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Unit 8: Collaborating on Event and Contact Management

advantage of the benefits of automation and event technology to help stay afloat. Increasing Notes
efficiency and reducing the cost of hosting events is helping to increase the return on investment
provided to both the event company and to the delegates attending.
A cloud based event management solution offers the opportunity for event managers to manage
event teams and service delegate and booker requests, from any location at any time. At the
same time, event promotions, bookings, cancellations and updates can also be undertaken using
the internet as the key delivery vehicle.
From the event managers point of view, event management software on the cloud will take care
of high volumes of outbound transaction (email newsletters, invitations, etc.) and inbound
transactions (event bookings, modifications, cancellations, etc.), saving time and money, whilst
giving delegates a smoother and improved experience.
From a management point of view, a cloud based event management solution provides the
mechanism to be in real time control of all of events activities – event managers are able to get
an accurate view of the state of active events, what stage particular event marketing campaigns
are at and the feedback being received on your on-going events program. Third party
partners – trainers, speakers, sponsors, caterers, venue managers, etc. – can also be granted easy
access in a secure fashion, to the event related details that they need access to and can respond to
any event changes that affect them, again on a real time basis.
Having a cloud based event management solution in place opens up significant opportunities
for integrating the solution with complimentary applications and solutions both internally and
externally.

Example:
Internally

Finance applications
Customer and contact management solutions
Externally

Partner websites
Third party online payment providers
Social networking environments
With a cloud based event management solution, the management of events becomes wholly a
business issue with the IT issues being handled by the cloud application provider. The availability
of the events management solution, the backing up and securing of data, as well as the scalability
of the solution in times of peak activities are all handled, transparently, by the cloud application
provider.

Self Assessment

Fill in the blanks:
1. Event software should seamlessly ………………. with your existing website without the
need to re-design or re-brand.
2. Event management software should allow event managers to create a fully customizable
online booking form capturing the most relevant information from your ………………...

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