Managing guest experiences at events
In Australia, hundreds of events take place every day. These can vary in range from smaller productions, through to larger events involving thousands of guests. Examples can include:
- Multi-day Festivals.
- Concerts.
- Functions (at clubs, hotels, restaurants or function centres) .
- Sporting events .
While the scale and specific needs of such events may change, guest services and experiences remain at the heart of any well managed, and successfully executed event. Having a robust, reliable event POS system can make the difference. In this article we break down how especially-designed POS systems can improve guest experiences at events of all sizes.
Event Management Software and POS Integrations
Event POS systems differ from point of sales systems used in restaurants, pubs, or hotels due to the specific integrations available with Event Management Software. This integration involves connecting both software types and their functionalities, using technology such as Application Programming Interfaces (APIs) which allow for data exchange between two applications.
These integrations help to provide a seamless connection between a POS system and Event Management Software, meaning centralised and synchronised databases, allowing both systems to operate using the same data set. This data can cover areas impacting on customer experience at events, including CRM and engagement, event production, customer service, and pre-event organisation. Below are 4 major ways POS systems can improve event guest experiences.
CRM and loyalty
CRM stands for Customer Relationship Management, and is a way to manage your event’s interactions with past and current customers, building loyalty. This can be done through seamless post-event communications, support services during your event, and easy access to discounts to keep guests engaged.
POS systems with Event Management Software integration are able to seamlessly integrate such CRM services into existing systems – meaning clear and easy communication with guests. This helps to build relationships, meaning happy customers and repeat visitors.
Event Planning Tools
Another way event POS systems help improve guest services is by having inbuilt event management functionality, which allows for the smooth running and proper coordination of events. Features of event management functionality can include:
- Event schedule builders:
Detailed timesheets and agendas for venues running events (e.g. catering set-ups, bookings etc.) - Function diaries:
Which can help to keep track of planned events and avoid overbooking or duplications. - Custom quote creation:
Templates that can quickly and accurately create quotes and contracts for potential events in a venue.
Smooth running events contribute to overall customer and client satisfaction, with event planning tools essential in ensuring minimal mistakes in areas like catering, bookings, special requirements, contracts, and invoices.
Inventory and stock level management
Event POS systems that include inventory and stock management are able to monitor levels of inventory such as specific dishes, ingredients and beverages. They can also help venue managers keep track of current activity including cash flow, staff activity, and what products have sold or not sold.
This level of monitoring ensures that guests are informed and not disappointed if certain items sell out, facilitating transparent communication with event attendees. Staff can use stock level insights from POS systems to provide accurate answers to customers, such as when an out-of-stock item will be available again, and use information on the system to suggest similar alternatives. In-build staff messaging functionality can ensure everyone is aware of any menu or service changes on the go.
Reduced Wait Times and Efficient Service
Event POS systems also require features designed to ensure fast and effective customer service in a high paced environment. Events typically service a higher volume of customers than other hospitality venues, so systems which allow for payment speed and ease are key. This includes accepting a range of payment options (like Credit Card, Cash, Apple Pay etc.) automated docket printing, the ability to split bills, and more. Mobile POS (mPOS) systems are also beneficial here, allowing for staff to take orders on the go, directly at a customer’s location.
These features work to improve event guest experiences by ensuring the smooth running of an event, minimal wait times for ordering, and payment flexibility.
The Best Event POS system for your Venue
H&L POS is a pioneer in point of sales technology in Australia, with a specialisation and focus specifically on hospitality, including event POS systems. Our all-in-one solutions provide point of sale as well as back of house systems, and include integrations with Event Management Software systems.
Book a demo, or contact us to find out more about our event POS software today.