Exhibition Management Software

Introduction

Exhibition and event organizations should consider purchasing and installing exhibition management softwares. They are necessary for ensuring a flawless delivery of information. This can be achieved through effective planning, management and communication; which helps to create a positive impression for both exhibitors and attendees. This becomes a challenge in cases where information has to be transmitted through multiple software programs. It is necessary to have single software integrating many functions. The Ungerboeck software is able to integrate event management, sales, registrations, stuff scheduling, and event and exhibition solutions for Customer Relationship Management (USI Ungerboeck, 2013).

Exhibition Management Softwares: Ungerboeck Software

The purpose of this report is to explain the benefits of having exhibition management softwares hence persuade them to purchase and install them. It provides the necessary information and comparison between several software manufacturers. This will enable event organizers to have a large variety to choose from. The Ungerboeck software is a good example of such software programs. It helps organizations to conduct their activities effectively through planning, managing, and communication of crucial facets. This will enable the organizers to avoid unnecessary expenses and ensure profit maximization. It acts as single resource for all departments within the organization. It ensures effective running of the organization’s activities such as billing, catering and management. It also keeps the workers aware of all proceedings of the organization. This helps to ensure a proper coordination between the internal stuff and other involved parties.

This software supports multicurrency and multilingual operations which makes it favorable for events involving international parties. The online registration feature of the software enables organized operations and saves time. It provides pertinent options to attendees according to their membership groups and guides the throughout the process of registration. Once the registration process is completed, the details are provided to the organization’s management team. Keeping of historical data helps members to access and analyze their past events to determine their achievements and the fields the have to improve in.

These softwares differ in cost of purchasing and maintenance. Different manufacturers may offer different bonuses for attraction of customers. For the Smartsheet software, the non-profits, schools and government bodies receive annual plans of basic $129, Advanced $249 and Team $425. For profit generating organizations, they offer monthly plan of Basic $15.95, Advanced $25.95 and Team $49.95. For annual subscription they offer a-two-month free service which results to 17% saving. ShowGo Software charges $1995 for a license and additional Maintenance Agreement and Data Hosting Solution of $60 and $30 respectively. Considering the cost of POS, without installation and maintenance cost it, one has to pay $1000.

From the above comparison, Ungerboeck software will enable the organization to access good services at low costs. Unnecessary expenses are avoided and hence profit maximization is ensured. The system has many advantages since it eliminates the expenses of purchasing three different softwares. During purchasing of the software there are costs incurred which include license fee, infrastructure, training and annual maintenance cost. Instead of incurring expenses for the separate softwares, one remains with only one software program to maintain which is relatively cheaper. It also eliminates the interface costs since it is fully integrated.

Ungerboeck does not charge for updates. Once an organization purchases and installs the software, updates are provided free of charge regardless of the period the software has been in use. There are over 35000 users of the software across 40 countries who are satisfied with its features. Through comments about the software, many say that it has helped them to eliminate many unnecessary departments within their organization. Each department requires employees and hence using integrated software ensures economical management by reducing the employment costs.  

There is no need of creating multiple spreadsheets or compiling reports for different data entries using Ungerboeck software. It redirects the data entered to the desired fields hence avoiding the monotony of repeatedly entering of data. The software offers many features which include;

1.      One Stop Shopping: it allows exhibitors to place orders of products and services on a single system which then generates orders automatically for the relevant internal departments and external suppliers.

2.      Exhibition Guides: It enables exhibitors to enter and update their profiles online.

3.      Buyers Appointments: It provides an interaction interface between attendees and exhibitors and enables attendees to make appointments.

4.      Real Time Information: It displays all events taking place in an exhibition at the exact time.

5.      Event Copying and Templates: It eliminates the manual data entry by enabling data transfer between different fields.

6.      Document Management: It provides a central data storage facility for easy monitoring of the organization’s parties.

7.      Robust Reporting: It enables tracking of events with unlimited ad hoc reporting.

8.      Seamless Integration: It provides up to 30 modules to enable creation of the business management solution which meets the needs of the organization.

9.      Checklists: It helps to keep all workers updated by automatically generating checklists and sending of reminders.

10.  Automated Work Orders: It helps to divide task among workers effectively.

Major organizations should be encouraged to purchase and install exhibition management software programs for better running of all operations. They will be able to track all the transactions and ensure effective communication channels. These softwares ensure that all operations can be accessed from a common point and minimize transport costs incurred by attendees. Providing of online registration and other services eliminates the need for visiting the organization. The managers are also able to watch the events taking place at exhibitions from different parts. The provided features though will benefit the organization; they will also lead to sucking of some workers whose departments will be eliminated.  

Conclusion

Exhibition management softwares have more advantages than disadvantages. The initial cost of purchasing and installation may be high. They help to generate profits within short period after installation. The number of departments are reduced and hence making the overall process easy to monitor and manage. The organization’s expenditure is also reduced through employment of fewer workers than the ones required before purchasing of the software. Though this is an advantage to the organization it also becomes a disadvantage to the replaced workers.

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