Event management is a process to manage large scale events such as conferences, ceremonies, product launches, training and convention. It involves the creation of the brand, identifying the target audience, the creation of event concept and coordination with various departments before actually conducting the event.
There are various stages involved in the process of event management:
1. Pre-event activities
2. RSVP and Registration Management
3. On Day Event Activities
4. Post-Event activities
Solution Overview
Below Process diagram provides an overview on how the event setup process is defined in the System. The process involves all the stages as shown in above diagram. The System covers most aspects of event management system effectively using SugarCRM framework.
Pre-Event Activities
Event Management in SugarCRM can be extensively customized. It uses the Campaign management module for sending eDMs, wherein the event admin can create email templates to promote the event. Event Template can have links that will be directed to the online Registration Form and it can also be integrated to payment Gateways.
The system also facilitates configuration of Session/Tracks for events and associate Speakers and Presenters for each track. In addition, the event admin can configure early bird offers, Discount Code and Partner Discount settings, which will be used when a guest register for an event.
The system provides option to create dynamic questions with different type of files like Text box, drop down, multi-select etc.
RSVP/Registration Management
An important feature of Event management with SugarCRM is the Online Registration. These forms are dynamically configured by the event admin. Once the forms are submitted by guests, the event admin will be notified on new registrations. The system also sends the guest a summary email confirming the registration.
Another important activity performed by event admin is sending “Advisory Email”. This advisory email will contain the instruction on how to reach the venue, overall event information can also include car decal information based on the Guest categorization. The important aspect of advisory email is Barcode/QRCode. This barcode/QRCode is essentially used for tracking attendance of the registered guests.
On Day Event Activities
On the day of the event, systems help event coordinators to manage both onsite registrations and track attendance based on tracks or sessions. In the case of offline attendance tracking, the system allows upload of attendance via bulk import features.
Post Event Activities
Post event activities typically involve feedback/Survey management. SugarCRM event management allows the creation of feedback forms. System helps in capturing following types of feedback
1. Feedback/Survey on overall Event
2. Feedback on Presenters/Speakers
Feedback are captured into the system and can be consolidated via analytical reports using BI tools like Jaspersoft or by using SugarCRM Reporting engine. The main feature of feedback management feature is that guests can feedback only on those Presenters/Speakers related to sessions attended by them. The feedback links can be submitted within a specific period only and once the feedback is submitted the link will get expired.