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Event management FAQs

Get answers to your questions about event management software, event marketing, event orchestration, Bizzabo software, and more.

Event management software

Event management software helps individuals and organizations plan, manage, and execute events more efficiently. Event management platforms typically include online registration and ticketing, attendee management, event scheduling and agenda management, event marketing and promotion tools, communication tools, and reporting and analytics tools. Some event management software also includes features such as sponsor and speaker management, website building tools, video production tools, and more.

Event management software is useful for various event types and formats, and the best event platforms offer an all-in-one solution so you can do it all in one place. Event software helps event planners streamline their efforts, save time and resources, and, ultimately, create more successful events.

High-tech event wearables are badges or other items that help event organizers gather attendee behavioral data. Bizzabo’s Klik Experiential SmartBadge™, for example, is innovative wearable technology that offers the following benefits:

  • Attendees can check in to sessions, download content, and optimize networking capabilities by exchanging contact information with exhibitors and other attendees with the click of a button.
  • Exhibitors can capture, access, and use simplified, robust lead retrieval through seamless interactions.
  • Event organizers can capture unparalleled attendee behavioral data through passive tracking and streamline session management by leveraging data to make in-the-moment decisions and adjustments.
  • The events industry gets an enhanced path to sustainability, eliminating unnecessary paper items and shipping because SmartBadges are reusable, allowing badges returned to Bizzabo to be reset and recycled as needed.
  • Attendees and organizers get peace of mind with data privacy because no personal information is stored on SmartBadges.

Event planning and orchestration

Your event planning checklist will vary depending on whether you’re planning a virtual, in-person, or hybrid event. Generally speaking, your checklist should have these high-level key steps:

  1. Set your event goals, theme, and budget.
  2. Set your event date, location, and format.
  3. Create your overall event plan (speakers, content, run of show).
  4. Create your overall event marketing and go-to-market plan.
  5. Launch your event website and ticket sales.
  6. Execute your event.
  7. Evaluate success and debrief your event.

But if you’re looking for detailed event planning checklists, download one of our many event kits to get comprehensive “planning an event” checklists.

Return on event (ROE) is a measure of event success used to evaluate the financial and non-financial benefits that an event delivers. ROE is calculated by comparing the investment made in the event (e.g., the cost of organizing the event, marketing, venue, etc.) with the return generated (e.g., revenue, sales leads, brand awareness, etc.). The higher the return on the investment, the higher the ROE.

You can use ROE to assess the success of an event, identify areas for improvement, and inform decision-making for future events. By measuring the success of an event, you can evaluate the effectiveness of your strategies and tactics, and make data-driven decisions to improve the return on investment for future events.

The success of your event can be determined by your audience engagement strategies and overall audience engagement, which refers to the active participation of attendees and their overall satisfaction with the event. Depending on the nature of the event, there are various ways to measure engagement, including the following:

  • Attendance at sessions
  • Duration of attendance
  • Meetings booked and attended
  • Participation in polls
  • Reaction to chats using emojis
  • Networking connections made
  • Social media shares
  • Participation in chats
  • Adoption of event apps
  • Satisfaction surveys

It’s crucial to have engaged attendees since they are more likely to have a positive experience at your event. You don’t want attendees who are passive and disengaged. To ensure engagement, your event should have exceptional content and clear opportunities for attendees to participate actively.

The net promoter score (NPS) starts by asking the following question: On a scale of 1-10, how likely is it that you would recommend this event to friends?

  • 9-10: “Promoters” who will act as loyal enthusiasts for your event brand 
  • 7-8: “Passives” who are satisfied attendees but are still vulnerable to competitive offerings 
  • 0-6: “Detractors” who risk damaging your event brand through negative reviews 

Then, you calculate the NPS by subtracting the % of detractors from the % promoters. This score is a key indicator of how much value your event brought to attendees, which all major stakeholders will want to know.

Marketing a conference — whether virtual or in-person — is a huge undertaking, but with the right tools, templates, and kits, you’ll master how to market a conference in no time. Check out our resource center and the Bizzabo blog for all the event marketing templates and articles to help you promote and market your next conference.

Virtual conference and event software

Video conferencing allows people in different locations to communicate with each other in real-time using digital video and audio connections. It enables participants to see and hear each other as if they were in the same room, making it possible to conduct virtual meetings, webinars, training sessions, and other collaborative activities.

Some video conferencing platforms offer features like virtual backgrounds, whiteboards, and file sharing to enhance the experience. Video conferencing offers a convenient and cost-effective way for people to connect and collaborate from anywhere globally, making it an essential tool for individuals and businesses alike.

A virtual meeting is similar to a video conference in that it allows people in different locations to gather in a digital environment rather than in person. Virtual meetings often use software that allow attendees to react to the conversation, chat, ask questions, and more.

Virtual meetings can be organized in many formats, including 1:1 meetings, small group meetings, and large-scale webinars. They are commonly used in business settings for remote team collaboration, client meetings, and conference calls. Virtual meetings can also be used for educational purposes, such as remote learning and online training.

Some of the most popular virtual meeting platforms are Zoom and Google Meet. For virtual conferences, there are dozens of different platforms to choose from that are more powerful and engaging than ever — like Bizzabo’s all-in-one Event Experience OS.

Bizzabo offers a range of features for more meaningful online meetings and video conferences: a virtual event venue, Q&A, polling, customizable chat channels, audience reactions, virtual applause, and AI-driven networking to help you deliver more memorable, engaging event experiences. Want to learn more about virtual platforms?

Here are just a some of the benefits of taking your event completely virtual or at least offering a virtual option as part of a hybrid event: 

  • Expand reach: A virtual option takes away barriers to attend, whether those are financial, logistical, or something else. 
  • Enhance safety: Many people will never be comfortable attending huge in-person conferences again. Offering a virtual option lets anyone and everyone attend no matter their level of comfort. 
  • Increase sustainability: Going virtual or hybrid lowers your environmental impact because you get rid of air travel, ground transportation, food waste, hotel use, swag bloat, and more. 
  • Prioritize accessibility and inclusion: Virtual and hybrid events ensure people of various socioeconomic situations can attend. It also gives you the option to include captions and other features that create an inclusive experience for people of all abilities. 
  • Better data: Virtual experiences mean endless data — from what sessions were most popular to how long people watched to how many people clicked on exhibitor booths, and more. 

Bizzabo event software

Bizzabo’s event management software is built for every event type and format and for events of all sizes. We got our start in in-person events more than a decade ago and were the first event technology company to launch virtual event software when the COVID-19 pandemic shut the world down. Since then, we’ve continuously improved on our in-person, virtual, and hybrid event technology options. Want to learn more?

Yes! Bizzabo offers a suite of onsite event services, from badge printing and the DIY BizzaBox to fully loaded onsite support services. Bizzabo also offers high-tech event wearables — aka SmartBadges™ — as part of our Klik Experiential onsite offering.

Bizzabo is a top competitor to Cvent. You can learn more about how Bizzabo stacks up as an alternative to Cvent on our comparison page.