What Is An Event Management System

November 23, 2021

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An Event Management System (or Event Management Software) helps organizers plan, execute and report on events, driving success for their business.

Using an Event Management System for Seamless Campus Events

A truly comprehensive event management system will allow users and organizers to access and manage all aspects of an event, including registration, marketing, engagement, integrations, physical planning and preparation, reporting and analytics, and more.

On college and university campuses, events are happening all the time, whether student- or faculty-focused, and often through in-house or third parties and vendors. When these events take place, it is critical to use an event management system that offers full control and planning capabilities to ensure activities happen on time, in accommodating spaces and keeping in mind the safety of every attending. A comprehensive event solution will allow campus event planners to book large-scale events, communicate with service providers, and maintain a single source of record for repeatable, measurable events.

Event planners on university campuses must also consider student and faculty safety, especially now as large gathers have become more complicated in the wake of COVID-19. An event management system provides connection to campus police and other security factors to keep attendees safe and control crowds. An event management system can also help formalize sanitation procedures, ensure socially distant spacing, and more.

Accruent - Blog Post - What is an Event Management System?

Why Do You Need an Event Management System?

An Event Management System provides campus event planners a flexible, fully integrated solution to simplify the event management process and keep your customers, faculty and students happy, while maintaining important reports and data for making real estate and future planning decisions.

An event management system allows you to:

  • Minimize administration efforts
  • Eliminate missed communications
  • Digitize how your events are run
  • Comply with COVID-19 safety guidelines
  • Maximize your campus flexibility
  • Save time planning future events
  • Access detailed reports & analytics

Minimize Administration Efforts

An Event Management System minimizes the steps needed to manage your events, creating a much more efficient administrative process. This way, event planners can focus more on the details, without getting lost in administrative tasks. For example, the University of Vermont used our EMS Event Management Solution to reduce phone calls in their event services office by more than 50%, allowing their staff to spend more time maximizing their space and event planning on campus.

Eliminate Missed Communications

Poor communication is the leading cause of event failures or mishaps. An event management system facilitates instant communication between planners and providers and makes it easier to share timely information to students, faculty, catering, operations, and more. Automated notifications and mobile capabilities help keep everyone informed of changes and plans, eliminating event disasters due to miscommunications.

Digitize How Your Events are Run

The world continues to move toward a digital-first mindset. By bringing your campus into the digital age with a mobile, agile event solution, you ensure that the platform scales with you and provides multiple digital, accessible touchpoints for users. In a comprehensive event management system, you can digitize contracts, registrations, request forms, reports and more.

Accruent - Blog Post - What is an Event Management System?

Comply with COVID-19 Safety Guidelines

Student safety is critical to successful events during the COVID-19 pandemic. Whether you need to enforce mask guidelines, maintain social distancing, schedule sanitization needs, or any other safety measures, an event system can bring all these tasks into one comprehensive place. Simplifying the need for student safety protocols not only ensures the safety of students and staff, but also ensures the success of your event without any safety hiccups.

Maximize Your Campus Flexibility

An event management system provides hardware and software integrations for campuses, including integrations with HVAC, catering systems, Student Information Systems (SIS), scheduling tools like Microsoft Outlook, facility management services, and more. These integrations allow event planners to streamline event in virtual, hybrid, and in-person contexts.

Save Time Planning Future Events

Building repeatable processes and procedures is critical to maintaining event success. With an event solution, you can create repeatable steps, save forms, clone reservations and details like A/V, save user preferences, and more. This helps eliminate time-consuming manual processes for future events.

Access Detailed Reports & Analytics

Understanding the successes and failures of events is critical to improving processes and keeping customers (students, faculty, vendors, attendees) happy. Detailed reporting on every event you run helps you continuously optimize your events and schedules, and you can make better space management decisions in the moment using real-time event data.

For example, the University of South Alabama uses our EMS event solution to track all their events. They were able to avoid serious mishaps and double bookings by catching events that were "scheduled" to happen but were never entered in their EMS system, all through real-time observations and reporting. Analytics help event planners better understand how their spaces across campus are being used.

What Features Should an Event Management System Have?

In order to provide the best assistance to campus event planners, a comprehensive event management system must offer:

  • Customized processes & scheduling
  • Effortless event updates & tracking
  • Resources & documentation
  • Mobile on-the-go access
  • Hardware & software integrations
  • Data security & management
  • Custom reporting & dashboards

Customized Processes & Scheduling

Custom processes in your event management system allow for designing and publishing online request forms, requiring approvals or additional information, and custom fields for different events to make sure you get all the information you need.

Effortless Event Updates & Tracking

A simple interface is critical to make event updates and tracking easy to maintain. Users should be able to make changes to events, including time, date, status and services needed, without having to cancel and redo an entire reservation in the system.

Resources & Documentation

Access to a library of resources and documentation is critical for an efficient event management system. Planners and users need to be able to attach all relevant services and documentation to any booking, as well as add comments where needed for easy reference.

Accruent - Blog Post - What is an Event Management System?

Mobile On-The-Go Access

A truly comprehensive event management system will need a mobile app that is accessible to users and planners. Students are more mobile now than ever, and in an increasingly online world, event management needs to digitize and become mobile-friendly, including access on smartphones, kiosks, tablets and computers.

Hardware & Software Integrations

Many university campuses already utilize Student Information Services (SIS), facility solutions, video conferencing, and various hardware for HVAC and other monitoring. The ability to integrate with this hardware and software is crucial for a successful, streamlined event management system.

Data Security & Management

A secure event solution will allow planners to display or hide information based on rooms, status, event type, or user. Security personnel should also have access in order to ensure protocols are being followed for events. Frequent back-ups, data encryption, and security monitoring are crucial to protect sensitive student and faculty information.

Custom Reporting & Dashboards

Event reporting is essential not only to successful events present and future, but also for space and real state planning. By getting a clear vision of how your space across campus is being utilized for events, you have a better understanding of wasted space, essential space and where to budget for better real estate in the future.

EMS Offers Simple, Powerful Event Management for Planners & Schedulers

Accruent's EMS Conference and Event Management Software offers a one-stop shop where users can access every part of event planning and reporting, simplifying the event management process. EMS provides complete planning control along every step of the event management process and ensures secure access to all event information.

Accruent - Blog Post - What is an Event Management System?

Managing campus events in an efficient solution is critical to the success of your campus, and the happiness of your customers, including students, faculty, vendors, outside attendees, and more. EMS is your one-stop shop for a complete, end-to-end event management system.

Start Planning Better, Safer Campus Events Today

Our experts can help you get started with our EMS event management solution today. Contact us to learn more and see a demo.