Every event manager knows the stress of executing a perfectly planned event. There’s so much that goes into it that it’s easy sometimes to stick with your tried-and-true formula, even when you’ve clearly outgrown it.
For instance, think about your current registration platform. Does it do everything you need? Is it user-friendly? Is it comprehensive? Most importantly, does it allow you to make your events stand out from all others in the best way?
If you answered no to any of those questions, it’s time to consider switching to a new platform.
Often, just thinking about migrating makes you break out in a cold sweat from all the additional stress. So, you stick with your current platform, regardless of its outdated model and the fact that you could do better.
But what if finally making the switch doesn’t have to be a complicated experience? What if there were a way to migrate your data, train your team, and make your next event a smashing success using your new platform—all without giving you a stress headache?
Imagine everything you could do with powerful, comprehensive event management software. If you could make the transition nearly seamless, you’d likely change platforms immediately.
Whether you’re considering switching systems or you’re ready to take the plunge, our guide to migrating your conference registration platform will help you through the process seamlessly and stress-free.
Why Should You Switch Platforms?
You might be unsure whether switching registration platforms is the best move. After all, you and your employees are used to the current software, which has done the job for you until now.
However, there are several reasons why making the switch could benefit you, from improving the user experience to making everything more efficient and accurate. If you’re on the fence about switching, look at some of the most common reasons event managers choose to change platforms. You might find the pros majorly outweigh the cons.
You’ve Outgrown Your Current System
When you first started, your company was small enough that a basic platform was perfect. You didn’t need anything fancy—the basics were more than enough to help you grow.
However, as time passed and your business grew, you needed more than your current platform could give you. You’ve made do using other methods until now, but your old system just isn’t built for your growing needs. Your extensive list of guests and employees needs a more streamlined system to help you execute the elite events you’re known for.
If this describes your situation, everyone involved with your event management company—including guests—will benefit from a fully functional, up-to-date, high-performance live event management software.
You Want Better Reporting
Every event manager knows that reporting on every event’s performance is vital to making each event better than the last. But do you know what your software should be tracking and reporting?
Regardless of the event type, tracking attendance is nearly always vital. And “attendance tracking” doesn’t just mean who comes to the event and who leaves—it means tracking overall attendance at every session, registration rates vs. attendance rates, and the drop-off rate at each session.
If your current platform doesn’t offer these features—and many don’t—it’s time to switch to one that does.
Poor Overall User Experience
A fast, well-designed, and simple system is vital for both registrants and employees. Sticking with a poor system will decrease attendance rates for both first-time and repeat guests. It also creates unnecessary hassle for your employees, slowing everything down behind the scenes and during your event (which your guests will notice).
Whether your system lags, is difficult to navigate, or doesn’t offer specialized features like one-click upsells, there’s always a better program out there. And if you find that your system just doesn’t deliver what others do, switching is always better in the long run for both your employees and attendees.
How to Avoid Potential Problems
So, you’ve decided finding a new platform is the best choice—but you’re still dreading the process. How can you make it as painless as possible for yourself and your employees and ensure you won’t lose any data?
Step 1: Test the New Software
Before committing to new software, testing it out is imperative. You want to make sure there are no compatibility issues between your current software and the new one. It should also integrate well with your other programs.
Testing the new software program also helps you become familiar with it. You can see how user-friendly it is and identify any aspects you and your team need to understand before using the platform for your next event.
Step 2: Export All Data
Whenever you move data from one place to another, you always run the risk of it becoming lost or corrupted. It would be an unimaginable crisis to find all your original data permanently lost in the transfer to your new system.
Before switching to your new system, export all your data into a secondary location. That might be on a hard drive or a cloud drive. Whatever you choose, having all your data backed up will be invaluable if your data transfer to your new platform isn’t successful the first time.
Step 3: Train and Involve Your Team
Involving your employees in the decision-making can help the entire process go more smoothly. With their opinions in mind, you’ll be better informed on the most important aspects your new system needs.
Once you’ve chosen your new platform, take the time to expertly train your team. Don’t leave them with any unanswered questions or concerns. Even if it requires a lapse in your event-hosting calendar, taking time off for training is vital to ensure all future events are as successful as possible.
Choosing and Using the Best Event Management Platform
While your individual needs might differ from those of another event planner, there are a few items nearly everyone will have on their checklist. When you search for a new event registration system, make sure it offers high-powered event attendance tracking.
Once you’ve selected and tested a program, remember to back up all your data and thoroughly train your team members. Last, get ready to roll out your next event with your new program—its powerful results may make you wish you’d switched years ago.