As you read this, you might already be enmeshed in your busiest time of year. You might even think that you don’t have time to read this — but you do. It’s dedicated to sharing shortcuts for organizing and marketing your next event. Think of it this way: If you spend a few minutes now, you’ll save hours during the hectic fall event season.
1) Make your event stand out
Make sure your event outshines others on potential attendees’ radar by sending a pre-event survey. Ask attendees to share their preferred date, location and how best to reach them (email, social media, text). This eliminates a lot of guesswork and lets you engage them on their terms. When your invitation does show up, they’re more likely to open it and register.
2) The invitation
Look into customizable templates that let you include your organization’s look and feel. When it comes to invitation text, highlight the benefits of attending — and this is important — from the participants’ point of view. Is your event a networking opportunity? A way to earn continuing education credits or to learn a new career skill? By focusing on the long-lasting benefits, you make it easier for potential attendees to get the go-ahead from their bosses.
3) A dedicated online registration page
This page should be simple, accept online payments, and let you capture contact information so you can engage registrants through email and social media. A dedicated page also eliminates human errors that can happen when transferring information from sticky notes or spreadsheets. Pre-payment makes the on-site check-in faster and decreases the likelihood of no-shows.
4) Go mobile
If you don’t already have a mobile event app, get one. When attendees have an app that lets them register and check into the event itself, plus specific sessions, all from their smartphones, everyone saves time. Take it a step further: Ask if they’d like to get alerts so they can hear about schedule changes and breaking news.
5) Consider a ‘brain’
Finally, think about using an all-in-one event planning and management tool that serves as a central “brain” for the team. It’s a great way to streamline processes, ensure that efforts aren’t being duplicated and more easily manage all the moving parts.
Please use the space below to add your own time-saving ideas to this list of tips.