Deciding on the best platforms for Event Management

When choosing between Zoho, Swoogo, and Eventbrite, it is important to understand what platform suits your needs most. All of these softwares support in person and virtual meetings so that is not a major factor to take into account. For people who are already using Zoho tools like the Zoho campaign, Zoho projects, or Zoho mail, it is best to use Zoho since it is easy to use alongside other Zoho applications. If you are a complete beginner in the event management field, it is best to use Swoogo due to its beginner friendly interface. It is simple to use and has the smallest learning curve of the 3 applications, making it a great start for new users. Lastly, Eventbrite is the biggest of the 3 platforms, meaning more people use it and more people will have access to your events. This means that although a smaller percent of the platform might see your event, due to the greater size of the platform, this might still mean more people will see your event then in the other 2 softwares. 

Pros and Cons of all the Softwares

Pros

  1. They are all in one platform, meaning they have access to a large amount of tools.
  2. They are each heavily customizable, meaning they can each suit your events uniquely.
  3. They have mobile apps which make it easier to check in people and look at data from your phone.

Cons

  1. They cost money when doing paid tickets and sometimes have costs to use the software in general.  Do your research on the fees to see which one fits your budget. 
  2. Managing large events on these types of platforms can be complicated due to data overloads and coordinating large amounts of speakers or workshops. 
  3. Each of these platforms takes time to be comfortable with, meaning all staff who work using need practice before being properly equipped.

Be sure to research before getting started to be sure you are using the platform that best meet your needs.

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How to Use Zoho Event Management: A Step-by-Step Guide

Zoho Event Management is a comprehensive platform that simplifies the process of organizing, promoting, and managing events. This guide will walk you through each step, from setting up your account to hosting a successful event.

Step 1: Create an Account

To get started, visit the Zoho Event Management website and click on the “Sign Up” button. Enter your personal details, such as your name, email address, and create a password. Complete the registration by verifying your email if prompted. This will set up your Zoho account and give you access to the event management dashboard.

Step 2: Log In

Once you have an account, navigate to the Zoho Event Management homepage and click on the “Log In” button at the top right corner. Enter your registered email and password, then click “Log In” to access your dashboard. This will be your central hub for managing all aspects of your events.

Step 3: Create a New Event

To create a new event, click on the “Create Event” button on your dashboard. You’ll need to enter essential details such as the event name, date, time, and location. Also, specify whether the event will be in-person or virtual. These foundational details set the stage for your event and are critical for attendees to know.

Step 4: Add Event Description

In the description section, provide a detailed overview of your event. Explain what attendees can expect, including any special features, speakers, or activities. A comprehensive description helps potential attendees understand the value of your event and encourages them to register.

Step 5: Design Your Event Page

Zoho offers various design tools to help you customize your event page. Add images, videos, and custom branding elements to make the page visually appealing. A well-designed event page can enhance the overall attendee experience and make your event stand out.

Step 6: Set Up Ticketing

Navigate to the “Tickets” tab and choose the types of tickets you want to offer, such as free, paid, or donation-based. Set the price, quantity, and availability dates for each ticket type. Additionally, you can create discount codes or special offers to encourage early registrations. Proper ticketing setup ensures a smooth registration process for your attendees.

Step 7: Configure Registration Form

Customize the registration form to collect the necessary information from attendees. You can add custom fields, set mandatory questions, and tailor the form to suit your event’s needs. This step is crucial for gathering all the information you need from participants to facilitate a well-organized event.

Step 8: Set Up Payment Processing

If you are selling tickets, configure your payment processing options by linking your account to a payment gateway like Stripe or PayPal. This setup is crucial for processing ticket sales smoothly and securely, ensuring that both you and your attendees have a seamless transaction experience.

Step 9: Preview Your Event

Before publishing, preview your event page to ensure all details are correct and there are no errors. This step helps catch any mistakes that could impact attendee experience. Make any necessary adjustments before moving forward. A final review is essential for presenting a professional and error-free event page.

