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Event Strategy, Event Technology

What is event portal software?

by Erin Chesterton
on October 1, 2021
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Seamlessly plan, manage and execute any event, all in one place with event portal software

When it comes to planning any event—every second counts. 

Yet, the systems commonly used by event managers and operators today are outdated, fragmented and inefficient—resulting in losing more of your #1 resource—time.

As events continue to navigate the COVID-19 pandemic and its aftermath, new challenges like staffing shortages, supply-chain constraints and collapsed production timelines are forcing teams to place more emphasis on the budgets, resources and processes surrounding event operations than ever before.

It's clear that the days of operating across unstructured team chats, multiple email chains and disjointed spreadsheets won't cut it in the new events landscape.

Enter event portals—the all-in-one event management software to help event organizers scale, adapt and stay one step ahead. From music festivals small and large, to sporting events and conferences, event portals present the path forward in this new era of in-person events.

 

Let's dive deeper into the power of event portals, including what they do, who they help and how event teams can harness them to build more efficient, profitable and scalable events. 

What is event portal software?

Event portal software provides one single platform to organize and share data across your event and your people. It gives you one source of truth to collaborate and communicate. No more lost information, tracking down approvals, duplicate efforts or communication hurdles. Portals provide infrastructure needed to organize all of the data management around credentials, sponsors, vendors, artists, assets, catering, health and compliance and more.

Event portal software empowers you to:

  • Automate the error-prone manual tasks and processes that keep you bogged down and inefficient with time-saving workflows.
  • Save time and skyrocket productivity by streamlining administrative tasks when managing your people.
  • Seamlessly welcome key groups and people surrounding your event with an amazing onboarding experience, empower them to be self sufficient and beat deadlines.
  • Streamline event data management and centralize the collection of information to get the answers you need to make smarter decisions, faster.
  • Eliminate communication hurdles & breakdowns with one system to send and manage SMS, emails, alerts and mission-critical documents. 
  • Unlock real-time reporting insights you can trust and use to become proactive in your event management—quickly pull reports to help you manage the event more efficiently by identifying any errors or discrepancies. 


    portal-assets

The major benefit of event portals is that they become one central hub to manage all of the key details, people and groups across your entire event - one place for all  communications, alerts, approvals, payments, reporting and more.  

Benefits of event portal software—for event teams

Event portal software is reinventing how event teams engage, communicate and collaborate. Event portals provide a more personalized experience for your people, while empowering them to become more self sufficient in the process. Any user can login to the event portal and view their personalized dashboard to access information they need anytime, anywhere.  Below are six key benefits realized by event leaders who adopt event portal technology.

Streamline & centralize communications

Get everyone involved in your event on the same page and keep them communicating within one streamlined system. With an event portal everyone has access to a dashboard to access the information they need, the moment they need it. Send mass communications, SMS, alerts or more personalized 1:1 emails.

Promote collaboration among staff, groups & people

An event portal empowers your people and provides them with greater transparency into your event. Spend less time tied down across multiple systems and provide everyone with one location to access forms, documents, communications and more. From sponsors and artists to vendors and volunteers, event portals give your people one place to go for all tasks, requests, approvals and communications. 

Automate routine & manual work

Spend less time buried in the weeds sending out invoice requests, issuing payments or setting email reminders. Build simple workflows and email automations to eliminate time-consuming repetitive tasks that you can reinvest back into other key facets of the event. 

Share & store documents

Eliminate constant back and forth via email or other communication channels and gain one centralized system to share and store key documents specific to your event. Overcome capacity limitations and sharing restrictions with the ability to customize access and permissions across your documents.

Track the statuses of key documents, invoices and forms. Gain more flexibility into the process that empowers your people to have access the data and information themselves, making for a smoother experience and removing your staff from the equation.

Save time, money & resources

Eliminating multiple systems and  an event portal will give you back more time to reinvest in what you love doing—building an incredible experience. By automating manual and repetitive work, you can eliminate the need to invest in staff to execute on remedial, time-consuming tasks. With an event portal you gain access to data to see where you're spending the most time when managing and executing your event, so you know where you can save more of it in the future.

Unlock cohesive data & reporting insights to drive growth

By managing everything specific to your event in one central portal, you gain access more accurate data and reporting to reveal new insights you need to make profitable decisions to help you scale year over year.

Pinpoint discrepancies or bottlenecks and gain a holistic view across every aspect of your event—from catering, to assets to people—see what's happening now, plan for next year, and strategize for months or years ahead.

Benefits of event portal software—for event constituents

Event portals provide a more personalized experience for your event's constituents, while empowering them to become more self sufficient in the process. Any user can login to the event portal and view their personalized dashboard to access information they need anytime, anywhere.

user portal example

Below are the different types of constituents that can benefit with one central onboarding and management portal. 

