How to Bring Event Costs Down Using Corporate Meeting Planning Software

It’s no secret that event costs are on the rise. So, can your corporate meeting planning software help you cut back? Naturally, organizations are searching for ways to reduce costs without sacrificing the quality or engagement they have become known for.

Achieving this might be easier than you think.

You no longer need to do everything manually nor rely on a large suite of costly digital tools to achieve a great event. In fact, modern corporate meeting planning software can help you optimize and automate processes so that you and your team can save time and resources over time.

One of the best ways to reduce costs is to streamline your existing processes. Here’s how choosing the right corporate meeting planning software can help.

Save time with automation and templates in your software

One of the best reasons to use corporate meeting planning software is the ability to save your organization time—because, after all, time equals money.

By selecting one unified platform to manage all your event needs, the door is open to streamline and automate your team’s workflows. Say goodbye to switching between an email marketing platform, a website builder, and a ticketing platform, inevitably rebuilding assets from scratch each step along the way.

Instead, simply upload logos, fonts, and colours into your corporate meeting planning software and easily integrate them into all your materials. Thanks to flexible templates, your team can save these newly created on-brand websites and email marketing campaigns for use on future events.

The same goes for scheduling and speaker management. Rather than risk double-booking or other schedule conflicts, all-in-one software allows you to schedule your multi-session events with confidence. For example, schedule grids or drag-and-drop session slotters allow you to visualize your event and ensure you have everything in order.

When combined, these convenient automation and visual features help your team reduce errors and increase productivity.

Do more with less (or simply do more)

Now that we’ve established that corporate meeting planning software increases your team’s productivity and saves time, we can discuss a more tangible benefit to your organization as a whole: the flexibility to scale easily.

The best software allows your organization to scale up or down at a moment’s notice. In a period of sudden growth, you can easily rely on your team to easily create multiple event workflows without needing to train additional staff, thus ensuring you can capitalize on your growth when it matters most.

In lean periods, the time savings unlocked by corporate meeting planning software can help staff multi-task and address other business needs. It empowers you to reallocate team or company resources where needed and give staff members larger event portfolios without overwhelming them.

Not to mention this extends past your staff to your third-party contractors. Where you may have retained web designers or developers in the past, the right software allows you to complete the same tasks in-house using an easy-to-use integrated website builder and email marketing tools.

Empower your corporate meeting and events team

With an easy-to-use interface that encompasses all steps of your event workflow—promotion, pre-event, day-of, and post-event—every member of your team will love the all-in-one functionality of corporate meeting planning software.

Using an all-in-one solution means your team will spend less time going back and forth with third parties, saving headaches and frustration. Not only does this reduce time waiting on correspondence, but it empowers your team to be self-reliant and efficient.

When everyone is empowered to contribute in their roles (instead of relying on the same few personnel over and over) productivity and morale increases. After a few successful events, you may even notice burgeoning creatives on your team who can execute terrific event websites and marketing, thus eliminating the need for your previously retained contractors.

Uncover the truth

The right software will also streamline your analytics and data reporting. Say goodbye to wrestling with multiple data sources and the increased risk of reporting inconsistencies. Instead, all your data lives in one place: an easy-to-understand dashboard that helps you visualize and gain insights on attendees, individual events, and your overall event portfolio.  

Consider sending surveys before, during, or after your event to gain valuable information from unbiased sources. On the best corporate meeting platforms, these surveys are fully customizable and can be sent to specific demographics—from stakeholders, to attendees, to featured guests, and more—so that you leave no stone unturned in the pursuit of a better event experience. 

Collect marketing insights from popular third-party sources (e.g. Google Analytics, social media tracking pixels, or UTM tags) and see all of your data in one place in your software’s analytics dashboard. For organizations already using sales or marketing tools like HubSpot, Marketo, or Salesforce, it’s easy to integrate your existing workflow into your corporate meeting planning software! 

Achieve flawless corporate meetings

Finally, the big picture: with the right software, your events will be stress-free, easier to plan, and have fewer errors.

Your event planners will be present, focused, and detail-oriented rather than being distracted and frustrated by third parties. Your creative team will be able to easily create and replicate assets without having to worry about formatting across multiple platforms and use cases. And, thanks to automation, dates and times will be correct across all promotional materials, and your speakers will be scheduled correctly without any conflicts.

You may not be able to put a price on the stress saved by corporate planning software, but you will definitely see the cost and time savings across your entire organization as a result.

Conclusion on corporate meeting planning software

If you’re ready to get started with corporate meeting planning software in order to save your organization money, it’s time to consider Attendease.

Attendease makes managing a large portfolio of corporate events easy and stress-free:

• Save time by effortlessly managing multiple corporate meetings and events from one centralized platform
• Quickly clone promotional materials and events, allowing one person to effortlessly manage a larger portfolio
• Reduce costly errors through automated workflows and templates

Book a discovery call today to learn more about how Attendease can reduce your event costs and help your team work more efficiently!