Event automation is revolutionizing the way event planners coordinate and communicate with stakeholders, essential for seamless event execution. The event management software market is projected to grow at a CAGR of 10.24% between 2024 and 2029, with an estimated value of USD 13.01 billion in 2024 and USD 21.18 billion in 2029.
India’s event management industry, with a market capitalization exceeding $3 billion, is experiencing rapid expansion. This growth is fueled by factors such as increased disposable income, heightened demand for events and the growing prevalence of corporate gatherings. While automation in event management may entail a learning curve and initial investment, advancements in automation technology have made the process more efficient and streamlined than ever before.
JTB India is at the forefront of embracing event management automation, offering the intuitive and user-friendly platform, JTB Connect. This unique tool provides stakeholders with a customized portal, facilitating easy access to essential information and streamlined task management. With JTB Connect, event planners feel empowered and in control of their events.
For event planners navigating the complexities of event coordination, leveraging the opportunities presented by automation is crucial. This blog post seeks to define automation and explore its primary benefits in event management. Let’s delve into the details.
What Is Event Automation?
Automation executes tasks with minimal human intervention. It executes tasks using software, technology and artificial intelligence. This initiative’s primary goals are to optimise tasks and minimise labour-intensive requirements. It increases the productivity of the whole event. In event planning, automation pertains to using digital tools.
It oversees tasks before they are executed manually. However, JTB India understands the importance of data security in event management. It has implemented robust security measures to protect your data. Moreover, it ensures your event planning process remains efficient and secure.
This approach helps event planners, venues and stakeholders focus on planning and innovation. However, mechanising repetitive and time-intensive tasks. RSVP cards and handwritten guest lists have changed event preparation.
Since the start of digital technology, the event industry has adopted various tools to expand its capabilities. However, the seamless incorporation of automation has boosted the event planning field.
Benefits of Automation in Event Planning
Considering that 67% of the buyer’s journey is now conducted digitally, event marketing is crucial for assisting event coordinators, businesses and organisations in determining your capability and services.
Email marketing, social media and 3D floor ideas can be automated. It enhances an important element of your promotional efforts. Here are the main benefits in which event automation plays a vital role.
1. Automating Event Management Tasks
The duration of time devoted to manual processes in event planning collects rapidly. To this end, event experts are replacing centralised and automated technology solutions. It is helpful for spreadsheets, sticky notes and laborious procedures. This saves time and reduces costs, making event planning more efficient and cost-effective.
2. Faster Processes
Event management often benefits from feasibility, especially for time-consuming activities. Automating manual chores provides flexibility. It allows you to focus on the event and attendees’ experience.
3. Capture Business with Interactive 3D Floor Plans
Before contacting your sales team, event coordinators conduct an online venue investigation. The 3D floor plans assist them in visualising how their conference would work on your site.
Set an email list of engaged event coordinators before the busiest season or whenever you enhance your venue spaces. Moreover, you also need to set up automated email processes for them.
4. Gathering Leads
Companies need help demonstrating the quality of event leads when looking for leads. It computes the value of in-person interactions and protects data privacy. Lead-gathering opportunities include product presentations, trade fairs and networking events.
Implementing a digital lead capture solution and integrating the data into an established CRM tool. This will enhance the efficiency of marketing and sales processes. It also contributes to the production of more profitable and effective events.
5. Personalisation
One of the most notable benefits of automation is its capacity to tailor and individualise the event experience.
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Tailored Experiences
Automation tools enable event organisers to create unique experiences for each visitor. From personalised agendas to customised event materials, each attendee feels special and valued. This level of personalisation can spark excitement. Event planners and attendees alike anticipate it.
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Dynamic Content
Automation tools can modify dynamic content and presentations in response to real-time data. This enables presenters to adapt their presentations in response to inquiries and interest from the audience.
6. Venue Sourcing
Selecting the appropriate location is crucial in event planning. The automation streamlines this process by verifying that the chosen venue meets the event’s needs.
Automation tools can assess an event’s capacity and location. It facilitates generating a curated list of suitable venues. This streamlines the venue selection process by reducing the need for time-consuming manual analysis.
JTB Connect is a platform where you have to fill the budget. According to the budget, this tool selects the best vendor and venue per your business needs.
Once the venue has been chosen, JTB India’s automation tools can be used to give event planners. It gives information on contract modifications, pricing adjustments and venue availability. It enables them to make informed decisions at all times. Its technology network is tailored to the needs of venue owners and operators. This includes tools to optimise venue operations and handle event scheduling and vendor management.
7. Track Room Inventory Data
On the back end, this lets you plan staffing for busy times. By utilising an appropriate system, one can personalise registration pages and gather data for ensuing business development, cost reductions and revenue boosts before and after the event.
8. Unlock Better Room Block Management
There is more to say regarding room block management, so we are giving an additional letter to the subject. Reservation errors caused by human error result in unhappy attendees. Who desires that? The desired capabilities include the capacity to monitor additional reservations and guest attrition across numerous hotels and events.
