Looking to get started with venue management software? You’re in the right place. As experts in event tracking technology ourselves, we’re passionate about optimising event success through tech innovations.

There are plenty of hugely impressive venue management systems to choose from. In fact, your biggest issue will be figuring out which one is right for you and will make the best impact with your budget. So let’s get started on what to look out for.

Key considerations for your new venue management software

From inventory management before the event kicks off to event tracking technology for metrics after the event ends – this innovative tech is quickly becoming the backbone of event management. 

Let’s explore the key considerations for this kind of event management software before you commit to purchasing.

Scalability 

If you’re chasing growth, your venue management system should be ready to grow with you. Look for a solution that can handle your current needs and easily expand as your event presence grows. 

Map out your business growth plan for the next 1, 3 and 5 years and question whether this software can handle what your venue needs once you meet those markers. Event management technology can sometimes be tied to lengthy contracts, so it needs to be robust enough to meet your needs both now and in the future.

Integration capabilities

Your event venue management software should seamlessly integrate with your existing tech stack. At the end of the day, you don’t want to be juggling multiple disconnected tools. Ask your provider about this before you sign on the dotted line.

User-friendliness

User-friendliness is a must. After all, you want your team using your new venue management software, not fighting with it. There’s no point having a fancy system with all of the bells and whistles is it’s too complicated – it just won’t be used.

Opt for a system that’s intuitive and easy to learn how to use. If you can’t figure out how to perform key tasks or see key metrics within a product demo, it doesn’t bode well for future use.  

Data analysis and reporting features

There are lots of shiny venue management tools out there to pick from that promise reams of data output. Make sure that the data they produce is the data that you really need to see. 

For instance, insights about how attendees experienced your experiential events can help enormously in directing your experiential marketing campaigns. Not to mention how they can pinpoint where to make improvements to visitor experience.

That way you can make use of it for actionable insights that help you make data-driven decisions. Ask the provider to talk you through their reporting suite and to see a demo if possible. 

At Exposure Analytics we’re always happy to show prospective customers a demo of our fully-customisable data Dashboard. This is where the data from our sensors is collected and displayed in bespoke reports.  

Security and compliance 

Data protection is a non-negotiable in whatever systems you use, especially in events where you have access to GDPR-sensitive personal data. Ensure that your chosen system has robust security features such as data encryption, access controls and compliance certification.

Priority checklist:

In summary, these are the top priorities we think you’d benefit from keeping in mind when investing in event management software:

  • Venue management software that scales with your growth
  • Integrates well with your existing tech stack
  • Is intuitive and simple to get to grips with
  • Can give you all of the metrics you need in whatever reporting style you prefer
  • Operates in a secure and compliant way & doesn’t put your data at risk 

Types of venue management software

These days, wherever there’s an admin-intensive task there’s usually a piece of software to help automate it. Here’s an overview of the key types of venue management systems you could benefit from using:

Event Scheduling – These systems streamline your event planning, ensuring every resource and staff member is in the right place at the right time.

Guest Management – From invites to checking in guests, you could have an accurate view of who’s coming and who’s already through the door once they arrive.

Inventory and Resource Management – Whether it’s chairs, projectors, or catering, you’ll have everything accounted for and perfectly orchestrated.

Billing and Invoicing – Generate branded invoices, keep tabs on incoming payments, and get a clear picture of your event’s financial health at the click of a button.

Event tracking – This is where Exposure Analytics’ top of the line event footfall analytics comes into play. All of the other event management tools can help you to fine tune your event and ensure it runs smoothly. However, you won’t know for sure whether your adjustments have made a difference unless you can measure your success. 

Event tracking allows you to see exactly where your attendees congregate, their flow throughout the venue space and their engagement with the various components of your event. 

Take the guesswork out of venue management and know for sure what’s stopping your venue space reaching the next level.

Get access to attendee tracking for your venue

If you want to see the power of our tracking tech at work, take a look at the impact it made for Shelton Fleming in their case study on footfall tracking for their exhibition presence. 

And remember to take a look at our FAQ section to get answers to commonly asked questions, like what is footfall in business? and how our sensor technology works. 

Speak to the team today to learn how installing a footfall camera could help you gain access to metrics like:

 

  • Engagement rates
  • Heat maps
  • Flow routes
  • Attendance numbers 

Interested in exploring attendee and customer footfall tracking for your venue? Get in touch with the Exposure Analytics team to learn more.