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20 Time-Saving Benefits of an Event Registration Tool

You strive to plan successful events for your organization while also maximizing your time and resources. As demand grows for well-organized and innovative events, event planners face more pressure than ever. From researching venues and coordinating vendors to managing budgets and tracking the data, the process of event planning can be time-consuming and complex.

It’s no wonder the best event planners are always looking for tools and strategies to help them save time and accomplish more. Efficient event planning tools and technologies are essential, helping event planners meet goals, minimize errors, and focus on what matters most: delivering a successful event.

Let’s take a closer look at what effective event planning looks like, plus 20 ways you can save time — and accomplish more — with the help of the right event registration tool.

How Long Should it Take to Plan an Event?

The amount of time it takes to plan an event for an organization depends on various factors, such as the size and complexity of the event, the number of attendees, budget constraints, and the availability of resources. In general, it is recommended to start planning an event at least 6-12 months in advance to ensure a smooth and successful execution.

Your planning process might include managing several varying details, like:

  • Researching and selecting a venue
  • Determining ticket deals and packages
  • Marketing and promoting the event
  • Arranging for speakers, event partners, or entertainment
  • Designing the program and promotional materials
  • Coordinating with vendors and suppliers
  • Executing the event, including crow control
  • Evaluating the outcomes

For smaller events, such as team meetings or small-scale networking events, the planning process might only take a few weeks or months. However, larger events — such as conferences or corporate retreats — usually require a much longer planning period, often taking up to a year or more to plan and execute effectively.

Is Event Planning a Hard Skill?

It takes specific knowledge, training, and expertise to successfully plan and execute events. Event planners need to have strong organizational and time-management skills, attention to detail, and the ability to think creatively and problem-solve under pressure. They also need to have excellent communication and interpersonal skills to collaborate effectively with vendors, suppliers, and attendees. Additionally, event planners must be able to manage budgets, negotiate contracts, and stay up-to-date on industry trends and best practices.

A successful event planner is someone who can balance these skills and traits to create memorable events that meet the goals of their organization. Utilizing the right event planning tools will give you a huge advantage, helping you save time and increase attendee engagement.

20 Ways an Event Registration Tool Helps You Save Time

There are many ways event registration tools can help you streamline the planning process and improve your event management capabilities. Here are 20 time-saving benefits you can experience by using the right ticketing and registration platform.

  1. Automated registration saves time and reduces manual errors by sending easy-to-use QR codes right to the email of attendees.
  2. Event registration tools provide quick access to attendee data in one place.
  3. Real-time reporting helps you track attendee data, registration progress, and feedback to make improvements on the fly.
  4. Automated confirmation emails keep attendees informed so they feel confident they are fully registered for your event.
  5. Customizable registration form templates streamlines setup and allows for the flexibility you need to create a variety of tickets for your event.
  6. Easy attendee data management provides instant updates and control so you can answer questions or help guests quickly.
  7. Customizable branding means you can use existing templates to quickly add your colors or logo so your event website reflects your organization’s identity.
  8. Scheduled email reminders enhance the attendee experience by helping your guests stay on track without requiring manual intervention.
  9. Online payment processing helps manage finances and makes it possible for guests to quickly register or buy tickets at any time, night or day.
  10. Virtual registration and check-in speed up on-site ticketing, reducing wait times, bottlenecks, and lines that tend to occur at the point of entry.
  11. Multi-currency support and international payment options save time and hassle when planning global events.
  12. Badge printing can be automated to help save time and eliminate manual errors.
  13. Mobile-friendly features enable attendees to register and access their accounts from anywhere on any device.
  14. Secure data encryption helps you stay compliant with data privacy regulations.
  15. Attendee tracking and analysis tools provide valuable insights to improve future events.
  16. You can use automated follow-up emails and surveys to enhance attendee engagement and increase your awareness.
  17. Easy integration with third-party tools — like your CRM, payment processing tools, and marketing automation software — makes it possible to do even more without wasting time switching between platforms or combining data.
  18. Control over refund and cancellation automation helps you save time by avoiding the need for manual intervention.
  19. Customizable reporting features make it possible to instantly provide valuable insights to specific team members (like allergies or shirt sizes) and automate regular report updates.
  20. Easy-to-access attendee data means you can skip the time-consuming process of creating and updating a spreadsheet.

Get in touch with Brushfire to see how we can help you save even more time with personalized attendee support, building an Event App, or custom seating charts!

Choose the Best Event Registration Tool

Don’t let the details of planning swamp your event’s potential.

If your event registration process is slow or lacks transparency, it’s time to make a change. Brushfire offers crucial features to help you save time and meet key objectives, like customizable registration pages, automated confirmation emails, ticket scanning, attendee tracking, and robust reporting. Use Brushfire to adjust your strategies according to real-time insights and data. 

Are you ready to benefit from a time-saving tool designed for event planners? Watch this quick demo to learn more about how you can streamline your strategies and provide a smoother experience for your attendees.