Meeting planning software can be classified into two main types, those which can be used on a stand-alone basis and those which need to be integrated with existing systems. Event management software is the broader term for a multitude of software products which are utilised in the administration of large and complicated conferences, exhibitions, trade shows and smaller local events like continuing professional development meetings. The term can also apply to software which is used to organise and control general meetings, seminars or telephone conferences. Some of these products have become integral components of company websites. Others have been designed for specific organisations or departments such as schools and universities. In the last few years, event management software has developed particularly due to the increasing demand for more advanced tools for the modern event organiser.
Event management software products have come on leaps and bounds over the past couple of years. There has been an increase in sales of these products across all business sectors. Most of these products focus on the features that help event planners manage the planning process. This can include online registration, advanced communication features, online payment and remote management, web based management and online reporting.
Online meeting management is one of the most popular areas where these products are being utilised. The concept is simple enough to grasp. You simply log on to the website of the software provider, and you are able to see what people have to say before meeting them, just by clicking their name. You are then able to assign tasks to individuals or groups, depending on the needs of the meeting and its participants. It is also possible to give instructions to a specific employee or sub employee on the day of the meeting. All this takes place in real time without any further input from the attendees.
The next area where meeting planning software proves very useful is in the area of continuing education. In today’s world it is very hard to keep up with the different kinds of training, seminars, conferences, workshops, conferences, and classes are going on. It is important to stay informed about new developments, as well as the best methods for training your staff in order to perform their best. Online seminar management provides all the features of a live seminar, with the added bonus of being able to log on and view the video recording at any time during the event. You can assign tasks to individual members of staff, give them individual instructions or set up sub groups.
Another area in which web-based meeting planning software proves very useful is in the area of customer service and registration. Most businesses are now conducting more events that involve customers and need ways in which they can better interact with them and resolve any problems that may arise. Online registration and feedback systems can make the entire process much easier, both for the company and its customers. You can easily establish an online store, add a shopping cart and provide detailed information about your company, products, services and any specials that you may be running.
The third area where this type of meeting management software can prove extremely useful is in the area of check-in/check-out. Most businesses conduct several events each year, ranging from conferences to social media events. If you are a business that often holds events that require attendees to check in, then you may want to consider adding a check-in feature to your website. This way, visitors can simply follow a pre-determined path through the site and automatically check in when they enter a room or are redirected there.
An additional area where web-based event planning software proves useful is in the area of post-show activities. When planning future events, many businesses look to put together a series of short video clips that will be used to promote future shows and answer questions from attendees. Many sites offer a “Q&A” session where attendees can ask questions of the show hosts or other producers. These sessions often give the attendees a chance to pose questions of various interest to the producers, which helps build camaraderie and interaction. The same holds true for post-show blog posts or interviews, where the attendees can ask question about the show and receive answers from the producers or hosts of the web-based meeting management program.
Some other benefits of meeting planning software that should be considered include the ability to manage registrants. Many people are wary of registering for events online due to fears of sharing personal information with numerous other people. By using the advanced features offered by these programs, those registrants can be quickly contacted and invited to become a part of your event. A large percentage of registrants usually show up at or around the date of the event. By allowing registrants to easily login and log out of the site, the managers of the site are able to quickly determine how many attendees there are and how many people are likely to show up at any given time. By using registrant management programs, online organizers can be assured of an easy and effective way to gather attendees for their next event.