Events can be big or small projects. Like all projects, they have an ending date and often require multiple people to coordinate and communicate at different stages.
For event organizers and planners, communication and coordination can be the two biggest factors in determining an event’s success. This is ultimately something that can be addressed with the right tools.
In this article, we’ll take a look at how a front office conference room can be used for hosting events. We’ll also take a look at the biggest challenges of event management and how to address them.
What Are the Biggest Challenges When It Comes to Event Management?
Event planners face various challenges while working on events, from overspending to bad weather. That said, the biggest problems that can make or break an event are often related to the following:
1. Poor Communication
Open communication between all parties is essential for getting anything done, especially when it comes to reservations. Keeping everyone on the same page is made easier with tools such as a room booking app.
2. Understaffing
Anticipating a high turnout of attendees is always a good rule of thumb to avoid being understaffed. That said, be sure to avoid overspending on catering or staff in advance. Instead, leave enough room in the budget for last-minute decisions.
3. Complicated Logistics
The logistics of catering can be surprisingly complex with scale, especially with the rise of virtual events. Introducing tools like room reservation apps can simplify the catering process while providing more choices for vendors and visitors.
4. Technical Issues
Today’s events rely on technology. Every tool, including your conference room booking app, will always have a chance to fail. Testing everything beforehand minimizes the likelihood of technical issues happening on the day of the event.
5. Fixed Schedules
Schedules and timelines are great for keeping engagement steady. However, things won’t always go perfectly according to plan. Being able to adjust your schedule or itinerary ensures that you provide the best possible experience.
How Do You Effectively Use a Conference Room Booking App to Streamline Event Management?
Conference room booking software simplifies scheduling and managing meetings. While they provide an easy way for employees to reserve conference rooms and workstations, they can do a lot more.
They offer various advantages that allow them to be used in all kinds of applications, including event management. These can range from resources and equipment management to third-party integration, which are all useful.
Here is how you can effectively use a conference room reservation tool to streamline event management:
#1. Determine the size of the event.
The first step in using a front office conference room is to determine exactly how big the event will be. It allows you to set the budget needed to make sure that the event is conducted successfully with its necessary elements and without restraints.
Having an estimate of the event’s size can help you determine the following:
- Space: How many conference halls, meeting rooms, or spaces for booths should be blocked out beforehand
- Turnout rate: A rough estimation of the turnout rate helps event planners prepare accurately for the number of guests that will arrive
- Catering: Initial canvassing should also account for transportation to ensure that catering and other third-party vendors will have a seamless experience
#2. Book spaces and resources accordingly.
After getting estimates and quotations, assigning the spaces and resources needed for the events is the next step. This is easier with a conference room booking app, which can book spaces and resources in one.
Conference room booking tools are excellent for event management for the following reasons:
- Third-party integration: Connecting to tools like Microsoft Outlook and Office 365 makes it easier to schedule reservations, as well as coordinate with staff
- Streamlined reservation: The actual process of reserving rooms and spaces is streamlined thanks to a room booking tool,
- Real-time analytics: Comprehensive analytics offer insights that let event planners and managers make more informed decisions
#3. Coordinate with your staff.
After assigning the spaces, the next step is to coordinate which staff is assigned to specific areas and tasks. Certain teams will be assigned to the front desks, while others will be assigned to cover specific rooms.
Keeping users on the same page is easier with a conference room booking app. Users checking the app will know instantly which users have reserved or are assigned to, different rooms.
A conference room booking tool, especially its mobile version, is particularly handing for wayfinding purposes. Employees or event staff can refer to their devices when guiding lost visitors or coordinating with caterers.
#4. Monitor equipment and facility usage throughout the event.
Data from previous events can serve as a great reference when hosting the next event. The good news is you can track real-time data and analytics through a conference room or meeting room booking app.
Be sure to observe the following metrics when looking at data and analytics:
- Room usage frequency: Which rooms are often frequently reserved for events
- Room usage duration: How long are these rooms typically reserved for
- Equipment usage frequency: Which types of equipment are frequently used for specific events
- Equipment usage duration: For how long are these types of equipment borrowed
What Are the Other Uses of conference room Scheduling Tools and Software?
Many types of conference room scheduling or desk reservation software are intended for specific industries. It’s worth looking at its various applications before you look into which app is best for room booking. This is because a conference room booking tool is surprisingly versatile. It can be used for various industries, including the following:
1. Coworking Spaces
Agile offices and coworking spaces can often go hand-in-hand with an increasing number of companies worldwide. They save money on renting space, which is especially important for start-ups with limited budgets.
2. Hospitals and Health Centers
Hospitals often have to handle the risk of contamination and schedule the use of equipment like X-rays. A room booking app streamlines appointment scheduling while maintaining health and safety protocols.
3. Government Offices
Government offices function like corporate offices in many cases. Room booking tools can offer a surprising degree of utility, from room reservations to even asset and equipment tracking.
4. Universities
Room booking software is also useful in universities and colleges since they need to accommodate large numbers of students. With limited classrooms and lecture halls, room booking apps present the best way to streamline scheduling.
The Bottom Line
For event organizers and planners, communication and coordination are key to any event’s success. A conference room booking app helps with both by simplifying scheduling and reservations.
While they provide an easy way for employees to reserve conference rooms and workstations, they can do a lot more. Along with features like third-party integration and additional customized programming, they can be tailor-fit to suit your business’s needs.
You might be overwhelmed when planning to purchase a conference room booking app in the market, as many options are available. However, you should not fret about the idea of searching for the best available option. Learn what features you need to look for and source out multiple providers before concluding your search. This way, you ensure quality and guarantee that you will not regret your decision, thus allowing a great return on investment by using the application to manage your upcoming events effectively.
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