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4 Key Considerations in Finding the Best Event Production Software for Universities

Jun 18, 2024

Explore the key considerations and essential features to look for when looking for event production software for your university.
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The planning and execution of successful university events demand meticulous organization, seamless coordination, and efficient resource allocation. Event production software for universities is crucial in streamlining these processes, empowering them to deliver exceptional experiences for students, faculty, and guests. We’ll explore the key considerations and essential features to look for when selecting event production software to optimize your university’s event operations and achieve your objectives. We’ll also highlight how one university transformed its event management with LASSO, showcasing the value our solutions can bring to your campus.

4 Key Considerations When Selecting Event Production Software for Universities

Universities encounter a distinct set of challenges in event planning and production. With a variety of event types, differing scales, and the need to engage a broad spectrum of stakeholders, the selection of the right event production software is critical to the success and impact of events. Here are key considerations to keep in mind when choosing event production software for universities:

1. Consider the Size and Complexity of Your University’s Event Program:

Evaluate the number and types of events your university hosts each year. Consider the frequency of large-scale events, conferences, athletic events, student organization gatherings, and more. The software you choose should be able to accommodate the scale and complexity of your event portfolio effectively.

2. Evaluate Your University’s Specific Event Production Needs and Priorities:

Identify the unique requirements of your university’s events. Determine which features are essential for your event management team, such as venue management, scheduling, budgeting, vendor coordination, attendee registration, and analytics. Prioritize these features based on your university’s specific goals and objectives for event production.

3. Consider the Budget Allocated for Event Production Software:

Event production software can vary significantly in cost. Establish a clear budget before beginning your software evaluation to narrow down your options and ensure a cost-effective investment. Consider both the upfront costs and ongoing expenses, such as licensing fees, maintenance, and support.

4. Research the Reputation & Customer Support of Different Event Production Software Providers:

Read reviews, testimonials, and case studies from other universities that have used different event production software solutions. Assess the reputation of the software providers in terms of reliability, user-friendliness, and customer support. Strong customer support is crucial for universities, as they may require assistance and guidance during the implementation and usage of the software.

How one university streamlined operations with LASSO

One Texas-based university significantly streamlined its operations by integrating LASSO event production software, which centralized communication and coordination across multiple event planning teams, enhancing collaboration and organization. This centralization empowered teams with greater autonomy and ownership, fostering streamlined decision-making and reducing the need for constant managerial oversight, which in turn boosted productivity and job satisfaction. LASSO’s automation of time-consuming tasks, such as scheduling and budgeting, allowed the teams to focus on strategic initiatives, improving work-life balance and reducing stress levels. Additionally, the university benefits from LASSO’s reliable customer support, which ensures prompt issue resolution and provides peace of mind. 

Choosing the right event production software for your university involves carefully evaluating several key considerations to ensure a successful implementation and streamlined event management process. Here are some important factors to keep in mind:

1. Scalability and Adaptability: When considering event management software, take into account the size and complexity of your university’s events. Choose a solution that can meet your current needs and scale to support future growth, handling everything from small seminars to large conferences.

2. Comprehensive Features: Look for software that offers a comprehensive suite of features, including robust scheduling and time management tools, financial management capabilities, built-in communication and collaboration tools, reporting and analytics capabilities, and user-friendly interfaces. If the software also offers a mobile app, it can be a bonus, as it will help facilitate communication and keep team members connected on the go. These features will help streamline event planning, enhance collaboration, and provide valuable insights.

3. Integration and Compatibility: Evaluate the potential for the event production software to integrate with existing university systems, including student information, financial, and communication platforms. A seamless integration will ensure data accuracy, reduce manual entry, and increase overall efficiency.

4. Security and Data Protection: Prioritize software that employs robust security measures to protect sensitive event-related data, including personal information of attendees, financial transactions, and confidential event details. Ensure the software complies with relevant data protection regulations and industry standards.

5. User Experience and Training: Consider the user-friendliness and ease of use of the software. Intuitive interfaces and user-friendly navigation are crucial for efficient adoption by event planning teams. Evaluate the availability of training and support resources to ensure a smooth onboarding process and ongoing proficiency.

6. Flexibility and Customization: Seek software that offers customization options to tailor the platform to your university’s specific needs and workflows. The ability to customize fields, reports, and templates enhances usability and ensures the software aligns with your institution’s unique requirements.

7. Technical Support and Customer Service: Assess the quality and responsiveness of the software provider’s technical support and customer service. Reliable and timely support is essential for addressing any issues or concerns that may arise during event planning and execution.

By carefully considering these key factors and evaluating potential event production software solutions, universities can select the right tool to streamline their event planning and management processes, enhance collaboration, and deliver successful events that contribute to the university’s mission and strategic goals.

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