4 Steps to Getting Your Event Organizers on the Same Page

Part of the beauty of face-to-face events is they impact so many different people. With several facets to consider when pulling off a trade or conference, there are usually a few cooks in the kitchen. How are you getting everyone on the same page right now?

Most event management software ends up assisting multiple departments responsible for the execution of a trade show or conference. When one team member or planner has a question about the event's floor plan, exhibitor data, conference schedule, etc. – it's nice to use one platform to help find an answer.

Here's a quick four-step process to better spread the love of your event management software out amongst the appropriate individuals at your organization:


  1. Decide who would benefit from access to your software provider, and set up specific roles. Simplify your software admin for your users so that the different departments have access to the areas specific to their job functions. For example, there are usually all sorts of reports and data related to various departments, so create limited roles (if necessary) where your marketing folks can easily access marketing reports while your sales staff checks out areas important to sales. The same goes for operations, education, and so on...
  2. Help your staff customize reports and show dashboards. Spend a few minutes helping everyone take advantage of customizations available in a show dashboard. The more personalized a dashboard is, the quicker your staff members will become engaged and the longer they'll continue logging back in.
  3. Ask for help. Most event management software providers don't expect users to memorize every report or area available in your event's admin. Lean on your vendors to help indicate how different departments can benefit from distinct areas of their system while maybe even recording a demo of how to access important pieces that can then be shared with staff members new and old. Plus, make sure you check out any help resources available that may already be useful to your implementation.
  4. Brainstorm data collection for next year. We've seen an increase in events wanting to link to unique lists of data - like "First-Time" exhibitors, for example - as they try to add exposure to new entrants on the trade show floor. If you'd like to do something similar, start brainstorming these ideas before you've ever kicked off setup on your next event. Your event software partner should be able to help map out what needs to happen to successfully promote specific groups of exhibitors, products, events, etc. at your next trade show or conference.
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