Exhibitors

Lennd's event portals is a one stop shop to easily manage all of your event's exhibitors. The portal gives your people one centralized location to help them be more self sufficient so event teams can be more hands off in the onboarding process to focus on the larger tasks at hand.

  • Automate and simplify the collection and management of your exhibitor details
  • Make it easy for exhibitors to keep track of their details, orders and tasks
  • Gain one cohesive view of all your exhibitor's progress and keep track of any outstanding tasks or responsibilities
  • Leverage Lennd's internal ecommerce platform to process orders and payments for any asset, item or pass

Lennd's portal eliminate administrative headaches so event teams and exhibitors gain transparency into all order statuses, payments and details needed to execute the event

Speakers

From bios and headshots to logos and presentations—onboarding and managing the call for speakers at any event in a massive effort. Lennd's portal helps simplify and streamline the process. The portal gives your people one centralized location to help them be more self sufficient so event teams can be more hands off in the onboarding process to focus on the larger tasks at hand.

  • Say goodbye to multiple systems, disjointed data and outdated spreadsheets.
  • Manage all event content more efficiently
  • Keep your data in sync—keep your speakers organized with a system that automatically applies any updates made to applications or tasks completed.
  • Provide speakers with a seamless experience that makes them self sufficient to manage their tasks all in one place.
  • Track of any outstanding tasks or responsibilities

Lennd's centralized portal makes the call for speakers a breeze.

Sponsors

Lennd's portal serves as a sponsorship management software to help you seamlessly collect, review and manage requests for sponsors all in one system. Easily administer tasks for sponsors, gather key details and build expo booths to enhance exposure and engagement across your event.

  • Manage, review and collect sponsor applications all in one place
  • Eliminate repetitive tasks with automated reminders to help you easily collect information and details from sponsors
  • Empower sponsors to self-manage their profiles, virtual booths, tasks and content 

The event portal will serve as a resource hub for your sponsors to be self sufficient and a hurdle free-onboarding experience.

Staff

By automating the mundane and repetitive administrative tasks that typically keeps your event staff bogged down, Lennd's event portal helps teams save time and be more productive. You'll be able to uncover new operational efficiencies and move from a cost-center to a profit center.

With a dashboard to give real-time insights into the status of credentials, catering, assets and more, the portal helps your staff be proactive and operate from one source of truth. The portal gives your staff one centralized hub to be more self sufficient and focus on the larger tasks at hand.

portal-people

In addition, Lennd's portal creates one system of record that teams can rely on year over year, so your staff doesn't have to start from scratch. Not only will this save you countless hours, but will provide you a more effective way to scale your events by capturing data insights you need to run more smoothly.

Artists

Impress your artists, band and tour managers by providing a seamless and easy to use onboarding experience. Lennd' event portals are a more professional way to collect and communicate information to and from your groups, as well as to streamline their requests and on-site needs.

Event portals help you simplify the talent management process by providing:

  • One custom portal to manage and complete all tasks and requests
  • A system to streamline guest lists and VIP ticket requests
  • Tools to manage credentials, passes, travel and lodging details

Artists become more self sufficient to complete their tasks on time, and you get the answers you need, faster—it's a win-win.

VIPs

Ensure no detail gets overlooked or stone unturned. Provide your VIPs with the intimate and exclusive experience they deserve with Lennd's event portal. Given them intuitive administrative tools to help them stay on track.

  • Pre-event, on-site, & post-event tools
  • Customized guest communications
  • Intuitive user experience
  • On-site check-in

Lennd's portal allows your VIPs to be more hands-off managing the time-consuming tasks that keep them from fully enjoying the experience.

Athletes & teams

Keep access controls and security of your sporting event's athletes and teams top-of-mind with Lennd's portal. 

Gather, manage and track key details you need to keep them safe and ensure they have the proper access to what they need, when they need it. 

PGA

For media, an event portal can provide more seamless collaboration with athletes in terms of press coverage and interviews. The virtual media component of the portal helps bridge the gaps between onsite and offsite media and aggregates all key interviews, schedules and highlights in one central location. 

Who can use event portal technology? 

Beyond the time and cost savings realized by event portals, another key benefit is their flexibility and ability to adapt for different event types and workflows. Learn more about the range of events who can harness the power of an event portal to seamless manage and execute events of any shape or size.

For festivals & live events

From artists and credentials to staff and vendors, festival and live events have no shortage of people, places and things to manage. Lennd's portal brings order to the chaos of event management by serving as the central CRM, capturing all of the key information and details needed to successfully advance the event.

 

Whether a festival of 5,000 or 500,000—Lennd's portal can scale up or down to support the onboarding and management of every detail. The event portal serves as a real-time database that gives staff, artists, vendors, and volunteers the tools to be self sufficient—saving event managers and operators valuable time that is wasted tracking down approvals, gathering details and managing communications.

