Tag: associations & non-profit

Why is Data Integration So Important for Your Events?

Data IntegrationIDC recently quoted ‘No Chief Marketing Officer can be a good marketer unless they become a good technologist’1.  And that’s somewhat true for the event planner – it’s difficult running a good event these days if you’re not good at technology.   At least understanding what technology can do for you.  Event managers today are becoming more and more tech savvy as technology continues to play a critical role in all aspects of an event.  From simple registration systems to sophisticated event management tools. From social media and event apps to new technologies like iBeacons and augmented reality.   More importantly, event managers are starting to look at how technology can help them evaluate event data. Traditionally done at the end of an event, it is now possible to acquire information as the event unfolds, through the real-time collection of actionable data.

The data we get from our events is incredibly valuable and the more you make of that data, the more valuable it is for your organisation. But what happens when you integrate your event data with some of the other business systems within your organisation? What if you could cut out the hundreds of hours spent re-entering event information into other systems? What if you could stop the painful process of chasing payments with your finance team? What if you could automatically update your sales team on new delegate information?

Sound good?  Let’s explore in more detail.

What is Data Integration?intro_tech_to_assn_congress

It may sound slightly technical but the concept is really quite simple.  In fact, data integration is one of the most important IT concepts for any business and it isn’t new.  Companies have different databases to capture different types of information – whether it’s sales, marketing, events, finance, memberships and so on.  Pooling this data together to create a data ecosystem that the business can function in is where data integration comes in.  Businesses can make better use of their data by linking their systems through Application Programming Interfaces (APIs), which allow different software applications to pull and share information with each other.

The lack of integrating these different types of data can be the source of a lot of frustration.  To illustrate this in a practical example, I recently called up my mobile operator to inform them of a change in my billing address. Even though the customer service representative I spoke to updated my records, I still get promotional materials from their TV and broadband departments coming to my old address. Why?  Because the change was only recorded in the mobile division’s Customer Relationship Management (CRM) system and not the system used by the other business units within.  If the two systems had been integrated, my details would have automatically been synched with the other system and all correspondence from that company would have come to my new address.

Why is It Important for Your Events?clock

Integrating your event management software with other business systems within your organisation will bring you a host of benefits – from increasing your staff’s productivity to improving the overall efficiency of your operations. It will also help you make better use of your data.  For example, integration with a CRM system like Salesforce.com will allow you to automatically pull invitation lists from Salesforce directly into your event management system.  Similarly, any new registration activity or changes to a delegate’s profile will automatically be updated in Salesforce, making sure your sales team are up to date with valuable lead information. If these two systems worked independently of one another, registration information for each delegate would be typically collated into a report, printed and manually entered into the Salesforce system.  By integrating the two systems together, you can eliminate the hours of work spent in manipulating spreadsheets and updating records in an effort to organise and track delegate information.

There are other business processes where data integration makes sense for your events too. Integration with your back-end booking systems will help you merge the process of booking flights into your registration forms. Similarly, integrating with a finance package will allow you to automatically update delegate payment details into your finance system and vice versa. Event invoices, credit notes and received payments can be all be generated and sent from either system. This saves time and more importantly, provides the event manager access to important and accurate financial information.

Common Misconceptions of Data Integrationshutterstock_79727680

Integrating your event management system into an existing data ecosystem is fast becoming a cost-effective and achievable solution. Many solutions come with built-in API (Application Protocol Interface) functionality, allowing event planners to easily integrate it with their existing systems.  We are already seeing a lot of event managers integrate their systems with things like payment gateways, badge printing tools and mobile event apps.  Integration with big back-end systems though is still in its infancy – but long overdue.

A common misconception in data integration is that it should fall under the responsibility of the IT department. Many event planners feel that dealing with APIs and integration models may be somewhat technically challenging.   But don’t be bamboozled by technology.  As long as you understand the top level concept and what you want to achieve, then your event technology provider(s) should be able to help you with the details.

Another misconception is money. It all sounds great but how much is it going to cost?  Integrating two pieces of software together is no longer a £40,000 commitment. Ten years ago, a project like this would involve a lengthy process of setting objectives, designing the systems and writing code.  Decent event management software these days, however, uses generic communication tools (such as Java, APIs and REST) that make it simple to consume data from the platform and post data to it. This makes life a lot easier, which means you don’t have to pay a third party IT company to sort out all the integration. Having an event technology provider that provides all the relevant support and expertise means the whole process can take as little as a few days at a fraction of the cost.

