Isn’t it true that event professionals have challenging duties that often lead to stress?
Although some individuals may perceive event management as an effortless job, it is only those with experience in the industry who comprehend the number of intricacies that must be addressed to produce an outstanding occasion. The task of monitoring all of these small particulars poses a significant challenge.
Successful professionals in venue booking and event management are quick-witted, versatile, and skilled at managing pressure. Nevertheless, their triumph also hinges on the software platform they utilize, specifically event booking and management software.
The greatest advantage of having an event booking software based on the cloud is the flexibility it offers to event professionals, enabling them to deal with the complexities that arise on a daily basis. Cloud technology seems to be a preferred option for event management software currently available on the market.
The demand for cloud-based technology has grown significantly due to the negative impact caused by Covid within the industry. As a result, many event managers are opting for cloud-based software to consolidate all of the necessary components for planning and coordinating an event into a user-friendly platform.
What is your understanding of cloud technology and how can it assist event managers in alleviating stress?
Continue reading to discover how cloud innovation can assist event management professionals in carrying out their duties with the highest level of precision.
What Exactly Is A Cloud-Based Solution? Meaning and Definition
The internet provides access to a virtual storage space known as the cloud, which serves as a repository for digital assets, including applications, software, and files.
Many people confuse the cloud with the internet, but it’s important to understand that the cloud is just a single part of the internet.
The use of cloud computing technology allows individuals to retrieve digital resources located in virtual space through commonly-used satellite networks. This allows for the sharing of applications and information regardless of one’s physical location.
The most basic way to think about cloud technology is to compare it to electricity. It is present in your home and business, but you do not need a power station on your property to access it. You simply connect to the one that supplies power to your area.
The Advantages of Cloud-based Venue Booking Solution for Performing Arts Centers
Cloud-based solutions present benefits to businesses and end users as cloud providers function on a pay-per-use system. This feature is advantageous to venue booking and management companies that have budget constraints as it guarantees that expenses stay proportionate to the company’s expansion. In situations where a business faces challenges, plans can be adjusted accordingly, without the concerns of prior infrastructure expenses such as software licenses and servers. Additionally, companies need not worry about recruiting an in-house IT team to manage equipment maintenance and repair.
Thanks to cloud computing, performing arts managers, executives, and other professionals can conveniently access all sorts of information – from documents to emails, business applications, and more – using any internet-enabled device. They can securely log in to their accounts from their office computer, their personal laptop at home, or even their mobile device on the move. Plus, since real-time synchronization ensures data consistency across all devices, they need not worry about outdated information or duplication of efforts.
With the rise in popularity of the cloud-based approach and its wider adoption by various enterprises, the cost of utilizing it for small businesses has gradually become more affordable.
Ease of access and Steady Connection
As their workday commences, a lot of individuals typically start off by signing in to their computer systems and opening up their emails, excel sheets, or event software. Whenever an issue arises, one can seek guidance from the IT staff.
On the other hand, the event industry operates in a different timeframe. Event managers do not typically sit in front of their computers from 9 to 5. Being on-site, interacting with clients, and traveling are just a few event professionals’ multiple responsibilities. As a result, they require constant access to client and event data in order to achieve flawless and successful events.
Being able to access crucial information anytime is a universal desire. If you want to view contact details, phone numbers, or client event records, you need a laptop or smartphone and internet connectivity. By using your browser, you can conveniently access your cloud-based venue booking software from anywhere. This capability is made possible by cloud technology, which is definitely a plus.
Accuracy Because of Real-Time Data
Forget about the “daily-4 pm-follow up sheet,” which will soon be outdated. There is no need to print event data if your information is regularly updated in one location and accessible via the internet. And that gives you a lot more leniency with client requests and last-minute changes.
At the “end of the line” are individuals with extensive tech expertise who guarantee your productivity and data security consistently.
No Need To Be Concerned About IT Or Hardware
You don’t need to be a tech expert to work with the cloud. You can relax and allow others to take care of the IT.
The chance to save money by eliminating the need for an internal IT infrastructure is significant. Client conversations often involve discussions about limitations in time and resources. For event organizers, it can be difficult to keep a team of technical professionals in-house.
Real-time data has the advantage of being reliable. It keeps a record of every purchase made until the conclusion of the event, which can then be reflected on the invoice.
Takeaway
Bid farewell to email solicitations, managing countless reservations on spreadsheets, and disorganized schedules. Allow this comprehensive system to optimize your bookings and enhance the profitability of your venues available for booking.
All your event management needs can be met with a platform based on the cloud. With just one system hosted on cloud servers, you can create a fresh event and handle all aspects of its management, such as booking the venue, providing hospitality and amenities, taking registrations, and fulfilling other requirements. It’s a hassle-free experience like never before!
BONUS: Best Venue Management Softwares (Guide for Event Spaces)
When selecting software for managing your venue, aim for a solution that addresses all stages of your venue and event management activities. This indicates an assortment of interrelated tools that collaborate to minimize time, enhance productivity, and upgrade your client interactions.
