There is no real “one-size-fits-all” event technology solution for the modern event planner. Business events come in all shapes and sizes, with a range of goals and deliverables. At Huddle, we have supported many of our clients through the process of selecting the right platform for their needs. Here are the 5 most important things for buyers to keep in mind when searching for event technology solutions are:

1. Goals

One of the most common mistakes people make is being uncertain of their goals and requirements when they are selecting an event management platform. While at first glance, many platforms seem to do the same thing, there are actually some pretty big differences in the functionality they provide. To make the right choice for your events, it’s important to know which functions are most important to you. What is on your ‘must have’ list and what could you live without? Be sure to consult with the people in your organization who will be using the platform and get their feedback before finalizing your goals.

2. Ease of use

Usability is perhaps the most important quality to look for in an event registration platform. What is the user experience like for your planners AND your attendees? You can invest in all the bells and whistles, but it will all be for nothing if your people aren’t able to use the system. If it is too hard to use, your planners will be unproductive, and your attendees will be frustrated. Find existing users whose goals are similar to yours and talk to them about their experience and be sure to get a comprehensive live demonstration of the platform.

3. Customization

Building out an event program can involve a single type of event like a conference, or it can involve multiple event types like conventions, field marketing events, VIP events, incentives, trainings and more. Your platform users could include event planners, attendees, sponsors, speakers and trade show participants just to name a few. Make a list of the potential event types and users who will be using the system and determine what their needs will be. Then you will have a good idea of the customization elements that will be most important to the users of your registration system. For example, do you require guest registration capability, roommate matching, or the ability for exhibitors to upload collateral? Make sure you are considering all the things you will need your platform to do for you before you make your selection.

4. Integration capabilities

Particular registration software may have all of all the features you want, but if those features do not integrate with other important parts of your overall event management system, then it may not be a practical or cost-effective option. Does the registration platform integrate seamlessly with your event website, or is the whole lot being undermined by clunky integrations prone to failure ?failure? Is the platform able to accept and process payments of all types? Will registration data from each attendee sync with your email marketing platform? And this is only the beginning!

Make a list of the systems that are part of your current process. This may include: Global Distribution Systems (GDS) for travel (e.g. Sabre or Amadeus), online booking tool (e.g. Concur or GetThere), card and expense systems (e.g. SAP Concur), customer relationship management (CRM) tools (e.g. Salesforce or SugarCRM) or marketing automation tools (e.g. Hubspot or eloqua). Making sure all your tools integrate may seem like a daunting task in the beginning, but with the amount of data involved in running meetings and events these days, it is well worth the effort to have data flowing between systems to save you a LOT of time in the future!

5. Scalability and value

Finally, we recommend choosing a platform that is capable of handling all of your events – large and small. Having to use an event planning platform for some events, and another platform for other events will be confusing and potentially very costly. Opt for an event management solution that is scalable and versatile enough to be used across your entire program. That way you’ll also have access to cross-event data that is vital for strategic meeting management.

Feeling confused and need some independent advice? Don’t’ worry. We’ve got you. Contact us below to connect with a Huddle event technology expert and chat about your requirements.