Event portal software also provides a means for festival and event teams to streamline data management and reporting—it gives you more control over your data so you can glean insights to help you adapt and adjust for future years. For example, you can track meals ordered versus meals used to pinpoint any discrepancies to help you better plan and allocate resources for the next year. No more overspending or over ordering—operate with crystal-clear visibility.

For sports & media

The press and media are a critical component to any major event, however the cost of servicing that entity can be exorbitant. Lennd's event portal helps sports and media teams keep a closer eye on the dollars they spend by making more efficient use of their staff. An event portal also enhances access controls and security measures, by operating as once source of truth housing critical data and information specific to your staff, media, athletes and teams. 

The event portal aggregates all of the critical information for media and sports teams in one place, and provides the most up-to-date information, interviews, transcripts, alerts, and communication at their fingertips. 

 

In turn, this technology helps to reduce the number of staff needed onsite, while expanding the reach for press and skyrocketing media impressions. In fact, some media teams have found a 50-60% reduction in their onsite media costs as a result of adopting Lennd's portal. 

Beyond media teams, Lennd's event portal also serves as a central communication hub for managing access and security across your assets, credentials and sponsors. Seamlessly track orders and applications, manage outstanding requests and streamline approvals all in one place. 

Beyond media teams, Lennd's event portal also serves as a central communication hub for managing access and security across your assets, credentials and sponsors. Seamlessly track orders and applications, manage outstanding requests and streamline approvals all in one place. 

For conferences & trade shows

For any conference or trade show, the heart of the entire experience is with your exhibitors. Lennd's event portal serves as the equivalent to an exhibitor resource center. The portal has features to help streamline onboarding and management of your event's exhibitors, speakers and sponsors. The portal helps them easily find the resources they need to become self sufficient and manage the exhibiting, speaker or sponsoring process.

 

In turn, this portal will save your staff the administrative headaches and communication burdens that come with gathering these details and tracking down approvals, helping you maximize your return on investment and provide a better onsite experience for your people. 

Lennd—the leader in event portal software

Event portal software can help any event professional streamline their entire event operations and logistics in one central location. Lennd's event portal provides the infrastructure needed to bring events of any size to life. With Lennd's modular approach, you can grow as you go—customizing it to fit your needs for today, with the features to help you scale seamlessly in the future.

lennd-leader

Some of the modules your team will have available within Lennd's powerful portal include:

  • Event Credentials—Maintain your event’s security by streamlining your credential management, pass and access needs in one place.
  • Assets & Inventory—Keep tabs on all assets like golf carts, vehicles, walkie talkies and more.
  • Catering—Tools to track, manage and control requests so you can prevent costly problems that occur when feeding event crew, artists, and staff.
  • Forms—Collect information across all of your event’s key stakeholders. Build, manage and review forms to onboard your crew, staff, artists, vendors and more.
  • Guest Lists—Make managing ever-changing guest lists a breeze, create unique groups to save time and help guests become self sufficient in the process.
  • Health Checks—Manage and track health tests, schedule screenings and send questionnaires all in one place.
  • Staff & Personnel—One system to capture and manage all information for your staff to improve collaboration and communication.
  • Billing—Make it easier to pay and get paid with a system to create invoices, manage progress and track the status of your payments.
  • Messaging—Overcome communication blocks and breakdowns—messaging gives you an on-the-go communication hub for your event staff, artists, vendors, volunteers, patrons and more.

Don't just take our word for it—hear what other event industry leaders who have adopted Lennd's technology have to say about the power of an event management portal:

"Building any large event requires a tremendous amount of coordination. From staff management and credentialing, to asset ordering and delivery, the workload can be staggering. LENND enables our teams to seamlessly integrate during the advance processes and throughout the event build and break."   — Brian Tamke, Director of Event Operations at Made Events

“The virtual media hub is as much of a tool for on-site media as it is for media outlets covering these events virtually. Lennd is a communications tool at its core." Patrick Kravitz, Media Relations Specialist, PGA of America

 “Lennd really stood out because we can customize our workflows to manage very specific information and still have all of the data connected to the rest of the platform.” — Boris Zoulek, Event Operations, Oktoberfest

Discover why some of the world's leading events including The PGA, Outside Lands, The NFL, Freeman and Electric Zoo trust Lennd's portal to as their event's source of truth. Get in touch with Lennd to start your journey towards building better events. 

About Lennd

Lennd is a technology company that builds infrastructure to help bring events of every size to life. From small music festivals to major conferences, sports gatherings and everything in between—event leaders across the globe trust our software to manage their event operations and provide their people with one streamlined experience.

Lennd's powerful event portal is trusted by some of the world's leading events, including Rolling Loud, The PGA, Outside Lands, The NFL, Freeman, Outside Lands, and more. 

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