EventPro Planner Features & Benefits
Click the links to view the benefits
Benefit: Tab organisation facilitates quick, easy navigation. Use tabs to quickly move from the booking grid to event management details, customer contacts, venues, suppliers and more.
Benefit: Wizards will guide you through the important steps of a booking and makes the system user-friendly (especially for users with minimal computer experience or new employees). This saves time and ensures that all necessary information is captured.
Benefit: Flexible options for differing business needs. Please ask our sales and support representatives whether a Microsoft Access or Microsoft SQL database would best suit your budget, current business requirements and future scalability needs.
Benefit: EventPro is committed to incorporating customer suggestions and newer technologies to ensure that the software remains the most advanced venue, facility and event management package. 24/7 access to updates is included with the Upgrade Protection Plan.
Benefit: Allows for multiple users. Assign events or tasks, send messages, or set reminders for other users from inside the program.
Benefit: Get fast, detailed information with professionally designed, built in reports, or customise reports with the report explorer.
*Producing new reports requires previous experience with SQL scripts and report building.
Report List
Benefit: Create complete personalised itineraries for attendees, speakers and sponsors, including travel and accommodation, and produce reports that can be emailed (singularly or via mail merge) directly to participants.
Benefit: Manage accounting, invoicing and budgeting from within EventPro Planner. Track your budgeted vs. actual expenditure through the entire event process.
View Tour
Benefit: All communications are recorded in a log. Message other users and set reminders for yourself. Merge client or attendee information into form letters, mailing labels, or directly into the body of an email.
View Tour
Benefit: Import data, such as external attendee files, via the mapping and import wizard directly into the system. Reports are easily exportable to a number of formats such as PDF, RTF and XLS.
Benefit: An online registration module is available for publishing events and attendee data to a website.
**Customisation requires previous experience with HTML programming.
Read More
Benefit: Record, update and search items such as attendee types, registrations, client communications, budgets and more.
Benefit: Control the tasks users are allowed to perform, and the information they can view. Allow some users administrative rights, some other users access to specific areas according to their responsibilities, while giving other users view-only rights.
Benefit: Change dates, add or remove days, or assign events to a new planner by dragging and dropping events on the calendar.
View Tour
Benefit: Schedule event functions with the graphical drag and drop view. Break down each hour of an event into individual functions and setup requirements. Create function itineraries with ease.
View Tour
Benefit: Add user-defined fields to virtually any record, adjust tab order on screens, or hide unused tabs. Set your preferred default tab on many of the screens in EventPro Planner.
Benefit: Record detailed information on all clients, suppliers, hotels and venues. Classify product types for suppliers, available room types and features for hotels and venues, and various customisable client classification then easily search or filter the Company/Contact database based on any of these classifications. Search for a particular feature to find appropriate locations for new event bookings.
View Tour
Benefit: Keep detailed supplier records to manage which suppliers you use for various customisable product types such as catering, labor and staffing, audio visual, then easily filter your supplier list down to any of these customisable supplier product types. Choose a supplier then email them your requirements directly from within EventPro Planner.
Benefit: Comments tabs allow the entering of specific event information. Each venue location, function, resource item, presenter, attendee, exhibitor, booth and various other areas within an event has its own comments area which can be printed in numerous report formats. Even record and report on all of your attendees general notes, travel and accommodation notes and dietary requirements. Most importantly, a history is kept of all of these requirements which can display the next time a particular attendee is associated with one of your events.
Benefit: Set up registration groups to accommodate many different scenarios. For example, you can set minimum and maximum registrants for a package, determine the number of functions the attendees can select and make certain functions mandatory for a registration package. Flexible registration charge options allow you to set prices at package level, function level or a combination of both. You can also set up different charges for the registration packages based on the time of registration, which allows you to create special early-bird or late-arriver prices. Setting up these registrations well in advance makes it very quick and easy when the RSVP's start rolling in.
View Tour
Benefit: Press the print button to automatically generate your attendee badges for any event.
Benefit: Easily manage seating arrangements and table selections. You can then print Table and Seating reports By Attendee and/or By Table.
Benefit: View an overall snapshot of your events on a single easy to view screen. A user definable colour code allows easy identification of the status of each event. The Booking Calendar can be viewed by daily, weekly, monthly or yearly as well as being able to be viewed by Event Manager or Event Status and your personal default preferences can be set.
View Tour
Benefit: Do you receive attendee lists in Microsoft Excel, CSV (comma separated values) or Microsoft Access? EventPro Planner allows you to “Import” all attendees, eliminating hours of typing.
