What are the best ways to manage event production timelines with vendor software?

1 Define your scope and goals

Before you start using any vendor software, you need to have a clear idea of what you want to achieve with your event, and what are the main deliverables and milestones. This will help you set realistic and measurable objectives, and prioritize your tasks and resources. You can use a project management tool, such as Asana or Trello, to create a detailed scope document that outlines your goals, budget, timeline, and responsibilities. You can also use this tool to assign tasks to your team members, track their status, and update them as needed.

2 Choose a vendor software that suits your needs

When selecting a vendor software for event production, it is important to consider factors such as the size and complexity of your event, the number and type of vendors you work with, the level of customization and integration required, the ease of use and accessibility of the software, and the support and training provided by the software provider. Examples of vendor software for event production include Eventbrite, which is popular for creating, promoting, and selling tickets; Bizzabo, which offers comprehensive planning and execution capabilities; and Cvent, a powerful tool for sourcing, managing, and optimizing events.

3 Communicate with your vendors and stakeholders

One of the main benefits of using vendor software is that it can facilitate communication and collaboration among your vendors and stakeholders. You can use the software to share information, documents, feedback, and updates with your team, clients, sponsors, speakers, and attendees. You can also use the software to create and manage contracts, invoices, payments, and receipts with your vendors. This can help you avoid misunderstandings, delays, and errors, and ensure that everyone is on the same page.

4 Monitor and adjust your timelines

Using vendor software can also help you monitor and adjust your timelines as you progress with your event production. You can use the software to track your tasks, deadlines, and milestones, and compare them with your original plan. You can also use the software to generate reports and dashboards that show you the status and performance of your event. This can help you identify and resolve any issues, risks, or changes that may arise, and make informed decisions to optimize your results.

5 Review and learn from your experience

After your event is over, you can use vendor software to review and learn from your experience. You can use the software to collect and analyze feedback from your attendees, vendors, and stakeholders, and measure the impact and ROI of your event. You can also use the software to document and archive your event data, files, and best practices, and use them for future reference and improvement. You can also use the software to thank and follow up with your team, clients, sponsors, speakers, and attendees, and maintain your relationships with them.

6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?