Before event management software came along, organizers had to employ various teams to take-on all the logistics; now, this can all be done through a single platform, so planners can focus on much-needed human connections.
In the digital age actual human contact has diminished greatly where even mobile users prefer people to text them to get permission before they allow their voices to be heard on a real phone call.
Events are one of the last few bastions in the digital world that encourage human interaction for building lasting relationships. This doesn’t mean; however, that event organizers should be bogged down making phone calls to various venues, caterers, payments processors, or assembling various teams from their own staff to carry out these tasks at the expense of allocating precious resources away from what truly matters — the human connections.
By engaging with real people at events, long-lasting relationships can be established, reputations can be made, and sales can be closed while everyone participating is at ease and having fun in a comfortable environment.
I spoke with Esteban Ochoa and Maurcio Palacio, Co-Founders of Eventtia, an all-in-one event management software platform, to learn how they streamlined the process, so that businesses can better allocate their time, staff, and money in order to focus on the people they host.
But first, why should businesses care about events? What makes them so important? Are they about networking and passing impersonal business cards topped with horrendous ice-breaking activities? Absolutely not!
According to CTO Ochoa, “Events are one of the few chances to get back to humanity and to get close to people. They are an emotional compliment to a brand, and there is nothing in world quite like the experience of shaking someone’s hand in person.”
In order to free time and resources, as well as save companies enormous headaches, Eventtia has created a customized and personalized platform that works not only across industries, but across cultural boundaries as well, catering to Spanish, English, and French-speaking demographics.
Whether it’s an educational event in Mexico, a government get-together in New York, or a corporate soiree in Paris, Eventtia’s platform covers them all.
While there are many companies offering event management software, CEO Palacio sets his company apart because it’s personal and always adaptable to change.
“Our ability to adapt and to personalize our technology to all of our clients needs is very important,” he says, and with over 20,000 users spanning 20 different countries, adaptability is crucial to meet the needs of such a diverse range of clientele.
Likewise, Ochoa remarked on how Eventtia’s simplicity and user experience also make the platform a huge hit among clients.
“We don’t have a super algorithm, but what we do really well is provide great user experience, along with a very fast and easy to use platform.”
OK. Got it. Events are good when they are more personal, and planning can be simplified and streamlined through technology, but what functions do events serve? What type of Return on Investment do events give, and what type of problem does an event management software solve?
One need not look further than the case of SelectUSA – a US government-wide program that promotes foreign direct investment in the United States.
Before using Eventtia’s services, SelectUSA would organize meetings using Excel spreadsheets and emails to reach out to attendees.
This antiquated method was so ineffective that International Trade Advisor Jacqueline Vitello remarked, “For some very large events — it was impossible to organize one-on-one meetings.”
The solution, according to Vitello, was to implement Eventtia’s software and from there, “It became much easier to control the matchmaking process without much intervention from event coordinators. Attendees have the freedom to decide what’s best for them and schedule their own meetings weeks before the event while organizers are able to seamlessly monitor the use of the system and send out key messages as necessary to move the process along.”
The result? Seamless and flawless planning for some 3,000 guests who all gave positive feedback on a truly successful networking event that would never have been possible to organize using out-dated spreadsheets.
“The role of technology is invaluable,” said Vitello, adding, “it’s nearly impossible to make these kinds of events truly successful without technology. You need to efficiently manage people’s expectations and time. Technology makes it much easier to do just that.”
By using the right tools organizers will gain time and efficiency, have the ability to control the planning process, ensure the engagement of the participants, and encourage them to schedule their own meetings while assuring good communication between the organizers and guests.
“We support complex events with a simple solution, so that event planners only focus on what matters. We give organizers the autonomy to focus on what really adds value,” said Ochoa.
But what about features? So far, we’ve discussed how valuable an all-in-one event management software is, but you can check out everything Eventtia has to offer on its website such as configuring attendees, vetting potential guests, generating payments, invoicing, updating your website for promotional purposes, and much, much more.
Their blog is also updated frequently where they explain in great detail all the how tos and don’t dos for managing events.