Event Management
Managing events can be a daunting task for small businesses. From planning and coordination to execution and follow-up, there are numerous steps that require meticulous attention to detail. Fortunately, tools like InfoLobby can simplify the process, allowing you to focus on delivering a successful event. Here’s a guide on how to use InfoLobby to manage the main steps involved in event management.
1. Initial Planning and Brainstorming
Create a Workspace: Start by creating a dedicated workspace in InfoLobby for your event. This workspace will be the central hub where all event-related activities are managed.
Set Up an Event Template: Create a dedicated table in InfoLobby to outline your event plan. Include sections for event goals, target audience, budget, and key milestones. This template will help ensure that all necessary details are covered.
Collaborate with Your Team: Invite your team members to the workspace and assign roles and responsibilities.
2. Task Management
Create Task Lists: Break down the event plan into manageable tasks. Use InfoLobby’s task management feature to create task lists for each phase of the event. Assign tasks to team members, set deadlines, and prioritize tasks to ensure timely completion.
Use Custom Workflows: Customize workflows to match your event management process. Automate task assignments and reminders to keep everyone on track. For example, you can set up a workflow that automatically assigns follow-up tasks after a meeting.
3. Vendor and Supplier Coordination
Manage Contacts and Communication: Use InfoLobby to store contact information for vendors and suppliers. Keep track of communication and agreements by logging emails and phone calls within the platform (emails will be logged automatically).
Track Deliverables: Create separate tables within the workspace to track vendor deliverables. Set deadlines and attach relevant documents to ensure that all supplies and services are delivered on time.
4. Budget Management
Expense Tracking: Set up a table to manage your event budget. Track expenses in real-time by logging costs as they occur. Use InfoLobby’s reporting features to generate budget reports and ensure that you stay within your financial limits.
Approval Processes: Create a custom workflow for expense approvals. This ensures that all expenses are reviewed and approved by the appropriate person before they are incurred.
5. Event Promotion and Marketing
Marketing Calendar: Use InfoLobby’s calendar view feature to plan and schedule your marketing activities. Coordinate social media posts, email campaigns, and other promotional activities to ensure maximum reach.
Track Campaign Performance: Set up a table to track the performance of your marketing campaigns. Monitor metrics such as engagement rates, click-through rates, and conversions to gauge the effectiveness of your marketing efforts.
6. Day-of-Event Coordination
Real-Time Updates: Use InfoLobby’s mobile app to stay connected with your team on the day of the event. Provide real-time updates and address any issues that arise promptly.
Task Checklists: Create checklists for day-of-event tasks. Ensure that all tasks, from venue setup to guest registration, are completed efficiently by checking them off as they are done.
7. Post-Event Follow-Up
Feedback Collection: Set up a feedback form in InfoLobby to collect attendee feedback after the event. Use the insights gathered to improve future events.
Post-Event Analysis: Analyze the event’s success by reviewing your goals and outcomes. Generate reports on attendance, budget adherence, and overall performance to understand what worked and what didn’t.
Team Debrief: Schedule a debrief meeting with your team to discuss the event.
Conclusion
By leveraging InfoLobby’s comprehensive features, small businesses can streamline the event management process from start to finish. The platform’s flexibility allows you to customize it to suit your unique needs, ensuring that every event is managed efficiently and effectively. Embrace InfoLobby to transform your event management and deliver memorable experiences for your attendees.
