Booking a venue - With a comprehensive planning, resource and scheduling venue software tool you are able to fully customise function sheets and with a multiple calendar feature you will have the ability to manage resources and venue from one central location
Sending invites to a targeted list of prospect delegates - With evocos’ invitation management feature, managing the selection of delegates to invite is made easy. evocos can be integrated into your CRM package and filter a selection of targeted delegates and create custom-made, HTML email which can be sent out from evocos. You are able to track opens, clicks and other recipient activity.
Resource Management & Allocation - Track and control all the resources from one central location ensuring all updates/amendments/additions are recorded in real time. From the information collated event mangers can run bespoke reports providing details such as the number of pods available, number of brochures etc.
Dealing with presenters and guest speakers - Schedule and Send automated emails to remind guest speakers about the event and to request certain information such as a bio. Speakers can also be given direct and limited access to evocos, where they can manage and update their own profile, and upload materials and other items.
Taking registrations - You are able to direct prospect delegates to your own website, where a specially created booking page, with the branding of the company and the event have been included.
Taking payment - Payment can be taken online or offline; online payments are taken via a secure web portal. With configuration evocos can be integrated with numerous back end finance applications, payment can be easily accepted, records updated and receipts sent out automatically, without any intervention from the event manager or accounts payable staff
Sending reminder emails to delegates - Personalised email reminders can be automated and set up to be sent to delegates. These can be reminder emails, or emails with updates, badges or event amendments.
Printing badges - This is one of the most time consuming and painful parts of hosting a conference, evocos includes an easy to use effective badge production tool. .
Organising staff on the day - Using evocos’ resource management module - delegate activities to individuals and log it in the resource module. Your staff has the ability to use their unique log in details so they are always aware of what their responsibilities are on the day.
managing the budget throughout - evocos can be integrated with your finance system therefore allowing you to track and monitor your spend. Reports can be created quickly and simply allowing you to compile statistics where relevant.