Author: Alexis Clemons

6 Ways Event Planning Software Makes Holiday Party Planning Stress-Free

  • Event Management
  • EventUp Planner Contributor
  • October 8, 2024

While the holiday season still feels far away, savvy event planners know that early Fall is the best time to kick-start their holiday party planning.

Corporate holiday parties, gala dinners, and annual celebrations are right around the corner… and to create truly memorable holiday experiences, you need to begin locking in venues, vendors, catering, and entertainment ASAP.

But the yearly holiday planning process also brings its own unavoidable set of headaches and logistical fires to put out. 😵‍💫

As you start building out your holiday event to-do list, you’re probably searching for tips and tools to make the process a little easier to manage this time around. Integrated event planning software could be the secret weapon your team needs. Let’s explore how!

Why Should I Use Event Management Software for Holiday Party Planning? 

Company holiday parties are about more than just eating, drinking, and being merry. These celebrations play an important role in: 

 

✅ Boosting employee morale

✅ Recognizing team achievements

✅ Connecting colleagues across departments

✅ Reinforcing the corporate culture

 

A memorable, well-planned holiday party can leave a positive lasting impression — which in turn increases employee engagement and retention. 🎉

But a poorly planned event with logistical snafus can have the opposite effect… putting a dent in the company’s reputation and culture. Yikes!

That’s why it’s so important for planners to have reliable tools for cutting through the chaos of guest lists, venue details, floor plans, and all the other moving parts of holiday events. Using event planning software gives planners control and visibility over each core pillar of the planning process, from beginning to end.

READ MORE: Corporate Event Themes: 45+ to Choose From

 

6 Software Features You Need for Holiday Party Planning

EventUp Planner has powerful features that make the corporate holiday party planning process easier. Let’s explore!

Create fun, custom holiday event websites and online registration pages

EventUp Planner lets you create branded event websites and registration pages for your holiday party. Our platform acts as the central hub with all your event details, messaging, media uploads, and more! You can easily build custom event registration forms to gather details like meal preferences or if kids are attending. Best of all, you can clone these pages to use again each year rather than rebuilding from scratch. 

Seamlessly manage your guest list and invitations

Easily upload your full guest list from an existing contact database or spreadsheet. Then, create beautiful, branded digital invitations and send them out en masse. EventUp Planner tracks all responses and manages the RSVP list automatically. When it’s event day, check-in tools let you quickly verify arrivals — no more wrestling with big paper lists!

CHECK OUT: 75 Event Ideas to Inspire Your Next Event

Leverage marketing automation to send out email campaigns

With just a few clicks, you can create an automated email campaign for your corporate holiday party. Send initial invitations, reminders for RSVPs, and build hype with eye-catching branded emails. After the event, automatically share a survey to collect feedback from attendees. This gives you invaluable insights for improving next year’s holiday party.

Manage schedules for extensive holiday events or multi-day celebrations

Many companies host extensive celebrations with award ceremonies, speakers, performances, and more. EventUp Planner’s scheduling tools make it easy to meticulously plan out every session, presentation, and special event within the larger holiday schedule — especially for multi-day holiday celebrations! You can assign rooms/venues, times, speakers, and more. 

(Psst, need to find the perfect event space? Check out EventUp.com.) 

Provide virtual and hybrid holiday event options

Holiday parties don’t have to be 100% in-person anymore. EventUp Planner allows you to create easy, engaging virtual experiences or hybrid events, too. You can livestream the in-person holiday party online, or create separate on-demand virtual experiences like live-streamed performances, demos, and more. It’s a great option for engaging remote employees!

GO DEEPER: How to Make Virtual Events More Interactive and Engaging

Master day-of-event management

When it’s time for the big holiday party, you’ll be confident everything runs smoothly. The event team can use the mobile app to share real-time updates and communicate with attendees. Digital check-in gets guests quickly through the door. Plus, powerful surveying tools allow you to collect feedback during and after the event.

Corporate Holiday Party Planning Tips & Considerations

While an event management platform streamlines the holiday planning process tremendously, planners should still keep a few key considerations in mind.

  1. Budgeting is always a big factor — be sure to set clear budgets by line item and avoid overspending.
  2. Venue management is another major pain point during the holidays when places book up quickly. Leverage venue sourcing features to easily search by your date, capacity, location requirements and start booking venues before they’re gone.
  3. Food and beverage planning is critical, too. Build out custom registration forms to capture dietary restrictions and meal preferences ahead of time.
  4. Finally, expect the unexpected with inclement weather or other unplanned issues. Use EventUp’s communication tools to keep attendees updated in real-time via email, SMS, the mobile app, and the event website. With the right planning and tools in place, you’ll be ready for any holiday party hurdles!

How to Plan a Company Holiday Party: FAQs

How do I create and send invitations to my entire company?

With EventUp Planner, you can easily upload your employee email list or sync with your company’s contact database. Then use the invitation manager to create branded digital invitations and send them out en masse with just a few clicks.

 

How do I collect RSVPs and any special requirements like dietary restrictions?

EventUp Planner’s registration features allow you to fully customize the RSVP process with forms to capture details like meal preferences, food allergies, plus-ones, etc. Guests can RSVP and provide this info digitally, so you’ll have a crystal clear idea of what to expect.

 

How can I update guests about schedule changes or other important details?

Leverage email marketing tools to send timely updates to all invitees about changes to things like times, locations, speakers, etc. You can also post updates directly to your custom event website and share via the mobile event app.

 

What’s an easy way to share event details company-wide?

Create a custom-branded event website as a one-stop shop for all holiday party info — schedules, venue details, speakers, and more! The website can be integrated into your company intranet and calendars, too.

 

How do I find and book the right venue for my holiday party?

EventUp.com is a free, browsable marketplace that allows you to search venues by location, capacity, amenities, pricing and more to find the perfect fit. 

 

How can I collect feedback to improve for next year’s holiday party?

