What is Conference Software?
Conference management Malaysia can be both a tedious journey and an overwhelming one. Hence, investing in a conference management system is seemingly one of the best decisions you can make for your business in today’s era.
Competent conference software can assist organisers and planners in automating complex and time-consuming tasks while staying aligned to the predetermined event goals. And that translates into higher team efficiency and productivity.
How does Conference Software Work?
There are numerous things to be taken care of when hosting Online Conference Malaysia 2021-2022; from handling registrations, reservations, invitations, payments, marketing, to creating websites, mobile apps, etc. Not to mention, the stress and mistakes that may occur when lots of manual work is involved.
Leveraging the tech of a comprehensive conference management system will not only save you time but also presents countless opportunities to your businesses, including the SME(s).
Regardless if it is to engage remote staff and prospective customers, collaborate across departments and regions, meet job candidates, discuss business plans, manage vendors and suppliers, pitch for sponsorship, exchange business insights or learn about the latest industry trends, the conference management technology is efficient, cost-effective and scalable.
What are The Features of the Software?
From the complexities of registration management to cross-checking the arrangements with third-party suppliers, speakers and attendees, online conferences are tricky beasts to manage. Thus, it makes sense that there are lots of software available out there to help you get the most out of your time and effort.
But, wouldn’t it be more fascinating to have a single system that allows you to manage everything in one? Let’s dig deep into what features an ideal conference management software should own to power successful conferences of all shapes and sizes.
A tip-top conference management system usually comes with multiple functionalities. These features fall into the following 4 major categories.
1. Event Registration Features
Let’s start with features to drive event signups and registrations at speed. Here are the five must-haves of an excellent registration system.
a. Lists & Smart Lists
It’s crucial that the conference management software of your choice has the list functions — the capability to segment leads into distinct categories within the platform.
Categorising your leads by industry, occupations, sessions attended and other factors will give you a clearer picture of how to tailor the event experience for each of your attendees, resulting in increased ticket sales and recurring attendees.
b. Hot Leads
Not all leads are the same; there could be cold, warm and hot leads throughout the entire sales cycle. Generally, hot leads (potential attendees that have previously interacted with your event brand) are far more likely to convert than cold leads.
The conference management services you employ should be able to track those who have started the registration process but haven’t completed it, for any reason. Only then, you will be able to launch a retargeting campaign that comes back with a high conversion rate.
c. Registration Analytics
To scale up your registration number, you need to pay attention to the analytics. So, ensure that your conference management software can provide you with key metrics and statistics of conversion rate, revenue numbers and social mentions. It should also inform you about the most popular event sessions (or the opposite).
Knowing these facts will alert you to further improve the effectiveness of your marketing strategies and initiatives deemed necessary.
d. Session Registration
Well, of course, your registration system has to provide a way for people to register as a whole but what about specific session registration? We understand some of you might want to run a special edition session with limited seating and that requires a separate registration mechanism.
Apart from allowing you to keep track of the registrations to avoid overbooking, it will also help you collect rich data like attendee session preferences. This is extremely helpful as you get to alter your event tactics and give the best possible event experience in the future.
e. Ticket Types
A conference management software that supports multiple ticket types is important in getting people in the door. You may have customers or target audiences of various tiers, hence, offering them several ticket types will increase the chance of them registering for your event.
For instance, general admission tickets provide registrants with access to your conference without any extras (which is typically the least expensive of all); VIP tickets are premium ticket tiers that offer an exclusive experience to those who are willing to pay more (which is usually the second most important ticket type in driving revenue after GA).
Better yet, if it can handle complicated registration workflows, promo codes, and auto-assigned ticket regulations.
2. Event Promotion Features
You need to get the word out about your conference and ultimately push conference registration. Hence, it’s high time to get a conference management system that features innovative event promotion tools.
a. Website Builder
A well-designed conference website can help you make a positive first impression on potential registrants. But what if you are not techy or artistic enough to code and design? That’s where a user-friendly website builder comes in handy for event planners.
b. Embeddable Widgets
When it comes to event websites, the finest ones allow for the integration of widgets such as ticket widgets, program widgets, speaker widgets, exhibitor widgets, sponsor widgets and more. These capabilities make it simple to develop a visually appealing and highly effective event website.
c. Email Marketing
Email, according to 40% of marketers, is the most effective channel for promoting an event. With a built-in email platform, event planners will be able to draft attractive emails, segment the lists for a more personalised experience and construct automated email workflows to interact with conference attendees at just the right moments.
d. Promo Codes
Before choosing a conference management software, look out for the one that supports promo codes. You could offer early bird specials, seasonal promotions or a dip in price because of a specific holiday (like Merdeka!) to help you sell tickets.
