Organizing an event, whether it’s a charity gala or a school carnival, involves juggling multiple moving parts. Managing all the elements manually can be overwhelming. Fortunately, incorporating technology into your event planning process can significantly boost efficiency and revenue.
Platforms like DoJiggy offer powerful tools designed to streamline event management, making it easier for organizations to achieve their goals. However getting approval to adopt new tech often requires demonstrating its value to stakeholders or decision-makers.
This guide will help you navigate the process of obtaining approval to use technology for your next event, highlighting key benefits, addressing potential concerns, and suggesting the right tools to meet your needs.
The Benefits of Using Technology for Event Management
Before you can convince stakeholders to invest in technology, it’s essential to understand and articulate its benefits. Here’s how tech can make a difference for your organization.
Increased Efficiency
Using event management software can streamline tedious processes such as ticketing, sponsorship coordination, and communication with supporters. For example:
- Automated Registration: Eliminate the need for manual data entry by offering online sign-up in advance of your event.
- Real-Time Updates: Event software can send reminders to attendees or update them about schedule changes.
Enhanced User Experience
Tech tools can elevate the attendee experience, making it seamless and engaging:
- Mobile Apps: Provide attendees with an event schedule, map, and event updates on your fundraising website.
- Easy Check-Ins: Speed up entry with QR codes or easy app check-in.
- Interactive Features: Live streaming and gamification can make your event more dynamic and participatory.
Boosted Revenue Potential
Our technology often pays for itself by opening new revenue streams or optimizing existing ones:
- Sponsorships: Online promotion can help attract high-value sponsors.
- Digital Fundraising: Incorporate online auctions, merchandise sales, and virtual donation requests.
- Enhanced Marketing: Use email campaigns, social media integrations, and analytics tools to maximize your event’s reach and ticket sales.
Comprehensive Reporting
Our event reports provide insights into your attendees, financial outcomes, and other KPIs. These insights can guide future decision-making and demonstrate the success of your event to stakeholders.
Addressing Stakeholder Concerns
Resistance to adopting new technology often stems from the common concerns below. Address these proactively with your board and stakeholders to strengthen your case and get approval to use DoJiggy and other tech for your next event.
Technology Fees
Many decision-makers worry about the upfront costs of technology. After all, if you’re raising money, you generally want to spend as little as possible. However, emphasizing the return on investment (ROI) is a better way of looking at expenses. Using platforms like DoJiggy increases automation and reduces the need for extra staff, saving money in the long run. Also, increased fundraising opportunities can really boost your bottom line.
DoJiggy is an easy sell, as our fundraising platform can be used for free with optional tips from your supporters. When your organization chooses free pricing, you’ll pay nothing to DoJiggy.
Learning Curve
Another concern is the time required to train staff on new tools. Reassure stakeholders by selecting our user-friendly fundraising platform with robust customer support. DoJiggy is always available for a demo, and our customer support team is amazing!
Security and Privacy Concerns
With growing concerns about data breaches, highlight how the technology you’re considering prioritizes security.
- Choose a PCI-compliant platform that has encryption and complies with data protection laws.
- Share testimonials or case studies from other organizations that use the software successfully.
Steps to Secure Approval to Use Event Technology This Year
Now that you understand the benefits and potential objections to new technology, here’s a step-by-step plan to win approval.
Step 1: Research and Identify the Right Tools
Start by identifying event management software or tech solutions that align with your goals. Look for:
- A platform that caters to the type of event you’re organizing. DoJiggy offers targeted solutions for all types of fundraising and charity events.
- Features that address pain points, such as registration tools, payment processing, and marketing automation.
- Pricing models that suit your budget, such as our free option.
Step 2: Build a Business Case
Compile a document or presentation that outlines the case for adopting new tech.
- Define the Problem: Highlight inefficiencies or challenges in your current manual process.
- Propose the Solution: Introduce the technology you’ve researched and its benefits.
- Estimate Costs and ROI: Provide clear numbers, including any initial costs and expected returns.
Step 3: Involve Stakeholders Early
Engage decision-makers and team members from the beginning by making them part of your event planning team.
- Gather feedback on pain points to ensure the solution meets everyone’s needs.
- Include key stakeholders in software demos or vendor discussions.
- Address concerns promptly and transparently.
Step 4: Consider Conducting a Trial Run
If your organization is still not sure about going online, request a trial period or demo version of the technology to test it in a real-world setting. For free platforms like DoJiggy, organizations can pilot the platform with a smaller event or segment of their audience.
Step 5: Present and Follow Up
Deliver a compelling presentation to your Board of Directors or stakeholders:
- Focus on the benefits and results from the trial run.
- Be prepared to answer questions about costs, training, and security.
- Follow up with additional information or references if needed.
Select Free Fundraising Software with DoJiggy
When budget constraints are a significant concern, free fundraising software can be a game-changer. DoJiggy offers a suite of free tools designed to help nonprofits, schools, and organizations run successful events:
- Customizable Event Pages: Create branded pages for registrations, ticket sales, and donations.
- Online Donations: Accept and track contributions with ease.
- Peer-to-Peer Fundraising: Empower participants to raise funds on your behalf.
- More Tools: Host fundraising raffles or sweepstakes, online auctions, and merchandise sales to engage donors and boost revenue.
By choosing free fundraising software from DoJiggy, you can test the waters of event technology without incurring costs. This approach makes it easier to demonstrate ROI and gain stakeholder approval for further investments.
Tips for Successful Software Implementation
Once you’ve secured approval to use online event registration and tools, ensure a smooth transition to your new tech by following these tips.
Start Small
Focus on implementing the most critical features first. Gradually introduce additional functionalities as your team becomes more comfortable.
Train Your Team
Provide thorough training sessions, guides, and resources to ensure everyone understands how to use the platform effectively.
Communicate with Attendees
Let attendees know about the new technology and how it will improve their event experience. Offer support for any issues they might encounter.
Monitor and Optimize
Track key metrics during and after your event to measure the technology’s impact. Use this data to refine your approach for future events.
Conclusion
Getting approval to use technology for your next event may seem daunting, but it’s achievable with the right approach. By highlighting the benefits, addressing concerns, and providing data-driven evidence, you can make a compelling case to stakeholders.
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