How To: Outsource Event Support 

By user
March 4, 2024

In today’s fast-paced world, organizing an event requires a great deal of effort and coordination. However, event planners can outsource event support to simplify the process. One such tool is Cvent, an online event management software that automates many aspects of the event planning process. At MMCY we provide event support, and we are a proud, certified Cvent partner.  

In this blog, we will delve into what event support and Cvent is, how Cvent works, what services are available, how event support teams can use it to provide top-notch service to clients, and why you should consider event support. 

What is Event Support?  

Event support refers to the services and resources needed to plan, execute, and manage a successful in-person, virtual, or hybrid event. This can include everything from selecting the right virtual or in-person platform to managing registration, coordinating logistics, and providing technical support to attendees and presenters.  

Event support is crucial for the success of any event, particularly for those that require extensive planning and coordination. By outsourcing online event support, clients can benefit from their expertise, resources, and industry knowledge.   

What is Cvent?   

Cvent is an all-in-one online event management software that simplifies the process of planning and executing events. It provides a comprehensive suite of services that includes registration, event website creation, marketing, and data analytics. Furthermore, is easy to use and provides real-time data, making it easier for event planners to make informed decisions.

In addition, Cvent provides data analytics and reporting features that enable event planners to gain valuable insights into attendee behavior, event ROI, and other key metrics. This allows event planners to optimize their events and make data-driven decisions to improve future events. Cvent’s range of features and services makes it an ideal choice for event planners of all experience levels who are looking to streamline their event planning and management processes.   

Different Elements of Cvent  

Cvent offers a wide range of features and services. Some of the key elements of Cvent are:  

Registration Management: Cvent allows event planners to create custom registration forms and websites, making it easy for attendees to register and pay for events.  

Event Website Creation: Cvent offers a suite of website templates and customization options, allowing event planners to create engaging websites that showcase their events.  

Marketing and Communication: Cvent provides marketing and communication tools such as email marketing, social media integration, and mobile app notifications to promote events.  

Venue Selection: Cvent has a large database of venues, making it easy for event planners to find the perfect location for their event. 

Onsite Check-in and Badge Printing: Cvent offers an onsite check-in system and badge printing services that streamline the registration process.  

Data Analytics: Cvent provides real-time data analytics, allowing event planners to track attendee engagement, monitor registration trends, and make informed decisions.  

Event Budgeting: Cvent allows event planners to create and manage event budgets, making it easy to track expenses and stay on budget.  

Session Scheduling: With Cvent, event planners can easily create session schedules, assign speakers and locations, and manage attendance for each session. 

Exhibitor Management: Cvent provides a platform for exhibitor registration and management, allowing event planners to easily manage exhibitor booths and sponsorship packages. 

Integration with Other Tools: Cvent integrates with other event planning tools, such as Salesforce and Marketo, allowing event planners to easily manage event data and communication.  

Data Security: Cvent has robust data security protocols, ensuring that all event data is protected and secure.  

Mobile App: Cvent offers a mobile app for attendees, providing easy access to event information, schedules, and networking opportunities. 

The Event Support Team

An event support team consists of professionals who specialize in different areas of event planning and management. This can include event coordinators, registration specialists, marketing professionals, and data analysts. The event support team works together to ensure that all aspects of an event are well-organized and executed efficiently.   

Why You Should Consider Event Support

Event support teams can be an invaluable resource for clients looking to organize a successful event. Here are some of the benefits of using event support services:   

Expertise and Experience: Event support teams have the expertise and experience to manage events of any size and complexity. They can handle all aspects of event planning and management, ensuring that everything runs smoothly and efficiently. 

Time and Resource Savings: Hiring an event support team can save you time and resources that would otherwise be spent on planning and executing an event. Event support professionals have the tools, expertise, and resources to handle all aspects of event planning and management, leaving you free to focus on other priorities.   

Professional and Polished Events: Event support teams can help ensure that events are professional and polished. This reflects positively on your brand or organization. Event support professionals pay attention to every detail to create a seamless event experience.   

Enhanced Attendee Experience: With event support services, you can create engaging and memorable experiences for attendees. Event support teams can manage registration, coordinate transportation, arrange entertainment, and provide on-site support to ensure that attendees have a positive experience.   

Reduced Risk: Event planning and execution can involve a significant amount of risk, particularly for large or complex events. By outsourcing event support, you can reduce their risk of issues such as logistical problems, technical difficulties, or low attendance. Event support teams can help you identify and mitigate potential risks, ensuring that events run smoothly and successfully.   

Flexibility and Scalability: Event support teams are flexible and can adapt to changing needs and circumstances. They can handle last-minute changes, unexpected issues, and any other challenges that may arise during an event. Additionally, event support teams can scale their services up or down based on the size and complexity of an event. This ensures that you receive the support you need without overspending on unnecessary services.   

Conclusion

Outsourcing event support can simplify the event planning process and ensure a successful event. Cvent is an example of an event management platform that can provide a range of services, from registration management to data analytics.

When paired with an experienced event support team, Cvent can streamline event planning, enhance attendee engagement, and create a professional and polished event experience. At MMCY, we are certified Cvent partners so if you are looking to organize successful events, contact us at reachus@mmcytech.com and let us help you bring your dream event to life!

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