Meeting planning software has been around for quite some time but it is only now that the general public has come to recognize its value and significance. Event management software is simply the generic term used for a whole array of products that are utilized in the organization of small and large conferences, trade shows, seminars and workshops. Some software products offer solutions for all types of conference planning, while others focus on specific purposes. In this article, we shall take a look at some of the best conference planning software in the market today.
One of the most common uses for this type of software is for the management of registration details for small conferences and other special events. Registration management software offers comprehensive solutions for handling various registrations and handling various entry processes such as signing up, signing out and submitting orders. It can be used in conjunction with registration management systems or dedicated to particular products. This event management software also offers solutions for creating online catalogs and providing advanced item search capabilities. It also manages conference email addresses, contact information and calendars.
Another use for this type of software is for the purpose of assigning tasks and responsibilities between different members of an organization or even among different members of an organization at the same time. For instance, you may organize a training session for all the new employees and assign different tasks to each of them. Each employee would have a list of the tasks which he/she has performed and at the end of the training, you would check whether each of them has actually completed any of the assignments. The tools are very efficient when it comes to managing and organizing the time schedules of the attendees. For instance, the tool can automatically calculate the number of attendees who have signed up for the event and the number of attendees who are still available and if any of them are still undecided and unable to join, the tool can calculate the capacity of the venue accordingly.
One of the most common scenarios in which a meeting planning software is very useful is during the registration process. Registration is an essential step and it is usually done using a touch-tone phone or a manually based system. However, these systems are prone to mistakes and you may have a number of people who failed to register or fill up the required spaces. Some tools help you organize and streamline the registration process and allot the required room blocks for the attendees to register.
These tools include meeting planning software that is available free online or can be bought for specific purposes. A number of them have pre-designed templates and several features including project tracking, inventory management, multiple meeting scheduling features, room reservation, participant management, vendor management, expense tracking and project tracking. The project tracking feature is particularly useful in large projects where project completion dates are often calculated based on the number of people registered and time frame. The tool also features an online inventory and management system which make it easier for organizers to allocate resources effectively and monitor if any employees are wasting their time on unimportant tasks.
Many tools also support event planning and management. This includes task assigning, which allows you to assign tasks to employees based on their skill sets and frequency of meeting attendance. As per your needs, you can either create specific templates or choose from a pre-made set of templates for you to use as an add-on module when you create your own project management and meeting planning software.
An additional feature that many event management and meeting planning software suites offer is online scheduling. This feature helps you make sure that appointments are created and managed in the specified times which are convenient to the attendees. It also saves time for you as you do not have to manually send emails regarding urgent meetings and agenda changes to every employee individually. Another benefit of online scheduling is that it saves time that would otherwise be spent on coordinating with employees on their shifts, subplots and travel plans.
With web-based event management and meeting planning software, you get to manage and schedule all your meetings, delegate tasks and monitor meetings and assign tasks to employees. You can also check and monitor attendance status of employees remotely. The benefits include reduced costs, improved time management and reduced stress levels of project managers. Using web-based solutions, the entire project can be managed right from the office itself.