Simplify Venue Sourcing, EventPlanning & Management
Developments in technology have had huge impacts on productivity, efficiency, process improvement, and spending in every industry in the past decade, and the events industry is no different. The way that event planners, vendors, and venues interact and operate has changed drastically due to advancements in project planning, procurement, registration, check-in, badge printing, attendee tracking, and data collection, just to name a few. One of the most important impacts technology has had for all of these stakeholders is enabling them to find one another, and align needs with services quickly and easily.
If you speak to any event planner they will typically tell you that the bane of their existence is the process they go through to research, contact, and secure their venues and vendors. It takes hours of research combing through hundreds of options, assessing whether they meet your needs, contacting them to discuss availability, comparing pricing, and negotiating contract terms. It can take weeks to do this for just one event, let alone if you have an entire portfolio to manage! That all seems very daunting, but don’t fret, technology is here to save the day.
For planners running large-scale events such as conferences and conventions there are some web-based platforms to choose from that offer solutions to some of these typically time-consuming processes. Through venue search engines planners can run targeted venue searches based on their criteria, submit RFPs, and organize their selection process. In some instances if they are lucky they have access to the right tools, which allows them to also compare pricing and bid sheets.
These issues become a bit more challenging when organizing events for the mid size events market whether social or corporate. Most of the web platforms touched on above focus on servicing large events and trade shows. This makes it difficult to target your search around more unique venues and venues that serve the midsize events market anywhere between 30 – 450 guests. In other instances you may need a caterer along with your venue, which adds an additional layer to your vendor search process. In this scenario you’ll be hard-pressed to find a seamless solution that offers all of the tools you’ll need. If you need to tie up the financial aspect of your events, you are even more out of luck. You may need to split your search, planning and management up among different platforms, which can add time and confusion to the process. This is exactly the need that we are trying to address with Umviia. Umviia is a one stop shop that simplifies and streamlines sourcing of venues and caterers while seamlessly integrating the event, spend and expense management functions of an organization.
As much as these platforms help make event planner’s lives easier, they are not the only stakeholders that benefit. Both venues and vendors also have a great deal to gain from using tech to source clients. These platforms allow them to reach their target market, gain insights on what planners are looking for, and streamline the RFP process on their end. They can also form partnerships to become a “featured” venue or offer discounting for anyone sourced through the platform. So, as much as these tools help planners, there are also strong motivating factors for vendors to join in as well.
Event planning consistently shows up in the top 10 list of “Most Stressful Jobs”, and although there aren’t lives on the line it can sometimes feel like there are. With so many different responsibilities and stakeholders to account for, it would be ill-advised to not leverage the current technologies that are available. They can help streamline your processes, keep you organized, and confirm that you’re getting the best price available. If you use them correctly you will see an immediate impact on the quality of your events and the ROI your company sees as a whole.