Data Integration Makes Business Sense

Click to get in touchThe bottom line is that data integration makes business sense. It saves you time by reducing manual data entry. It eliminates errors and inconsistencies that commonly cause problems in communications.  It cuts costs and make your team more productive – and more importantly, it unlocks the real value of event data by putting it in the hands of the people who need it.  If you’re already doing it, then you’re ahead of the curve. If you’re not, then your first step is to ensure your event management software can integrate easily with your current and future business systems.  That way you can truly maximise the return on your investment.

Eventsforce offers solutions based on your business. We look at your data, existing workflows and timing to provide software and recommendations to help you achieve event success.

Schedule a call with us today to learn more.

Written by Paul Harris, Eventsforce

1IDC FutureScape: Worldwide Chief Marketing Officer Advisory 2016

 

Fun Runs or Concerts? Which Fundraising Event Is Best for Your Nonprofit?

Major fundraising events can generate significant revenue for nonprofits—but they require careful planning and higher upfront costs than non-event fundraising campaigns. To learn more, our friends at Software Advice surveyed nonprofit event planners, asking questions about the planning ease and return on investment (ROI) for eight types of special events, to help fundraisers determine the best event for their nonprofit’s size and budget. This report highlights their findings and makes for very interesting reading.

Key Findings:

  • Click to get in touchRespondents say fun runs and walks are the easiest events to plan, generating moderate to high revenue for nonprofits of all sizes.
  • Small nonprofits are at a disadvantage compared to larger nonprofits: Respondents say the upfront investment for an event is a strain on resources.
  • On average, a-thon events have the lowest cost per dollar raised (CPDR), and thus are suitable for all nonprofits. Concerts have the highest CPDR, requiring a larger budget.
  • CPDR, number of new donors and number of attendees are the most popular metrics to measure event success, used by 83 percent, 80 percent and 75 percent of respondents, respectively.
  • Respondents say that software, including fundraising and event management applications, speeds up event performance analysis and improves experiences for both staff and attendees.

For the full report please click here.

Event Technology Integration is a Top Priority for Associations

Dan_image_for_webTalking tech today is… Daniel Slavin, Business Development Manager at Eventsforce

Daniel is well known and respected for being able to shape association events and conferences through the intelligent and accountable use of event technology. With valuable experience helping associations meet their organisational goals, Daniel demonstrates to associations how event technology can maximise the value of their conferences and how associations can effectively measure their conference ROI using the reporting data that matters.

You recently attended Technology for Associations Congress – is it fair to say all of the associations in attendance were keen to learn about how technology could help them?

Yes, and this is an understatement! The very nature of the event brought technology to the forefront. There was a clear understanding amongst the attendees that technology is essential to helping a progressive Association succeed, whether this is by expanding their membership, understanding existing members better, or putting on even better conferences. The reason behind all of this is to enable them to deliver the best possible service to their members who form the backbone of any Association.

As someone who has worked with Associations, helping them use technology in an intelligent and cost-effective way, their enthusiasm for the technology available wasn’t a surprise to me at all and it was great to see so many Associations showing keen interest in the solutions that we are able to offer here at Eventsforce.

Some people believe that Associations are technology averse – what would you say to these people?

I’d say that in the past these sort of views may be true. In some Associations any sort of investment is seen as a ‘cost’ but this cost is often viewed without the corresponding ‘benefit’. Technology is placed in the same bracket. Yes there is a cost to technology, in terms of both time and resource, but this doesn’t exceed the benefits offered such as the time-saving elimination of admin and repetitive tasks, making processes faster and more accurate, enhanced reporting for real conference understanding. There is also the peace of mind in knowing that all of your systems are comprehensively and securely integrated. But things are changing, and this change has been driven by the Associations themselves.

As I mentioned previously, it’s all about the members.  In all areas of their lives they want ‘more’, ‘better’ and ‘faster’ They rightly ask, ‘Why shouldn’t our Associations give us these as well?’ The Associations I work with have embraced technology as a solution to meet these challenges head on, and the more technologically averse are being dragged forward whether they like it or not simply because they can’t afford not to.