EventUp Planner makes it easy to create post-event surveys with custom questions. You can share the survey via automated email campaigns as well as push notifications through the app and website.

 

Make Holiday Party Planning Easier with Event Planning Software

Save time and kiss holiday party planning stress goodbye with EventUp Planner’s powerful event planning software. Our all-in-one platform gives you full control to execute memorable holiday celebrations from start to finish. Get ready to wow your team this holiday season — book a free demo today!

 

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Book a free demo with one of our experts to learn how easy it is to get started with EventUp Planner, and maximize your events’ potential today.

3 Reasons Board Members Should Be Involved In Events

  • Event Management
  • EventUp Planner Contributor
  • October 7, 2024
A board of directors discussing their nonprofit’s next event

Nonprofits host many events each year for various purposes, from fundraising to volunteer training to donor appreciation. Successfully hosting all these events requires a dedicated team of planners who will handle all the necessary tasks and logistics. However, that’s not to say that support from other community members isn’t beneficial.

In particular, your organization’s board of directors can provide key support for your event—you just need to know how best to leverage their skills and connections. In this guide, we’ll cover three reasons why your nonprofit’s board members should be involved in your events and tips on how they can help. Let’s begin!

1. Strategic Insights

Board members often handle governance and oversight of their organizations, as well as strategic planning to support the organization’s mission and goals. Their duties may fall in the following areas:

  • Mission and vision. Board members often help refine their nonprofit’s mission, vision, and strategic goals, which guides the nonprofit’s operations and the board’s own responsibilities.
  • Finance. A board of directors may keep finances organized by approving budgets, monitoring the nonprofit’s financial health, and ensuring proper financial management and reporting.
  • Compliance. Board members may identify potential risks to the nonprofit and ensure that it adheres to all legal requirements.
  • Long-term strategy. Since a board of directors handles governance and oversight, including policy development and performance monitoring, they’re usually in a good position to lay the foundation for the nonprofit’s long-term strategy and secure the resources it needs to grow.

Having the skills to perform these duties translates well to the strategic oversight of your nonprofit’s event. For example, your board members who deal with big-picture finances for your nonprofit may be able to assist your financial team with establishing the event’s budget, pricing tickets, and recommending cost-saving measures that optimize the event’s return on investment (ROI).

Additionally, since your events likely fit somewhere in your organization’s overall strategic plan, your board members may have key insights to offer your event planning team. For example, if you’re hosting a fundraising event as part of your capital campaign, your board can let you know how much money the event must raise for your nonprofit to meet its campaign goals. Or, for a campaign kickoff event, they might provide the overarching goals and vision for the campaign that your nonprofit should present to its stakeholders.

2. Networks

Another reason for board members to get involved with your nonprofit’s events is their networks. Usually, nonprofits choose well-connected, wealthy, and passionate individuals dedicated to helping the organization succeed to serve on their board of directors. Since one of the main reasons you’ve chosen them is for their connections, why not leverage them for your events?

For fundraising events in particular, have board members reach out to previous or potential major donors in their networks to ensure you meet your goals. They can work closely with your major gifts officer to identify these valuable individuals, connect with them, and build relationships.

With a pre-existing relationship or connection, major donors will be more inclined to make a large gift for your nonprofit’s event. And, they’ll appreciate that your nonprofit is communicating with them through a high-level member of your organization.

Another way your board members’ connections can benefit your nonprofit is when it comes to partnering with businesses. According to Double the Donation, charitable organizations usually seek sponsorships by:

  • Contacting local businesses
  • Seeking out shared values
  • Researching online

After they identify potential corporate partners that can make a significant impact on their event, the nonprofit’s sponsorship team will begin outreach to them.

With your board members’ network, you may be able to skip a few steps in this process and avoid difficult discussions. Have board members recommend businesses and corporations they have connections with and may be interested in sponsoring your nonprofit’s event. The board member can reach out to their points of contact to solicit the business’s help themselves, improving your chances of successfully landing a sponsorship.

3. Board Engagement

Our last reason why board members should be involved in your nonprofit’s events is engagement. Just as you motivate your organization’s staff members, you should have strategies in place to keep board members feeling energized and dedicated to your nonprofit’s cause.

Engaged board members:

  • Are connected to your mission. When board members are engaged, they feel a personal connection to your nonprofit’s mission and are passionate about furthering it. This makes them more likely to regularly attend meetings, participate in key discussions, and contribute to important decision-making.
  • Lead by example. Engaged board members aren’t afraid to advocate for your nonprofit within their communities and amongst potential donors and partners. They’re happy to take on additional responsibilities, interact with staff members and supporters, and show off their dedication to your nonprofit.
  • Improve organizational culture. When a business has engaged employees, it results in a more positive company culture where everyone feels motivated to work hard and meet company goals. It’s similar for board members in a nonprofit—their dedication will inspire staff members to work harder and supporters to volunteer and donate more.

Don’t forget, at the end of the day, your board members should be your nonprofit’s staunchest supporters—meaning they’re often major donors themselves, too. Donorly highlights three markers of major donor prospects:

  • Capacity markers, or wealth markers, indicate a donor is in a financial position to be a high-capacity donor for your nonprofit.
  • Affinity markers, or warmth markers, show a donor is interested in supporting your organization’s mission because it resonates with their experiences or values.
  • Propensity markers, or habit markers, indicate a prospect has demonstrated a personal commitment to support nonprofits with their donations and time.

Your board members should have all three of these markers. The fact that they agreed to serve on your board means that they’re willing to support nonprofits in general and boost your mission in particular. Keeping them engaged is valuable beyond their roles as board members, as they may also serve as loyal major donors.

By encouraging board members to get involved with your nonprofit’s events, you’ll have an easier time keeping them engaged and retaining their support. 

