GatorMail Event Management Module
Email Marketing has long been the driving force behind Event Management and the invitation process, as well as the confirmation and reminder process once a booking has been made. Our Event Management Software Module provides a complete online solution.
Given the relationship between Email Marketing and Event Management it was the logical thing for us to extend GatorMail’s capabilities into the delegate management and event publication space, thus offering a complete, end to end Event Management software solution for Event Managers.
Publishing your event on the internet
We have seen marketers generating landing pages in our email solution for years, as they struggle to get pages on their website changed quickly, regularly and cost effectively enough to keep pace with the way they want marketing campaigns to look and read. Exactly the same challenges and frustrations are given to event managers. Details need to be easily published, changed and updated without cumbersome and costly involvement of either internal website resource or even worse, an external agency.
There are multiple ways included in the software functionality to display info on your pages using our intuitive events content management software tool. Once your events are visible on the web you are now ready for website visitors to click through to more information and/or the booking form. So, quickly and efficiently you have built and published your event to the web, the next thing you need to do is promote this event to selected target audiences through our email software.
As GatorMail now has visibility of the event data, in the same way you merge in first name and last name data to your emails, you can now create event templates where you have event name, event location, event date etc. In order to maximise conversion from the email invites, when the recipient clicks from the email to the booking form, their details are pre-populated to speed up the process for them.
Delegate Management
So now we are starting to build a list of people who have booked to attend the event. During the setup phase of your event we encourage you to map out the “experience” you would like to create for someone who books. For example, a confirmation email immediately on booking, a reminder email 24 hours before the event, and an SMS message on the day of the event with a link to directions.
Once you have the experience mapped, simply build the emails you want to use with the content of your choice in the regular GatorMail editor and set them to go as triggered events according to your experience map. Once an event is published you can have 100% peace of mind that every delegate that books a place will receive a consistent, timely and on brand communication process designed to maximise the attendance on the day.
At any stage in the process, the event manager can easily see the number of bookings in the even management software module, which channel they came through and if the event is chargeable, how many have paid.
On the day, any device with web access can bring up our event registration form allowing a quick and easy way of marking each delegate as “attended”. These attendees are automatically grouped so that the final part of your experience map can be fulfilled, which is the post event follow up. Usually combined with our survey functionality the Event Management Software (GatorMail Events) is able to electronically collect feedback and remove the need for time consuming and delegate unfriendly “smile sheets” left on people’s chairs, that they must fill in by hand before they leave.
An End to End Solution
GatorMail Events offers a fabulous end to end software solution for your Event Management lifecycle. Fast and easy to use, offering a level of automation to the Event process which guarantees a consistent and professional experience for anyone who interacts with your events. |
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| GatorMail's Event Management Software Functionality includes; | | | Automated invitation process | | | Central Admin of booking | | | Multi Channel - web booking, email booking, telephone booking | | | Online payment facility | | | Standard templates for all phases of an event communication | | | Key data on who has read your agenda but still not booked | | | Automated event marketing (week 1 emails for booked and not booked, week 2 emails for booked and not booked etc.) | | | Full delegate registration details are collected and instantly stored online, including travel and dietary information and preferences - no more lost registration forms. | | | Online event registration is open 24 hours a day. Your customers can choose to register online at the time they choose - from any time zone. | | | No more inaccurate registration lists. Registration data is consistent and accurate, at all times, making events run more smoothly. | | | Embarrassing spelling mistakes and manual input errors are a thing of the past as delegates enter and amend their own details online. | | | Avoid overbooking by tracking event and session capacity at all times, including automated management of waiting lists | | | Easy to learn - you save time and effort and become more productive immediately. | | | Minimise tedious tasks, including follow-up administration, while making your events look more professional. | | | Attendees on the day captured electronically via your mobile device, this feeds post event follow up eg smile sheets, feedback surveys etc. | |