Were there any particular topics that the Associations were keen to focus on?

The interest in technology was wide, but I noticed three topics emerging that seemed to be of key importance to Associations in general:

Understanding conferences better to demonstrate ROI and deliver better service: 

Associations wanted to understand their conferences better, moving beyond the basic metrics such as how many people attended or what their anecdotal feedback was. The reason for this, and I make no qualms about stressing this point again, is because they want to deliver the best experience to their members. If they don’t understand what worked at a conference and what didn’t then it makes it much harder to learn and improve, or show that the conference delivered real ROI. Remember, Associations aren’t exempt from having to justify their expenditure and prove ROI! The key to this understanding is effective reporting. Associations need to be able to create and manage reports on a wide range of conference data, and they need to be able to do this quickly and easily. Saving, sharing and scheduling reports are also a ‘must-have’ as is security and restricted access.

Integrating new technologies with existing systems

Just because an Association is interested in procuring new technology doesn’t mean it isn’t currently already using technology or intends to discard existing technology. A new solution needs to integrate with existing systems such as CRM, Finance and Marketing systems, or mobile apps, and it needs to do this with a minimum of hassle and disruption. APIs, which allow one application to query and manipulate the data within another application, are key to this and must be ‘two-way’ to allow the flow of data in both directions. An effective API makes integrating new technologies with existing systems a relatively simple task, and can never be overlooked when choosing a new technology to make use of.

Improving their abstracts management process 

Continuing the theme of integration, I heard from many Associations that they were keen to not only improve their abstract management process but also integrate this with their conference registration systems. They needed a way of integrating papers and registrations whilst at the same time managing submissions, reviewing and distributing, with the end goal being saving time, reducing errors and improving organisation. This was great to hear for me as I was able to talk to them about Eventsforce Abstracts, which is the ideal tool for these requirements.

Click to get in touchWhich technological challenges do you feel Associations will face in the future and how will these be resolved?

In the future, the question won’t be if Associations are using technology – they will be. The question will have moved on to how they are using it and if it is meeting their expectations. Associations will place greater emphasis on finding the right technology supplier, one that will be there for the long-term, adopting a partnership approach. Usability will also be high on the agenda forcing technology to become easier to use and easier to integrate.

To learn more about associations or any other event-related matter, contact Daniel using the details listed here.

Event Technology: How to Increase Adoption Across Your Whole Organisation

shutterstock_79727680New technology solutions that provide better ways for people to collaborate are constantly emerging and you may want to invest in a new solution for your organisation. However, the adoption of new technology can be daunting, perhaps even overwhelming. Adoption is usually the hardest part in the implementation of new tech solutions. You may invest in a solution for better collaboration but that’s difficult to achieve if your organisation isn’t using it properly or at all – so how can you encourage your organisation to leverage the tech solutions you want to introduce to the workplace? We have some ideas for you.

 Establish goals and determine fit

Answer the question: why should they use it? Before you invest in a new solution or try to introduce a new solution, consider how it will fit in with your organisation’s day-to-day activities. Work with your team to establish objectives or goals that you hope to achieve through the implementation. As the solution is being integrated into the workplace, find a way to consistently measure the effectiveness of the solution in achieving the goals established. Adoption rates will go up as reluctant individuals in the organisation see that the new technology solution is worth the effort to adopt.

 Collaborate with the provider

You want a solution provider that is willing to continuously provide updates and support based on feedback. It is important that the provider of the tech solution is willing to work closely with you and your team to establish a good implementation program and ensure that the adoption rate is high.

 Schedule training

Once you’ve invested in the tech solution that best fits your organisation – be sure to provide training. Even if the new solution has an intuitive design, providing training can greatly increase individuals’ comfort levels with it. Training can be in the form of webinars, tutorial pages, or onsite training workshops.

 Lead by example

Click to get in touchIt may be difficult to increase technology adoption across the whole organisation all at once. Consider building a group of evangelists for your new technology solution within your team/organisation or begin by having team/group leaders adopt the technology first to encourage change amongst the team members.

There’s no one-size-fits-all technology solution – take into consideration the individuals in your organisation and help them see how the new technology will be beneficial in their work. Leveraging a new technology solution can increase the overall effectiveness of your workforce but adopting the solution should not have to be an excruciating process.