With the help of your board members, you’ll host events that give attendees exactly what they want—a lively way to get involved with and support your mission. Not only that, but you’ll make event planning easier by tapping into your board’s expertise and connections, keeping them engaged with and dedicated to your cause. Be sure to show your appreciation for your board members’ hard work and encourage them to lend their aid to your events again in the future!

Why Event Management Solutions Need Strong Fundamentals Over Shiny Features

  • Event Trends
  • EventUp Planner Contributor
  • October 7, 2024

The events industry is at a crossroads. 

As Michelle Russell describes, “The pandemic served as a wake-up call to the meetings industry, but perhaps we’ve hit the snooze button. Rendered impossible by COVID, face-to-face events have since returned with a vengeance — and in all too many cases, in rinse-and-repeat mode.” 

This begs the question: What needs to change in the post-pandemic world to ensure the events industry thrives?

At the same time, we’re noticing a general discussion in the industry about disjointed event technology and its costs. 

This is due, in part, to the proliferation of software options over the last two decades. The software boom has had major benefits, but this new era of technology has led to new challenges.

Case in point: Alex Ponomarev’s article about the disjointed software dilemma adds an insightful perspective. 

Ponomarev states, “Essentially, we’re solving the same problems I was working on 20 years ago, only the variety of tools that need integration and interoperability is much larger” (emphasis added). 

He points out that, despite claims otherwise, more software has actually created more manual work. 

To illustrate this point, Ponomarev shares a made-up employee scenario: “Mike” receives an assignment from his boss. He uploads a presentation file to Google Drive, adds the assignment to Asana, emails the client with the file, creates a meeting that auto-syncs with the CRM, and logs notes in Notion. 

Despite leveraging multiple tools, Mike spends as much time—if not more—juggling these systems as he does on the actual client work.

The financial implications of this dilemma are staggering. If this fictitious company has 100 employees earning $60,000 per year and half of their time is spent on manual work across disjointed systems, the company is losing $3 million annually in productivity costs.

Left unchecked, the financial drain from disjointed systems can take a significant toll. From reduced profits and growth opportunities to struggling to keep up with nimbler competitors, decreased employee morale, and an uphill battle to scale, excess manual work from so-called “time-saving software” can limit a company’s full potential. 

“Companies are rightly investing billions in IT to try to solve these problems,” Ponomarev acknowledges. “But it requires a holistic approach to systems integration and workflow automation. There are no simple plug-and-play solutions.”

Again, the main problems with software proliferation are integration and interoperability. The bottom line: Failure to solve these problems costs companies millions. 

This leads us to the thesis that if technology is going to provide a meaningful solution for the events industry, it needs to focus on the core fundamentals of event planning, not on shiny new innovations.

More technology alone is not the fix. Better technology is the fix.

There are more options available for event planning software than ever before, all making similar claims—saving time, money, and headaches through centralization and automation. 

Event software companies are adopting an “everything and the kitchen sink” approach to product features in order to stand out in a sea of sameness. Because more is automatically better, right?

However, when it comes to event management software, only a subset of features are used by all event planners: registration, communication, and scheduling. 

When it comes to identifying event management tech that’ll actually deliver on its promises, we want to pose the following questions:

1. When it comes to event planning software, are more features always better? Or is there an argument to be made that fewer, better features is more important?

2. If you’re a planner who has purchased event scheduling software with all the bells and whistles, are you truly getting the outcome you’re looking for? Is the software actually making your job easier? 

It’s our view that excellent events rely on strong fundamentals. This takes us back to Ponomarev’s point about working on the same problems as 20 years ago, but with more software options than ever before. 

This is why EventUp Planner focuses on the core pillars of event planning and improves those workflows. It doesn’t look to solve problems just to solve them, or create problems where they don’t exist. You get what you actually need to do your job better and more efficiently. 

This doesn’t mean that the events industry doesn’t need to change and that sacred cows don’t need to be culled. But in so many cases, the fundamentals of event planning remain the same. 

Nonetheless, you can’t throw more software to fix a problem that is caused by too much software in the first place. 

Instead, you can replace disjointed software with better, more integrated software that has already mastered the fundamentals. 

It’s time for the events industry to shake off its disjointed technology problem. EventUp Planner ensures you and your team are well supported with event management software that gets back to basics so you can focus on your true zone of genius. Learn more to see how others are bringing event fundamentals together.

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Tired of juggling multiple tools? Centralize your event planning with our powerful, unified software. Discover how EventUp Planner can help you and your team today.

Rethinking Event Marketing: Takeaways from Seth Godin’s ACTIVATE Event Discussion

  • Event Management News
  • EventUp Planner Contributor
  • October 1, 2024
6 Best Retention Strategies for Membership Groups

Our team recently attended ACTIVATE by Gleanin, a virtual event that helps event professionals improve their marketing efforts. ACTIVATE provides actionable tips, tricks, and advice that event marketers can put into practice immediately. The event includes a variety of lightning talks that last no longer than 10 minutes, all with the goal of helping event professionals cut through the noise and improve their marketing results.

During this most recent event, Seth Godin- a renowned thought leader in event marketing- shared valuable insights into event marketing strategies and community building. His advice focused on moving beyond traditional methods and embracing more impactful approaches. Here are the key takeaways that we found particularly insightful.

Insightful Topics from Seth Godin’s ACTIVATE Discussion

  • Industrialization of Events: Events have become standardized, resulting in “pretty good” experiences that lack uniqueness. Seth emphasized the need to “de-industrialize” and make events unforgettable.
  • Rethinking Event Marketing: Traditional promotion often fails, especially for average conferences. Instead, focus on creating an environment that facilitates deep connections between attendees, sparking the “magic” that keeps them coming back. Events with waiting lists succeed due to the genuine experiences happening within.
  • The Power of Word-of-Mouth: Seth highlighted the power of word-of-mouth marketing, citing his own blog as an example. Attendees should leave your events so inspired that they share their experiences with others, turning attendees into promoters.
  • Building Network Effects: Events thrive when attendees are excited to bring others along. Design your events with a community-first approach, improving not only the event but also the lives of those who attend together.

