We are an Austrian educational institute (e.g., continuing education) and are looking for powerful software for event management, seminar, and conference administration.
The software should meet the following requirements:
- Tailored for events (e.g., seminars, courses, conferences, events for external customers, etc.)
- It should be possible to create templates for different types of events with different input fields such as type of event, title of event, subtitle of event, date, location or hall, speakers, reduced price, discounts, etc.
- Templates should be able to be edited, saved, archived, but also deleted
- Creating events, editing events
- Display and filter event list
- Create event from template
- Create event
- Edit event
- Delete event
- Copy event
- Automatically create event page
- After entering the location, a link to Google Maps should be displayed on the event page
- Assign event manager
- Assign thematic categories
- Store prices and promo codes
- Limit number of participants
- Automatic room search for event
- Book room for event
- Assign tags
- The event concept or planning should be possible using the tool - it should be possible to define a project plan with the necessary steps, milestones, and responsible persons; the project plan should also be graphically representable
- Various preparatory tasks should be facilitated by the tool
- Automatically create a checklist
- Automatic reminders
- Provide documents
- The tool should facilitate tasks such as creating signature lists, name tags, or participation confirmations
- Create and store product data sheets
- Non-public events
- Send invitation emails
- Create hidden pages
- Various evaluations and lists should be able to be created using the tool
- All technical and organizational resources for an event should be able to be stored.
- Participants should be able to complete as many steps as possible themselves via our website or web shop - where the tool runs in the background - from booking and invoicing to cancellation.
- The event page (displayed on the website) should clearly display all important information about the respective event.
- Social media links should be displayed on the event page.
- Display product information and suggestions.
- Participants should be able to book the event directly on the event page.
- Online registration
- Collection of participant data
- In addition to participant data, billing data (i.e., data about the company where the participant works) is also collected.
- Select payment method
- Newsletter consent (GDPR) including transfer to XRM [TN, XRM]
- etc.
- Participants should not only be able to book the event themselves, but also cancel it themselves.
- Participants can announce a replacement participant themselves via the website.
- Rebooking
- There should be a waiting list function so that interested participants are informed if participants who have already booked cancel.
- Prospective customer - a prospective customer is a customer who is interested in a specific event and would like to receive information about it - a customer should have the option of registering for a specific event as a prospective customer only
- Documents - participants can independently download (e.g., seminar documents) or upload (e.g., exam certificates) documents in their own area
- The check-in process on the day of the event should be simplified using the tool.
- Feedback forms should be generated and sent using the tool.
- It should be possible to generate votes for participants.
- All actions that participants can perform independently in the system must also be able to be performed manually by our employees (e.g., registering participants, rebooking them, or registering replacement participants, etc.).
- The system should send automatic emails for every user action.
- Users or participants should also be able to contact our employees via the system.
- Speakers - The tool should simplify the exchange of information (contracts, documents, fee notes, etc.) with the speakers.
- The speaker's master data (title, first and last name, company, email address, etc.) should be transferable from the XRM to the tool.
- The contact should be editable in the XRM and the changes should be transferred to the tool.
- The contact should be deletable in the XRM and the changes should be transferred to the tool.
- Assign correct role
- Automatically create homepage - after the speaker has been created, a separate info page should be created on the website, displaying the speaker's name, photo, and career history.
- Display homepage
- Manage homepage yourself
- It should be possible to assign the speaker to an event.
- Fees - the most important steps relating to the speaker's fees should be handled via the tool.
- Information – all persons involved – whether participants, speakers, or our employees – should be able to upload and download documents
- The speaker should automatically receive important information by email
- Various evaluations should be possible that include the speaker as a variable
- In general, it should be possible to perform various evaluations using the tool
- GDPR contracts – Contracts that have become necessary in the wake of the GDPR (e.g., speaker contracts, data processing agreements, etc.) should be able to be created and stored in the tool.
- The company's infrastructure (rooms, technology, personnel) should be able to be managed with the tool.
- External locations should also be able to be managed in the tool.
- Company – every participant represents a company, and these should also be managed in the tool with an interface to XRM.
- Each company should be assigned specific customer data and characteristics (e.g., member of our organization).
- Each company should automatically be granted the conditions that apply to it.
- Webinar – the tool should also provide the important functions for a webinar, e.g., it should be possible to record the webinar.
- Rights management – it should be possible to specify which users can use which functions in which areas.
- Runs on mobile devices.
- Windows-compatible.
Approximately seven software workstations are planned.
A specification sheet can be requested from SoftGuide if necessary.