to learn and software that is simple to use but light on features. Whichever solution you choose make sure that the software is something you are comfortable using.

What is the real cost

In these competitive times getting great value for money is essential. Client’s are demanding more and with competition for business fierce software costs can add to the burden event managers face in remaining competitive. Good event management software should save you money by streamlining the administrative process . Every event management software solution will have its own method of pricing but what is important is to consider the costs as a whole when making like for like comparisons. For instance in the case of Symphony we offer either a Pay as you go option or a Subscription route. Both offer great value for money and the only extras you pay for are training or bespoke work if it is required.  Some companies require an upfront fee whilst others have hidden costs that come up later down the line.

Conclusion

Choosing the right event management software solution requires proper consideration and research. It is an investment that can make your events run efficiently, increase your competiveness and ultimately your profitability.