Key Takeaways

  1. Create Remarkable Events: Events should be designed in such a way that they don’t need heavy promotion. Instead, they should stand out through the unique interactions and connections they foster among attendees.
  2. Word-of-Mouth Over Traditional Marketing: Successful events encourage attendees to spread the word organically. If an event delivers a compelling experience, it will naturally generate buzz.
  3. Curate Community-Driven Experiences: Shift away from mass-appeal events. Instead, curate intimate and meaningful experiences that foster a strong sense of community and spark long-term relationships.
  4. Leverage AI Tools: Use AI tools like Claude.ai, Gemini, and others, to strategize, brainstorm, and refine event concepts, enhancing creativity and improving the overall event design.

Additional Tips that Event Marketers Can Put Into Practice

  • Read “This Is Marketing” by Seth Godin: To deepen your understanding of modern marketing strategies.
  • Hire a Coach: A coach can facilitate honest discussions about your event strategies and help refine your approach.
  • Leverage Claude.ai: Utilize AI tools like Claude.ai to challenge ideas and improve the overall planning and execution of your events.
  • Join Purple Space: Engage in Seth’s Purple Space community for ongoing support, networking, and sharing among marketers who prioritize generosity and non-anonymity.

Seth’s message was clear: successful events focus on building remarkable experiences that create strong communities and inspire attendees to do the promotion for you. By leveraging AI tools and shifting from mass appeal to curated, community-driven experiences, event marketers can break through the noise and leave lasting impressions. At EventUp Planner, we believe it’s possible to work smarter, not harder, with the help of technology. That’s why we love discussions like Seth’s, which help event professionals keep up with the latest technology and trends, while delivering practical tips that you can put into practice today.

How to Measure Event Success: A Guide to Event Reporting & Analytics

  • Event Management
  • EventUp Planner Contributor
  • October 1, 2024

Nothing beats the feeling of hosting an event that went off without a hitch—especially since planning, coordinating, and managing a successful event takes a lot of hard work, education, and resources.

However, when the doors are closed or attendees log off, there’s still work to be done. It’s important to evaluate the event, analyze event metrics, and collect the data necessary to make improvements to and decisions about future events. Whether you’re organizing a conference, hosting a small community gathering, or coordinating a virtual town hall, the right event reporting and analytics software will help you measure the success of your event.

The Importance of Event Reporting

Creating event reports, tracking event metrics, and analyzing the results are all essential to event planning and management.

By measuring the success of an event, event organizers can use data to learn from their experience, spot trends and patterns, set realistic goals based on past event performance, and gain deeper insights into how attendees engage with their events.

Event reports also provide event planners with a variety of other benefits:

Evaluate Event Performance

Tracking event metrics and analyzing event data can determine whether your event achieved its goals as well as help establish objectives for future events.

Learn What’s Working (& What’s Not)

During an event, you can track metrics like attendance, participation levels, complaints, social media reach, and average spending to get an idea of what is working—and what needs to be improved.

Demonstrate the Value of the Event

After the event, who are you reporting to: your boss, clients, investors, or other stakeholders? With event reporting data analytics, you can show the tangible benefits of the event and calculate their return on investment (ROI).

Improve Attendee Experience

Reporting, data collection, and analysis gives you the opportunity to get feedback from attendees. With this valuable data, you can enhance and refine the attendee experience and improve future events.

16 Key Event Metrics to Report & Analyze

Every event is different, and the metrics you track to measure success will depend on the specifics of the event.

However, consider collecting both quantitative and qualitative metrics. Quantitative metrics like attendance and revenue as well as qualitative metrics like attendee satisfaction and engagement levels are both essential parts of evaluating the success of an event.

Here are a few of the most common event metrics that event organizers use to create reports, analyze data, and evaluate event performance.

1. Number of Registrants or Tickets Purchased

The number of registrants or tickets purchased represents the number of individuals who signed up to attend the event.

2. Total Attendance

Total attendance is a vitally important metric that tracks the number of people who checked-in at the event. This number should include both in-person and virtual attendees, if relevant.

3. Registrant Conversion Rate

It’s not uncommon for some registrants to miss the event. The registrant conversion rate is the percentage of people who registered and actually attended the event.

4. Attendee Demographics

Depending on your event management software, you may be able to analyze attendee demographic metrics such as age, gender, location, industry, and more to get a deeper understanding of your audience.

5. Gross Revenue

Gross revenue, also called total revenue, captures the revenue earned from the event, including ticket sales, sponsorships, merchandise, and other event revenue streams. This metric does not take into account how much money was spent on the event—just the revenue gained.

6. Return on Investment (ROI)

Event ROI is the net revenue, calculated by deducting overhead costs from the gross revenue. This net figure represents the actual financial performance of the event.

7. Budget Variance

How much did you budget for the event? How much did you end up spending? Budget variance measures the difference between these two numbers to evaluate financial planning and management.

8. Cost per Attendee

You can also calculate the cost per attendee to understand the average expenses related to each event participant.

9. Social Media Engagement & Reach

Social media metrics measure the engagement and reach of the event on social media. Data could include likes, shares, comments, hashtag use, followers, hits, and more to see how many people saw and interacted with the event across social platforms.

10. Website Traffic

Do you have an event website? Or an event page on another website? Track website traffic before, during, and after the event to measure audience interest and engagement.

11. Mobile App Downloads & Activity

If the event has a mobile event app, you can monitor the number of app downloads as well as user activity to get a better idea of attendee engagement.

12. Engagement & Participation Levels

Tracking participation and engagement levels identifies the parts of the event that resonated the most with attendees and helps determine areas they didn’t like. Focus on an individual session or workshop or take a big picture view to get more insights.

13. Number of Complaints & Issues Logged

What problems were reported during the event, either on-site or online? Were there any recurring issues you need to address before your next event? This data helps identify areas of concern.

