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What are the essential features of a conference coordination tool?

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Event management software and tools can make your conference coordination easier and more efficient. Whether you are planning a small workshop, a large-scale summit, or anything in between, you need a reliable tool that can help you with various aspects of the event lifecycle. In this article, we will discuss what are the essential features of a conference coordination tool and how they can benefit you and your attendees.

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1 Registration and ticketing

One of the first features you need is a registration and ticketing system that can handle online payments, refunds, discounts, and confirmations. You want a tool that can integrate with your website and social media platforms, as well as offer multiple payment options and currencies. A good registration and ticketing system can also collect and store attendee data, such as contact information, preferences, and feedback, which you can use for marketing and analytics purposes.

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Michael H.

I have a very particular set of skills. Skills acquired over a long career. Skills that make me a huge asset to any organization...
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On-site logistics is important here. How easily can attendees register onsite (if you allow that)? Can they access a QR code or another easy way to show their registration info? If it's a larger event, self-check in and automated badge printing will expedite the process.

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2 Scheduling and agenda

Another important feature is a scheduling and agenda tool that can help you create and manage the program of your conference. You want a tool that can allow you to add, edit, and delete sessions, speakers, and venues, as well as assign roles and responsibilities to your team members. A good scheduling and agenda tool can also enable you to share the agenda with your attendees and speakers, as well as update them on any changes or announcements.

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3 Communication and engagement

A third essential feature is a communication and engagement tool that can help you connect with your attendees and speakers before, during, and after the conference. You want a tool that can facilitate email marketing, push notifications, surveys, polls, and Q&A sessions. A good communication and engagement tool can also provide you with a mobile app or a web-based platform that can offer live streaming, chat, networking, and gamification features.

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4 Venue and logistics

A fourth crucial feature is a venue and logistics tool that can help you plan and manage the physical aspects of your conference. You want a tool that can assist you with finding and booking the best venue for your event, as well as arranging the catering, transportation, accommodation, and security services. A good venue and logistics tool can also help you with creating and printing the badges, signs, and materials for your conference.

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5 Reporting and analytics

A fifth key feature is a reporting and analytics tool that can help you measure and improve the performance and impact of your conference. You want a tool that can generate and export reports on various metrics, such as attendance, revenue, engagement, satisfaction, and feedback. A good reporting and analytics tool can also provide you with insights and recommendations on how to optimize your conference strategy and outcomes.

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Patty Alonzo, M.E.T.

Tackling organizational and tech challenges to create smoother, more efficient operations.
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Set Goals and Evaluate. Set clear goals for the conference and each part of the conference: keynote, sessions, vendors, tools, handouts etc. Then go back and evaluate if they met their goal and determine if that was okay or what recommendations can be made for future conferences.

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6 Integration and customization

A sixth and final feature is an integration and customization tool that can help you enhance and personalize your conference coordination tool. You want a tool that can integrate with other software and platforms that you use, such as CRM, email, social media, and accounting systems. A good integration and customization tool can also allow you to customize the look and feel of your conference tool, as well as add or remove features according to your needs and preferences.

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What are the essential features of a conference coordination tool?

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1 Registration and ticketing

2 Scheduling and agenda

3 Communication and engagement

4 Venue and logistics

5 Reporting and analytics

6 Integration and customization

Conference Coordination

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