Event Toolkit. List of programs and services for productive work of an event manager

Organizing an event for an agency is like a painting for an artist in the process of work. He sees its finished image and gradually outlines the small details for its embodiment. The same goes for the event sphere. A large event consists of many small "strokes", and the task of the event manager is to keep all "brush movements" under control so that the picture turns out in the end.

How can you keep track of dozens of processes and tasks at the same time? How can you avoid missing details so that the picture remains complete and cohesive? After all, the human brain is not all-powerful, and keeping everything in memory can be very difficult. Add fatigue and stress to that. And what if a manager is working on several projects at once?

That is why organizers actively use modern multifunctional gadgets, special platforms to help collect and systematize data, as well as "smart" applications and programs. Aventura event agency will tell you about its experience in using modern tools.

CRM systems

For several years now, special programs with broad functionality have been successfully used to systematize large amounts of information – CRM systems. This is a cloud platform that allows managers to keep records of existing and new clients, ongoing deals with customers, and their statuses. A convenient interface brings together all necessary data and contacts in an accessible field.

For example, we use “AmoCRM” – a management system for management and marketing. It allows you to:

• store all information about regular and new clients – legal addresses, phone numbers, email addresses;

• track all actions for each agreement: when the last negotiations were, what result was achieved, which specialist is managing the project, for how long, and so on;

• make calls and store recordings of important negotiations;

• integrate the system with other websites, messengers and social networks, receive messages directly on the platform;

• track analytics of incoming requests and determine the effectiveness of advertising in a particular direction;

• set up work on several projects at once;

• set tasks and deadlines for a specific manager;

• control corporate email – track all incoming and outgoing emails, correspondence with clients, analyze the effectiveness of mailing;

• save time on preparing additional documentation and reports;

• automatically synchronize new data with existing data.

Additional settings allow you to "tailor" the program to each organization to simplify its work. This is very convenient in the event industry, where employees daily face multitasking and a huge flow of new information.

AmoCRM

Development of special applications

There are also special programs for mobile devices that make it possible to systematize the main aspects of event preparation, as well as get direct communication with each participant. For each event, you can select a unique set of options to make use as efficient as possible.

There are many ready-made applications that event agencies use. The "highest level of skill" would be developing a unique application for a specific event. This requires additional investment and is usually practiced at large events with thousands of participants. But with a competent approach, development costs are recouped by reducing other expenses thanks to the simplification of many processes.

What applications give event managers:

• simplification of informing participants: all news, information about the schedule, tickets, travel, hotels – automatically goes to each person's smartphone in their personal account;

• solving organizational issues by creating chatbots and ready-made answers to typical questions;

• instant push notifications will allow every participant and guest to stay informed of the most important news;

• automation of collecting applications for various master classes, excursions, sections, etc.;

• significant savings on printed handouts for each participant;

• organization of networking and the ability to analyze it and calculate its effectiveness;

• simple and effective voting with instant display of results on the screen;

• the opportunity for a pleasant bonus in the form of internal currency that can be spent at the same event;

• involvement of all participants and guests, even "passive" ones.

In addition, a mobile application can become the "highlight" of the event, indicating a high level and professionalism.

Applications for event managers

Other important assistants

Besides serious and multi-functional programs such as CRM systems and mobile applications, our specialists use many “small” tools every day. They are often free, simple to use, and help solve simple but very important tasks:

• Corporate email for business correspondence. It allows you to organize electronic communication with clients on an official level. Its special feature is a personal address (in mailbox names, after the @ sign there is usually the company, website or brand name, such as yourname@companyname.com).

• Telegram – today’s most relevant messenger, it enables the fastest possible exchange of messages and data of various formats and sizes. Another advantage of the messenger is the ability to create chats with a large number of participants, channels and bots.

• Skype – although considered “old-school”, it still remains relevant for alternative fast and high-quality video communication.

• Microsoft Office suite – the first thing we open to create scripts and timings (Word), lists, tables and estimates (Excel), presentations with the event concept (PowerPoint).

• GoogleDocs – a convenient function for working with text documents. It allows you to create and edit documents both in private access and jointly with colleagues, comparing results, discussing and editing. All versions are automatically saved and easily converted into the required formats.

• GoogleMaps – this application is indispensable for creating a panorama of the event venue. Here you can use both the service’s ready-made data and create your own images and even add them to the Google Maps panorama database.

GoogleMaps. Panorama of the venue for the event

• Adobe Photoshop and CorelDRAW – for quick adjustments of layouts, models, presentation slides, etc. Although most often third-party specialists are involved for such tasks, or there is an in-house designer on staff.

• TimePad – a service for tracking and organizing mass events. It allows you to create events, invite audiences by creating a single database, and promote your own events within one event.

• Mentimeter.com – a simple and stylish online service for creating surveys and real-time voting.

• SendPulse – a platform with various channels of communication with clients: email, web push notifications, SMS and Viber mailings. You can send various types of messages separately or combine them into automated mailings.

• Typeform.com – a service for quick and convenient surveys for any purpose. For example, it is used to survey potential employees or volunteers.

As you can see, the list of tools for productive work on projects is quite wide. We have listed only some of the most essential services we use. Different agencies use their own various tools. Should we be wary of the rise of virtual event managers? Probably not. The event agency Aventura is always “on the wave” of modern technologies. Our specialists are ready for the new, explore innovative functionality for work and apply it in practice. But let's not forget that our field of activity is emotions and impressions. Gadgets and services can never fully replace human communication, which we fill with bright colors through our work.