7 Event Tools to Control Costs and Enrich Attendee Experiences – Stova

Rising prices and smaller planning groups ranked amongst occasion professionals’ high ache factors in 2024.

Despite these challenges, attendees’ expectations preserve rising. They need extra personalised experie nces, compelling content material, strong networking alternatives… and extra.So, how do you save money and time whereas delivering extra in 2025 and past?

The excellent news is you possibly can nonetheless present extraordinary attendee experiences.

In this text, we’ll share seven methods and occasion know-how options that can assist you comprise prices and get extra completed in much less time whereas delivering occasions attendees and exhibitors adore.

#1. Event Management Software: Goodbye Scattered Systems

Still utilizing occasion tech instruments that don’t work in sync?

This fragmented method isn’t simply irritating—it’s additionally costly. Multiple platforms imply additional coaching necessities and subscription prices. Even worse, separate techniques create information silos that may result in errors and missed alternatives.

Wouldn’t or not it’s nice to have a single software program to deal with occasion planning and execution from begin to end in a single place – a full-service platform that simplified occasions for attendees, sponsors, and your crew?

Enter all-in-one occasion administration system (EMS) options.

These complete, end-to-end platforms handle attendee registration, occasion advertising and marketing, engagement, reporting, and extra from one simple app.

All-in-one EMS options handle labor-intensive, repetitive duties like ticketing, reminder emails, and duplicate information entry. They preserve observe of numerous particulars. So you will have extra time to concentrate on the larger image – like bettering occasion engagement and return on funding (ROI).

Bottom line: Event administration software program rockets effectivity. It delivers seamless occasions, enhancing the expertise for attendees and sponsors. Look for an EMS answer that handles registration, venue sourcing, attendee monitoring, analytics, and reporting.

With every part on one platform, you eradicate redundancies and minimize know-how prices.

#2. Exhibitor Management Software: Streamline Operations

If you’re nonetheless managing exhibitors with spreadsheets, electronic mail chains, follow-up cellphone calls, and post-it notes… we’re glad to inform you there’s a better method.

Stova’s Exhibitor Resource Center (ERC) is an end-to-end portal that places every part exhibitors and sponsors want for occasions in a single place. Goodbye, fragmented workflows. Streamline occasion prep with ERC. The answer additionally delivers data-driven insights to degree up ROI for exhibitors, sponsors, and your group.

Maximize effectivity.

Simplify occasion prep for you and your companions with these ERC instruments beneath:

• Self-Service Solution: Exhibitors handle their sources, observe duties, and retrieve leads from the platform. This autonomy reduces the executive burden and helps guarantee nothing falls by the cracks.

• Central Dashboard: Organizers observe duties, ship reminders, monitor lacking supplies, and talk instantly from one dashboard.

• Built-in Reporting: You additionally get real-time stories on registrations, exhibitor exercise, upgrades, and extra. Leverage these insights to show worth to stakeholders and establish alternatives for development.

Bottom line: With occasion prices rising, exhibitors and sponsors are essential to occasion success. But locking them in generally is a problem. Before committing time and price range, corporations need to really feel assured they’ll see a constructive return. Tools like ERC simplify the method of exhibiting at occasions and ship the ROI information exhibitors crave.

#3. Venue Sourcing Solutions: Get Better Options, Faster

In immediately’s compressed market, good venue choice requires strong know-how. Fortunately, superior sourcing options present entry to tons of of hundreds of properties worldwide.

Streamline venue sourcing.

To simplify the choice, filter housing choices primarily based on standards equivalent to most popular resort manufacturers, room kind, nightly charges, assembly area, cancellation credit, and proximity to the conference middle. These platforms streamline requests for proposals by sending them solely to venues that meet your necessities. No must waste time on properties that don’t suit your wants.

Power negotiations.

Advanced search instruments additionally observe your previous offers, contracts, and communication data with every venue. You get year-over-year analytics on value per occasion, financial savings per venue, model spend and financial savings company-wide. All the information you want for profitable negotiations is in a single place, prepared to drag up instantly.

Bottom line: Modern venue sourcing options save time, enhance resort choice, and ship historic information. Use these insights to show occasion worth and negotiate higher offers with inns.

#4. Mobile Event Apps: Do More with Less

Forget lengthy traces at check-in.

Let cellular occasion apps and QR codes remodel the arrival expertise. Attendees can maintain their smartwatch, cellphone, or wristband as much as a scanner and breeze into your occasion.

