Centralizing Events: An Asset for Your Business

Centralizing event creation processes on an all-in-one platform has revolutionized how we organize events. The technical challenges related to this centralization are numerous and essential to understand in order to optimize our event logistics. Time savings, brand image, global team collaboration, process standardization, and compliance with laws and regulations... In this article, we’ll explore how centralization can be a valuable asset for your company through a few examples.

Optimize Your Internal Processes

By centralizing all the company’s events on an all-in-one event platform, you gain numerous advantages. This approach allows you to train teams on a common tool that facilitates communication and collaboration, using the same approach and methodology. Task management and decision-making are shared, especially since information and resources are centralized. This promotes seamless collaboration while limiting oversights and errors related to scattered information, poorly assigned tasks, or decisions based on outdated information.

Reporting is more accurate, allowing you to collect and aggregate more data. For example, it includes data entered by participants on forms, their attendance on-site or online, sessions they attended, communication campaigns they received, and even the channel through which they registered!

Did You Know?

EMS platforms, such as Eventdrive, offer full management of your corporate events. Tasks, budgets, roles, permissions, and decision-making are managed centrally, simplifying all logistical aspects so you can focus more on creating value. Moreover, event organization can be done by team or entity, no matter where your collaborators are located. Working together efficiently and productively has never been easier!

Centralize Your Events and Strengthen Your Brand Image

By using an all-in-one event platform, you ensure your brand image is maintained and that there’s consistency in the presentation of your events. By centralizing all your event sites, they can be designed according to your brand guidelines (typography, colors, logos, etc.). The visuals used will be stored in the same place, avoiding issues with file dispersal across different tools or systems. Thus, all communication elements, created using templates specific to your company, will have the same quality—from the "Save the Date" email to the post-event survey.

Additionally, design settings can be uniformly applied to all event sites, avoiding errors or inconsistencies due to different configurations. This way, you maintain impeccable visual consistency and add a touch of professionalism to your events.

Create a Better Participant Experience

Centralizing your event tasks in an EMS like Eventdrive will allow you to provide a consistent experience for participants from start to finish. You no longer need to use multiple tools such as a survey tool for registrations, a CMS for creating your website, an emailing platform to communicate with participants, or an external software to generate badges. All these tasks can be created and automated directly on Eventdrive.

With the platform:

• Guests register directly through the form integrated into your event website,
• They receive personalized communications and a link to generate their badge, customized using the email templates you created,
• They can access a mobile app customized with your company’s branding,
• And more.

By centralizing all these features on an all-in-one platform, you reinforce your professional image while offering a seamless experience for participants.

Reduce Event Organization Costs

Did you know that by centralizing all the necessary features on a single platform, you can achieve significant savings?

• By consolidating all functions on one platform, you avoid paying for subscriptions and recurring fees associated with multiple separate tools.
• By preventing information from being scattered across different systems or documents, you reduce the risks of errors, duplicates, and inconsistencies. This saves time and costs associated with correcting and resolving these issues.
• A centralized event management platform provides an overview of your expenses, making budget control easier and enabling informed decision-making. You can identify areas where savings can be made and optimize the allocation of your financial resources.

Optimize Information Collection for Business Purposes

By connecting to your CRM or marketing platform, the data provided by participants during registration or at the event is synchronized.

This makes the event an asset for enriching and updating contact data (prospects, clients, partners…). Check-in data can also be synchronized.

These details are automatically made available to the marketing and sales teams.

For event managers, event performance and strategy evolution can rely on consolidated, actionable data from one or more events. It’s also a way to take it a step further: a macro-level analysis by connecting the platform with a data visualization or business intelligence tool (via an API).

Secure Your Information

Centralizing events on an all-in-one platform provides a robust response to the security requirements of companies/groups. By consolidating all event-related data and sensitive information within a single platform, companies adopt a rigorous security standard to protect data and comply with the requirements of the Chief Information Security Officer (CISO) - security by design.

Event Management Platforms Offer:

• Role and permission management
• Enhanced authentication access for event managers and participants
• Control over data access, including sensitive information such as event budgets and personal data
• Security for your virtual and hybrid events
• Data encryption stored on the platform
• Control over data location

This secure offering has adapted to the challenges of the event industry. For example, Eventdrive provides security features specifically designed to protect sensitive data. We are committed to complying with GDPR regulations, and sensitive data is automatically deleted within 24 hours after the event ends.

Simplified and Consistent Management

As you can see, by consolidating all the necessary features within a single tool, you benefit from simplified and consistent management of your events, allowing you to save time, resources, and optimize your costs.

Moreover, this facilitates the collection and analysis of information, thereby improving your understanding of your target audience and the effectiveness of your marketing strategies. Centralizing event data also ensures the security of sensitive information and compliance with data protection regulations.

By choosing an all-in-one platform like Eventdrive, you can organize your events efficiently, professionally, and securely.