Quality Control and Transparency in Association Event Management
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Producing and hosting events such as Trade Shows, Conferences and Training Programs is an extremely important aspect of association management. Events may be utilized to educate your industry, facilitate commerce, advance advocacy initiatives, and generate non-dues revenue. Demonstrating to your target market that your events can accomplish those objectives is more complicated than ever in the current environment. Simply justifying participation in an event – as an exhibitor, presenter, or attendee – is not as easy for your prospective attendees as in the past. With eventuosity, your events gain a level of quality control and transparency that improve overall ROI for participants, support your event objectives, and drive incremental revenue.
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Quality Control and Transparency in Association Event Management
- 1. Planning and Managing Association Events with eventuosity Quality Control and Transparency Throughout the Event Workflow
- 2. Events and Objectives Industry education Facilitate commerce Advocacy and policy management Non-dues revenue generation 2015 - eventuosity, LLC. 2 ConferencesTrade Shows Training Programs
- 3. ROI Market Situation 2015 - eventuosity, LLC. 3 More Competing Organizations & Events Corporate Scrutiny on Event Spending Fewer, High Strategic Value Events Attended
- 4. Event Planning and Management Today 2015 - eventuosity, LLC. 4 Lack of standardization and automation Stakeholders operating in silos Planning disrupts core business Event Logistics Strategic Activity
- 5. eventuosity Overview Cloud-based application for standardizing and automating event management workflows Easily create event templates for single or multiple users Available for web and mobile to manage events from anywhere 2015 - eventuosity, LLC. 5
- 6. Implementation: Event Producers 2015 - eventuosity, LLC. 6 Deadlines & Schedule Tasks & Milestones Show & Vendor Links Manuals, Docs & Data Event Master Template Permissions-Based Access To eventuosity Toolkit For: VenueVendors Exhibitors AttendeesStaff Etc… Data Sharing, Task Assignment, Collaboration
- 7. The eventuosity user’s toolkit Build SchedulesAssign Staff Set Budgets Assign Tasks Manage Documents Communicate Analyze Allocate Resources 2015 - eventuosity, LLC. 7
- 8. Benefits: Event Producers Improve overall event experience Manage risk Achieve competitive differentiation Stay focused on revenue drivers Increase attendance Reduce impact on staff and resources 2015 - eventuosity, LLC. 8
- 9. Benefits: Event Participants View end-to-end event workflow Collaborate across stakeholder groups Analyze and justify event participation Improve budgeting and resource planning Maintain focus on core business activity Identify event sales/marketing opportunities 2015 - eventuosity, LLC. 9
- 10. www.eventuosity.com 3220 Market Street, Suite 369 Philadelphia, PA 19104 support@eventuosity.com @eventuosity eventuosityapp +EventuosityApp /company/eventuosity /user/eventuosity
Editor's Notes
- Producing and hosting events such as Trade Shows, Conferences and Training Programs is an extremely important aspect of association management. Events may be utilized to educate your industry, facilitate commerce, advance advocacy initiatives, and generate non-dues revenue.
- Demonstrating to your target market that your events can accomplish those objectives is more complicated than ever in the current environment. Simply justifying participation in an event – as an exhibitor, presenter, or attendee – is not as easy for your prospective attendees as in the past. Today, your events are up against tough competition from other associations, home-grown events, and virtual meetings or networking. Corporate scrutiny of event spending has increased a great deal in recent years in the face of a down economy, scandals over mis-use of funds, and a responsibility to shareholders. While it’s true that event spending has grown overall, organizations are concentrating greater sums on fewer events – insisting that those in which they participate provide the greatest return on their investment. Convincing your target market that your event is the most effective marketing, learning or lead generating vehicle for them requires a renewed sense of focus on quality and transparency.
