Take The Best Approach to Event Management with our Guide

 

The world of event management operates at an accelerated pace. Our digital-first world shifts attendee expectations for unique experiences across corporate events, trade shows and association meetings. Delivering a personalized event management plan is necessary to provide an enhanced experience for your attendees.

Technology allows for an efficient, optimized event management process that guarantees all attendees connect with their ideal forms of connection, like mobile event apps. 

Before that, crafting a successful conference takes optimal approaches into consideration, with the goal of hitting KPIs such as increased returns, grouping of metrics and following insights, effective registration, boosted brand representation, and successful stakeholder relationships.

Let’s consider these components that make up a successful event management plan:

  • Objectives
  • Financial Framework
  • Advertising
  • Registration
  • Check-In Technology
  • Advanced attendee experience
  • Return on investment

Outline Event Objectives

Outlining your event objectives will help you better plan your conference or meeting. It is important to consider your goals when it comes to hosting an event. Are you trying to sell new clients on your technology, host training sessions for existing customers, or increase enrollment for your association? Keeping your end goal in mind will help you better understand the steps you need to take to achieve event success, whether for a virtual webinar, gala, trade show, or corporate conference.

Here are some key strategies to following when defining your objectives:

  • Get to know your attendees: Understanding your ideal audience is a method to underhand how to grow your customer or prospect base, to train internal employees and understand your attendance count.
  • Understand your subject matter: Better yet, what knowledge would you like your attendees to leave your conference with? Are you aiming for additional sign-ups or to get delegates to understand your offering?
  • Define the “why” behind your event: Specify your event’s short- and long-term goals, whether that encompasses lead generation, defining yourself as an industry leader or developing deals. Each conference should have objectives defined before the event is crafted.
  • Track against your objectives: Measure the influence of your event in terms of leads generated and ROI by using analytics and metrics.

Financial Framework

Outlining your event objectives will help you better plan your conference or meeting. It is important to consider your goals when it comes to hosting an event. Are you trying to sell new clients on your technology, host training sessions for existing customers, or increase enrollment for your association? Keeping your end goal in mind will help you better understand the steps you need to take to achieve event success, whether for a virtual webinar, gala, trade show, or corporate conference.

Here are some key strategies to following when defining your objectives:

  • Location
  • Technology
  • Refreshments
  • Lodging
  • Presenter costs
  • Advertising

Once you’ve researched projected expenses, you can understand your approximate total expenditure for the event. Your team can do research to discern previous costs by reaching out to vendors and asking for price estimates.

Keep in mind it can be challenging to create a budget plan beyond using online spreadsheets to enter your information. Event management platforms that incorporate budgetary solutions can provide a picture of your finances, helping you spend appropriately, report on your expenses and provide insights that speak to your overall ROI.

Advertising Your Event

Just behind budget, marketing your event can be quite the challenge for event planners. Social media has altered the way event-goers engage with your online presence. Successful event marketing requires getting to know your ideal audience: the demographic, how to answer their questions, which platforms they user, when they are online, and what messages would resonate most with the group.

Each interaction during the span of your conference will reflect your mission. Living in a digital-first world makes it key to weave technology into your event to drive unique user engagement. You’ll want to use the following avenues to create interactions:

  • Your event website: Branding this content will help your event be a success thanks to the reach it has the potential to create. Websites have the power to compile registration data, collect payment information and will give event-goers a glimpse into your conference or meeting.
  • Email messaging strategies: Email marketing is the standard for generating registrations. Creating the right message for a campaign, following regulations and best practices and sending automated event reminders is a great way to communicate with customers.
  • Content strategy: Content marketing communications should be utilized at every stage of the event. Promotional content should span blogs, media kits, social media and more. Plan to use content before, during and after your conference or meeting:

Before: Create promotional content to increase registrations, written from their point of view.

During: Capture video of keynotes and panel presentations to post on social media.

After: Follow-up content should be a positive reminder of your conference or meeting, including high-level overviews of the event.

  • Social media: Use your online presence to drive engagement with a series of posts that incorporate key points during all stages of your event. Work alongside speakers to share company content, extending its reach.
  • Mobile event apps: Event apps grant planners the ability to generate streamlined, unique engagements with your event-goers to showcase their offering.

Online Registration

Generating event registrations is the name of the game. Event-goers can contribute to overall goals such as lead generation, building relationships with new customers or landing sales. 

 

Event Check-In Technology

A seamless process will give your attendees a phenomenal first impression of your event. Event management solutions lessen pain points at self-service kiosks. Additional benefits include a fast check-in experience, branding opportunities and directing large groups of people in a simple manner.

 

Upgrade Event-Goer Experience

Provide a white-glove experience at your conference with captivating unique experiences at your conference or meeting. Creating an app for your event allows you to reduce your carbon footprint by sending electronic outlines and agendas that allow for scheduling as well as weave gamification and surveys into the overall experience. 

 

Driving ROI

Determining the success of your event is crucial to determine what you should repeat and avoid in future conferences or meetings. Here’s what you should considering when reviewing your ROI:

  • Which content drove the highest conversions?
  • Which speaking engagement had the most attendees? 
  • Which panelist garnered the best reception?
  • Were attendees able to network after the sessions?

 

Which method has driven success for your conference or meeting?

 

Adhering to best practices will allow you to achieve success in terms of event management. Maintaining a plan will allow you to achieve: 

 

  • Streamlined registration, check-in and badging 
  • Simple collection of attendee metrics and insights
  • Unique, individualized experiences across all event-goers
  • Supporting connections
  • Increased ROI
  • Extending the reach of your brand perception
  • Improved relationships with colleagues and sponsors