In the world of event organization, it is crucial to have the right tools to simplify and improve planning and tracking processes. Among these tools, event apps are becoming increasingly popular for managing aspects related to exhibitors and sponsors. In this article, we will discover the five best features that these apps must offer to facilitate the management of exhibitors and sponsors.
1. Centralized Information Management
For effective organization, it is essential to have a centralized system that allows storing and managing information related to exhibitors and sponsors. A good event app should therefore provide a dedicated space where you can group all useful data, such as contact details, contracts, logos, etc.
Creation of Personalized Profiles
In addition to centralizing information, the app should allow the creation of personalized profiles for each exhibitor and sponsor, to better understand their needs and expectations. This will also facilitate communication between the various stakeholders involved in the event.
2. Task Planning and Tracking
It is important to be able to track the progress of various tasks related to exhibitors and sponsors, such as contract reception, booth validation, etc. For this, an effective event app must offer a task management system that allows planning and tracking the different stages of the process.
Alerts and Notifications
The app should also offer alerts and notifications to inform you of important deadlines and remind you of the actions to be taken. This way, you can anticipate potential problems and ensure everything is going according to the established plan.
3. Availability Management and Online Booking
To facilitate the management of exhibitors and sponsors, it is essential to know and manage the availability of various spaces or visibility options offered during the event. The ideal event app must therefore have a feature for managing
availability and online booking to simplify this process and avoid duplicates or errors.
Integrated Payment System
An additional advantage would be to have an integrated payment system in the app, to facilitate transactions between organizers and exhibitors or sponsors. This will also allow keeping track of payments made and facilitate invoice management.
4. Smooth and Simplified Communication
Communication with exhibitors and sponsors is crucial for the success of your event. A good event app must therefore have integrated communication tools, such as instant messaging, video calls, or discussion forums. This will allow easier exchanges with different stakeholders and ensure better coordination of actions.
Document Sharing
It is also useful to be able to easily share documents with exhibitors and sponsors, such as plans, technical sheets, or contracts. The app must therefore offer a secure and convenient document sharing feature for all parties involved.
5. Visibility and Promotion of Exhibitors and Sponsors
To enhance the role of exhibitors and sponsors during your event, it is important to offer them adequate visibility on the app. A good event app should therefore provide a dedicated space for promoting these actors, for example, by displaying their logo, a description of their activities, as well as links to their websites and social networks.
Integration with Social Networks
Finally, to maximize the reach of your partnerships, it might be interesting to integrate social network features into the app, to facilitate the sharing of information about exhibitors and sponsors with the public. This can involve setting up sharing buttons, or even integrating news feeds from the official accounts of the partners.
In summary, an event app optimized for managing exhibitors and sponsors must offer many features to facilitate planning, tracking, and communication processes. Key elements to consider are information centralization, task management, online booking and integrated payment, as well as the promotion and visibility of partners on the app and social networks.