 

Sources:

 

Associations: Top Tips for Introducing Technology To Your Events

intro_tech_to_assn_congressThinking of introducing technology to your association events? Here are some things to consider

At Eventsforce, we’re big advocates of using whatever tools are available to improve events for both attendees and planners alike and a big part of this involves making the most of the technology readily available right now.

Corporate events have traditionally led the way when it comes to using technology, but association events can be just as suitable – planners simply need to have a slightly different mind-set. Here we’ve outlined some points to consider when you’re looking to introduce technology to your association events.

Generation game

In the events world, and indeed the wider marketing world, there’s a lot of discussion about the generational group referred to as millennials. This year they will become the largest generation by population, growing larger than the previously leading baby boomer generation, and they have their own set of expectations when it comes to events. They are the connected generation and have been raised in a world where technology is not a gimmick, but a natural part of their existence. It’s important that planners understand this generation and take the time to learn how they like to experience events, because it is radically different to previous generations and technology will play a big part.

That being said, don’t be dragged into the millennial discussion if it isn’t relevant to your association membership. Think carefully about your membership base – what are they expecting from your events?

Don’t just meet expectations

Technology can still have a part to play, even for those sections of your membership that don’t necessarily expect to engage with tech at events. It is about getting the mix right and communicating the benefits of getting involved with the technology from an early stage in the pre-event marketing. This could be as subtle as encouraging delegates to complete their registration process online and use an email on their phone as their ticket, rather than printing it (highlighting the positive environmental impact) or as bold as encouraging use of the event app and all the benefits this will bring. This needs to be done carefully, as pushing the technology too hard may alienate those that don’t want to use it all. Let them mould their own experience.

Don’t be everything to everyone

Click to get in touchThe likelihood is that your association membership is made up of a variety of generations and a variety of technological capabilities. Creating events that work for them all is tricky, but by no means impossible. If the tech-uptake at events seems relatively low, talk to your members. Ask them what their reservations are about using technology at events so that you can see where the problems are. If they are worried about security or privacy, amend your communication for your next event to put them at ease. If they are concerned about how complicated the tech is, make sure you highlight how the tech will improve their experience and make the event more successful for them.

How have you successfully introduced technology to your association events? Are you seeing millennials impact the way you run your events? Let us know!

Association #Techsperts: CRM-Based Technology Systems Critical for Membership Growth

Damian_Hutt2Damian has been in the events industry for 31 years, in hotels, an events and marketing agency, and with Informa plc providing global PCO services. In the last 8 years Damian has developed the Association Congress series, now in its 15th edition, and the Associations Network membership organisation. Damian has a keen interest in technology and its application to events and membership networks. He is responsible for the programme of 20 educational events per year, from congresses to smaller monthly forums.
In December, Associations Congress UK reached its 14th event in the series – what have been the top three changes you’ve noticed in the association market over the years the congress has been running?

Associations are becoming much more service-orientated and really have had to focus on member needs. Some associations still feel like a bit of an ‘old boys club’ but this is becoming rarer. They are realising that they are competing with other communities and educational suppliers and they can’t simply expect people to join them.

Associations have also become more tech-orientated, although generally behind the corporate world, sometimes by as much as ten years. I’ve also noticed that they are beginning to realise that they must keep up with developments taking place at other associations. Even learning from associations in un-related sectors.

You also organise the Technology for Associations Congress – how important is it for associations to keep pace with technological developments?

Associations must be deep users of technology as it’s the only way they can thrive. Associations typically have a disparate membership – spread out across the country, region or the world, depending on their type. They need to keep them all engaged – online events, eLearning, discussion groups and social media are the only ways of doing this effectively – and they are technology-dependent.  And of course publications are inextricably moving to mobile and tablet.  Most members can’t afford the time and costs to travel a long distance to be part of an event or course and technology overcomes this.

Technology use is trackable which enables a deeper understanding of members’ needs, helping drive efficiencies and ultimately engagement.  Members now expect the same level of professionalism from their association as they do from their business.

What tech developments do you think will impact associations the most over the next few years?

I think one of the most important technologies that associations need to pay attention to is CRM-based membership systems. They must be using systems that can be expanded and linked to other technology to synchronise data. Many of the more traditional membership systems are very slow in developing, with little integration and expansion possibilities, which just doesn’t work for associations anymore.

