Are you using too many tools and software programmes to organise events, or are you still relying on manual processes to keep track of everything? Does your team perhaps lack the right resources to organise events efficiently? Do you lack the means to justify the expense of modern event management software? If these challenges sound familiar, it may be time to consider purchasing event management software to simplify your planning and achieve better results.
In this guide, you will learn how to convincingly communicate the benefits of purchasing event management software to your manager. We will show you how the software can help you increase your organisation and efficiency and make your events even more professional β from event marketing and centralised management of participant data to saving time in planning.
Understanding the decision-makers
Even if you are primarily responsible for event management, the decision to purchase new software is often a collaborative process or even out of your hands. Typically, several departments and individuals are involved, each with different criteria in mind. Depending on the company, this often includes IT, finance, compliance and, of course, management.
In order to present your arguments correctly, it is important to know the interests and concerns of each of these departments. The IT department will emphasise data security and compatibility, while the finance team will primarily focus on costs and ROI.
Operations, on the other hand, is interested in practicality and integration into existing workflows. If you understand these perspectives and can address them with good arguments, you will be able to tailor your request and ensure that your arguments are tailored to the respective interests. You can start looking for these now.
Gather arguments: Show why event management software is indispensable
To convince your managers of the necessity of event management software, you need concrete evidence that a software solution really adds value. First, figure out how the software solves the biggest challenges in your event planning and implementation. For example, do you have problems with guest management, do you get bogged down in different tools, or do you lose important data and information through manual copying?
Collect case studies from companies that already use event management software. Contact a few of the companies mentioned and ask what results they have achieved. Ask the software providers to put you in touch with existing customers β but keep in mind that they will probably only give you the names of their most satisfied customers.
Highlight the advantages: How to convince others of the benefits
To convince your superiors of the necessity of event management software, it is crucial to clearly present the numerous advantages and improvements that come with purchasing event management software. These include long-term financial benefits as well as less obvious effects that make daily work easier and increase team satisfaction.
Here is a list of the advantages of event management software:
Cost savings and ROI
Event management software can directly contribute to budget optimization. Automated processes often reduce the need for external service providers and tools, resulting in significant cost savings. Calculate exactly how many working hours you save per event and what costs are avoided as a result. A well-structured ROI calculationβsuch as savings through more efficient planning or reduced material costsβspecifically addresses the finance team and helps justify the investment in the software.
With Sweap, for example, you save approximately 75% in time, which naturally leads to lower costs per event in the long term.
Improvement of the event experience
The software can also indirectly contribute to increased revenue by improving guest satisfaction. Individual event communication, faster event registration, and comprehensive event data increase satisfaction and the likelihood of higher guest numbersβwhich in turn leads to higher revenues. Improvements that have a direct impact on the bottom line are often particularly convincing for decision-makers.
Simplification through centralization
One of the major challenges in event planning is the use of too many tools: Excel spreadsheets, emails, calendars, and various communication platforms. Event management software brings all relevant tools and data together in a single platform. This not only saves time, but also reduces the risk of errors and data loss, as everything is managed in one place. This greatly simplifies collaboration, as all team members can access up-to-date information at any time.
Guaranteed data security
When it comes to security and compliance, professional software outperforms many standard solutions because it offers GDPR-compliant data processing, access controls, and regular security updates. These features ensure the protection of sensitive participant dataβa decisive advantage over manual or free tools, which often have security gaps.
Compliance with industry standards
Another decisive factor is often that the use of event management software is a growing trend and part of best practice in the industry. Companies are increasingly opting for professional software solutions in order to work more efficiently and keep up with the latest standards.
Long-term scalability
The scalability of your event program is a big plus: as your company grows or the number of participants increases, the software solution grows with it. This ensures that the workflow adapts to new requirements without the need to purchase new systems or make costly adjustments.
Sustainable and green events
Event planners can achieve savings by reducing waste and energy consumption, thereby enabling sustainable events. Event management software makes it possible to digitize the entire process, from invitations and registration to check-in. This drastically reduces the need for print products and increases the efficiency of event planning.
