Event Management IDConference

Using the incorrect event technology (or none at all) has hidden costs

In the event industry, no one enjoys updating their event technology. Even if what you’re currently doing isn’t actually working for you, the idea of trying something fresh can be frightening when you’re used to doing things a specific way.

What has prevented event workers from switching to a higher position? Here are some of the causes:

  • required learning time for a new skill
  • the price of upgrading
  • inadequate support from the top

This post can assist you in getting unstuck if you’re feeling stressed out due to a lack of event planning support and these obstacles are also keeping you from being your most productive self. We’ll tackle each challenge head-on so you can convince others to grant you access to the resources you require.

Required learning time for new event technology

If you’re currently using multiple tools to handle landing pages, emails, and registrations, constantly downloading reports and updating spreadsheets, or spending a significant amount of time on customer support calls, your day is filled with repetitive tasks.

This time you invest in these activities will never bring you any returns, and what’s even worse, you’ll likely feel constant frustration knowing there’s a better way. When considering the hidden cost of sticking to the status quo, think of it as renting an apartment instead of buying a house.

Certainly, learning new software takes time. From the onboarding process to watching instructional videos or consulting knowledge bases and FAQ pages when exploring a feature for the first time, you’ll need to dedicate some time to familiarize yourself with the new system. However, the time spent learning is an investment. Once you’ve become proficient with the platform, you won’t have to go through the onboarding process again, and all the time you save becomes yours to keep.

Keep in mind that technology has made significant advancements, and there are many user-friendly and easily learnable tech solutions available. For instance, some enterprise customers of IDConference were able to launch multiple events worldwide within a month of joining the new platform.

Cost of upgrading

Naturally, the pricing of new event planning software will significantly influence your chances of obtaining approval. If the solution you’re considering costs more than your current expenses, you’re likely to encounter resistance. However, it’s important to recognize that the cost of inaction is actually more expensive in the long run.

The key is to focus on the benefits of the upgrade and how they result in savings. While you may be enthusiastic about features like event cloning, marketing tool integrations, enhanced functionality, customization options, or an improved attendee experience, you need to consider the following aspects to justify a larger initial investment to your boss:

  • Does the new event planning software replace any existing tools that you currently pay for?
  • Will automation capabilities allow you to handle more events, thereby generating additional revenue?
  • Can you reduce reliance on your marketing/design team, freeing up their time to focus on activities that generate leads?
  • Can you lower the fees per ticket charged by certain event tech platforms?

It becomes easier to argue for investing more in superior event technology when the return on investment (ROI) surpasses your current situation. Often, the ability to host just a few more events per year can offset any initial cost increase. By performing calculations and presenting the figures, you can make a much stronger case for upgrading your current event management system.

Inadequate support from the top

As mentioned earlier, presenting your argument for investing in improved event management tools based on time and cost savings is an effective approach to gain support from decision-makers in your company. Another strategy is to provide them with evidence of the platform’s success through results achieved by other businesses.

When well-known organizations have already tried the software you’re proposing and achieved tangible success, the perceived risk of change decreases. Instead of worrying about the potential cost of making a mistake, your boss will realize that inaction means missing out on potential revenue and other benefits, such as being seen as an innovator and change-maker within the organization.

Here are a couple of ways to incorporate social proof into your software proposal:

  • Include testimonial quotes from other corporate event organizers highlighting the time and cost savings they experienced. You can find these testimonials on the organization’s website or through comparison tools like G2Crowd.
  • Share case studies demonstrating how the event planning software positively impacted large-scale revenue.

By including social proof, you make it easier for your boss to align with your plan to upgrade your event technology.

Being an event planner can be a stressful job, with many uncontrollable factors such as vendors and deadlines. However, you can advocate for better resources and the ability to focus your time on the most important aspects. It only requires a dedicated focus on what matters most to your boss and an understanding that the cost of inaction far outweighs the potential risks of embracing new event technology.