You wake up. It’s the morning of your event. You realize you’ve got a handwritten name badge stuck to your forehead – one of the 800 badges you were rushing to alphabetize last night in your hotel room. You check your phone and find several missed calls from your sponsor who is asking you to change the entire seating chart. You have thirty minutes to finish organizing the name badges, rearrange the seating chart, and get yourself to look calm, cool, and collected despite all of the chaos.
This is The Invisible Workload.
Event professionals often find themselves dragged down with an endless list of tasks that would only draw attention if they didn’t happen. The stress, turmoil, and mental weight that event pros must endure are buried behind the scenes. It is these manual processes, these Invisible Workloads that keep event planners from being more strategic, more impactful, and most importantly, more well-rested.
Meet Your New BFF, Zoe
You’re not alone – Zoe feels your pain and she’s got your back. With Zoe as your guide, we’ll explore the Invisible Workload and provide ways to eliminate it so that you can spend more time on what matters most to you.
Save Some Sanity…Trade-in Tedious Tasks for Tech
Event Management Platforms are designed to automate and simplify the entire planning process. So next time you wake up to an unfinished batch of name badges or a completely different seating chart, you’ll have a new and improved method to manage all the madness. Check out The Invisible Workload Lookbook to find ways to make your next event as smooth as possible!
1.) Find Your Venue Sourcing Sanctuary
Whether you are planning a VIP lunch for 10 or a global conference for 5000 people, venue sourcing can take a lot of time. It is one of the most multifaceted pieces of the overall project. Manually finding, comparing, and requesting proposals for meeting spaces and hotels requires countless hours and isn’t an efficient use of your time.
Through the Invisible Workload Lookbook, you can navigate your way to a “sourcing sanctuary” where you will find several alternatives. Cvent’s free sourcing and eRFP tools can be used to help you automate finding the perfect venue while reducing the amount of time you spend on this task.
2.) Drowning in a Sea of Badges?
Alphabetizing badges may be the perfect example of a highly manual task. Managing badges, putting them in sleeves, attaching lanyards, and alphabetizing are tedious tasks that can bore you to tears. Along with the pain of handwriting hundreds to thousands of names, there are also PII (personally identifiable information) concerns with leaving names and titles out on tables for everyone to see.
Top planners turn to onsite event solutions in order to reduce check-in lines and make the registration process much quicker. With self-service kiosks and on-demand badge printing, guests can register, check-in, pay fees, and print badges all on their own.
3.) Lost in a Maze of Paper Surveys
Paper surveys? So last season. The laborious responsibility of printing out surveys, distributing them, begging every attendee to complete them, and then re-collecting them is simply inviting a bigger, more monstrous workload.
You can eliminate the tedium of paper surveys by turning to online surveys. By providing surveys within mobile solutions during and post-events, you’ll increase response rates and gain insights that you can use to optimize future events to suit everyone’s tastes. The Invisible Workload Lookbook has a solution to this too! Learn more about easy digital survey tools your attendees will love.
Love Yourself and Take a Load Off
These are only a few of the many ways top planners use event management platforms to eliminate their Invisible Workload. We understand how stressful event planning is and how nerve-wracking it is to have to wear multiple hats at one time.
Check out The Invisible Workload Lookbook to see how Zoe and other top event professionals leverage technology so they can better plan and execute every single event.
It’s time to stop living that invisible life and hustling behind the scenes. Ditch your Invisible Workload so that you can spend more time on what really matters- creating a once-in-a-lifetime experience for your attendees.
Cvent is a leading meetings, events, and hospitality management technology provider with more than 4,000 employees, 27,000 customers, and 300,000 users worldwide.