How to solve your challenges
| Your Challenge | Your Solution with an Event Management Software |
| I spend too much time manually maintaining guest lists in various tools and Excel spreadsheets. | All the guest information you need can be found in one place, always up to date. Guest categories, attributes and tags enable intelligent audience segmentation and personalised communication. |
| I am unsure whether we are working in compliance with the GDPR when processing guest data. | Event management software should enable you to plan events in compliance with GDPR requirements through data processing hosted entirely within the EU, transparent processes and granular consent options. All personal data must be stored and processed securely and can be viewed or deleted by participants at any time. This gives event planners full control over data protection β without additional tools or legal uncertainties. |
| I have to use several tools for registration, check-in, badge printing, etc. | With a user-friendly ticketing tool, you can create any type of ticket you need. You can manage both registration and check-ins with event management software. Even batch printing is included in a valuable event management tool. This gives you complete flexibility in your event strategy. |
| It is difficult to measure the ROI and success of an event β the data is missing or scattered. | Your solution provides real-time event data so you can effectively evaluate the impact and ROI of your event. Create comprehensive reports tailored to your needs that help you improve your event strategy and gain valuable insights. |
| Collaborating with colleagues in the same tool is complicated or even impossible. | Work seamlessly with your team β in a shared tool. Multiple users with different roles enable cross-team collaboration. |
Your path to better event planning
Event management software offers numerous advantages that make your event planning and execution more efficient, cost-effective and professional. It not only enables you and your team to centrally manage all event data, but also ensures that data security and GDPR compliance are guaranteed at all times.
Thanks to process automation, you save considerable time and reduce external costs, while the participant experience is enhanced through individual communication and optimised registration processes. With Sweap, your software solution also grows flexibly with your requirements without the need for costly adjustments.
Would you like to find out how Sweap fits into your budget? Work with our sales team to create a financing plan for Sweap and benefit from a tailor-made solution. Or simply try Sweap for free to experience the benefits first-hand and take your event management to a new level!
Free email templates for purchasing Sweap
Below, we provide you with two email templates to help you convince your manager to invest in Sweap's event management solution.
Subject: Proposal for the purchase of event management software to optimise our event processes
E-Mail:
Dear [name of supervisor],
I would like to briefly discuss some of the challenges we are currently facing in the events team. We use (list of tools used) and manual processes to organise and manage events, which often leads to scattered data and an increased risk of security breaches. We are reaching our limits, especially when it comes to managing sensitive data and complying with data protection standards. In addition, teamwork is made more difficult because relevant data is often spread across multiple platforms, making it difficult to maintain an overview.
In the course of my research, I came across the event management software Sweap, which specifically addresses these challenges and could offer our event organisation important advantages.
Sweap solves these challenges through:
Guaranteed data security: Sweap offers GDPR-compliant data processing, access controls and regular security updates. This would enable us to ensure that all sensitive participant data is reliably protected.
Simplified collaboration through centralisation: All the tools and data that we currently use on different platforms would be centralised in Sweap, e.g. communication with participants or event registration. This saves us time and reduces the risk of errors and data loss.
Compliance with industry standards: Using professional software such as Sweap ensures that we follow best practices and keep our processes up to date.
In order to use Sweap for our event organisation, I would like to request a budget of XXXX β¬. I am convinced that this purchase will reduce our workload in the long term while improving our efficiency and security.
Thank you for considering this, [name of supervisor]. I look forward to hearing your feedback and am available to answer any questions you may have!
Best regards,
[Your name]
[Your position]
Subject: Proposal for the purchase of event management software to optimise and scale our events
E-Mail:
Dear [name of supervisor],
Today, I would like to address some challenges in our event planning that have become apparent in recent months. Unfortunately, we are seeing declining participant numbers and higher no-show rates, which often costs us valuable resources and preparation time. In addition, we regularly receive feedback indicating a need for improvement in communication with participants.
After some consideration and intensive research, I came across Sweap, an event management software that could help us with precisely these challenges. Sweap offers the opportunity to make communication with participants more personal and efficient. The simplified registration process and the ability to communicate important event information in a timely and targeted manner are particularly significant advantages. I am convinced that this would enable us to significantly improve the participant experience while reducing the no-show rate β which, in my opinion, represents an important step forward for us.
Another point: we plan to expand our event programme next year and organise larger events. Sweap would enable us to implement these growth steps seamlessly and without high adaptation costs. The software could relieve our team and ensure that we maintain an overview at all times, even with a growing number of participants.
Therefore, I would like to request a budget of XXXX β¬ to purchase Sweap and improve our event management in the long term and sustainably. I am convinced that this will bring us an important step forward, not only in terms of participant satisfaction but also in terms of efficiency.
Thank you for considering this, [name of supervisor]. I am available at any time to answer any questions you may have.
Kind regards,
[Your name]
[Your position]
We are absolutely certain that an event management tool like Sweap will have a positive impact on the performance of your events. Don't miss the chance to take your events to the next level!