Benefit: Produce invoices individually or create monthly or periodic batches of invoices then easily export invoicing data to third party accounting packages*. Whether creating invoices individually or in periodic batches, all invoices are automatically created from existing event details. Avoiding the tedious re-keying of data also alleviates costly data entry mistakes.
*Accounting packages we support:
AccPac Advantage
AccPac Plus
Acomba
Adept
Finance One (Technology One)
Great Plains
MYOB (Service Style Invoice)
Pastel
QuickBooks (QODBC)
SAGE 50
SAP
SUN
|
EventPro Planner, the world renowned Event Management Software for professional
Event Managers to effectively plan the key elements of an event. EventPro Planner is ideal for managing
Corporate Events, Meetings, Conferences, Exhibitions, Tradeshows, Festivals, Product Launches, Fundraisers and much more!
EventPro Planner is the perfect Event Management Software solution for any
Event Manager who needs to plan events at various venues, manage attendee or delegate registrations, manage
booths and exhibitors, organise travel & accommodation and create complete and in depth event and attendee itineraries which are mail merged directly out of EventPro Planner.
Already used by some of the world's largest and well known organisations, EventPro Planner
saves you valuable time, cuts out tedious and repetitive duplication and helps a professional Event Manager actually get some sleep at night, knowing everything is well organised in advance.
EventPro Planner is the all-in-one Event Management Software.
Amongst a vast array of varied clients worldwide, due to its extreme flexibility, EventPro Planner can be seen by different clients as a different product.
For a list of product types EventPro Planner is used as, click here.
EventPro Planner is used as:
- Event Management Software
- Conference Software
- Event Planning Software
- Event Booking Software
- Event Budgeting Software
- Event Registration Software
- Function Scheduling Software
- Attendee Management Software
- Attendee Registration Software
- Online Attendee Registration Software
- Exhibition Management Software
- Exhibitor Registration Software
- Trade Show Management Software
- Booth Management Software
- Attendee Itinerary Software
- Travel & Accommodation Management Software
- Festival Planning Software
- Professional Conference Organiser (PCO) Software
- Conference Management Software
- Conference Registration Software
- Event Template Software
- Event Timeline & Critical Path Software
- Customer Relationship Management (CRM) Software
Find Out More:
Hardware Requirements
Optional Modules
Click the links for detailed information
Do you know who’s attending an event and which functions they’re attending? Is it easy to find out whether they’re bringing a guest? Did you send them an invitation and have they responded?
It can be difficult to keep track of all the details involved in attendee management, but the Attendee Management Module by EventPro Planner Software simplifies this task by maintaining all attendee information in one easy-to-manage location. The Attendee Management Module is specially designed to record and organise the following critical elements of attendee management:
- Attendee Registrations
- Attendee Function Assignment
- Attendee Seating and Table Assignment
- Attendee Special Requirements
- Attendee Communications
- Attendee Actions (Reminders)
- Attendee Guests
The versatile and comprehensive Attendee Management Module does everything you would expect for fundamental attendee management. You can also purchase optional modules that further enhance the functionality of the Attendee Management Module in the areas of attendee Finance (Invoices and Payments), Attendee Travel and Accommodation and Online Attendee Registration.
The Attendee Management Module is the feature you need to efficiently manage your attendees. To preview the Attendee Management Module, contact our Sales Department for a Free Demonstration. Call 02 9772 7777 (press 1 for Sales) or email Sales.au@EventPro.net today.
Read More About the Fantastic Features in the Attendee Module.
Follow the links below…
With the Attendee Management Module, you can create any kind of registration package you need with many different options, including a flexible charge structure that allows you to set up per-package, per-function, or per-table rates, or to create rates based on attendee type, company category or time of registration.
With the Attendee Management Module, you can create any kind of registration package you need with many different options, including a flexible charge structure that allows you to set up per-package, per-function, or per-table rates, or to create rates based on attendee type, company category or time of registration.
Seating arrangements save time, avoid confusion and make the most of available space. After you register attendees for an event and enter the required number of tables, you simply drag and drop attendee names onto place settings at the tables in the Event Function Seating chart. It’s that easy!
During event preparation, there is usually a steady flow of communication between organiser and attendees – invitations, RSVP's, registrations, event information, confirmations, invoices, and so on. Record all attendee interactions in the Communications area so that you always stay informed. The Actions area allows you to schedule reminders for tasks relating to specific attendees, ensuring that you complete all requirements on time.
If you need to send a communication to multiple attendees, such as a batch of invitations or registration confirmations, the Mail Merge feature makes this task quick and effortless, while still personalising messages for each attendee.
Categorising an Attendee as a “Guest” allows you to link that person to another attendee, which is convenient for billing purposes. If several attendees are part of the same group, you can assign the attendees as guests of one main attendee so that you can bill one person for all expenses.
