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Top Event Tech Trends of 2019 that can help ease your pain

Yes, you already know the basic stuff that all Event Management Software can help you manage. But all that looks basic can have extended features for handling complex event process requirements. Each event will have tasks that you may be forced to handle manually. Not necessarily. Event Tech is the magical world that is evolving every day and as an ardent event organizer, you need to keep abreast with the rapid technological evolution that is taking place right now right here.

Here is small snippet that gives you a primer of the endless possibilities.

Creating multiple registration forms

You can now create different forms for each type of pass or ticket. (For example – Employee offsite event organizers can create different forms for Employees and their Spouses)

Collecting additional information about delegates

When delegates book their tickets in the conference they wouldn’t be knowing their flight details. Organizers can get additional information about the delegates post registration. Technology allows you following options for setting the visibility of each registration form field

  1. Visible Pre-registration – Non-Editable Post registration
  2. Visible Pre-registration – Editable Post Registration
  3. Not Visible Pre-registration – Visible and editable post registration
  4. Visible and Editable by the Organizer Only
  5. Editable by the Organizer & only Visible to the Attendees on the app (g. Flight Tickets)

Automated emails with SMTP Integration

It’s good to send the most relevant information to the delegates at the right time through all possible modes. Emails are accessible nearly on all devices. It is important to brand your event through emails sent from your own email domain. For e.g., if your event’s name is “BMI 2019 Conference”, the same should be displayed on the sender ID of every email.

Let exhibitors capture stall visitor data digitally – save precious time and reduce stress

Offer your exhibitors’ quickest way of recording the profiles of stall visitors while keeping a note for the next follow up. You can even decide what profile details should be seen & captured by the exhibitors. For example, after you set few fields such as name, designation, organization as public. This will allow exhibitors to capture the details of the stall visitors by scanning their QR code. Exhibitors can then share the data in .csv format with their registered email ID.

Create heat map for exhibition visitor footfalls

As an extension of feature mentioned above modern event technology platforms give event organizers a gold mine of high-value data. You would exactly know how much time each delegate has spent on the stalls they have visited. Profile-wise segmentation of this rich data can reveal amazing insights about the ROI your event. This can also help you improve your future events even while optimizing pricing for the most visited stall locations.

Manage shopping cart to sell additional services to exhibitors and attendees

Many times to generate additional revenue in your conference you may like to add tour packages which the delegates can select and pay while registering for your conference. Similarly, there are many additional services that you may want to offer to the exhibitors like hostesses on hire and plasma TV on rent etc. Event Tech solutions offer you a way to create a list of products and services that the exhibitors can order just before the event or during the event.

Marketing Campaign Optimization

It is important for you to know the best marketing mediums that are driving maximum registrations for your event. This would help you optimize your campaign and get better ROI. Event Software allows you to create different URLs that can be embedded in respective digital channel and even converted to QR Code to be printed on magazines and newspaper ads. Modern event dashboards will show number of views and registrations from each channel.

About the Company

www.MyEventGateway.com covers you for every nuance of Event Automation. It is built around simplicity, functionality and flexibility by Channel Technologies Private Limited, an event management company itself having managed over 5000 business events. MEG gives you all access to most advanced Event Tech Solution. Sign Up today and become a wizard in Event Automation in hours.

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7 smart tips to create your event budget within minutes!

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Business Events are one of the most important components of the marketing mix of any corporate. While planning an event, a marketer has to also earmark a budget and take required approvals from key stakeholders. Once you have defined the objective, target geography and format of the event, the next step is to prepare a broad budget. We present 7 vital Tips for you to create an accurate event budget.

  • Event Venue & Banquet:

Choice of Venue and Banquet depends on the type of audience & duration of the event. In case your event lasts only two to three hours you can just offer Hi Tea or make it a breakfast event. For longer events, you should surely serve lunch or dinner. Cocktails are useful for partner events or existing customer events. In a Five Star Hotel, you can plan a budget of ₹3000/ pox for Lunch and ₹5000 / pox for a cocktail dinner. In non-metros, the prices go down by about 20%.

  • Event Speakers & Emcee:

Content and speaker profiles are crucial components of the event experience and the takeaway for attendees. Choose speakers with a proven track record and ensure they interact during your event. Also, ensure that the stage is managed by an experienced anchor who can coordinate and stitch various sessions together in an entertaining way. External anchors should be made to undergo mock sessions as their superficial knowledge about the company and products otherwise becomes obvious. If you need to get external speakers, keep a budget of ₹1.5 Lakh (Including Stay and Travel).

  • Designing & Event Branding:

As a marketer, you realize the impact of branding. Ensure the best visibility for your event theme and the products/messaging you want to highlight at the entrance itself. This is best done through high-quality standees and not the ones that are on flimsy flex that curls up or standees that keep falling! Flex Printing (though on the way out for environmental reasons) will normally cost you between ₹50 to ₹70 per square foot. Better still use LED screens/walls for backdrop and messaging. Budgets will, of course, vary according to needs but an amount of ₹50,000 is reasonable to set aside.

  • Audio Visual:

No compromises when it comes to hiring a branded audio system and projector or LED Wall. Who hasn’t attended an event where poor audio or video glitches spoilt the messaging!

A basic audio system with two standard quality speakers, two lapel mikes and two cordless handheld mikes for questions will cost you under₹10,000. A 3500 Lumens Projector, A switcher, long VGA cable, pointer with the remote mouse, 7 X 9 ft. masked projector screen will cost you about₹20,000 additionally. For large events of 500 or more people keep at least ₹1.5 Lakhs for Audio Visual arrangements.

LED walls are a great replacement for projectors and though slightly more expensive they double up as backdrops and also give extra space required for back projection.

  • Event Website and Registration:

Research indicates that automated events lead to the more elevated attendee experience. Event Management Software solutions such as MyEventGateway help immensely by taking registration and payments online. The subscription starts from ₹2000 per month to ₹30000 per event for a fully loaded solution with the mobile application. A budget of about ₹300 to ₹500 / attendee could be a thumb rule for planning budgets for an event technology platform. For large exhibitions, this can come down significantly to₹35 to ₹50 per attendee.

  • Registration:

To assist attendees through the check-in process, welcome them and coordinate inside the sessions you would need trained executives preferably females. Though two hostesses are required at the least, you should plan 1 hostess for every 50 attendees. The cost per hostess works out to₹2000 approximately. The number of hostesses can be reduced by about 30% by using myeventgateway.com

  •  BONUS tip:

Do you wish to create Event Budget in less than a minute? Now you can, after signing up on MyEventGateway, you need to just provide 5 to 7 details about your event and immediately your event budget will be built.

What more? You can even refine it by adding some items from a preset list or manually, you can also delete items that you may not want. The intelligent system also keeps saving your manually added budget items in your private Preset Budget Item List.