Organizing and executing events, exhibits and conferences can be an arduous task. There are a multitude of different facets that need to be seamlessly threaded together, to create an impactful experience for both company and client. The success of this process can be significantly increased by using an Exhibit Asset Management software. With so many people, tasks and business units collectively working together, having a portal hub that allows clear communication creates invaluable return on investment (ROI).

The most common issue that is encountered when planning an event is the lack of communication between different business units and the lack of consolidated information and resources i.e. exhibit materials. Knowing where to go, to get what you need quickly, saves time and money

Sometimes it can feel like you’re slipping into a matrix, when all you want to do is snap your fingers and get stuff done.

While there are an abundance of Asset Management software products currently available on the market, an area that at times is undervalued, yet yields significant financial impact to the company is exhibit event and property Asset Management software. All events require ‘stuff’ and with company events some of that ‘stuff’ is generic and other ‘stuff’ is company branded. Most large business organizations have several events throughout the year where they require exhibit event materials and properties to host these events

This article is about how to maximize your profits by saving time and money when planning exhibits and events. Mitigating the stress and lack of communication while increasing the efficiency of the planning and procurement process is invaluable.

What is Exhibit Asset Management Software?

Exhibit Asset Management software in a nutshell is an online portal that displays all of the company approved exhibit materials, resources and properties that is available to employees and reps to source from.

That’s right, a one-stop-shop for everything that you could possibly need to support your event to make sure it goes off without a hitch. An added bonus is that everything available to be sourced for your event has been vetted and company approved and an exhibit manufacturer is ready and waiting for your request.

Exhibit asset materials and resources can include anything from:

  • Banners
  • Booths
  • Brand marketing materials
  • Company branded swag to be given away at events
  • Company approved exhibit properties
  • Furniture
  • Graphics
  • Demos of a product, service or technology
  • Uploading event planning materials and templates to ensure communication and consistency across different business units

By using an online Asset Management software to process and track these orders and requests, it allows the company to streamline its event planning and procurement process. Asset Management software considerably reduces the time spent on email exchanges for inquires and approvals. It creates an automatic, pre-approved process for creating and ordering materials for an event and at a higher level provides a transparent eagle eye view of all your assets, where they are, how they are being used, and their ROI.

It is one of the best ways to keep track of what you have, what you need and increase the potential to reuse your current assets, therefore increasing their longevity and your bottom dollar.

Benefits of employing an Asset Management Software for exhibits and events are:

  • Transparency
  • Check inventory
  • Ensuring all available materials are approved and on-brand
  • Save money by reusing event materials
  • House all materials in one consolidated space
  • Quickly find what you require
  • Collaborate on new designs
  • Consistency in hosting company events
  • Keeping on brand
  • Providing the best client experience
  • Saving time
  • Keeping everyone on the same page and creating one pool to source from

Having all your event assets consolidated into one portal provides a high-level view to be able to track, manage and report on the materials being used, the cost, the return on investment (ROI) and which events are using more than others. Being able to have a transparent birds-eye view allows the company to navigate their resources to where it’s getting the most bang for their buck.

The Asset Management Software significantly reduces the loss of time in going back and forth to communicate and inquire with different business units and vendors. It also creates parameters on budgets and provides real time data on all your assets.

What Makes One Asset Management Software Different From Another?

This is a big one. The Human Factor. In our very techie age where everything is automated and it takes forever to get in touch with someone, who isn’t a robotic voice on the other end of the phone, the human element still reigns supreme.

Asset Management software’s are becoming a dime a dozen. Some are do it yourself claiming it’s that easy (that’s not always true) and others can be customized and tailored to your needs and specifications by a reputable company. When searching for an Asset Management software whether it be for events, exhibits, conferences or something more encompassing, look for a company that creates it specifically for you.

The care and attention that a great Asset Management company can provide makes a world of a difference and by believing in their product they ensure the best client experience and go above and beyond to make it happen. Asset Management companies also have access to contacts and resources that may beneficial to you.

A simple example is where do you house your exhibit materials? And do you have a reputable exhibit manufacturer? If you can’t house these assets on-site, Asset Management companies know where you could, to ensure that everything is kept safe and all shipping can happen from one site. Need to get banners and booths created for an event?  Asset Management companies have great resources and contacts for that as well.

Eventi Express specializes in Asset Management Systems. We’ve worked with dozens of notable companies to deploy our Asset Management software for their organizations worldwide.

We also work with exhibit companies to custom tailor their Asset Management systems and to deploy Asset Management capabilities to their clients

We have years of experience working in the event industry and with exhibit companies, and are always happy to make recommendations.

Our company is committed in tailoring our Asset Management software to fit your needs and specifications.

If you’d like to pick our brains about this subject or inquire about Conference Management Systems, Registration and Onsite Solutions or Event Express Management, send us an email or give us a call.

We’re always interested in meeting new people.