10 Event Planning Software Terms To Know

August 13, 2020  |  by:

It’s hard to stay up to date with all the new tech terms – especially since new ones are created so often! Here are the 10 event planning software terms you need to know in 2020.

Technology and software are ever-evolving. Staying up to date with the latest jargon, terms, and acronyms is hard work (and don’t you do enough of that already?). If you’ve ever read a new buzz word and thought, “Is that made up?!” – this post is for you. 

Here are ten event planning software terms that every planner should know in 2020!

1. CRM

Something every planner should familiarize themselves with is a CRM, or a customer relationship management system. Basically, it’s a digital Rolodex that lets you organize your contacts and their details. Robust CRMs allow you to track attendee history, communicate with party-goers, and even keep custom notes on records. To scale your business as your network grows, a CRM is a smart software tool.

2. EMS

The next software term (and acronym) that big-time event planners know is EMS: event management software. An EMS is a range of software products specially designed for event planners. They are used to coordinate events, manage conferences, plan events, host exhibitions – you name it. Leveraging an EMS can bring an event planning company to the next level because of its automation, integrations, and organizational power.

3. CRS

Another acronym? Yep, meet CRS, or a central reservation system. While planners might not have a CRS in their arsenal of software products, their clients vary well might. Hotels, restaurants, and larger venues commonly use a CRS to store information about, well, reservations. A CRS can make reservations but also share information on availability, rates, add-ons/upgrades.

4. Livestream

It’s 2020, so it’s safe to say most people are aware of live streaming. However, not many event planners have leveraged it themselves. That’s why it’s on this list – it’s time to start! Live streaming is simply live broadcasting on the internet, mostly through social platforms like Snapchat, Tik Tok, Facebook, or Instagram. It is a vital component of current events because it opens your event to viewers anywhere in the world. Event planners can strategically incorporate live streaming into their plans to boost event awareness, expand brand (and sponsor) reach, and generate excitement. Share what’s happening at your event in real-time. This raw, behind-the-scenes (BTS) footage is unedited and unrehearsed. But it’s exclusive!

5. Open Rate

This term may seem obvious, but it’s essential nonetheless. Open rate refers to the percentage of email recipients who opened or viewed an email. Most email software products measure your open rate. Keep it in mind when communicating with attendees! If people aren’t reading your emails, it’s time to integrate a new communication method.

6. Virtual Events

Virtual events are taking over as more people are choosing to stay home amidst the COVID-19 pandemic. Everyday virtual activities include webinars, online presentations, workshops, and teleconferencing. However, now even virtual trade shows are on the scene! Here’s almost everything you need to know about planning a virtual event.

7. AR or VR

The future certainly involves AR and VR. AR is ‘augmented reality.’ It involves technology that mixes reality with digital elements – like Pokemon GO or custom Snapchat or Instagram filters. VR is for ‘virtual reality,’ and it describes technology that creates a new environment for participants. This event planning company’s blog says, “Virtual reality graphics are so convincing that viewers react in the same way they would do in the real world.” 

8. Hashtag

If you’ve scrolled through social media today, you were already exposed to hundreds of these. Hashtags are words or phrases preceded with a hash (#) so that social platforms can link the posts together. They are essential to understand as an event planner to create custom hashtags for events, and also monitor related events. Plus, they’re an easy way to make your event Instagrammable. 

9. Event App

There’s an app for everything these days. And event apps are rising in popularity since developing them is becoming easier and easier. Event apps are a modern, valuable tool for both planners and event clients. An event app digitally aggregates all event information plus more. You can display the schedule, maps of the venue, activity information, offer class signups, and so much more.

10. Timelines

Most seasoned event planners know what timelines are, so why are they on this list of technology terms? Easy. Event timelines are best utilized digitally. A cloud-based timeline software syncs in real-time and updates automatically. That means everyone with access to your digital timeline knows about the update, change, delay, etc. as soon as you do. There are many details your timelines should contain, but making sure everyone is on the same page is vital.

Event Planning Software Terms You Now Know

Whether you are familiar with these ten event software terms or are just hearing them for the first time, you now have them engrained in your lexicon. Next event, flash these terms for some street cred from the techies out there!

Amanda Larson, CED, is a Certified Event Designer, marketer, and content creator. With a degree in journalism and special events management, Amanda has worked in marketing and events for both international startups and Fortune500 companies. She specializes in digital branding, copywriting, and graphic design freelancing for clients globally.

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