- While many industries have standardized and automated critical business processes to guarantee quality and transparency, such controls have yet to be made available to event managers. Today, planning and management is done with multiple, disconnected and manual applications that are not built to work in the context of events. Because of this, it is not uncommon for each stakeholder group in an event workflow to have their own planning process made up of 5 to 7 “tools” that, among other things, limits the ability to collaborate with one another. This siloed approach to event management negatively impacts quality, opens us up to potential inaccuracies that increase costs, and causes valuable resources to be poorly utilized. As both you and your participant organizations are forced to divert attention to manual activities like task management and deadline monitoring, core business activity is negatively impacted. If your people are spending time responding to emails or updating spreadsheets, their ability to support members or focus on revenue-generating activity is greatly diminished. An example of this perfect storm of obstacles to event success is a recent tradeshow for which exhibitors were sent a PDF checklist that included several dozen URLs pointing to different websites and forms. Often, clicking the links downloaded more documents that had to be completed offline then sent via email to a point of contact at the hosting association’s office. Common complaints about this process included inability to adhere to deadlines in both the association and exhibitor organization, unforeseen costs, and missed opportunities for sales and marketing due to lack of information. In short, the event planning experience was not a good one.
- It’s stories and challenges like these that led us to develop eventuosity. eventuosity is a cloud-based web and mobile application for managing the people and resources associated with events. eventuosity is built specifically for an event workflow to assist in optimizing resource utilization, managing assignments and collaborating across stakeholder groups.
- No matter what type of event you’re planning, doing it with eventuosity allows you to create a template that you can use to incorporate each stakeholder group in the appropriate role. The permission levels assigned to each role control what users can and cannot see while allowing them to enter their own people, workflows, and resource assignments. The consistency and collaboration among users is something that no spreadsheet can accomplish – especially when each person is using something different from the next. Automation of reminders for important deadlines, task completion, and milestones eliminates management from the inbox for both you and your attendees while ensuring adherence to objectives and quality controls that you specify as part your planning. What’s more, as the event owner, you can dictate what items are required in every task list. This means that incremental revenue drivers like add-on services, enhanced directory listings, sponsorships and more can be added into each participant’s workflow. Plugging these items into a template where they’re certain to be seen by participants not only creates incremental revenue for your association, it creates a value-add for your participants that contributes to their ROI assessment of your event. eventuosity can be priced and packaged specifically for each association client in such a way as to pass payment through to exhibitors with virtually no increase in registration fees. Any costs associated with an eventuosity deployment are typically offset very quickly through cost reductions and incremental revenue generation.
- Each eventuosity user has access to the full complement of tools. While the event producer can push a set of required tasks, milestones and other items, participants can add their own event planning elements to create an end-to-end view of THEIR participation in the program. Any event participant, at any point in your value chain, gains an end-to-end view of the event in one place, eliminating missed deadline and surprise expenses while dramatically reducing manual effort.
- By managing your events with eventuosity you ensure improved accuracy through standardization across all stakeholder groups. The resulting quality control is something that directly impacts the event experience for anyone involved and gives your association a competitive advantage when attracting exhibitors, attendees or other participants. As quality of your event improves, so do the size and quality of your attendee base. More attendees mean more non-membership revenue and also mean that participating companies are more likely to take advantage of your marketing opportunities (again, built into your eventuosity template). Even without the additional revenue that can be driven through standardized planning, your association will realize significant cost savings from improved accuracy, reduced staffing requirements, and tighter collaboration with vendors. Once you free more of your staff from the burdens of manual planning, they can focus more on strategic work that contributes directly to achieving your event objectives.
- Continue for a moment with the topic of competitive differentiation of your events and let’s look at how your prospective attendees will benefit from the use of eventuosity in planning. In today’s environment, event participants often find it difficult to accurately budget for events. The ability to see both internally-driven and externally-driven milestones, deadlines and requirements in one workflow reduces the level of uncertainty for participants. The transparency you provide with eventuosity makes it easier for them to justify attendance at your event early in the planning process. With a better view of their resource requirements over time, and a complete look at cost drivers, focus can be directed to strategic activity without fear of missing important planning details. Similar to the limiting of business disruption that we’ve cited for your team, the attendee’s team will be able to spend more time on their core business thus further contributing to the ROI they receive from your program.
- Please contact us or visit any of the online eventuosity locations above for more information. Our team will be happy to provide a product demonstration and to discuss custom pricing, packaging and features for your association. Thank you for your interest in eventuosity.