1. Perfect Venue
The Perfect Venue offers a comprehensive software platform for managing events and venues. Its user-friendly interface provides various tools to assist hospitality groups, venues, and restaurants in optimizing their operations, maximizing time efficiency, and enhancing customer satisfaction.
All important information is consolidated in a unified dashboard, enabling teams to conveniently access team responsibilities, associated files (including a complimentary BEO template), metrics, and guest correspondence. The hub contains a venue administration schedule that seamlessly combines with your Google Calendar and Gmail.
Perfect Venue boasts a great feature in the form of a library of regularly-employed email templates. These templates facilitate the inclusion of event details in your emails, resulting in more efficient communication with clients and suppliers.
2. Planning Pod
Planning Pod is a software solution designed for venues and event organizers, offering a range of 22 tools in three main products, all accessible through the cloud. However, it may be challenging for smaller venues and event professionals to navigate due to its complexity.
Event planners and managers enjoy features such as the floor plan module, which you can use to customize event layouts. There is also a dedicated event management platform. However, we are interested in the venue management solution here.
The Planning Pod feature contains tools such as invoicing, appointment, and booking management tools, as well as task management reminders. These features are essential for overseeing every aspect of an event’s life cycle, regardless of the type of hospitality or leisure venue.
Although Planning Pod offers a comprehensive array of features, it does come with a hefty price tag. Subscriptions begin at $1,000 yearly, and extra fees for additional events and credit card processing must be factored in. Planning Pod may be a suitable choice for large venues hosting major corporate events. However, for those who simply want to simplify booking tasks in the hospitality industry, a more straightforward solution may be more appropriate.
3. Tripleseat
When searching for the finest venue management software, Tripleseat is an assured mention. Established in 2008, it is among the more well-established solutions for venue and event management.
Tripleseat offers an array of features and products tailored to restaurant, hotel, event booking, and event management needs. Numerous major businesses in the hospitality industry employ the platform to facilitate event sales, reservation management, payment processing, customer feedback solicitation, lead generation, and other functions.
Although having access to a comprehensive venue and event management solution can certainly be advantageous, its extensive array of features may prove challenging to master. It’s worth noting that Tripleseat’s products come at a significant cost, with reports of fees that can reach $4,500 annually, plus extra processing charges.
4. iVvy Venue Management
iVvy caters to hotels, dining establishments, and distinctive venues with its cloud-based venue management system. The platform covers all the bases with its venue management systems, event management systems, and a marketplace that allows you to browse for venues and compare prices.
This venue management software, available online, offers a robust array of features intended to streamline venue operations. These features encompass creating invoices, customizing branding, processing payments, conducting customer surveys, and generating reports. Additionally, the software includes tools to aide in generating floor plans, as well as for assisting marketers with capturing leads and managing inquiries about the venue.
While iVvvy is certainly beneficial for simplifying laborious event planning duties, the software for managing venues has certain limitations in terms of features. These limitations include a calendar interface that is not intuitive, a lack of task automation, and an inadequate venue booking system.
5. Event Temple
Event Temple could be a suitable option if you’re in search of a simple venue management platform that offers ease of use with drag-and-drop capabilities, allowing seamless integration into your current operations.
Event Temple provides hotels and venues with diverse resources for sales and event management, such as a sales CRM, pipeline, and events and catering solutions. In addition, digital proposals and documents, invoicing and payment capabilities, automated workflows for venue management processes, and chain management are available.
Please be aware that the platform lacks certain important features that can be found in other leading venue management software solutions. To utilize payment processing, integrations, and more than two users, you must upgrade to one of the higher paid plans.
6. Function Tracker
The Function Tracker is a software for managing events and venues intended to facilitate the event lifecycle. It may not be the most sophisticated program, but it is user-friendly and includes essential tools that make managing venues and planning events more convenient.
Function Tracker is a tool that enables smooth management of various aspects related to bookings, including contractors, staff, and pricing through the use of automated calculators. Function Tracker also offers a central calendar and an option to receive online inquiries. Additionally, event planners can benefit from using the invoicing and event costing tools provided by Function Tracker. Furthermore, Function Tracker allows tracking of customer contact information and history.
Function Tracker is ideal for establishments such as conference centers, arts venues, restaurants, and schools, among others. Nevertheless, if you require a venue management solution with advanced features such as automated email templates, payment processing, and various document templates, it may be beneficial to search for another option.
7. Event Booking Engines
The cloud-based platform known as Event Booking Engines is utilized by various entities within the hospitality industry such as venues, hotels, restaurants, and hospitality groups. Primarily, the software is tailored towards event booking functionality; however, it also offers additional venue management capabilities.
The platform is essentially an event-based CRM that incorporates various features to save venue managers time. This includes a master calendar, proposal and contract templates, a room scheduling tool (for hotels), an online payments tool, task automation, staff scheduling, and public event ticketing.
Although Event Booking Engines is packed with features, the tools and interface appear somewhat outdated in comparison to newer, more contemporary alternatives.
