Organising an event is always going to be a costly affair. There are many uncompromisable factors that contribute to this, including the type of event, the venue, and the number of guests. Despite this, reducing costs is a key part of the organisers’ job.
There are two schools of thought when it comes to cost reduction. One way is to invest in technology to automate the workflow, saving in the long term. And the other way is to do everything manually to save upfront costs on technological investment.
So, which method saves the most? We will explore this question in this blog and help you choose the right strategy for your business. But first, let’s begin with the basics.
What is Automation in Event Planning and Management?
Event automation refers to using technology, tools, and software to automate repetitive tasks. The aim behind automation is to reduce manual labour and the time required to complete common tasks. This opens up time for organisers and managers to focus on strategic and creative aspects of event management. Several aspects of the event can be automated, including registration, ticket generation, payment, communication, support, visitor tracking, and data collection.
What is Manual Event Planning and Management?
Traditionally, event planning and management are done manually with spreadsheets, manual invites, physical checklists, and staff at different touchpoints. Everything from tracking budget to coordinating with vendors and guests is done manually. For this method to work as intended, planners need to hire and coordinate with a large number of employees or volunteers. Each employee/volunteer has a distinct role given to them by the event management team.
Which is More Cost-Effective?
If you are participating in or hosting an event for the first time, manual planning and management can be the right choice. You can get a clear idea of what processes need to be followed, how to interact with different types of people, what metrics to measure, how to measure them, and more.
That being said, automation will always result in better cost-effectiveness and scalability. While manual management may appear to be cheaper upfront due to the absence of software subscription costs or hardware investment, it demands significantly higher labour, time, and coordination. This cost adds up in the long run, and not to mention, it is almost impossible to manage larger events manually.
Automation tools, such as IoT-based devices, virtual reality setups, AI chatbots, and event robots, can drastically reduce the need for human intervention in routine tasks. They assist managers and organisers, reducing the number of staff required. A single automation tool can do the task of a team, reducing labour costs. Additionally, automation tools also improve efficiency and reduce errors, improving productivity.
Also Read: The Complete Guide To Internet Of Things (IoT): Applications, Trends, & More
Another reason for automating planning and management is scalability. As events grow in size and complexity, relying on manual processes becomes more expensive and error-prone. Automated systems reduce the risk of miscommunication and manual oversight, regardless of event size.
How Automation Tools Replace Traditional Methods?
1. Entry Verification
Manual verification processes can be a time-consuming process and cause long queues, especially when the number of visitors is high. RFID-enabled badges or wristbands automate this process by allowing attendees to check in instantly by scanning at entry points. This eliminates long queues and bottlenecks and improves the experience. This technology is often seen in concerts, trade shows, and music festivals.
2. Payment
Handling payments can be a difficult and risky task during events. There are a lot of things that can go wrong, including miscalculations, theft, human errors, long queues at stalls, and malfunctioning cash registers. Automating payment handling through UPI and RFID technology reduces all these issues in an instant. Attendees can make quick purchases for food, merchandise, or services without queuing. Additionally, event organisers get clear data about attendees’ spending habits.
3. Reception
Traditionally, a team of front-desk staff, greeters, or volunteers are needed for welcoming guests. This requires a lot of people on your payroll, raising costs. As a result, many events are now using advanced robots for events to greet guests, provide directions, and offer welcome drinks and refreshments. 360 BrightMedia has been one of the leading providers of event robots for numerous events across the country. These robots can personalise interactions and handle high volumes without fatigue.
4. Query and Support
Answering all visitor queries and providing support is a key part of event management. However, it can be difficult to do it with traditional means due to limited staff availability, a large volume of inquiries, and the potential for misunderstanding the question. AI chatbots are automating this process and reducing the load on human support teams. Chatbots can handle a large inquiry volume and provide instant responses without being fatigued.
5. Staff Training
Manually training staff requires a lot of hours and resources. Automating this with VR training simulators speeds up onboarding, enhances retention, and improves response to unexpected challenges. VR training simulators immerse staff in realistic event scenarios, allowing them to practise their roles without needing a live setup. Enhanced staff training is an underrated method for saving costs.
6. Data Collection
Data collection is a necessary part of any business event; however, manual data collection is a labour-intensive process, and errors are bound to happen. Automating data collection via QR codes integrated in booths, event robots, and AR Instagram filters eliminates the need for manual surveys or physical sign-ins. This method makes data collection scalable and accurate, while also enabling valuable post-event analytics.
Conclusion
Manual event management is cost-effective in the short term, as you do not have to invest in technology. However, automation saves you more in the long term through efficiency, scalability, and enhanced guest experiences. Automation also reduces the number of staff you need to hire and train. Tools like RFID, AI, VR, and robots minimise errors and streamline operations.
360 BrightMedia is an experienced and professional event tech solution company in India, providing automation technology for rent. If you are looking to scale and automate your next event, reach out to us today. With years of experience in this industry, we can help you optimise your event planning without breaking your budget.