Sustainability is becoming increasingly important in the event industry. Both organizers and visitors increasingly expect environmentally friendly concepts – from the resource-saving use of materials to CO₂ reduction. Event management software plays a key role in this: Modern platforms offer functions such as digital tickets, online registration, digital guest list and resource management that specifically reduce waste and paper consumption. In this way, software solutions can help to significantly reduce the ecological footprint of an event and speed up processes at the same time.
Digital tools for more sustainable events
Digital registration and admission control save considerable amounts of paper and printing costs. Online registration is used instead of printed forms and lists. However, such systems are not only interesting for visitor management: digital systems can also significantly reduce the time required for reporting personnel to the police authorities (e.g. at events with politicians).
At the same time, such systems allow targeted data collection (e.g. for catering or hotel requests) so that food and services can be planned according to demand and overproduction can be avoided. Digital tickets with QR codes also shorten the admission process and avoid annoying queues – without the need for printed tickets.
Event apps also contribute to sustainability. Many events now provide programs, tickets or agendas digitally via an app. Guests can see all the important information on their smartphone or tablet instead of having to hand out printed documents. In addition, apps offer interactive features (live surveys, networking tools, feedback forms) that improve the attendee experience and replace paper processes at the same time.
Intelligent personnel and resource planning
Internal planning also benefits from software: digital workforce scheduling saves time and conserves resources. Instead of manually created duty rosters, cloud systems can summarize and process the data in various forms and thus, for example, ensure compliance with working time laws, but also point out employee preferences and qualifications. The result is shorter planning cycles and fewer administrative errors. Employees receive immediate access to their shift plans via app or browser, can specify availabilities and enter requests.
Digitally recorded carpooling among employees not only saves fuel, but also a lot of time. If everyone always knows immediately when and where a shift starts and what equipment needs to be carried thanks to a digital overview, unnecessary journeys are reduced to a minimum.
Another advantage: automated planning helps to avoid unnecessary personnel capacities. Planning software enables dispatchers to maintain an overview of the currently available resources and their utilization at all times and to make optimum use of working hours.
Communication is also becoming increasingly important. The more networked a production facility is, the fewer unnecessary things need to be done – a lever for sustainability that should not be underestimated, and not just in terms of environmental aspects. Sustainability also pays off in terms of personnel, for example through lower staff turnover and the associated reduction in training costs and much more. The better the communication within the company and for the respective event, the better the sustainability. Digital software solutions also help here by providing the contact information of the relevant people on an event-related basis.
An incredible treasure trove of data
Perhaps the most important and often neglected point is the wealth of data that is created over longer periods of time by digital solutions. This is because all processes that are already digitally documented can also be evaluated digitally at a later date. And this is an often underestimated lever, because an incredible amount can be learned from past events in particular.
How many employees were really needed when and where? Where were there overcapacities or bottlenecks? The long-term optimization of resource utilization automatically leads to sustainable staff deployment at subsequent events.
Advantages at a glance
All in all, these examples show that The use of event software makes event planning more efficient and sustainable. Organizers save time, paper and costs by mapping many processes digitally (digital registration, digital tickets, event app instead of programme booklet, etc.). At the same time, smart tools enable better resource planning (e.g. for catering or staff deployment) and minimize overproduction.
This pays off in the long term: Sustainable events not only protect the environment and climate, but also improve the image of the event. They send a signal to participants and partners that the company is acting responsibly. In addition, costs are often reduced (less printing, less waste, less energy consumption). This shows that digitalization and sustainability go hand in hand. With the right use of software, event professionals can make their events greener without sacrificing convenience or professionalism.
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