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 to keep track of dozens of processes and tasks at the same time? How not to miss details so that the picture turns out complete and finished? After all, the human brain is not all-powerful, and it is very difficult to keep everything in memory. Add fatigue and stress here. And if a manager works on several projects at once?

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

CRM systems

Special programs with wide functionality have been successfully used for several years to systematize a large amount of information - CRM systems. This is a cloud platform that allows managers to keep records of existing and new clients, deals with customers, their statuses. The convenient interface combines all necessary data and contacts in one accessible field.

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

• storing all information about regular and new clients - legal addresses, phone numbers, email;

• tracking all actions on each agreement: when were the last negotiations, what result was achieved, which specialist is managing the project, how long it took, etc;

• making calls and storing recordings of important negotiations;

• integrating the system with other websites, messengers, social networks, receiving messages directly on the platform;

• track the analytics of incoming requests and determine the effectiveness of advertising in one direction or another;

• handle work on several projects simultaneously;

• set tasks and deadlines for a specific manager;

• monitor corporate mail - track all incoming and outgoing letters, correspondence with clients, analyze the effectiveness of mailings;

• save time on additional documentation and reports;

• automatically synchronize new data with existing ones.

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

AmoCRM

Development of special applications

There are also special programs for mobile devices that allow systematizing the main aspects of event preparation, as well as establishing direct communication with each participant. A unique set of options can be selected for each event to make its use as efficient as possible.

There are many ready-made applications used by event agencies. The pinnacle is developing a unique application for a specific event. This requires additional investment and is usually practiced at large events with thousands of participants. However, with a competent approach, the development costs pay off by reducing other expenses through streamlining many processes.

What event manager applications provide:

• simplifying informing participants: all news, schedule information, tickets, directions, hotels - automatically goes to each participant's smartphone in their personal account;

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

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

• automating the collection of applications for various workshops, excursions, sections, etc.;

• significant savings on printed handouts for each participant;

• organizing networking and the ability to analyze and calculate its effectiveness;

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

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

• engaging all participants and guests, even the "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

In addition to such serious and multifunctional programs as CRM systems and mobile applications, our specialists use many "small" tools daily. Often they are free, easy to use, and allow solving simple but very important tasks:

• Corporate email for business correspondence. It allows organizing electronic communication with clients at an official level. Its feature is a personal address (after the @ sign in email addresses, usually follows the name of the company, website, or brand, similar to yourname@companyname.com).

• Telegram - the most relevant messenger today, allows fast exchange of messages and data of different 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 remains relevant for alternative fast and high-quality video communication.

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

• GoogleDocs - a convenient feature for working with text documents. It allows creating and modifying documents both in restricted access and collaboratively with colleagues, comparing results, discussing, and editing them. All versions are automatically saved and easily converted into necessary formats.

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

GoogleMaps. Event venue panorama

• Adobe Photoshop and CorelDRAW - for quick adjustments of layouts, models, presentation slides, etc., although often external specialists are hired or there is an in-house designer for such tasks.

• TimePad - a service for tracking and organizing mass events. It allows creating events, inviting audiences by creating a unified database, and promoting their own events within one event.

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

• SendPulse - this platform offers various communication channels with clients: email, web push notifications, SMS, and Viber mailings. You can send different types of messages separately or combine them into auto mailings.

• Typeform.com - a service for quick and convenient surveying for any purpose. For example, it is used for surveying potential employees or volunteers.

As you can see, the range of tools for productive project work is quite wide. We have listed only a part of the most essential services used. Different agencies use their own various tools. Is there a need to fear the proliferation of virtual event managers? Perhaps not. The event agency "Aventura" is always "on the wave" of modern technologies. Our specialists are ready for something new, explore innovative functionality for work, and apply it in practice. But it is important not to forget that the sphere of our activity is about emotions and impressions. Gadgets and services can never fully replace human communication, which we fill with bright colors through our activities.