6 Reasons to Ditch PDFs and Word-based Forms

In the fast-paced world of event management, efficiency is key. As an event organiser, streamlining your processes and improving communication with exhibitors and sponsors is crucial for better events and stronger long-term relationships. While PDFs and Word-based forms have long been the go-to solutions for gathering essential information, such as risk assessments and method statements, these static and often inefficient methods are ripe for replacement. Embracing a fully integrated, branded solution like Eventflow is the way forward. Here’s why:

1. Seamless Integration and Consistency

PDFs and Word documents, while familiar, are often difficult to complete, challenging to extract data from, and can pose serious data protection risks. Eventflow simplifies this by integrating forms directly into its platform. With a built-in, drag-and-drop form builder, you can craft custom forms or select from pre-built templates to meet your specific needs.

Because these forms are embedded within Eventflow, they don’t just function well—they also align visually with your event’s branding. From background graphics to logos, Eventflow’s powerful branding tools ensure consistency throughout the platform. Whether collecting information from exhibitors or managing sponsor requirements, Eventflow offers over 20 form field types, custom form logic, and tailored confirmation messages, allowing you to personalise every step of the user journey.

2. Increased Efficiency and Collaboration

Static forms often require multiple steps—downloading, completing, re-uploading, and manually forwarding to relevant parties. Eventflow eliminates these cumbersome steps by keeping everything within the system. Once forms are submitted, they can be exported to Excel or emailed directly to key stakeholders, such as health and safety consultants. With custom notification emails, different versions of the same form submission can be sent to various parties, ensuring the right people receive the correct information at the right time.

This level of automation not only reduces administrative overhead but also enhances collaboration. Exhibitor teams can manage tasks, add comments, and communicate directly within the platform, keeping everyone on the same page without a single email chain.

3. Customisation for Diverse Needs

Eventflow's flexibility is unmatched when it comes to tailoring forms and content for diverse needs. Whether gathering marketing information, managing build and breakdown schedules, or coordinating health and safety details, Eventflow enables you to easily create custom forms. You can also control access to certain content, ensuring that exhibitors, sponsors, and other stakeholders only see what’s relevant to them.

Eventflow even allows for the seamless integration of external forms. If a venue or supplier requires their own forms, these can be linked directly within Eventflow’s task drawer. Trans World Events, for example, successfully used this feature when organising the EBM World Expo at Messe Frankfurt, integrating Eventflow with the venue's web shop and forms to ensure they met all external requirements while maintaining a unified system.

4. Real-Time Form Updates and Email Deadline Chasers

In the dynamic world of event planning, time is of the essence. Whether updating a form or chasing exhibitors for information, Eventflow empowers you to do so with speed and efficiency. The platform enables you to send branded email deadline reminders with just a click. You can choose between sending individual reminders or a summary of all outstanding deadlines, ensuring that critical information is never missed, and deadlines are met.

Traditional methods of tracking forms and chasing responses by email or phone waste valuable time that could be spent on higher-priority tasks. With Eventflow, all of these processes are automated, freeing you and your team to focus on making your event a success.

5. A Future-Ready Solution

While PDFs and Word documents might seem like a familiar, safe choice, they lack the forward-thinking capabilities needed for the future of event management. Eventflow, on the other hand, is built to evolve with the industry. With features like task management, team collaboration, and drag-and-drop forms, Eventflow can manage the growing complexity of events.

As event technology advances, Eventflow will be ready with enhanced capabilities such as real-time analytics and dynamic APIs that allow seamless data transfer to third parties without any extra work on your end. Eventflow is not just a tool for today—it’s your partner for the future.

6. Better Data Management

One of the biggest challenges of traditional form submission methods is managing the data. PDF and Word forms are cumbersome when it comes to extracting useful information, often requiring manual data entry and verification. Eventflow centralises all data collection, making it easy to track submissions, analyse insights, and make informed decisions.

With Eventflow, you can significantly reduce errors, improve data accuracy, and offer a better experience for both organisers and exhibitors.

Conclusion: Elevate Your Event Management with Eventflow

By moving away from outdated PDF and Word documents in favour of an integrated, branded solution like Eventflow, event organisers can streamline their processes, enhance collaboration, and deliver a more professional, cohesive experience for exhibitors and sponsors. Designed to adapt to the ever-evolving needs of the event industry, Eventflow is the future of exhibitor and sponsor management.

Ready to elevate your event management process? Get in touch with us to explore how Eventflow can transform the way you manage your next event.