.svg){kind=small}
.svg){kind=small}
What is an event tool?
An event management tool is a software solution that supports the entire process of event planning and execution. It enables the automation and management of various aspects such as invitations, participant registration, communication, payment processing, and reporting. With automation and a variety of features, an event tool helps organisations reduce planning effort and increase efficiency.
Who benefits from using an event management tool?
The use of an event tool is suitable for any organisation that conducts events in the broadest sense. Often, people with other roles in organisations take on the task of event organisation. Thus, an event tool can also support individuals without event experience in conducting a professional event. An event tool is suitable if one or more of the following points apply to you and your organisation:
- Demand for secure data storage: Instead of sending Excel lists with personal data within an organisation, an event tool supports the central and secure management of guests.
- Automations through digitalisation: Various processes at events can be automated through the use of an event tool.
- Reduction of paper: Avoid printing Excel lists and paper event invitations.
- Improvement of event marketing: Event marketing can be continuously improved through the analysis and evaluation of event data.
- Reduction of no-show rate: Targeted communication with participants can reduce the no-show rate.
- Professional external appearance: Using a professional event tool ensures a professional presentation of your brand.
- Number of events: With a large number of events, the effort increases linearly with conventional implementation. With an event tool, you can duplicate and thereby scale events.
- Complexity of events: Event structures can quickly become complex. Without an event tool, you quickly lose track.
- Keeping control: Organising events is often associated with stress. An event tool can help you stay in control.
What can be saved with an event tool?
An event tool can save various resources and costs, including:
- Time: Automated processes significantly reduce the time spent on administrative tasks.
- Personnel costs: Less manual effort means fewer personnel are needed for event planning and execution.
- Material costs: Digital invitations and communication can save printing and shipping costs.
- Error costs: Automated systems reduce the risk of human errors, which can lead to additional costs.
How can an event tool save costs?
Using an event management tool can reduce the effort involved in organising an event using conventional methods by up to 80 per cent. The cost savings are as follows:
- Automation of tasks: Routine tasks such as invitation management, participant registration, and payment processing are automated, reducing the need for manual operations.
- Efficient communication: Integrated communication platforms facilitate quick and targeted communication with participants, reducing the need for external communication tools.
- Data analysis and reporting: Real-time reports and analyses help measure the success of the event and plan future events more efficiently, for example, by knowing the no-show rate.
- Scalability: An event tool can easily be adapted to the size and complexity of the event, making it suitable for both small and large events.
The following calculation examples are based on Oniva’s internal analyses of over 100 client organisations in the DACH region. An hourly rate of CHF 50, in line with market rates for internal billing, is assumed. Actual savings vary depending on the event format, team size and the current level of process automation.
Example event with 100 participants
For an event with 100 participants, the following savings could be realised:
- Time savings: Reduction of effort by up to 30 hours through automation compared to conventional implementation.
- Cost savings: Savings on personnel costs due to fewer required hours, estimated savings: CHF 1,500.
- Material savings: Avoidance of printing costs for invitations and programmes, estimated savings: CHF 200.
Example event with 500 participants
For an event with 500 participants, the savings can increase significantly:
- Time savings: Reduction of effort by up to 100 hours compared to conventional implementation.
- Cost savings: Savings on personnel costs due to fewer required hours, estimated savings: CHF 5,000.
- Material savings: Significantly reduced printing and shipping costs, estimated savings: CHF 800.
Example event with 1,000 participants
An event with 1,000 participants shows even more clearly the advantages of an event tool:
- Time savings: Reduction of effort by up to 200 hours compared to conventional implementation.
- Cost savings: Savings on personnel costs due to fewer required hours, estimated savings: CHF 10,000.
- Material savings: Avoidance of high printing and shipping costs, estimated savings: CHF 1,500.
If you’d like to present these figures internally, you’ll find specific points to help you make your case in the article ‘How to convince your managers to use an event management tool’.
Conclusion
The use of an event management tool offers numerous advantages and can significantly contribute to cost savings. From automating administrative tasks to efficient communication and data analysis – an event tool helps save time, money, and resources. Whether small or large events, the investment in an event tool pays off quickly through significant savings and increased efficiency. Do you regularly plan events? Then an event tool like Oniva is just right for you.
