event-reporting

Making the most out of your event database is impossible if you don’t have the right tools at your disposal. Without a sophisticated event database management system, your guest list will remain an untapped source of rich data, leaving you with a fractional understanding of your target market.

Being able to mine this data from your guest list is crucial – not just for event management, but for customer relationship management too. In fact, your whole marketing strategy stands to benefit from a user-friendly interface that provides you with invaluable data about your target market. Events built around this information become strategic marketing affairs that successfully garner brand advocacy and engagement.

In short, an event database is an invaluable source – and if managed correctly – can elevate your entire marketing campaign to one that provides your customers with relevant, engaging content.

Many event managers mistakenly think of their event database as merely a list of names.

In actual fact, with the right guest list management software at your disposal, an event database can provide you with detailed information about every single one of your guests. In addition to names, surnames and contact details, you’ll be able to establish things like (depending on the event in question) dietary preferences, shirt sizes, place of residence, names of spouses and much more.

In addition, this information – sourced from online invitations – is therefore updated in real time. As someone accepts an invite, arrives at an event or sends you their dietary preference, your event database is instantly updated. What’s more, this information can be accessed from anywhere – making for streamlined, professional management of your event.

An event database that’s managed with the right software makes for superior events that are relevant to their guests.

Being able to create an event that’s tailored to your guests’ specific demographics is the difference between one that results in ROI, and one that leaves a company out of pocket. In addition, making use of a guest list management tool (like ours) allows you to conduct the RSVP process in the most professional way possible.

In addition, because this information is stored in such a way that it’s easy to extract, the next time you plan an event, this data will be readily available.

RSVP management software enables brands to gain insight into their target market via their event database.

Besides enabling you to create events that are relevant and as a result, highly engaging, an event database – when managed correctly – provides companies with pertinent information about their existing and potential customers. This crucial data gives you a deeper understanding of your customers, their specific demographics and their unique differentiators. Once you’ve garnered an all-encompassing picture of who your market is, and what they want, you’re able to tailor your events, as well as products, services and marketing campaigns towards them.

The right event database management system assists in better understanding your target audience, in a way that’s secure.

An event database contains highly confidential information about your guests, which means that the onus is on you to manage this data in the most secure manner possible. Our RSVP management software is certified by Thawte. This means that our server is secure, and uses a special signature with a security number that ensures our databases are safe from prying eyes.

If you’d like to elevate your events and your customer relationship management as a whole, speak to us today about our guest list management software that is helping brands like Nedbank, Adcock Ingram, Momentum Health, Jaguar and more to gain insight into their markets.

Image Credit: Champagne Info

The dreaded event report. It’s the least exciting task, but incredibly important nonetheless. Your event may have been a roaring success, but without a detailed breakdown of data, your clients won’t have a concrete idea of whether or not their function helped them to achieve their objectives.

Unfortunately, by the time an event is over, the last thing you feel like doing is sitting down to sift through reams of paper in order to collate one.

The benefits of an event report (for both you and your clients) are plentiful. The most crucial? Being able to determine whether all of your hard work and your client’s investment resulted in ROI. It’s imperative that you’re able to account for every cent, as well as justify why you chose to do X over Y. If you’re wondering what exactly an event report should entail, read on.

Accurate statistics about every single element of an event form the foundation of a comprehensive event report.

‘Guesstimates’ or approximations won’t cut it. Providing clients with insight into any event starts with the numbers. At the end of the day CEOs are only interested in the numbers. Your data needs to be extremely detailed, and should include information about every single aspect of an event. This includes the attendance rate, the number of no-shows, invitation open rates and bounce rates – to name a few.

An event report can never be too detailed.

If you’re already using event management software, make sure you’re using one that enables you to create event reports that contain information about every single aspect of your event. The RSVP Agency’s Enterprise solution includes event reporting capabilities that are far more thorough than if you were to attempt to collate this information manually.

One of, if not the most important inclusions in a report is a detailed breakdown of your budget.

If you can’t account for R5000 purely because you’ve misplaced the receipt for the bar service, your client is bound to be unimpressed. Any event report, whether for a team-building excursion or gala dinner, needs to include information about what was spent, and how. If you went over budget, you’ll need to provide the exact details on what the extra cash was used for.

You wouldn’t be able to have an event without any guests, so don’t underestimate their feedback.

In order to glean valuable insight about your guest’s impressions and experience, always include their comments and suggestions. (Collecting these in the first place via email surveys should be a pre-requisite) This will enable you to identify areas that can be improved on, and notify you about aspects that you might not have deemed important. (For example, if guests complain that they didn’t like the fact that the bathrooms were unisex, or that the music was too loud.)

At the end of the day, clients want to see if the money they spent on a guest was less than, equal to, or more than the money a guest spent with their brand. Ultimately, comprehensive event reports, like those included in our bespoke RSVP Enterprise software, need to be compiled with adequate attention to detail in order to ensure that you and your clients know exactly how successful an event was – on all fronts.

Image Credit: Bleacher Nation