Even if you could be in two places at once, someone would need you in a third.
That’s the nature of event management. From organizing a humble elementary school bake sale to putting the finishing touches on the 2020 Tokyo Olympic Games opening ceremony, the job requires you to be onsite, in-person, and everywhere all the time. Dozens of stakeholders need your attention and few, if any, share a location. You sit at the center of a web of volunteers, organizers, managers, representatives, and venues, but you rarely get to stay at the center.
That’s why video conferencing event management is for you. By reaching out through a face-to-face video medium, you can give people their personal facetime and supervise their progress without having to spend all your time on the move. You can even inspect the site of your next sales event halfway across the country without getting out from behind your desk.
You can’t be in two places at once, but with video conferencing event management you can be in six successive locations without leaving your office.
Event Management in the Cloud
Your video conferencing salvation resides in the cloud–the same cloud computing you’re probably already using to access project and event management software such as Boomset, Pigeonhole Live, Monday.com, or Eventzilla. The principle is the same–all your varied information is stored in one location and accessible from all your devices. Here though, in place of your CRM, provisional schedules, marketing collateral, and venue plans, is a single video conferencing portal you can use from your desktop, smartphone, or tablet. Wherever you go and wherever you have to be, all your contacts, along with their details and timetables, are only a tap or two away from a face-to-face conversation.
And, just as you would with your event management software, this cloud-based meeting platform can be integrated into your everyday workflows. With the right video vendor, you can move from a spreadsheet to email to internal video call to phone call and on to a client face-to-face sit-down with all the effort it takes to click between browser windows.
From Pitch to Final Feedback in a Single Platform
The idea is to unify and simplify your communications. The goal is that every contact you make with both the internal and external elements of your working life become channels within the same workflow. And it’s not just phone numbers and Skype handles you can merge into a central repository. All the data you collect on a client, all the information you have about venue capacities, all the voice of the customer lessons you’ve ever learned are stored and analyzed here as well.
With video-native or integrated platforms such as Microsoft Teams, Asana, Podio, and Trello, among a growing number of others, you can combine all your existing event management needs with a digital communications arm that lets you turn that knowledge into a flexible and persuasive way of keeping all your stakeholders happy.
Here’s how it works with one example from the list above, Microsoft Teams.
Team to Team and Beyond
Teams is one of the more straightforward cloud solutions because it has native video calling and chat, access to the Office 365 suite, and easy integration with Azure service. Within a platform like Teams, your day begins with a scan of your integrated calendar–shareable with others, for convenience. Since you’re now traveling by video, the three back-to-back meetings you have with stakeholders across the city don’t involve leaving the office, which gives you time for a quick pre-meeting huddle room catch-up with your marketing team. Huddle rooms are video-powered rooms for small groups that give you a little privacy without taking up the kind of space that was once dedicated to a conference room, when there was just one video calling setup on the floor. Thanks to dedicated huddle room cameras, we can now comfortably communicate online in a hurry.
You can even remain at your desk to join the call, while your team in another part of the building meets together in the huddle room. Your notes from this meeting can be pinned to the project file for your upcoming external face-to-face, along with all the relevant data from your integrated event management app.
From here, it’s on to more virtual meetings using the time- and resource-saving convenience of video calling.
Your Day Using Video Conferencing Event Management
The next three hours of your morning involve an onsite venue visit with a convention center representative–connecting your desktop with their smartphone.
Then it’s a debrief from the offices of the analysts that handled the attendee feedback from your last event. This time, it’s a desktop-to-conference room video meeting, as they’re trying to impress with their “big room” tech.
Finally, you have a kick-off meeting with a new client who wants to show off their wares firsthand. Again you’ll be deskbound while they take you around the showroom floor with their iPad and a colleague of yours joins the conversation from their smartphone before they head into an onsite meeting at a third location.
At all times, you can be adding notes to each respective file, sending chat messages to your team, taking photos and recording video, and presenting multimedia examples of some event planning do’s and don’ts.
Everybody gets a piece of you, everyone gets to feel special with some facetime, and it’s not even lunchtime yet. What is more, every stop along your morning journey is documented and fed back into your event management software, because it’s all part of the same single system.
You can’t be in two places at once, but with video conferencing event management, your entire working life can be based in the same platform.