It’s also a smart move if you’re able to read and understand the data which gives you valuable insight into the minds of your attendees.
3. Attendees Engagement Features
Engagement is the key to successful online conference Malaysia 2021-2022. To chalk out a solid tactic, tangible solutions from a quality conference management system is mandatory.
a. Event Apps
Living in a mobile world, the one definite method to reach a wider audience is by creating a mobile conference app. People nowadays spend most of their time on their mobile devices. Why not take advantage of the benefits behind an app to keep your attendees (prospects) engaged through push notifications, facilitate networking and provide quick lead capture abilities?
Bonus: Include features like event-goer networking sections, one-to-one messaging, and social media integrations to entice more interaction and networking.
b. Real-Time Announcements
No matter what kind of event you’re running, it is imperative to keep your audience informed with the latest updates. This is especially true in the days leading up to and during your event. Make sure your conference management software allows you to make real-time announcements to keep your audience notified.
Yes, email can work, but it would be best if your conference has a mobile app that can send push notifications to alert your attendees to any changes or remind them of upcoming deadlines.
c. Live Polls / Q&A
Real-time polling and Q&A sessions are excellent ways to engage your attendees on a deep level. They, like the rest of us, want to have our voices heard. So, build a safe sharing circle for them to express and exchange their views with the other attendees. From their queries on the sessions to speakers’ content, live polling will keep your attendees involved and excited.
d. Event Surveys
Event surveys do not happen in real-time yet they can be extremely useful in learning about attendees’ thoughts to improve your conference. What were their thoughts on the registration process? Was it simple and straightforward? What about your speaker lineup? Were your audience members eager to hear them speak, and did the sessions meet their expectations?
e. Social Engagement Solutions
Social media connects people around the globe. So, wouldn’t it make sense to invest in a conference management system that seamlessly integrates with all your favourite socials? We believe so.
Social media matters for today’s event planners as it can help add value to all the main business functions of your conference. Track Facebook Ads pixels, share posts and mobilise registered attendees to reach out to their social networks to invite their friends/colleagues to join are just some of what social media can be utilised for your business.
4. Event Operation Features
To execute your upcoming conference hassle-free, here are six event operation features you wouldn’t want to miss out on.
a. Onsite Check-in & Badging
Whether you’re having your conference the virtual, physical or hybrid way, your attendees will need to check-in. This is probably one of your attendees’ first interactions with your brand. So, it pays to make sure everything works smoothly. Also, a fast, paperless approach is preferable.
b. Event Analytics
Deep reporting, analytics and statistics are at the heart of any event. You’ll get to view what’s working for your business and what isn’t. With a conference management system as well, you’ll also be able to compare your statistics to those of the industry benchmarks and make educated decisions about what to do next.
c. Sponsorship Exposure
No company will offer sponsorship if there’s nothing in it for them. Sponsors should be able to interact with your attendees via your event website and app, which should be supported by your conference management software. It should also provide them with useful information on their interactions with event attendees.
How to Choose The Best Conference Software?
If you’re regularly organising large scale events, conference management software is indispensable in delivering the sort of thoughtfully curated events; if you’re a novice, the right conference management system can go a long way towards lightening your workload (and your stress levels!)
But, what’s right and what’s best for you?
Whether you are looking to return to physical events (when the pandemic fades), improve your virtual event game or explore the possibility of hybrid events, we’ve compiled these four points when selecting the best conference software.
Insist on requesting a demo from your service provider to see how their system can work with open standards and can interface with other solutions already deployed.
The conference management system you use represents your brand. People can’t afford to have a conference management solution that is plagued by frequent outages, disruptive interruptions, or poor call quality.
3. Security & Privacy
Security is critical and should be a part of your provider’s solution. Look for those that feature security accreditation that can ensure your user and data are encrypted and secured.
Why is simple better? Well, with so many conference management Malaysia software available in the market, who would go for one that is difficult to navigate? Anyone will choose the one that requires the least time to learn and operate.
What Are The Best Online Conference Software in 2021?
With Evenesis as your conference management software, you will be able to swiftly craft an exceptional conference website that genuinely matches your business and that the updates can be easily synced with your mobile app.
Wish to include tables, videos, and/or custom widgets? Not an issue with our drag-and-drop feature. Wishing to beef up visibility using SEO and social media platforms? Check and check! Even better, our websites are also mobile responsive, so they will look great on any device.
Which Conference Management Software Should I Use?
Pandemic aside, many SMEs have tended to spread their businesses across various geographical areas even before coronavirus hits. Moreover, the cost and time benefits have pushed them into organising an online conference Malaysia 2021-2022 instead. Explore Evenesis 360° conference management solution for success. Gain access to these critical insights on how to power your largest events with our first-rate conference management system now!