Simplify the Whole Event Management Process with UrAudits

The role of an event organizer is not suitable for those lacking resilience. Organizing an event requires impeccable organizational and prioritization skills. You’ll have to manage resources, secure locations, create and adhere to budgets, lead teams, and engage in active communication. Numerous moving components must be harmonized for the event to proceed ideally.

Despite thorough planning and comprehensive preparation, things have yet to be made known precisely as anticipated. Get ahead of minor obstacles and challenges, which are entirely acceptable.

This blog post will probe into the number of facets of a successful event—utilizing event management apps like UrAudits for effective management, and discuss the focal role of an event organizer in achieving success.

What are the duties of an event manager or organizer?

Before addressing that question, let’s clarify a few definitions.

An event organizer, also known as an event planner, meeting planner, event coordinator, convention planner, or event manager, assumes the role of overseeing and coordinating all aspects of events, whether small office gatherings or large conferences in convention centers.

The responsibilities of event organizers encompass event goal setting, budgeting, task allocation, and scheduling for both team members and all stages of the event planning process. This includes managing logistics for venue selection, setup, and takedown, as well as ensuring the satisfaction of both internal and external stakeholders.

Besides that, event planners need to run event marketing campaigns on channels like email, social media, etc. They need to attract people’s attention and make them feel interested in the event— definitely a large mission.

However, having an event organizer backed up by software is essential for having a successful event, such as with UrAudits, which can be very helpful here. Give UrAudits a try.

What is the Recipe for Success of an event management team?

A competent event organizer, possessing qualities such as organization, attention to detail, resilience, and composure under pressure, plays a focal role.

Once this individual is in position, their primary task is to assemble the necessary human resources, forming a high-caliber team capable of successfully executing the event.

This team is genuinely cross-functional.

Constructing a proficient project team necessitates the selection of individuals with the right skills tailored to specific roles.

Consider all the tasks involved in planning and executing your event, then gather individuals whose capabilities align with these roles.

UrAudits recommend structuring the team around the following positions:

• Event organizer/planner/manager (naturally)
• Scheduling manager, tasked with creating event agendas, sourcing speakers, and coordinating the event schedule
• Marketing manager, responsible for event marketing and communications
• Registration coordinator, overseeing registration processes, check-ins, managing registration software badges, and addressing ticket-related matters
• Branding specialist and designer, collaborating with the marketing manager to produce printed and online event materials
• Venue/show floor manager, assisting with on-site staff, security, sponsors, vendors, catering, photography, and more

At UrAudits, they simplify allocating responsibilities to the appropriate team members by assigning tasks.

As a bonus, when you assign a task, you, as the event organizer, can designate yourself as a “watcher” and receive alerts for any updates to the task.

For instance, if the venue/show floor manager uploads a quote from a vendor, you, the event organizer, marked as a “watcher,” will receive automatic notifications. This allows you to review the quote or reassign it as a to-do item to another event team member.

However, to execute an event with reduced stress and fewer mishaps, the utilization of an event management app is imperative.

What share does the event management app play?

Could you fathom managing a corporate event solely with pen and paper? In the pre-SaaS era, there were few alternatives. However, in today’s digital age, it would be unwise not to couple the capabilities of an event management app.

That’s where UrAudits comes into play.

With many pre-designed templates, kick start your event planning journey with the Event Planning & Operations Template.

One key aspect about this template is its ability to streamline the creative planning process, faultlessly integrating event planning from inception to completion within a centralized workflow.

This template allows event organizers in various ways:

It is easy to visualize the entire planning process. Visualize with status indicators how each step is going, assign and organize tasks, and track timelines with only an eye.

Streamline the RSVP (to respond to an invitation) process and make it easy for guests with an RSVP form where you can quickly gather all responses and get your guest list for your successful event.

To measure how successful an event is, keep track of its progress using detailed dashboards that give a holistic view of critical KPIs.

You can present data in different ways — not only in a Gantt chart but also in forms and tables (as you need).

Going for automated components in your event planning cards is preferable to speed up the process. This automation is aimed at reducing manual efforts, eliminating human mistakes, live reporting and notifications, and increasing overall productivity. Let robots handle other tasks (sending emails on due dates, for example) to allow you to focus on other, more significant ones.

And finally, take advantage of our growing list of integrations to connect UrAudits with the rest of your ecosystem of tools in no time. By bringing everything that your team does into a single place, you will improve collaboration and productivity.

Experience the benefits of UrAudits for yourself. Try it now.

How does UrAudits support Event Management?

The previous section highlighted how UrAudits templates, in combination with automation, views, and integrations, come with major backing for event planning and organization.

Yet, the real perspective of the UrAudits Work OS extends far beyond these capabilities.

This Work OS serves as a visual hub for comprehensive management— strategize, arrange, and oversee every aspect of your team’s operations within a unified interface.

UrAudits event management app stands out for its visual, user-friendly, and intuitive nature, eliminating the need for extensive training. Teams can craft tailored workflows that align like a dream with their organizational requirements in just minutes. Moreover, UrAudits provides access to a diverse collection of multiple pre-built templates derived from actual usage by real-world teams.

When you create a template report, the next step is customization. With the flexibility to strenuously drag and drop over distinct column types, you can refine your workflow to match your precise needs. Real-time synchronization ensures that groups, items, sub-items, and updates remain harmoniously interconnected. It maintains relevance within the context of your ongoing projects, workflows, processes, or any other facets of your operations.

Try UrAudits – a site auditing app for your team – trusted by more than 1000 productive teams worldwide.