14. Leads Generated

For networking or sales events like trade shows, product launches, conferences, and fundraisers, getting new leads is vitally important. Track the number and quality of leads or contacts collected throughout the event.

15. Attendee Satisfaction

With surveys, polls, quizzes, and interviews, you can measure attendee satisfaction. Use open-ended questions to gather qualitative feedback and standardized rating scales to get qualitative scores. This data provides a deeper understanding of audience satisfaction.

16. Product Sales

Successful events tend to lead to improved brand recognition—which should impact sales. Track post-event product sales to see if there is a spike directly after the event.

EventUp Planner: Track, Measure, & Analyze Events with Ease

Looking for an event planning partner? We’re here to help.

EventUp Planner is comprehensive event management and reporting software for event planners, organizers, and managers that is designed to streamline the entire events journey. With a range of event reporting features, support for hybrid, virtual, and in-person events, and a customizable interface, EventUp Planner is ready to help you plan and manage all your events in one intuitive platform.

Book a free call with our team today to learn more about how EventUp Planner’s complete event management and reporting software platform can transform your event experience.

 

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How to Make Virtual Events More Interactive and Engaging

  • Event Trends
  • EventUp Planner Contributor
  • September 19, 2024
5 Ways to Make Your Online Events Memorable

Virtual events offer convenience, cost savings, flexibility, and far fewer overheads and logistics to manage. They are a great option for various types of events, from conferences and trade shows to networking sessions and webinars. With the right technology, the organization process can be easy and hassle-free.

Although virtual events offer a variety of benefits, one common challenge that event managers face is keeping attendees, participants, and guests engaged from behind their screens. Luckily, there are some innovative tech ideas that you can incorporate into your next virtual event to ensure your audience remains attentive, interacts with the speaker, and leaves inspired.

Types of Virtual Events

When we discuss virtual business events or gatherings, we’re talking about any type of occasion that can be supported on a digital platform. The global virtual events sector was valued at roughly $78.53 billion in 2023 and is expected to grow at a CAGR of 18.8% between 2023 and 2030, according to Grand View Research statistics.

These events can vary drastically, including (but not limited to):

  • Webinars and training sessions
  • Conferences, expos and trade shows
  • Workshops and interactive classes
  • Business networking meetings
  • Social occasions (birthdays, weddings, and parties)

With attendee locations a non-issue, much higher flexibility, and fewer upfront costs to manage, event planners and guests alike recognize the benefits of virtual events. That said, engagement on a virtual platform can be the biggest challenge. Attendees sitting and staring at a screen constantly can be prone to distractions, affecting their experience. 

Additionally, some virtual event platforms can be prone to digital interference, equipment failure, and glitches. Some platforms in the past have been prone to data breaches, leading many to seek alternatives with reputable security patching and incident response procedures, to safeguard their data.

Some users also find virtual events a bit more impersonal, making it challenging to create a sense of belonging and foster a personal connection among attendees. 

With this in mind, what can event organizers do to make their virtual events – whatever the occasion – more interactive and personable while bridging technological gaps?

Enhance Interactivity Through Technology

The key to making virtual events more interactive lies in choosing an event platform and utilizing the best possible features to your advantage. Incorporating more technology into your events can be the biggest driver in keeping your audience engaged, creating more personable responses, and cultivating a collective sense of belonging. 

With the right technology, you can also ensure that participant data is safeguarded and properly used, which will undoubtedly require some essential due diligence before you plan your event.

Here are some innovative ways to incorporate interactive elements into your events.

  1. QR Codes. These codes can serve many purposes, from polls and Q&A sessions to post-event surveys. You can utilize QR codes to create fun games or send audience members to specific pages on your website. When attendees use their phones to locate the right resources, event sessions or networking spaces, it bridges an easy technological gap.
  2. Personalized Messaging. You can create tailored messages for your attendees via the chat box and other messaging features. Consider collecting feedback in real-time from attendees via the chat, so that you can follow up later with a personalized email. You can even use this data to recommend one-on-one or small group networking meetings with like-minded attendees who are a good ‘data match’, or who share similar goals from attending.
  3. Interactive Live Streaming. Live streaming can be a great way to capitalize on a physical event – such as a product launch, a sales expo, or a trade show session – and let a wider audience get in on the action. You can cater to both in-person and virtual attendees, offering real-time polls and surveys face-to-face and via your live-streaming platform. You can time your speech or presentation with on-screen graphics that trigger at the right moment, or based on audience input. If you hold live Q&A sessions with real-time messaging and response facilities, you’ll be casting a much wider net.

Broader Strategies for Increasing Event Engagement

While virtual event technology forms the backbone of interactive events, it is not the sole contributor to an engaged audience. You should consider broader strategies that encourage active participation throughout the event, particularly if it lasts several hours.

Remember to build anticipation and foster a sense of connection before your event begins. Allow plenty of time for a ‘buzz’ to build, which you can do through a mixture of pre-event social media posts and paid ads, email campaigns, website blogs, and delivering printed materials when interacting with partners, sponsors, or prospective attendees. 

Decide how much you want to divulge ahead of your event, as a large portion of intrigue might hinge on surprises or unpredictability. Depending on the occasion, some participants may prefer knowing what to expect by looking at a timetable or schedule. This will allow them to plan accordingly, and attend specific portions of the event that matter most to them. Alternatively, to encourage participation from as many people, offer plenty of alternative options so they can maximize their time and get the most out of their attendance.

Offering plenty of interactive workshops, networking opportunities, and social elements through your virtual event platform is key to keeping your audience engaged throughout. You can encourage connections and conversations among attendees by creating dedicated breakout rooms, speed networking sessions, or areas where they can socialize during breaks. 

If your event relies on group participation, ensure that there is sufficient digital space and resources where participants can practice skills in real-time, or get hands-on with their engagement. Fostering collaborative problem-solving sessions using virtual whiteboards and team spaces is a great way to encourage active participation among attendees. 

