A recent study by Research Dive showed that by 2031, the global event industry will generate a revenue of $2972.4 billion. This indicates a promising future for the event industry, highlighting the importance and potential for businesses and event organizers worldwide.
In the fast-paced world of event planning, embracing automation is not an option; it's an absolute necessity. Imagine the burden of managing registrations, ticketing, communication, and countless other tasks single-handedly. Event automation tools swoop in as your ultimate ally, rescuing you from chaos and confusion.
By automating mundane tasks, you can save valuable time, reduce errors, and maintain a zen-like calm amidst the event storm. Automation can be your secret weapon for logistical operations, enhancing attendee experiences, and achieving an effective event.
If you’re an event organizer who is looking to learn more about automation, this guide is your go-to companion. Packed with insights, strategies, and practical tips to navigate event automation. We know you'll find it useful.
What is Event Automation?
As an event organizer, you are well aware of the logistical challenges that arise when trying to organize events. From managing registrations to promotion, to ensuring a successful event, the list seems endless.
Event automation is a game-changing approach to event management. It involves integrating advanced technologies into your event planning processes to create an enhanced experience for your attendees. An additional benefit is that it significantly eases your workload as an organizer.
It’s a solution that transforms tedious event planning into effortless undertakings. It works by streamlining registration, ticketing, attendee communication, and data management for organizers.
For example, you can use an online platform such as Eventcombo to plan and manage your event, instead of relying on word-of-mouth advertising and physical ticket purchases on the day.
It brings efficiency, and personalized experiences, and conquers the challenges of laborious manual processes. Data management and juggling multiple events become easy.
How to Implement Event Automation
In the world of event management, the implementation of automation holds immense potential for optimizing organizational capabilities. This section delves into the intricacies of integrating automation into your event management processes, offering techniques, advanced tools, and strategic insights to propel your events to new heights.
1. Optimizing Pre-event Automation
I know that you’re all too aware of the crucial role that registration and ticketing processes play in ensuring a successful event. Event logistics can be a nightmare!
Winding queues of attendees lining up to register their attendance, piles of admittance paperwork stacked high... There’s nothing worse for an event organizer, and it can be pretty tedious for attendees, too!
Using an event automation system to plan, promote, and manage your events efficiently can be a game changer.
Within the realm of optimizing pre-event automation, Eventcombo provides a comprehensive platform designed to simplify the event planning process for organizers. With their user-friendly tools and features, you can seamlessly manage various aspects of your event before it commences.
With features for registration, ticketing, promotion, and attendee management, organizers can streamline their event planning process effortlessly. From customizable event pages to real-time analytics, Eventcombo empowers organizers to enhance attendee experiences and achieve event success.
2. Expand Your Attendee Reach by Going Online
To effectively reach your target audience, you need to establish a strong online presence. You also need to be accessible to those interested in your event. If potential attendees can't find you, how will they attend?
An event website serves as a digital storefront, showcasing event details, agendas, and other must-know information. Having a professional and well-designed website builds credibility and trust among potential attendees.
Hosting a website for your event can also alleviate the headache of answering (often the same!) attendee queries. By providing comprehensive and well-organized information on your event website, such as an FAQ section, you can alleviate the burden of answering individual queries.
You can streamline your online presence by securing a domain name specific to Canada, the US, or wherever your event will be held. This ensures that your event website is easily discoverable and caters specifically to your audience, enhancing your efforts as an event organizer. Moreover, a domain name specific to your event's location enhances discoverability and reinforces your event's identity.
By utilizing automation tools, you can ensure that your event website caters specifically to your target audience. Customized landing pages, automated email campaigns, and tailored social media posts can all be easily managed through automation, creating a cohesive and engaging online experience for your attendees. 
3. Streamlining Attendee Communication
Streamlined communication for event attendees is essential as it ensures that important information, inquiries, and updates are efficiently managed and easily accessible.
By utilizing a virtual phone number and automated email and SMS communication, you can ensure that vital information, inquiries, and updates are efficiently managed and readily accessible.
For virtual phone numbers, you can establish a dedicated line of communication for attendees, sponsors, and vendors. This consolidates all event-related inquiries and communications in one centralized place.
Automated email campaigns and SMS notifications can help event organizers effortlessly disseminate critical event details, timely reminders, and personalized updates to attendees. This efficient communication strategy ensures that attendees stay well-informed and engaged throughout the event journey.
It’s also important that communication between event organizers and attendees is meaningful and fosters a personal connection. Setting up an automated messaging system goes beyond generic updates and engages attendees with information tailored to a specific event.
This personalized approach to communication fosters a stronger bond between organizers and attendees, leading to increased attendee engagement, loyalty, and a more memorable event experience. Automated email and SMS communication and virtual phone numbers serve as powerful tools in building and nurturing these relationships, ultimately enhancing the overall success of your event.
Use Automated Functional Testing for a Smooth-Running Event
As an event organizer, you have the power to revolutionize your event by using automated functional testing. No more glitches, annoying error messages, or failed payment pop-ups.
This technology can ensure that every software system and application utilized in your event management journey operates flawlessly, delivering a seamless experience for both you and your attendees.
The cherry on top of using functional automation testing is ensuring you have user-friendly interfaces. Functional testing reveals any usability issues, allowing you to fine-tune your event management interfaces and create an experience that both organizers and attendees will rave about.
Using Automation to Simplify Business Processes
Incorporating automation into your business processes can work wonders in reducing the burden of manual labor and boosting efficiency. By embracing automated systems and cutting-edge tools, you can optimize your events and reclaim precious time and resources.
One such way of automating your events processes is by using a business phone system. These systems offer unified communication for all your event needs, combining video calls, SMS messaging, voice calls, and team messaging all in one place. With features like automated call routing, virtual receptionists, and personalized messaging, communication becomes streamlined and easy, ensuring efficient attendee support.
A virtual receptionist can take over where you previously may have spent time manning the phone and answering questions for curious potential attendees. This is crucial for you as an event organizer, adopting an automated business phone system can free up some of your time to concentrate on other aspects of the event.
By utilizing a phone system for Calgary businesses, Canadian businesses, or wherever your business is based, you are allowing yourself more time to focus on other areas of your event.
With this technology, there is no excuse for missed voicemails anymore. No more scribbled messages on scrunched-up pieces of paper.
Another area of event management where automation can be particularly useful is in managing your event finances. By using automated invoicing software, you can easily generate and send invoices to suppliers or attendees, eliminating the need for tedious manual invoices. Automated invoicing software can also help you track payment statuses, send reminders for overdue payments, and even facilitate online payment processing, making the payment process smoother and more efficient. 
Start Using Event Automation for Your Events Today
Automation has become an indispensable tool for event organizers. From streamlining registration processes to enhancing attendee communication, automation has the power to revolutionize your events.
We hope this handbook has provided you with valuable insights and practical tips to navigate event automation. Now, it's time to put these principles into action and transform your events into seamless experiences.
Take the first step today and start implementing these automation strategies to elevate your event game. Your attendees will thank you, and your events will leave a lasting impression. So, what are you waiting for?
About the Author
Jessica True is the Senior Director for Marketing Strategy at Dialpad, a modern business communications platform with features like Canadian toll-free number with Dialpad that takes every kind of conversation to the next level—turning conversations into opportunities. Jessica is an expert in collaborating with multifunctional teams to execute and optimize marketing efforts, for both company and client campaigns. Jessica has also written for other domains such as HostPapa and Crystal Knows. Here is her LinkedIn.
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