We all know building strong relationships with clients is crucial in the event industry. We also know juggling multiple events, tight deadlines, and a never-ending to-do list can leave little time for the consistent communication that fosters those relationships.
That’s where event business automation comes in. By strategically using technology, you can automate touchpoints with event leads and clients that enhance their experience with your team…not to mention freeing up loads of your precious time and energy.
Planning Pod’s customizable event management platform includes a wide variety of automations and workflows that help you maintain a stellar client experience without breaking your back. Get started today!
Why automate touchpoints?
- Increased efficiency: Automation helps you handle repetitive tasks, freeing up more of your energy to focus on high-level strategy, creativity, and client interaction. Just imagine a software that automatically sends proposals, reminders, and follow-up emails, giving you back several valuable hours in your day! (Wait a second…we actually built an event management platform that does just that. Check it out here.)
- Improved customer experience: Timely and relevant communication is key to a positive client experience. Automated emails with smart data placeholders can nurture leads, provide essential information, and offer personalized support at every stage.
- Cost savings: By streamlining processes and reducing manual effort, automation significantly lowers operational costs for your event business. Think about how much you can save from reduced printing, postage, and of course, you and your staff’s time.
Key areas ripe for automation
Email marketing
Email marketing can be your secret weapon for staying connected with clients. Think of it as a friendly automated assistant that helps you nurture relationships every step of the way. You can set up email sequences to introduce yourself and your high-quality services to new leads, showcasing your past successes and offering helpful resources. When the time comes to send reminders, you can automate emails for upcoming meetings, payment deadlines, and important event logistics. And don’t forget the power of a thoughtful follow-up! Automated thank you notes, feedback surveys, and even special offers for future events can help you leave a lasting positive impression.
Social Media
Social media can be a powerful tool to connect with your audience and keep your event business at the top of their minds. But what event professional do YOU know that has time to be glued to their phone all day? That’s where automation comes in handy. Use social media scheduling platforms to set up your posts in advance so you can share engaging content, promote your events, and show everyone why your services are the creme de la creme. And with the right tools, you can easily keep track of mentions and comments so you can join the conversation and make sure your audience feels heard and valued.
Platforms for social media scheduling:
CRM (Customer Relationship Management)
Think of a CRM like your brainy assistant for managing all things client-related. Aside from helping you keep your client information organized and updated, look for a CRM with other capabilities like automatically lead scoring. Imagine being able to rank the quality of leads based on how they interact with your business…it goes a long way in helping you set priorities and know what to expect during the sales process. Plus, any CRM worth its salt should be able to route those leads to the right person on your team and whip up reports on how your sales and marketing efforts are performing.
Planning Pod’s end-to-end event management software includes a full suite of CRM tools to manage your client relationships and create raving fans of your event business.
Proposal software
Do you dream of whipping up proposals in minutes instead of spending hours crafting them from scratch? Good news: proposal software lets you use pre-made templates and automatically fill in client details so you can create polished, professional proposals with just a few clicks. And you can send them off electronically and often track when they’re opened, viewed, and signed (depending on the software you choose).
Planning Pod’s proposal tools and automations save users time, energy, and headaches with customizable templates, smart data placeholders, and easy conversion to invoices.
Scheduling tools
Everyone wishes scheduling client meetings was less of a back-and-forth hassle. If you aren’t already using them, digital scheduling tools are going to be your saving grace. Platforms with scheduling automations can allow your leads to book time with you directly through your website or links on your social media profile, making it super convenient for everyone involved. And they can usually send automatic reminders to help reduce those pesky no-shows.
Planning Pod’s customizable lead capture forms enable your prospects to schedule appointments and tours without all the back and forth.
Implementation and optimization
Now it’s high time to get your automation plan rolling! First things first, think about your client’s journey from the moment they first hear about you to the conclusion of their event. Map out all the points in the process where you connect with them – those are your key touchpoints. Then add some automation magic: set up some simple rules within your chosen platform to trigger actions, like sending a friendly welcome email when someone schedules a tour at your venue.
To make sure your automations are working like a charm, keep an eye on important metrics like how many people open your emails, click your links, and book your services. This data will help you see what’s resonating and what needs a little tweaking. This is where you fine-tune your strategy to create an even smoother, white-glove experience for your clients.
Automating your event business doesn’t have to be daunting. By embracing the right tools and strategies, you can free up valuable time, level up your clients’ experience, and ultimately drive event business growth. It’s never too soon to start exploring the world of automation – get started today and watch your event business thrive!
Planning Pod’s customizable platform has tons of built-in automations and workflows that take care of the heavy lifting so you can focus on creating amazing events. Get started today!