Ensuring Online Safety and Data Protection

Security plays a pivotal role in virtual event engagement, which is why choosing the right platform is crucial. Event planners can ill afford to overlook security and privacy, as these are becoming increasingly at-risk due to insufficient security knowledge and practices.

When choosing your platform, opt for ones with robust security features and end-to-end encryption. Where possible, implement multi-factor authentication (MFA) to verify attendees and restrict unauthorized access. MFA adds a layer of security that can block 99.9% of cyber attacks from compromised accounts.

Ensure that participants are aware of – and consent to – data sharing while reinforcing the need for proper online etiquette. If you do require some audience data, be transparent about how it’s used and ensure all essential information is stored securely, not distributed unfairly, and deleted when no longer necessary.

Focusing on these strategies can ensure that your virtual event attendees remain interested in and connected to the event’s content. Your engagement strategies will influence how much they value and remember their experience from the beginning until the very end. 

Remember that the goal is to create an environment where your virtual audience isn’t just absorbing content aimlessly. Encourage them to participate, learn, connect, and leave feeling inspired, valued, and entertained. 

Planning any event – virtual or not – can be daunting, but with the help of EventUp Planner’s Virtual Studio and the ultimate guide for event planning, you can approach this task with confidence knowing that your participants will leave feeling inspired and that attending was well worth their time.

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Top 8 Things to Remember When Managing Multiple Events

  • Event Management
  • EventUp Planner Contributor
  • September 18, 2024
Top 6 Attendee Retainment Strategies

No matter how you slice it, managing multiple events requires planning superpowers. But being an event planning rockstar doesn’t mean your job is easy.

In a world where companies need to be more visible than ever—while event budgets keep getting smaller—successfully planning and executing multiple corporate events simultaneously can feel like pushing a boulder uphill.

Don’t worry; making your life easier as an event planner is totally our thing!

So whether you’re new to managing events or you’re looking to streamline your planning process, EventUp Planner has the tools and resources you need to flawlessly execute your entire events calendar— while avoiding conflicts and without compromising quality. 

In this article, we’ll walk you through 8 tried-and-true strategies to make multi-event management much easier on you and your team members. Grab a cup of coffee, and let’s get started.

Table of Contents

  1. Prioritize and delegate
  2. Automate and streamline your workflows
  3. Leverage past relationships
  4. Practice time management techniques
  5. Use tools and technology to work smarter, not harder
  6. Learn to effectively manage stress
  7. Focus on the event day
  8. Continuously learn and iterate

 

8 Tips to Successfully Manage Multiple Events at Once

If you’ve been an event planner for a long time, most of these tips shouldn’t come as a surprise. That said, there’s no harm in refreshing your knowledge— especially when it’s crunchtime!

If you’re new to the event planning game, these tips will help you get started on the right foot.

So whether it’s your first rodeo or your hundredth, keep reading to 8 proven strategies for managing multiple events at once.

Tip #1 – Prioritize and delegate

When juggling multiple events simultaneously, prioritizing events and tasks is key to maintaining timelines— and your sanity. 

Start by evaluating your calendar and ranking events from most to least important based on factors like size, strategic value, and deadlines. Doing so allows you to allocate your limited time and resources optimally.

Next, seek out support. Remember, you can’t run multiple events alone, and there’s no shame in needing help—in fact, it’s necessary for success! 

  • Look inside your organization to assemble a cross-functional team, leveraging diverse skill sets from marketing, ops, finance, and other relevant departments. Be sure to clearly define roles and responsibilities to avoid duplicating your efforts.

Need help cutting through the noise? The Eisenhower Matrix is a great tool for categorizing your tasks so you can prioritize your own workload and delegate lower priorities. With a skilled team sharing the load and a system for prioritizing your tasks, you’ll be able to execute multiple successful events without burning out.

Need ideas to set your event team up for success? Read more about how to motivate and engage your team in advance of the big day. 

 

Tip #2 – Automate and streamline your workflows

The more events you’re juggling, the easier it can be to drop the ball. But don’t worry, we’re not going to let that happen to you!

That’s why automation is your BFF as an event planner. You only have so much brainpower to handle all the tasks on your plate, so why not set and forget some of them?

EventUp Planner has intuitive marketing automations designed to make your life easier by minimizing repetitive tasks. It’s super easy to: 

  • Launch and promote your events
  • Interact with registrants
  • Track your campaigns

…all from one place. 

Email marketing getting you down? Use EventUp Planner to create fully-branded email templates once and use them for all your email campaigns! Plus, you can easily segment your lists and send timely messages to the right people at the right time. Learn more about how email cloning can save you time when managing multiple events.

In sum, don’t reinvent the wheel when running multiple events. Standardize what you can, use templates and checklists to make your life easier, and make sure you’re using event management software with powerful automation capabilities.

Tip #3 – Leverage past relationships with vendors and sponsors

When planning multiple events at once, leveraging past relationships with vendors and sponsors you’ve enjoyed working with can be a major timesaver. 

Not only does it shorten the learning curve, but you already know what to expect from a service and contract/policy standpoint—huge advantages when your bandwidth is stretched thin! 

Here are some common vendors to consider re-engaging to jog your memory: 

  • Venues (hotels, convention centers, restaurants)
  • Catering companies
  • Audio/visual production teams
  • Entertainment (speakers, performers, DJs, etc.)
  • Decor and design firms
  • Transportation and travel providers
  • Photography/videography teams
  • Etc.

Here’s an email template you can use to re-engage past vendors:

Subject: Upcoming Event Opportunities with [Company Name]

Dear [Vendor],

I hope this email finds you well! I wanted to reach out about some upcoming events we have on our calendar for [month/year]. As a vendor we’ve enjoyed working with in the past, we would be delighted to partner with you again.

[Provide brief overview of 1-2 major events and date ranges]

Your team’s [key strength – e.g. professionalism, attention to detail, creativity] really helped elevate our past events. If you’re available during these timeframes, I’d appreciate the chance to discuss how we may be able to collaborate again soon.