I mentioned this previously, but I can’t stress enough how important integration is. By this I mean APIs that can link systems. Eventsforce, for example, has a large number of APIs which can integrate with CRM systems, mobile apps etc. This is crucial, and it must be a two-way integration providing data to flow in both directions.

You mentioned that some associations are as much as 10 years behind corporates what it comes to technology. Why is this?

Most associations have a misguided historic and inherent culture with a belief that they should avoid expenditure wherever possible – and this excludes investing in the best tools & technological infrastructure to provide members the quality they demand and deserve, like customers of a company.  They also have to get their board to agree with a purchase, which can be prolonged and a huge effort, especially when the boards believes they are the executive, and not the CEO!

What is the key challenge facing associations in 2015?

I’d have to say membership engagement and providing value. Especially in a time when anyone can setup a community in a LinkedIn group that can compete with an association.

How do you think technology suppliers can help associations best?

By providing APIs and integrations from the start. As I’ve said already, this really is the key aspect. The pricing and functionality is largely affordable by associations, but a focus on integration would benefit associations and all their clients further.

Final words – as an event organiser, what new technology are you most excited about?

I think iBeacon technology could be interesting. We’re looking at this for our International and European Associations Congress, on 5-7 May. We’re working with an app that has the functionality built in to it and the venue has the Beacons installed. We will be using it to better understand where our delegates are moving, which sessions they attend and which Business Partners they visit.

How the landscape is changing for associations: An interview with Julie Watterston

Julie Watterston sJulie Watterston of Watterston Associates has been working with international and UK associations for over 20 years. During that time, there have been huge changes in how associations run their events, what delegates are looking for and how technology is increasingly being used to maximise both marketing and delegate interaction at events. We spoke to Julie about how the landscape for associations is changing.
You have been working with international associations for many years, what are they key changes you have seen in the last 5-10 years?

A lot more industry trade shows are being promoted and associations are now being much pickier on which ones they attend as they realise the value of their time.  More associations are incorporating social media to promote their conferences and introducing mobile applications.  However, communication can also become more difficult as people receive so many emails that they are averse to too much information.  There is greater harmonisation across the EU on holding meetings and the expectations that one has from those assisting with the event.  There is also greater use of English as a business language as the younger generation comes through the industry.

In your experience, what are the top three challenges facing associations when it comes to their annual congress? What are their priorities?

Getting delegates to attend the congress is an ongoing challenge as costs rise from venues, airfares, accommodation etc and organisations and individuals have to justify the cost.  From a destination perspective, delegates to not want to have to do multiple legs on flights so destinations that are not first tier have to really focus on how they market themselves.  Delegates also expect more and more from attending the conference and want to have a good time as well as discussing business matters.

How is the ‘make up’ of international associations changing? Are there any different trends in different parts of the world?

US based international associations do not often rotate outside of the US even if they do claim to be “international”, this is slowly changing but the Americans are more likely to “stay at home” in times of political turmoil.  When in the US they are able to use vast conference centre/hotel complexes but have to re-think their venue requirements elsewhere in the world where these type of facilities are not so readily available.  Slowly more and more international associations are using Facebook, LinkedIn and other social media and some associations now are only contactable to “outsiders” via their Facebook page.

How do you think associations are adapting to changes in technologies, for communications, social media, event registration and more?

Most associations do not do all of these things very well yet but are beginning to experiment.  To do these things well, it is no longer just a matter of dabbling in social media etc but outsourcing this component to benefit fully from PR and social media is often the best option.  The younger generation seem averse to picking up the telephone but often it saves more time, you can get an immediate answers and it is more effective!

How well are associations using data in your view?

We recently did an exhibitor boosting recruitment project for one association and their database was years out of date. This meant that any promotional literature that was being sent out was not getting to the right people at all so they were struggling to get enough exhibitors.  Whilst it is expensive to maintain your data, it should be vital and can be outsourced for best results.  However, a lot of associations are too protective of their data and would not allow an outside company to use it even on their behalf.

Click to get in touchHow do you think technology providers can help associations best?

The most obvious answer to this is providing free wi-fi that works!  It is now an expectation and should not be an additional cost.  With regard to other technology, reducing costs for associations is crucial and providing someone who can speak about technology in layman’s terms rather than blinding them with techno-speak that they don’t understand.