rsvp, check- in, app and more: samaaros all in one event management software for large scale tech summits
How would your attendees feel if they reached an event venue and were greeted by complete chaos? Remember, you don’t have event registration software to make life easier. The first thing they see is long lines snaking around the badge counters, followed by badges disappearing mysteriously. As they move away from the registration pandemonium, they watch speakers being swapped, apps getting overloaded, and websites that take forever to go live. Even after the event ends, they get no respite from the nightmare. They get bombarded with feedback emails. They probably wouldn’t attend this organization’s event again.
Managing a successful large-scale tech summit is nowhere close to easy, and if you are not using an event management software, it comes with a lot of challenges:
· Right Technology for the Right Format:
Certain events need certain technologies. Without these in place, the event will be in chaos. A tech summit must have tickets, badges, and QR codes along with strong networking facilities and reports. A big conference should have ticketing and registration capabilities. On the other hand, big exhibitions and trade shows need exhibition and sponsorship management functionalities. Having the right technology in place can make or break your event.
· Technology Integration:
Your job doesn’t end with selecting the technologies that you will use. You’ll need to combine them with the knowledge sharing, networking, and entertainment that takes place at events. You might want to provide live chats where attendees can share their opinions with one another and payment gateways that let them make purchases conveniently.
· Ease of Use:
Not all B2B conference organizers have a strong technical background. Implementing and using complex event management software can be challenging, and finding staff with the necessary expertise can be costly.
· Security Concerns:
Data security is paramount, especially when handling sensitive attendee information. Organizers need to choose tech solutions with robust security features and ensure they comply with data privacy regulations.
It is possible to provide your guests with a smoother event experience and save costs at the same time. What you need is a streamlined solution that automates your tasks. Ideally, a single platform that takes all aspects of event management off your hands.
The All-in-One Event Management Software for Tech Summits
Samaaro has the perfect all-in-one event management software for organizing big tech summits. You can effortlessly create your event websites, streamline ticket booking, and get valuable data insights. Read on to learn more about what the software has to offer:
· Effortless Website Building:
Your website will be fantastic if you can showcase your event’s details, schedule, location, and gallery. Even more so if you can use other features like social media integration, and a seamless transition to payment gateways.
Samaaro’s dedicated event website builder has everything you need to build a completely personalized website! It has multiple customizable features that make content creation and branding simpler. You can select from a wide range of pre-built templates, color schemes, branding elements, and SEO tools. This way, you can reach a newer audience and meet your event’s diverse requirements.
· Streamlined Registration & Ticketing:
When you conduct large-scale events, it’s important to keep the guests moving. They don’t want to be stopped multiple times and asked to register, produce their ticket, or confirm their seating and VIP access when all they really want to do is get on with what they came there for.
Samaaro’s event registration software is your all-in-one toolbox! It handles both free and paid events, with different ticket tiers like Standard, VIP, and Platinum, each offering exciting perks. You can create special registrations for VIPs and speakers, customize forms, even set up discount codes, all from one central hub. This way, you can manage any event type with ease, leaving you free to focus on what matters most – creating a fantastic experience for your attendees.
· RSVP Management Made Easy:
We understand planning a large event can be stressful! Uncertain guest numbers can make budgeting for things like catering and parking a guessing game. You might also want to personalize the experience by offering goodies or food options based on preferences.
Samaaro helps you gather this information smoothly. Our system lets you create a custom RSVP form with questions about attendance, parking needs, shirt sizes, and even dietary restrictions – all the fun stuff that makes your event special! You’ll have a clear picture of confirmed guests, those who haven’t RSVP’d yet, and the total expected attendance. Plus, Samaaro automatically sends out confirmations and reminders to keep everyone on the same page. Less stress, more fun – that’s the Samaaro way!
· Seamless Check-in & Badge Printing:
Long winding lines at the entrance do not paint a pretty picture when it’s not for food. Nor are they a good way for guests to check-in or collect their badges. So, you could either assign your staff to the check-in counters, print badges manually, and increase the length of the queues. Or you could send a QR code to each guest, let them scan it before entry, and speed up the entire process of printing badges. The choice is yours.
Samaaro streamlines check-in with personalized QR codes that attendees can conveniently access through email or WhatsApp. No more waiting or last-minute badge printing. You can even create custom badges for different access levels, adding an extra layer of organization. To make the check-in experience even smoother, Samaaro provides an event registration software that lets the speakers avoid the crowds and ensures they feel valued. With Samaaro, a seamless entry process and happy attendees are just a scan away!
· Engaging Attendee App:
How do you point out the most engaged attendees? They are the ones that use interactive features like live polls, real-time updates, and venue navigation. You won’t believe how engaging a mobile app can be. It lets your guests access the entire event schedule on their mobile and network with other attendees.
Samaaro’s customizable attendee app is a notch better. With it, you can enable your guests to network using messaging tools, interact in Q&A sessions and polls, and receive important information through notifications.
· Event Marketing & Communications:
It’s when you nurture something from infancy to maturity that you get the best results. The same applies to your potential attendees. You need to draw them into the funnel and make sure they improve your conversion rate.
Samaaro has dedicated speaker and sponsor management functionalities that let you run marketing campaigns to promote high-profile speakers. You can also collaborate with sponsors to conduct activities that encourage attendees to stay engaged during the event. Continuous improvement is key to a successful event, so you can use the event management software to send surveys and collect feedback from the attendees.
· Powerful Integrations:
Big tech summits require event organizers juggling a lot of tools. Wouldn’t it be great if everything worked together seamlessly, and you just had to oversee one platform that does it all for you?
Samaaro integrates seamlessly with your existing favorites, like CRMs, email marketing platforms, and survey tools. This means no more jumping between different systems and spending hours on data entry. Samaaro centralizes everything in one place, so you can manage
registrations, send targeted email blasts, and gather feedback – all without the hassle! Focus on creating an amazing event experience and let Samaaro take care of the busywork.
Conclusion
Change is the only constant, so if there is a way to improve your future events, it’s best to follow it. Reinforce your brand identity throughout the summit with Samaaro’s event management software and your guests are going to remember your event long after it is over. Start your free trial immediately and get organizing amazing events.