Please let me know your availability for a quick call or coffee meeting in the coming weeks. Thank you in advance!

Best regards,

[Your name and contact details]

 

When it comes to re-engaging past sponsors, it’s important to express gratitude for their previous support and reiterate the benefits of sponsorship. Here’s an email template you can use for sponsor outreach: 

 

Subject: Sponsorship Opportunities – [Event Name(s)]

Dear [Sponsor Contact],

On behalf of [Company Name], I wanted to express our sincere appreciation for your sponsorship of our [past event] last year. Your contributions helped make the event a resounding success!

We’re excited to announce our [upcoming event(s) name and date range], where we’ll once again be hosting [target audience] to [core event objectives]. I’ve attached a sponsorship prospectus outlining this year’s packages and benefits, including [highlight 2-3 key benefits].

Your organization’s previous sponsorship meant so much to us. We would be honored to have your support again as we aim to [state 1-2 event goals]. Please let me know if you’d like to discuss these opportunities further.

Thank you for your consideration!

Sincerely,

[Your name and contact details]

 

Remember: maintaining strong vendor and sponsor relationships allows you to hit the ground running when planning multiple events rather than starting from scratch each time.

 

Tip #4 – Practice time management techniques

Time management is absolutely essential when juggling multiple events at once. With constant deadlines, meetings, and unexpected fires to put out, practicing smart time management techniques helps you stay on track while avoiding burnout.

Here are 4 of our favorite time management techniques for you to try: 

  • The Pomodoro technique. Work in 25-minute distraction-free sprints, followed by 5-minute breaks.
  • Time blocking. Dedicate specific blocks for tasks like email, meetings, and solo work.
  • The 80/20 rule. Identify and prioritize the 20% of tasks creating 80% of results.
  • The two-minute rule. If a task will take less than 2 minutes, do it right away.

Everyone works differently, so experiment and stick with techniques that truly work for you. The right strategies can mean less rushing, fewer missed deadlines, and lower stress levels as an event planner.

It’s totally possible to show up as your best self for each event, no matter how packed your schedule is. Stellar time management can help you get there.

 

Tip #5 – Use tools and technology to work smarter, not harder

Effective project management is the backbone of successful event planning, especially when managing multiple events at once. Top project management tools like Asana, Monday.com, Trello, and Basecamp help keep your team organized and on the same page.

But communication is just as important. Tools like Slack enable real-time messaging across teams and locations, which is far more efficient than endless email chains.

To truly work smarter, leverage dedicated event management software that automates tedious processes like:

A leader in the event planning space, EventUp Planner consolidates these capabilities into one powerful platform—saving you hours and streamlining your entire event program. 

With the right tools, you can effortlessly coordinate details, engage attendees, and execute flawlessly across all your events, every single time. 

How do you find the right event management platform for your needs? Learn all abut the questions to ask and the steps to take.

 

Tip #6 – Learn to effectively manage your stress levels

It probably goes without saying, but as a busy event planner, you need to learn to effectively manage your stress levels. You can’t pour from an empty cup. Plus, frantic, overwhelmed leaders aren’t effective ones, and your team members need to be able to rely on you when it’s go-time (ditto for attendees and vendors). 

Here are some practical tips for keeping stress at bay:

  • Practice mindfulness and meditation. Even 5-10 minutes per day can ground you.
  • Prioritize exercise and movement, even if it’s just a walk around the block.
  • Maintain a nutritious diet and stay hydrated to keep your energy up.
  • Set work-life boundaries; unplug after hours when possible.
  • Lean on your support system, whether friends, family, or a therapist.

When you make self-care a priority, you show up as your best self: calm, focused, and ready to tackle whatever challenges arise. Plus, an empowered, resilient event leader raises the entire experience for everyone.

 

Tip #7 – Focus on the event day

How do you eat a cheeseburger? One bite at a time. Approach your event with that same single-minded focus.

If you let your mind wander to the next event on your calendar or get bogged down putting out fires, you’ll miss valuable opportunities to make this event a success. Attendees will pick up on your distraction, your team may feel unsupported, and important details could slip through the cracks.

Here are some of our top tips for staying present on event day: 

  • Do a mindfulness exercise in the morning to center yourself.
  • Limit digital distractions—silence notifications and check email at designated times only.
  • Rehearse your run-of-show and delegate duties to free your mental bandwidth.
  • Take regular breaks to rest, recharge, and nourish yourself throughout the day.
  • If issues arise, calmly troubleshoot and course-correct without getting frazzled.

The culmination of your hard work is finally here! By staying focused and mindful, you’ll be able to fully immerse yourself in the wonderful experience you’ve created.

 

Tip #8 – Continuously learn and iterate

Even when the event wraps up, the learning doesn’t stop there. 

Insights from your people on the front lines are invaluable. Conduct a thorough debrief with your team, asking questions like: 

  • What went well? 
  • What didn’t? 
  • What would you do differently next time? 

Check in with stakeholders (leadership, sponsors, vendors, etc.) for their perspectives, too. Were their objectives met? What could be improved? This feedback is just as important.

Most importantly, gather attendee feedback through post-event surveys. Their opinions ultimately matter most—did you create an engaging, worthwhile experience? Let their candid input guide your future events. 

 

Flawlessly Manage Multiple Events with the Best Event Management Software

Pulling off multiple events at once isn’t for fairweather event planners. But the challenges are completely surmountable with the right mindset, tools, and resources.

That’s where we come in. 

At EventUp Planner, we’re dedicated to empowering planners to create outstanding attendee experiences while saving time and energy. Our all-in-one event management software helps you provide an amazing event experience for everyone involved—from pre-event to post-event, and beyond. 

Curious about how we can help you seamlessly execute your entire events calendar? Book a free demo today!