Step 10: Publish Your Event

Once everything is reviewed and accurate, click the “Publish” button to make your event live. Your event page will now be accessible to the public, allowing potential attendees to register. This officially launches your event on Zoho, opening the doors for registrations.

Step 11: Promote Your Event

Share your event link on social media platforms, your website, and through email newsletters. Utilize Zoho’s built-in promotional tools to increase your event’s reach.                                    

OR                                                                                                                                        

Consider using paid advertising options offered by Zoho to boost visibility. Effective promotion is key to attracting attendees and ensuring a successful event.

Step 12: Monitor Ticket Sales

Regularly check the “Manage Attendees” section to monitor ticket sales and registrations. Keeping track of these metrics helps you gauge interest and make necessary adjustments. Monitoring sales data allows you to identify trends and plan accordingly, ensuring your event’s success.

Step 13: Communicate with Attendees

Use Zoho’s email tools to send important updates, reminders, and information to your attendees. Effective communication ensures that attendees are well-informed and engaged, which can lead to higher satisfaction and fewer no-shows. Keeping in touch with attendees helps maintain a strong connection and encourages a positive event experience.

Step 14: Check-In Attendees

On the day of the event, use Zoho’s check-in tools to efficiently manage attendee arrivals. The platform allows you to scan tickets quickly, maintaining an accurate count of participants. This helps streamline the entry process and improves attendee experience by reducing wait times and ensuring a smooth check-in process.

Using Zoho Event Management can streamline the complex process of event planning. By following these steps, you can create professional-looking event pages, reach a wider audience, and manage your event smoothly from start to finish. With Zoho, you can enhance the efficiency of your event management, ensuring a successful and memorable event.

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Meet EGBI Volunteer: Aimara Villanueva Torres

I’m passionate about words and communicative technologies, and I hail from Caracas, Venezuela. With a degree in Linguistics, I made my mark in publishing houses, magazines, and creative agencies, now I’m focusing on applied linguistics in technology as a trainer in artificial intelligence. Driven by my love for communication and fascination with the digital future, I aim to understand and contribute to the development of new communicative technologies. Outside of work, I enjoy gaming and participating in projects combining my love for reading with my passion for gaming. As a volunteer, I have demonstrated my commitment to the community in adult education projects and promoting reading in marginalized communities. Among my achievements, I have created an innovative project promoting reading in unconventional spaces, providing companionship and entertainment to patients in chemotherapy wards.

 Share a fun fact about yourself.

I read a lot and very quickly; I can spend up to 10 hours reading a thousand pages if I’m interested in the material.

Why did you first get involved with EGBI?

When I discovered the work EGBI was doing, I was immediately drawn to it and wanted to get involved. I love being able to help build tools for those embarking on the journey as entrepreneurs.

How has your experience with EGBI helped you grow professionally and personally?

The work at EGBI is certainly educational and formative, but it also has a strong philosophical component related to equal opportunities and the reduction of language and cultural barriers. This commitment has made me realize how much even a small contribution can help build a more just and diverse society.

What part of EGBI’s mission resonates most with you?

I believe EGBI empowers entrepreneurs, helping shape and give meaning to their dreams. I’m thrilled to contribute to helping many families achieve independence and security

 Why do you think others should volunteer or support EGBI?

The people at EGBI are wonderful, committed, and kind. I am proud to be able to work alongside them and to contribute my part to the tremendous and meaningful work they do.

Do you want to change your community and help those around you? Then help volunteer with EGBI by contacting us through our email Hello@egbi.org.

