How automation can revolutionise event organising and wedding planning businesses

How automation can revolutionise event organising and wedding planning businesses

Jul,2016 By Smarty Software Knowledge Base

Event organisers and wedding planners are seen as two of the most lucrative jobs in the world. Often seen as glamourous and fast-paced, there’s probably a lot more than meets the eye when it comes to organising events and arranging weddings for a living. 

There are many sides to a typical day in event management, but the number one requirement for both events and wedding planning is ‘organisational skills’. The need to be organised is imperative and cannot be underestimated in the events industry. Whether thousands of people are relying on you for the flow of a big event, concert or gala, or entrusting you with the biggest day of their lives – their wedding day, being organised is the only way you can make sure you have prepared for every eventuality.

As mentioned above, there are a lot of areas when it comes to events planning. And when you decide to work for yourself, that list grows bigger daily. From marketing your business, attracting and retaining clients, setting up and preparing for events, dealing with suppliers and vendors and finally invoicing and managing payments, working in events is not an easy task. All of the above mean constantly dealing with people and paperwork as well as continuous management. Which is why many event organisers and wedding planners choose to streamline their ‘back end’ work with automation software. Automating processes is one of the best ways to keep on top of daily tasks and make sure you are organised and prepared for every eventuality. Thanks to its intelligent processes, automation platforms, such as Smarty, can transform the way event organisers and wedding planners work.

What does it mean to automate your tasks when you run a small event or wedding planning business?

Essentially automation is the process businesses use in order to cut down on tasks to free up time and reduce costs. Automation comes in many forms, but when talking about automation software, it essentially means letting certain business processes look after themselves. Procedures such as invoicing, email campaigns and reporting can all be taken care of thanks to the wonders of technology. Allowing event planners to shave hours off their working day and free up the time to concentrate on the actual planning of events, automation software is a priceless tool for those working in the events industry.

Automation helps businesses to build and manage relationships

When working for yourself, relying on either repeat business or the recommendation of past customers and building tangible relationships isn’t simply important – it’s vital to the continued success of your business. Ensuring communication is constant and queries are answered promptly is the best way to get positive feedback from your clients, and in return, guarantee future business from both them and their business colleagues and friends. In fact, according to a joint study by Ogilvy, Google and TNS, 74% of consumers identify word-of-mouth as a key influencer in their purchasing decision. Therefore, the power of personal recommendations cannot be clarified enough. Automation platforms allow users to send automated emails and keep track of communication in order to build and maintain important relationships.

Automation is perfect for keeping an eye on incomings and outgoings

Every so often, event planners will find they have to buy something unforeseen out of their own pocket for an event. Now most of the time, it should be covered by the organisers. However more often than not, these little purchases get forgotten about until it’s too late. Automation however helps you to keep track of these outgoings, keeping them all in one place, so you’ll never forget about them. Likewise, keeping on top of payments from clients – especially when you’re busy running around organising big events, can take a backseat. Often meaning that you are left out of pocket for a few days, weeks or even months, automation makes it easy to see who has paid and when – and platforms such as Smarty even chase up outstanding invoices automatically for you!

Automation is great for planning activities

Like any other sector, the events industry experiences peaks and troughs. Wedding planners are obviously busier in the summer – and maybe in the run up to Valentine’s Day, while event planners tend to have their peak around the festive period. However as an industry that is constantly in demand, it can be difficult to know exactly when the development of new business is slowing down. Automation provides the ideal solution to this problem, thanks to its powerful reporting tools. Highlighting exactly when new business was at its highest and lowest, the software helps to inform business decisions going forward – such as when to invest in marketing and advertising, and when to pull back resources and let it tick along by itself.

The Smarty platform provides the ideal solution for busy event planners and wedding organisers. Allowing them to keep an eye on all of their business processes with ease and in one place, the platform frees up time, allowing them to concentrate on creating some truly spectacular events.


Author: Agnes Gradzewicz, CMO, Smarty Software

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