These digital badges have a direct influence on staffing prices: A check-in course of that after required a small military of personnel can now be dealt with by a number of crew members.

Use digital-first communications.

The shift to cellular not solely boosts effectivity – it additionally eliminates many conventional prices. For instance, occasion apps can substitute printed supplies, like paper badges, agendas, advertising and marketing brochures, menus, enterprise playing cards, surveys, maps, and extra.

Real-time updates attain attendees immediately by their cellular gadgets, making certain everybody stays within the loop.

Bottom line: Mobile apps make occasions simpler for attendees and organizers. Forget lengthy check-in traces. And reprinting agendas for numerous updates. In addition to growing effectivity, cellular apps minimize paper, printing, and delivery prices.

#5. Event Intelligence: Make It Personal

Another benefit of digital instruments is the attendee engagement information they seize. What periods did individuals attend? How lengthy did they keep? How did they fee the audio system? The information offers a window into attendee preferences.

Artificial intelligence (AI) crunches huge quantities of information with unbelievable velocity and offers personalised suggestions for periods and networking alternatives. Organizers see satisfaction soar by delivering experiences tailor-made to attendee pursuits.

Let AI improve buyer help.

The know-how additionally offers 24/7 buyer help. AI-powered chatbots provide on the spot solutions to on a regular basis occasion questions on scheduling, navigation, and extra. As a end result, they improve customer support whereas lowering staffing wants.

In addition to that, chatbots make simple work of routine duties like sending reminder emails and updating schedules. That frees up your crew to concentrate on high-value actions.

Bottom line: AI skyrockets effectivity whereas bettering networking and customer support. Personalize your occasions with AI options. This know-how can even decrease buyer acquisition prices. Because personalization drives repeat enterprise from happy attendees who preserve coming again.

#6. Virtual Event Software: Go past Venue Walls

Virtual occasion platforms add one other layer of comfort and financial savings to in-person occasions.

Choose a platform with interactive options like video chat, Q&A periods, and digital networking rooms. Online attendees can have interaction in significant conversations with audio system and friends throughout the globe.

Also vital, including the choice of distant attendance reduces the environmental influence of your occasions.

Bottom line: By providing on-line attendance, you increase occasion attain whereas lowering venue and catering prices. Virtual occasion know-how opens the door to attendees who can not make it to your venue. Empower them to take part from the consolation of their house or workplace with out incurring journey and lodging prices.

#7. Event Intelligence: Gain Insights to Grow

Finally, analytics and reporting current one other strategy to give effectivity and profitability a lift. Modern occasion know-how transforms information into insights you should use to avoid wasting time and develop your occasions.

For starters, real-time analytics drive knowledgeable choices about useful resource allocation. How is registration monitoring in comparison with earlier years? Do you have to regulate room setups, resort room blocks, or staffing? Accurate attendance forecasting helps keep away from expensive overages in meals portions and supplies.

Second, occasion attendee monitoring empowers you to deal with points on the fly. Improve sponsor and attendee satisfaction by resolving minor issues on the outset earlier than they grow to be advanced, expensive issues.

Third, a data-driven method is essential to measure occasion success and make sure the long-term viability of your program. Clear metrics round value per attendee, engagement charges, and total ROI nurture a tradition of steady enchancment.

What’s extra, occasion intelligence demonstrates worth to stakeholders and justifies funding in future occasions.

Bottom line: Lack of information limits your skill to make knowledgeable choices. How are you able to enhance efficiency if you happen to don’t know for sure what labored previously?

Instead, select occasion know-how that tracks metrics like engagement, sales space visitors, and lead technology. You’ll simplify reporting. At the identical time, you’ll have the information you have to show worth and garner help for future occasions.

Conclusion

Sure, prices preserve rising, and there’s all the time strain to do extra with much less.

But the best occasion know-how helps overcome these hurdles and put you out entrance within the yr forward:

• Deliver seamless occasions with full-service occasion administration software program
• Personalize experiences with AI tech instruments to maintain happy attendees coming again
• Lock in the best inns at higher charges with superior venue sourcing options
• Strengthen partnerships with exhibitor administration software program to simplify preparation and improve occasion ROI

That’s how one can comprise prices and enhance effectivity whereas delivering epic occasions in 2025 and past!

Ready to study extra about occasion know-how to avoid wasting you money and time whereas enriching experiences?

Contact an professional at Stova. Book a Demo Today!