Record each attendee’s invoices and payments under their individual Finance tabs, or create a batch of invoices for multiple attendees in one easy step from the main Attendee Finance area.
This is another time-saving feature that will help you avoid manual data entry. If you already have attendee information in files or databases, use the import feature to quickly add attendees to the event.
Do you plan Trade Shows, Exhibitions, Fairs, Conferences, Festivals or any other kind of event that involves Booths and Exhibitors? Then you need EventPro Planner's Booth Module, recently reorganised and enhanced to better help you manage every detail related to exhibitors and booths.
Setup General Booths in One Easy Step
With this module, you can set up general booths for each event, defining the booth type, dimensions, detail items and default rental charges for each, or using the "New – Multiple" function to create several booths simultaneously.
Customise Rental Dates, Requirements, Rental Fees and More for Each Exhibitor
When you later assign a booth to an exhibitor company, you can adjust the booth supplies, characteristics and rental dates according to the requirements of the specific exhibitor. It is easy to set the rental fees exactly how you want them, whether you use pre-defined default charges, create an entirely new price for an exhibitor or provide a special discount.
Many other features in the Booth Module will make your job easier:
- Registrations: Help you keep track of which exhibitors will be attending the event.
- Mail Merge: Allows you to send out personalised letters or emails to numerous recipients in one easy-to-follow wizard.
- Communications: Provides an area to record every interaction with an exhibitor so that you stay in touch.
- Actions: Ensures that you complete all the required tasks within the deadlines.
- Finance: Provides many flexible, convenient invoicing options, including adjustable third-party billing, batch invoicing, invoice mail merge and more.
To ensure that you can easily find the records you need, the Booths & Exhibitors Module stores all of this related information in one convenient folder within the event.
Read More About the Fantastic Features in the Booths & Exhibitors Module
Follow the links below…
With the Booths & Exhibitors Module, you can create any kind of registration package you need with many different options, including a flexible charge structure that allows you to set up rates based on exhibitor type, company category or time of registration.
EventPro Planner makes it easy to stay informed and on track. Record all exhibitor interactions in the Communications area and any follow-up tasks in the Actions area - you'll even receive automatic reminders, ensuring that you complete all requirements on time! You'll never feel lost again when you get an unexpected call. With EventPro Planner, the information you're looking for is right at your fingertips!
The Invoice Wizard will guide you through the easy process of generating any kind of invoice for any scenario. The easiest option is to simply create an automatically generated invoice that pulls in all chargeable items for one total amount.
With the flexible Payment Wizard, you can create regular, deposit or refundable payments. If invoices exist for the paying customer, they will appear in an automatically generated list – simply select the invoice to which you want to allocate payment. If you don’t like the way EventPro Planner automatically allocated the payments, or if you want to split the payments over several invoices, just click and enter the amount for each invoice.
A well-organised event budget is a crucial part of organising a successful event, but creating an event budget can be an overwhelming ordeal. How much money is budgeted for catering? How much for audio/video? What are the income sources? How does it all balance out? Are you under budget or over?
Old spreadsheet difficulties…
Many event planners still rely on a stagnant book of spreadsheets that doesn’t reflect the current state of an event’s finances. Every time income is collected or expenses made, the amount must be re-keyed into the spreadsheet, creating another opportunity for error. Further problems with spreadsheets can result from broken links, different layouts in different documents, or multiple users saving spreadsheets under different names or in different places.
A New Option – faster and better…
Why struggle with spreadsheets when you can streamline the budgeting process with the Budget Management Module by EventPro Planner Software? The Budget Management Module tracks revenue and cost items as you work, increasing the speed of the collection process and eliminating errors.
Customisable templates save time…
To make data entry quick and easy, you can create budget templates for each type of event. With one click, you can copy a template into any event. Templates can easily be customised for a specific event by simply adding or removing categories or items.
A few simple steps to an automatic budget with totals and comparisons…
As you add revenue and cost items to an event, the records contain Budget fields that reflect the categories and items you set up in the Budget. After you identify the price of the item, assign the amount to the correct location in the budget by simply selecting an option from the automatically generated drop-down list. EventPro Planner Software automatically populates the budget, compares the predicted budget to actual, and tells you the percentage of the difference. No more broken links or re-keyed data!
Do you want to save time and have greater accuracy with your event finances and accounts? The EventPro Planner's Event Finance Management Module incorporates invoices, payments, price negotiations, income items and expense items in one convenient area so that an event’s compete financial information is right at your fingertips.