Moreover, it retains ownership of room block data to reduce the need for extended hotel mails, improve oversight of room list errors, manage room lists and generate real-time reports, personalise booking sites for each event to manage set-up and inventory and enhance attendees’ experiences through the provision of high-quality venues and empowered booking. For that, event management automation exists.
9. Compete Smarter for Group Sales
Group sales are highly competitive in the meetings and events industry; therefore, hotel CRM software that supports lightning-fast responses to RFPs and automatically scores leads is essential for attracting and retaining clients. Room block management systems facilitate monitoring availability and stock at multiple hotels through a centralised interface. The following are some advantages of this category of event automation software:
- Market and distribute accommodation enhancements, packages, extended stays and amenities.
- Integrating real-time updates into your revenue management, distribution, sales, catering, central reservation and property management systems can mitigate errors and optimise time utilisation.
Assist event coordinators in flawlessly uploading room block lists, mitigate attrition risk and ensure visitors reserve accommodations within the designated block.
10. Marketing and Promotion
Successful promotion and marketing are vital for achieving any event. Automation improves the precision of these endeavours.
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Social Media Management
In the days before an event, automated social media scheduling and publishing tools assist organisers in maintaining a consistent online presence. This ensures that promotional content is delivered precisely when and to the intended audience.
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Targeted Marketing
Event automation tools enable event organisers to deliver marketing messages tailored to the intended audience by segmenting the visitor list according to various criteria. Ensuring that each visitor is provided with relevant information and offers enhances the probability of attendance.
11. Pre-booking
Meeting with suitable individuals at an event is crucial. Advice for organising events: By pre-reserving them through event management automation, you can facilitate meaningful connections among all attendees and increase engagement among consumers, prospects, employees, sponsors and exhibitors—schedule meetings with prospective and existing clients before leaving for a trade show. Increase engagement with critical consumers and prospects while decreasing no-shows through appointment scheduling in advance.
12. Facilitates Cashless Transactions
Implementing automated payment systems simplifies and improves event management efficiency. By enabling individual payments to be processed with one click, this technology reduces the chance of errors and frees up time for event employees.
Additionally, integrating Bluetooth beacons enables event organisers to provide attendees with identifiers. The devices have digital wallets and critical access permission data, facilitating electronic transactions. Furthermore, event vendors have implemented QR codes to display their menus on mobile devices, enabling ordering for those who cannot be reached.
13. Tracking
At this stage, the event has concluded. 10% of your attendees took the time to complete the survey. Then, uncertainty remains to be made about whether sessions were practical. On-site, what grabbed the interest of your attendees? Transform your events into more analytical ones by reducing uncertainty about attendance and attendee views.
When events make more money, tracking attendance helps you learn more about how attendees experience the event. It also improves consumer insights and increases ROI. It contributes to producing more engaging and cost-effective events.
14. Time and Cost-effective
Would you prefer to pay each vendor separately if you bought various event tools, such as registration and ticketing? You spent all your money and time on different tools for events.
These tools include registration and ticketing. You should also have every tool available in a single location as part of a fixed-price integrated bundle.
Event automation accomplishes precisely. A loyal companion remains by one’s side, conserving time and money. Customising and adding data to a predefined format is more efficient than manual coding, which is time-consuming. You can divide time into preparing other critical aspects by delegating the necessary tasks to the software.
15. On-Site Event Management
No “easy” event exists, regardless of size, workplace proximity or difficulty. The thing you want after arriving on-site is for your invisible workload effort to be wasted. You can concentrate on delivering profitably. You can engage in events by utilising on-site event solutions. It includes;
- Mobile event applications
- Automated check-in
- On-demand badging
- Attendee monitoring
- Lead capture
- Reporting capabilities
This will help you to relieve the anxiety associated with negative attendee experiences.
16. Post-Event Analysis
The value of event automation continues beyond the conclusion of the event. Collecting feedback and conducting post-event analyses are vital for continuous enhancement.
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Surveys and Feedback
After the event, organisers will distribute feedback and survey forms to attendees and guests. The information gathered from the collected data offers significant insights. It informs future event planning and improvements.
One instance of an acknowledged platform for producing and disseminating automated surveys and feedback forms is JTB India. Utilising the feedback collected by attendees and visitors after the event enables event organisers to implement data-driven enhancements for the next events.
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Performance Metrics
Automation tools can compile performance metrics. It includes attendance rates, engagement levels, and return on investment. This information gives event organisers insights into the event’s success. It also provides the areas requiring improvement.
Event organisers can utilise the automation functionalities provided by JTB India. It is a well-established marketing and customer relationship management platform. It monitors attendance, engagement, and return on investment (ROI). They can get practical data to test the event’s success and develop improvements.
Wrapping Up
The continuous development of automation technologies has created a future of infinite opportunities in event management. By adopting revolutionary tools, event organisers can access new opportunities. The organiser will provide attendees with extraordinary experiences.
JTB India provides responsive tools that enable you to optimise lead prioritisation, expedite customer outreach and enhance performance. It promotes your venues with keen interest to corporate buyers and event coordinators.
