Gain planning flexibility with on-demand services

Digital tools and As-a-Service platform models find increased popularity as indispensable event management resources.

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Pandemic times have required companies to quickly pivot and adapt to changing market demands. Besides retraining employees to learn new skillsets, business leaders face even greater pressure in digital transformation to re-design operational procedures and business processes. Both of which pose challenges for companies that aim to practise financial prudence.

With Covid-19 variants continuing to impact health and safety concerns, planners may also not be able to forecast their M&E programmes with certainty. As such, planners benefit from a much-needed boost with on-demand services that provide flexible solutions and services.

Whether it’s sourcing, programme management, website creation or comprehensive event organisation, planners with lean teams would be able to scale their resource options with more flexibility for cost-efficiency. 

Event planning technology tools provide planners with more leverage in meeting client and stakeholder demands. With stretched resources and the demand for new skillsets required by the advent of hybrid events, digital tools are a valuable resource. 

In the latest BCD Meetings & Events Trends Report 2022, planners are also advised to build up a more long-term relationship with on-demand service vendors so as to "have some shared risk and a mutual commitment for them to partner and grow with you". The report also highlighted that "partnerships with a dual investment and common goals will be more beneficial to both parties in the long run vs. a basic supplier/vendor relationship".

Smart time management with quantifiable outcomes

Everchanging event requirements require planners to have tools that enable versatility at the switch of a button. An event planning platform with solutions for events that are in-person, virtual or hybrid streamlines the work for planners.

With in-person events, websites and on-site check-ins are taken care of while online event planning functions take the intricacies out of it. In particular, with built-in audience engagement tools, live-streaming, measurable sponsorship opportunities and data analytics, determining the tangible deliverables for post-event reporting is made easier.

Maximisation of lead generation

The virtual environment has created an ideal opportunity for planners to leverage more on lead generation capabilities with their digital outreach post-event. On-demand webinars open the doors to a borderless audience that adds tremendous value in increasing engagement metrics. Versatile platforms are able to offer online meetings as small as 25 attendees or to scale up to stream content for as many as 10,000 attendees.

Attendees who may not be able to attend physically will do so virtually with ease. The digital content may also be shared with potential leads to grow the CRM database. Access privileges may be paid or free, depending on the type of attendee. This provides opportunities to upsell and extend the engagement journey with attendees.

Cost-efficiency through Collaboration-as-a-Service

Managing virtual meetings and events require IT support in the form of multi-channel services such as video, messaging, web conferencing and teleconferencing. This puts a strain on resources and operational time spent in these efforts. With cloud-based solutions that provide these technologies on a single platform, planners can benefit from the flexibility and convenience of these Collaboration-as-a-Service options.  

It also supports the on-demand needs of a mobile workforce located anywhere in the world. Additionally, when such platforms are based on open standards, the services available will integrate well with those of existing equipment and third-party applications, which is a plus point for planning convenience. Another point of consideration is to ensure that these cloud-based platforms offer a certain level of data security, with dedicated WAN links to control access rights.