Organising an event will never be easy, as each and every detail has to be in check for the perfect event. Luckily, the latest technology offers new opportunities for event management and execution. As such, there are now thousands of mobile event planning apps that are available to make your life easier.
You get the idea now, don’t you? It can get tiresome to have to constantly switch between different mobile apps to get things done when there are just so many things to keep track of.
We will delve deeper into event management apps and learn more about them in this article, including what event management apps are, why you should be using them and what to look for when selecting one. If you are spoilt for choice on which mobile app to pick, we have also compiled a quick and easy infographic for you to refer to!
The people at Team BAWE have gathered eight of the most efficient event planning apps Malaysia and created the infographic below detailing all of their features. The apps listed below are the top in their class and a must for any event planner or organiser. Let’s take a look!
This writing and infographic is produced our friendly friend, Jason from Black and White Events.
What are Mobile Event Apps?
Mobile event apps are mobile applications that are integrated with a current event, providing information and a platform for communication between multiple different involved parties. Installed onto your mobile devices (such as smartphones or tablets), early mobile event apps were indeed purely used for event management, meant to be used by event organisers to keep everything important under one application.
- Free Apps with Comprehensive Functionality
Event planning apps combine the functionality of multiple other apps that is most important to event management. They can help boost you and your teams’ productivity and efficiency, improve time management and reduce costs, as they are absolutely free. Yes, many of these apps are free of charge and yet help tremendously in event management.
- Mobile Event Apps As A Need
The industry has been beginning to understand the power of mobile event apps in engaging with their audience and enhancing their event experience. Nowadays, any major event will have its own mobile application as organisers understand the investment for an app is worth the costs. The need for virtual events in COVID-19 times further drives up the needs for an event application.
Why Event Apps?
In the digital era, the workload has increased exponentially as newer technology presents new challenges that event organisers have to face. Hence, with the right event apps, they can help combine everything that is important to you as an event organiser. They help you stay organised and productive throughout your workday. In addition to that, mobile event apps have become more popular recently due to many other reasons:
- Access to invaluable data that would otherwise be difficult to obtain
Any business worth its salt understands the essential role of facts and figures that can be analysed. The use of an application can help track and trace important data relating to the event. Need data on real-time ticket sales or social media statistics from multiple platforms? What about financial figures at the end of a project? Event planning apps can give you that and more with a press of a button.
All these data can be used to set goals and benchmark your teams’ performance across different projects. Analysis of the data can reveal shortcomings and areas that can be improved upon in the next event. As they say, the first step in fixing a problem is knowing you have a problem in the first place!
- Enhances participants’ experience
When apps are used in events, they allow a more personalised experience for the participant. They can act as a map to the venue. Besides that, they can set up their own schedules ahead of time from the event’s agenda and be reminded before it begins. No more late attendees!
Having a digital app also avoids the problem of mistakes and errors in print. Last-minute changes to schedules and venues? Your participants will now be aware of this as soon as you update the information in the app.
- Improves networking among participants
A major factor for why people join events is to connect and meet up with others who share the same passion or expertise. Events gather like-minded people and it is vital that your participants can easily maintain the connection long after the event is over. A common problem with events is that attendees forget to share contact information with each other.
Event apps that are integrated with social media are the perfect remedy for this headache. Participants can link their social media accounts and find other participants easily through the app. It encourages even the shyest of attendees to grow their network and meet new people.
- Increases monetisation of the event
It goes without saying that a well-executed event will improve your financial standing. Proper marketing and advertisements will increase exposure and thus attract more people. The use of an event app definitely helps run things smoothly, but there is another way an event app can increase cash flow to the event.
This is the data that you can obtain from the app, which can be used to persuade sponsors and investors to your event. Key performance indicators are vital to their decision making and facts and figures help back up your claims of accomplishments.
What Should I Look For in An Event Management App?
With thousands of event planning apps in the market, which one should you go for? Well, the answer depends on what you are currently looking for as there is no universal app that can solve all your problems immediately.
What does your team require? Is it mainly event management as a whole or more specialised apps for financial or social media management? Such questions will help you decide on what apps will benefit you in your event planning.
However, any app that you choose should have a few basic requirements that act as a threshold for a good event app:
- Networking Tools
Communication is key when dealing with events. The app you choose must always have a way to contact your team members easily and securely. A more advanced app may even offer integrated communication between you and other event stakeholders, whether it be the sponsors or even the participants themselves. Being able to connect with others is a bare minimum for an event app.
A good event app should always be integrated into other systems that you and your team are currently using. In other words, the app should not be standalone but rather part of a larger network to help you achieve your goals. Updates to one system must automatically be reflected on the other as soon as possible. This not only saves time and money but also prevents any mixups and errors due to conflicting information.
- Data Management Tools
Another point to consider is the extent of data collected from the app. Data collected through the use of the app should be analysed for future decision making. However, if the data collected is a jumble of nonsense, it would take a longer time to analyse the collected data. A good app should have proper data management and presentation tools to facilitate data analysis.
- Simple and Intuitive Interface
Finally, one of the most overlooked aspects when choosing an app is its user interface. A simple, clean and intuitive interface will truly increase the usability of the app. Good design is about the little things that most of us never notice. A well-designed app helps smooth out your workflow and keep your mind at ease. A simple tip is to make sure all the important features are prominent and easy to access.
Additionally, keep in mind that some of us might not be as tech-savvy, so a good interface is important to guide those who have difficulties using these apps.
Wondering Which App Best Suits Your Needs? Here’s a breakdown for you:
From photography to social media, emails to seating charts, when it comes to event planning, there is a lot to manage! Every detail requires your undivided attention, and when time is of the essence, sometimes minute details can be overlooked. Although being an event planner nowadays is difficult, luckily there are now thousands of event apps available that are designed specifically to make your life easier (and less stressful!).
Although there is still a lot of work that needs to be done, these apps will help you manage your workload with more efficiency and sometimes, at a faster pace. When it comes to planning an event, every minute counts so how will you know which apps are worth investing your time in and which apps are unhelpful? Customer reviews are extremely useful on Google Play and IOS online stores, but with so much choice, how do we know which ones are the best for our needs?
The people at Team BAWE have gathered eight of the most efficient event planning apps in Malaysia and created the infographic below detailing all of their features. The apps listed below are the top in their class and a must-have for any event planner or organiser.
- Features, highlights, specialisations (existing infographic)
Gain an Edge Over your Competitors with These Event Management Apps
Event management apps are part of the future of event planning. They help fill a niche that has largely been left alone with the increasing popularity of mobile devices. Adding event apps to your arsenal for event management is a surefire way of improving your performance. Utilize them and you might find yourself ahead of the competition.
The popularity of event apps has shown that there are a lot of people that can benefit from the use of event apps, so go ahead and download any of the apps listed! After all, we are already using our mobile devices daily to carry out our tasks. Why not make your life a little bit easier with event apps?