SharePoint Event Management Solution
Room Manager Event Management Solution is a comprehensive software system built on the SharePoint platform to help organizations manage various aspects of events and conferences. It leverages SharePoint’s collaborative and document management capabilities to streamline event planning, coordination, and execution.
Key features of a SharePoint Event Management Solution typically include:
- Event Planning: The solution provides tools to create and manage event calendars, define event objectives, set budgets, and establish timelines. It allows users to create and update event plans, assign tasks, and track progress.
- Registration and Attendee Management: The solution offers registration forms and workflows to collect attendee information, manage registrations, and send automated confirmations and reminders. It also enables attendee tracking, check-in, and badge printing.
- Venue and Resource Management: It allows users to manage event venues, including booking, scheduling, and resource allocation (e.g., rooms, equipment). Users can view venue availability, work event layouts, and assign resources to sessions or activities.
- Session and Agenda Management: The solution enables users to create event agendas, schedule sessions, and assign speakers or presenters. It provides tools to manage session proposals, review submissions, and select sessions for the event program.
- Communication and Collaboration: The solution facilitates communication and collaboration among event organizers, speakers, sponsors, and attendees. It provides discussion forums, email notifications, document sharing, and real-time messaging to ensure smooth coordination and information sharing.
- Sponsor and Exhibitor Management: The solution offers features to manage event sponsors and exhibitors. It allows users to track sponsorship levels, agreements, and payments. It also provides tools for exhibitor registration, booth assignment, and logistics management.
- Reporting and Analytics: The solution generates reports and analytics to evaluate event performance, attendee feedback, and ROI. It provides insights into registration numbers, session popularity, attendee demographics, and other metrics.
- Mobile Accessibility: Many SharePoint Event Management Solutions offer mobile apps or responsive interfaces, allowing users to access event information and register attendees,e Orgauntarebrandingnizations can tailor the Event Management Solution to their specific event requirements by leveraging SharePoint’s flexible customization capabilities and workflows.
- Number of seats & deadlines
It’s worth noting that while SharePoint provides a robust foundation for event management, organizations might choose to enhance its functionality by integrating third-party tools or extending SharePoint with custom development.
Invitations and registrations
Solution Overview
The solution contains the following components:
- Canvas Power App (‘Event Registration’)
- ‘Event Registration’ Power Automate flow – Registers/unregisters users from events and creates appointments in Outlook calendars.
- ‘Upload event image’ Power Automate flow – Uploads images for events into a SharePoint document library (‘Event Images’) when an admin creates an event.
- ‘Email Event Attendees’ Power Automate flow – Sends an email to all attendees of an event (triggered from the Power App).
- SharePoint Lists – ‘Events’, ‘Event Images’, and ‘Event Attendees’ (created using a PnP template).
Viewing and registering for Events
From the app’s main screen, users can view upcoming events, events they have registered for, and past events. Clicking on an event tile displays further details about the event, including the full description. Users can register for events by clicking the ‘Register’ buttons. This triggers the ‘Event Registration’ flow, which creates an item in the ‘Event Attendees’ SharePoint list and creates an event in the users’ Outlook Calendar.
Once a user has registered for an event, a checkmark appears next to the event to show they are registered.
Admin Functionality
Admins can carry out the following tasks:
- Create events
- Delete/edit events
- View event attendees
- Email event attendees
Create Events
Admins can create events by clicking the ‘Create event’ option in the admin menu. Fill out the form, add an optional image, and click ‘Save’. In addition to creating the event as a list item in the SharePoint list also triggers the ‘Upload event image’ to upload the image to the SharePoint site and edit the list item to link to the item. It’s also worth noting that it can take time for the image to appear in the app as the flow uploads the image in the background, so occasionally, it is necessary to click refresh.