In the fast-paced world of event planning where time is of the essence, new tech to improve our lives is coming thick and fast. Event Technology Expert, Stuart Mitchell, Managing Director of Catch the MICE, gives his insights on why event planners need to embrace it.
Hi Stuart! How important is investing time in learning new event tech?
The day-to-day tasks of booking venues, coordinating with suppliers, and managing client expectations leave little room for learning new tools. However, investing time in learning new event technology can free up their schedules significantly. Once planners start using these tools, they often find they save more time than they imagined.
Can you give us some specific examples of how event tech can save time and money?
Absolutely. Here are a few key areas:
- Automating Repetitive Tasks: Event tech can handle tasks like sending reminder emails and processing payments automatically, saving hours each week.
- Streamlined Communication: Centralised event management platforms keep everyone, from team members to clients, in the loop, reducing miscommunications and last-minute changes.
- Real-Time Analytics: Immediate insights into registration numbers, attendee engagement, and feedback allow planners to make informed decisions quickly.”
What about the cost? Is new technology often too expensive for small agencies?
While some software can be pricey, there are many affordable and scalable solutions available. Many providers offer tiered pricing or even free versions that small agencies can start with. For example – one of our clients, Joi, an event planning & scheduling tool, starts from as little as £30 per month.
What are your thoughts on subscription-based software versus paying on a per-event basis?
Choose subscription-based software for cost efficiency if you’re planning multiple events annually. For fewer events, a pay- per-event model is more viable – the key is to consider how many events you’re delivering and never over-invest in features you’ll never use! many platforms try to upsell these. Ensure the provider offers excellent customer service and training resources. Both our clients Intelligo (for virtual/hybrid events) and Eventene (event management software), offer planners a solution on an event-by-event basis.
Any tips for planners who are looking to transition to using new event tech?
Start small and focus on tools that address your biggest pain points. Take advantage of training resources like free tutorials and webinars. Also, connect with peers through online forums or local groups to share tips and experiences. Prioritising and investing time in the right tech and training will deliver long-term benefits that far outweigh the initial time costs.
In summary, “the short-term pain is worth the long-term gain”, with upsides of reduced labour cost, increased productivity, efficiency, and additional commercial event margins.
For more details contact: Stuart@catchthemice.com