Event Technology

Case Study: How to save money using run.events event management software

Jul 17, 2023 / 3 min
By: Adis Jugo, President

Event planning can be a costly endeavor, but with run.events, you can expect substantial cost reductions. On average, event organizers can save up to 50% on their expenses by switching to this comprehensive system. Let's dive into a detailed case study on how run.events can help you save money compared to traditional event management tools and systems.

In this blog post, we'll walk you through a real-life example involving a fictional event in Germany with 2,500 attendees and an average ticket price of 800€. Our data is up-to-date as of July 17, 2023. Join us as we demonstrate how run.events can significantly cut costs and boost your bottom line.

 

Ticketing

When it comes to event ticketing systems, Eventbrite is a popular choice for many, offering robust features like invoicing and refunds as part of their package. However, it's essential to consider the costs associated with Eventbrite's services. In the USA, they charge a 3.7% commission plus $1.79 per sold ticket, while in the UK, it's a 6.95% commission plus £0.59 per sold ticket. For our fictional event in Germany, Eventbrite imposes a fee of 5.5% plus €0.99 per sold ticket.

While Eventbrite is widely used, there are more cost-effective alternatives like ti.to, which offers fixed 3% service fees. But, it's important to note that these alternatives often lack comprehensive invoice management, including tax invoices, invoice corrections, cancellations, and tax statements.

Now, let's delve into a case study to demonstrate how you can save money and cut costs with run.events event management software. We'll compare Eventbrite, ti.to, and run.events for our fictional event:

  • Eventbrite: (2,500 x €800 x 5.5%) = €110,000 + (2,500 x 0.99) = €2,475. The total Eventbrite fee would be €112,475.
  • ti.to: 2,500 x €800 x 3% = €60,000.
  • run.events: €16,623
Potential savings for the event organizer using Eventbrite: 95,852€
Potential savings for the event organizer using ti.to: 43,377€

 

Badges

Learn more about Event Registration and ticket sales with run.events: Configure and sell tickets, create custom registration forms, issue invoices, and track payments.

Event Registration and Ticket Sales

Event Mobile App

Event organizers often rely on mobile apps like Whova or Grip, which typically come with a hefty price tag, averaging around €10,000 for events similar in size to our fictional example. However, there's a smarter way to manage your event and reduce costs. With run.events, not only is the mobile app included in the price, but it's also fully integrated into the system, eliminating the need for event organizers to export attendee data and send separate mobile app invitations.

Potential savings for the event organizer: An average of €10,000.

 

Content, Speakers, and Agenda

Sessionize is the market leader in tools focused on managing speakers, sessions, and the agenda. These tools aid in calls for speakers, managing content teams, fostering content selection, and ultimately, speaker communications and agenda publishing. Sessionize has a fixed cost of €444 (499 US$) per event. Not only does run.events provide the same robust features as Sessionize, but it also offers something extra – the key to saving money on your event management expenses. Plus, the integration of content, speakers, and agenda into the entire system eliminates the need to copy and import data to your event mobile app (or anywhere else for that matter).

Potential savings for the event organizer: €444

 

Sponsors and Lead Retrieval

 

Various lead retrieval systems on the market usually have a price range from €3,000 to €5,000. All these solutions require event organizers to purchase or rent special equipment and setting them up involves a lot of data export and import. Not so with run.events - as always, we excel in saving both time and money for the event organizers.

run.events has complete sponsor and exhibitor management integrated into the system. Not only does it support lead retrieval and on-the-fly classification through the run.events mobile app, but it also enables event organizers to manage the complete sponsor and exhibitors lifecycle with the integrated, event-tailored CRM.

Potential average savings for the event organizer: An average of €3,000.

 

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Badge Printing, Check-Ins, and Registration Desks

Selecting the right badge printing, check-in, and registration desk management application for your event can be a daunting task. With a multitude of options on the market, each offering unique features and varying significantly in cost, making the right choice is essential.

Some event apps provide the flexibility for organizers to use their existing equipment, while others necessitate equipment rental. Certain systems even go a step further, requiring their personnel to be on-site to manage badge printing and registration desk operations. Additionally, there's a growing trend towards systems offering self-check-in kiosks and self-service badge printing, often at an extra cost. Some applications also offer lead retrieval functionality, which can offset the initial expense but typically comes with a higher price tag. It's worth noting that, in our search, we haven't come across any reliable badge printing, check-in management, and registration desk app priced below €8,000 for an event similar in size to our fictional example. In fact, some systems can go as high as €25,000, adding significant pressure on event organizers to find cost-effective solutions.

Needless to say, all these functionalities are integrated into run.events. Event organizers can design badges to their specifications, print them in advance or on-site, and execute attendee and session check-ins. Furthermore, run.events offers self-service check-in kiosks and badge printing. This innovation alone promises to further enhance your event management experience while helping you save money.

Potential average savings for the event organizer: An average of €10,000

 

Event organizers save €66,821

Total savings for our fictional event: €66,821€ (if ti.to is being used as a ticketing app). If event organizers use Eventbrite, this saving increases by another €50,000.

The total savings in time, enhanced security (no need to ever export or import your attendee data to any external system), process optimization, and all the other features that run.events offers, and which are not covered by the abovementioned tools are not explicitly stated here. Still, event organizers will indeed recognize the significant benefits they bring.

 

Recap

Saving with run.events: 66,821€ (80%)

Fictive event: 2500 attendees, 800€ average ticket price, Germany

 

Module App Costs run.events Costs
Event Management System - - 16,623 €
Ticketing ti.to 60,000 € -
Event Mobile App Whova 10,000 € -
Speakers and Agenda Sessionize 444 € -
Sponsors and Lead Retrieval Various 3,000 € -
Badge Printing and Check-in Various 10,000 -
Total Costs of Ownership   83,444 € 16,623 €