Flexible and Convenient Invoicing Options with the Invoice Wizard
Once chargeable items are assigned to an event client, attendee, exhibitor or other customer, the Invoice Wizard will guide you through the easy process of generating any kind of invoice for any scenario. The easiest option is to simply create an automatically generated invoice that pulls in all chargeable items for one total amount. However, you have many other options –
click here.
- Automatic invoices for a percentage of chargeable items
- Automatic invoices for only specific categories of items
- Manual invoices for an arbitrary amount or a percentage of the charges
- Deposit invoices that can later be credited to the final charges
- Credit invoices that balance the customer’s final record in the event of a return
- Invoices that can be directed to third parties
- Invoices that automatically pull in the remaining charges for a partially billed customer
Allocate Payments Any Way You Like
The Payment Wizard is just as flexible when creating payments. Create regular, deposit or refundable payments. If invoices exist for the paying customer, they will appear in an automatically generated list – simply select the invoice to which you want to allocate payment. If you don’t like the way EventPro Planner automatically allocated the payments, or if you want to split the payments over several invoices, just click and enter the amount for each invoice.
Special features: Batch Invoicing and Invoice Mail Merge
Because some users, such as accountants, may have restricted rights and do not require access to event maintenance, EventPro Planner has a special Finance screen where all financial information is available.
In addition to the regular Finance features mentioned above, this special area also allows you to perform additional functions. For example, you can create a batch of multiple invoices in one wizard and send all of the invoices to multiple recipients with a mail merge.
Use a combination of the Budget Module and the Finance Module for complete financial management and peace of mind!
For your events, do you need to plan and manage attendee, delegate, exhibitor or presenter travel and accommodation details? If so, you know that there are so many details you need to keep straight: Which travel agency will you use? When does the attendee arrive? When does he leave? What kind of transportation? Which carrier? Which hotel? What kind of room? When does he check in and check out? Is he sharing accommodation?
And that’s just for one person!
How can you possibly keep all of this information organised? Easy – EventPro Planner’s Travel and Accommodation Management Module! The Travel and Accommodation Management Module will help you manage all of the crucial details you need and keep each booking attached to the appropriate individual, easily accessible for quick review and changes.
Use EventPro Planner’s reports to help you keep track of which attendees are coming and going. Reports included in the Travel and Accommodation Module let you quickly and easily review lists of records, such as reserved accommodation rooms, arrival and departure times, check in and check out dates and more. Filtering attendees allows you to quickly find certain groups of attendees and makes running reports a breeze.
The ability to work with multiple attendees is huge time saver! For example, if five attendees will have the same travel details, select those attendees and record the travel arrangement just once using the Multi-Add feature. EventPro Planner will automatically add the same details to all of the selected attendees. The data entry is done in one-fifth of the time and you avoid the risk of errors that arise when re-keying information.
The Multi-Edit and Multi-Delete functions work in the same way. If several attendees change or cancel their arrangements, instead of dealing with each record separately, you can quickly and easily multi-edit or multi-delete all of the relevant records.
Another wonderful time-saving feature that reduces manual data entry is the Travel and Accommodation Import. If you already have travel and accommodation arrangements organised within files or databases, use the import feature to quickly add them to the event. Now all relevant information is available in one convenient place – right at your fingertips – thanks to EventPro Planner's Travel and Accommodation Module!
Attendee Online, our online attendee, delegate, exhibitor and event registration module, is a web based application which works in conjunction with EventPro Planner, the leading event planning software. It allows internet based online attendee & event registrations by functioning as a web server and it accepts and responds to http requests via a specified port.
User Hosted
Why pay an online registration company $4.00 - $5.00 per registrant? With EventPro Planner's Attendee Online, you pay a One Time Fee and can have as many events and registrants as you want without paying again! Attendee Online is an economical and cost effective module to do online event registrations.
Each page generated by Attendee Online is
controlled by a corresponding template (HTML) file. This HTML template controls the placement and appearance of all objects (i.e. buttons, links, data entry fields, data display fields, etc.) available to the page; it works like a "mail merge". This feature enables several events to obtain a different look and feel. Implementation of this module requires previous experience with HTML programming and knowledge of web servers in general.
EventPro Planner Software communicates with Attendee Online by uploading and downloading information to and from a web server. You decide which information is entered online by the attendees and then download this event registration information into EventPro Planner Software at your own convenience.
To view an example of Attendee Online's functionality, click on either of the images below.
 
Need a cure for your Spreadsheetitis?
Visit
the EventPro Planner website...
Additional information about the software is also available by viewing the EventPro Planner Brochure or the Online Tours. To learn directly how to benefit from EventPro Planner, request an Online Demonstration with one of our sales representatives - it's free and hassle free!
Compare our two Event Management Software solutions.
|