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Meet EGBI Volunteer: Veronica Holmquist 

I am originally from Veracruz, Mexico, and have been living in Texas since 2002. Recently, I completed my master’s degree in Montessori education, and I also hold a master’s in business administration (MBA)  and Bachelor’s (BA) in marketing. My professional journey has been divided into two parts. First, I worked in the banking and investment sector, where I developed skills in customer service, sales, budgeting, and management. Second, I have served as a teacher in various educational settings, including public and private schools with alternative philosophies such as Montessori, International Baccalaureate (IB), and bilingual programs in Spanish. One aspect that unites both facets of my career is the constant use of Spanish. This skill has been fundamental to my professional success and personal satisfaction. I currently live in Driftwood, TX, with my family. 

Share a fun fact about yourself. 

I am learning Latin to help my son with his middle school Latin class.

Why did you first get involved with EGBI? 

In my professional experience, I have seen many business owners benefit from the tools and networking events that EGBI offers. This inspired me to get involved with EGBI. 

How has your experience with EGBI helped you grow professionally and personally?          

My experience with EGBI has allowed me to stay connected with Hispanic small business owners, continuously drawing inspiration and learning from their hard work and success. 

What part of EGBI’s mission resonates most with you? 

The part of EGBI’s mission that resonates most with me is its commitment to providing resources and support to business owners, helping those owners to succeed and thrive. 

What was the most rewarding moment you had while volunteering for EGBI?                 

The most rewarding moment I had while volunteering for EGBI was learning about the tangible impact of the support and tools we provided to business owners to foster their growth and success. 

Why do you think others should volunteer or support EGBI? 

Others should volunteer or support EGBI because it is a powerful way to contribute to the community, offering valuable resources and networking opportunities that can significantly benefit business owners.

Do you also want to make an impact on those around you, volunteer for EGBI by reaching us on our email Hello@egbi.org

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Meet EGBI Volunteer: Veeda Khan

Hi! My name is Veeda Khan and I am an undergraduate student at the University of Texas at Austin. Estoy especializado en Chemistry with a Certificate in Spanish for Medical Professionals. I’m originally from the Dallas area and some of my hobbies include running, fashion, and checking out new coffee places in different cities! 

1. What is a fun fact about you? 

 A fun fact about me is that I’m learning how to DJ in my spare time! 

2. Why did you first get involved with EGBI?

I initially decided to get involved with EGBI because I was looking for ways to serve the Austin community. I saw EGBI had volunteer opportunities that allowed me to get involved with the Spanish community of Austin and share my skills, so it seemed like a perfect fit! 

3. How has your experience with EGBI helped you grow professionally and personally?      

 Volunteering with EGBI has allowed me to develop my Spanish skills immensely. As a non-native Spanish speaker, having the opportunity to practice and exercise my Spanish through blog translating has enabled me to retain and improve my skills. Translating blogs for EGBI has also allowed me to better understand the needs of the Austin community, as there is a huge community of Spanish speakers in Austin who are in need of help in their native language. I aspire to pursue a career in medicine, and knowing a second language will allow me to treat a greater demographic of patients, especially living in Texas. 

4. What part of EGBI’s mission resonates most with you? 

EGBI’s mission to support Austin’s community is what resonates most with me. Oftentimes, people have dreams that they are hesitant to pursue because of the lack of guidance and support, and I’m glad that EGBI has made it their mission to offer people the resources they need to find success and fulfillment! 

5. What was the most rewarding moment you had while volunteering for EGBI?                  The most rewarding aspect of volunteering with EGBI has been the opportunity to reach the underserved and underrepresented populations of Austin. I’m so glad that the work I have been able to do with EGBI is enabling members of the Spanish community to have access to resources and pursue their passions. 

6. Why do you think others should volunteer or support EGBI? 

EGBI is a non-profit organization that supports aspiring business owners, whose mission could use lots of support from others. There are lots of ways to get involved with EGBI, and joining their team is a great way to get involved in fulfilling work while supporting the Austin community!

Do you want to help the underprivileged and underrepresented of Austin? Volunteer with EGBI by contacting us at Hello@egbi.org

Find the Spanish Version here