Event management tool survey results May 2018

Research PURPOSE Event management tool landscape at UBC Satisfaction levels Features required in a future tool

Survey Questions Current event tool used Satisfaction with current tool Feature requirements for a new tool Support needs Current expense on event tools

Major findings Current event management tool used Issues with current tool Benefits of current tool Current spend Required features for a new tool

Current Event tool

Satisfaction

Issues with current tool

Current spend

Top Required features

ALL Required features

Feature Requirement Details Payment flexibility Foreign currencies, add a donation, generate invoice/receipts, ability to refund, PayPal, WeChat, Alipay Integration With Facebook, other social media, CRM, events calendar, website, finance, outlook calendar appointment Registration / ticketing flexibility Cap waitlists, tag/categorize registrations, set open and close times, verify identity as student/faculty/staff, pre-filled out fields for recurring registrants, ticket confirmations, discount codes Reporting Easy export of data Easy to use – event manager Reliable, not buggy, dashboard with # of guests, WYSIWYG editor

Feature Requirement Details (Cont’d) Customize emails for RSVP / follow up / invitations Include collateral for distribution, media, maps/directions Easy to use – for guests Simple, nice looking interface Customize event details Add custom fields, constituent ID, allow multi-day events Import / Export Import and export data to PDF, word, excel, etc. (for guest lists) Customize Branding Customize links/intuitive URL’s Register without account/password

Outlier Feature Requirements Restriction to register based on user roles Ex. Ability to restrict registration of an event to post-doc’s only. Ex. Ability to restrict registration to undergraduate students in years 1-3.

Summary Users are not happy Tools are not FIPPA / PCI compliant Most users do not have an expectation to pay for the tool There are simple needs and complex needs Most users want a high-level of support

Summary (Cont’d) Users want a tool that: Can be integrated Has robust reporting Is user friendly Has the ability to send emails Is flexible – payments, registration and ticketing Is customizable – fields for event details, branding templates Has export / import capabilities for attendee lists