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Ditch Disjointed Tools and Workflows with Event Planning Software

  • Event Management
  • Event Trends
  • EventUp Planner Contributor
  • September 9, 2024
[INFOGRAPHIC] The Real Value of An Integrated Event Management Platform

Event planning is a juggling act of competing priorities, tight timelines, and multiple moving pieces. 

Traditionally, event planners have had to rely on a disjointed mix of tools and workflows to get it all done—using email for communication and registration, Excel to manage schedules, PowerPoint for promo materials, and more. 

But constantly switching between apps wastes precious time and creates opportunities for errors to slip through the cracks.

Enter all-in-one event management software. By centralizing all your planning needs into a single platform, you can streamline processes and boost productivity. 

In this post, we’ll explore the major benefits of using dedicated event software and the key features to look for. You’ll see how the right tool provides a frictionless, integrated approach to save your team time, reduce stress, and deliver amazing events, time and again! Let’s dive in.

What is Event Planning Software? 

But first, what exactly is event planning software, and why do you need it? 

Event scheduling software is an all-in-one solution designed to handle every aspect of organizing and executing events. It replaces the need for separate, disjointed tools by centralizing all the core capabilities planners require into one seamless platform.

Typically, event planners have needed to juggle a bunch of different tools and log-ins to tackle their neverending to-do list, including:

  • Email for communication and registration
  • Spreadsheets to build event schedules and agendas
  • PowerPoint and other presentation tools to create promo materials
  • Individual website platforms for building event websites
  • Separate project management tools (or good ‘ol pen and paper) for managing stakeholders and team members 

… Not to mention all the manual work of switching between tabs and triple-checking everything to make sure no details have been missed. 

It probably goes without saying, but switching between fragmented systems is super inefficient and leaves plenty of room for manual errors. With an event management platform, all of these disconnected workflows are consolidated into a centralized, easy-to-use solution. *Chef’s kiss*

Read more: 5 Ways to Streamline Your Corporate Event Planning

 

What are the Benefits of Using Event Scheduling Software?

There are plenty of reasons to ditch outdated methods and to adopt event management software instead. Let’s explore!

⏱️ Saves you considerable time 

Consolidating tools and automating repetitive tasks saves you time and energy, period. Rather than manually entering data across multiple platforms, everything is housed in one intuitive place. Plus, automation streamlines processes like time-intensive processes like email marketing and registration.

👍 Keeps you organized

Event management solutions help you stay organized amid all the moving pieces. All your event details, schedules, communications, and more live in one central location. No more scrambling between apps and tabs to gather the info you need, when you need it.

📈 Boosts productivity 

With less time and energy wasted on tedious and time-consuming processes, you’ll be empowered to focus more on the tasks that actually move the needle. Plus event management software makes it easier to collaborate with your team so that everyone is aligned and on the same page.

✨ Increases event attendance

You’re able to drive more attendance with event registration platforms. From customized event websites to automated email campaigns and social promotion, you’ll have all the tools you need to maximize your reach.

Check out: 4 Easy Ways to Boost Event Registration by 20%

 

What are the Top Features of Event Management Solutions?

When evaluating event planning software, it’s crucial to identify the essential features that align with your needs and goals. 

In this section, we’ll highlight the must-have capabilities to look for, ensuring you choose the right solution that saves you time, money, and headaches. 

Event registration and ticketing

Allow attendees to easily register and purchase tickets directly from your event website with an event registration platform. 

It’s simple to manage different pricing levels, discount codes, group registrations, and to integrate secure payment processors. Attendees can also sign up for specific sessions, join waitlists for full sessions, and process refund requests smoothly.

Schedule and speaker management

The best event scheduling software streamlines the entire speaker management process—from issuing calls for proposals, to approving speakers and sessions, and more! 

Automatically sync updated speaker details across your entire events portfolio. Set up automated speaker workflows and empower speakers to self-manage their profiles. Plus, build out detailed schedules with options for attendees to customize their agenda.

Event marketing automation

Promote your events with fully-branded, customizable email marketing campaigns sent to segmented contact lists at optimal times. Automate repetitive marketing tasks and integrate with tools like Marketo and HubSpot for cohesive promotion across multiple channels. 

Plus, it’s easy to analyze your campaign performance data to optimize your event marketing strategy as you go.

Event website builder

Avoid the cost and hassle of website developers by building professional, on-brand event websites yourself using drag-and-drop tools and pre-built templates. 

Automatically populate website details like schedules and speakers pulled from your event management platform. You’ll be able to quickly clone previous sites for future events, making sure you don’t waste time or energy reinventing the wheel. 

Multi-event management

Centrally create, publish, and streamline every aspect of managing a high volume of events through one unified platform. Use templates to ensure consistent branding across your entire events program. Set granular user permissions and automate workflows to boost efficiency. 

Read more: How to Manage Multiple Events at Once

Virtual and hybrid event capabilities

Confidently host live, pre-recorded, or on-demand virtual sessions with robust security features. Deliver branded online experiences with engagement tools like polls, Q&A, and chat. Seamlessly manage hybrid events combining virtual and in-person components.

Event reporting capabilities

Generate comprehensive reports with integrated data from every event touchpoint, giving you a single source of truth for all of your events. 

Build custom dashboards that allow you to easily visualize key metrics. Integrate with analytics platforms like Google Analytics for tracking event website performance. 

Finally, survey stakeholders and attendees to get insights for future events.

 

Event Planning Software FAQs

Can event planning software handle registration for virtual and hybrid events?

Absolutely! EventUp Planner is built to streamline registration and execution for events of all types—virtual, hybrid, or in-person. Our virtual event studio allows you to confidently host online sessions at any scale with the highest level of security. 

For hybrid events combining virtual and in-person components, EventUp Planner synchronizes all aspects for a seamless attendee journey.

How does event management software integrate with my existing marketing and sales tools?

EventUp Planner easily integrates with the tools you already use—like Salesforce, HubSpot, Marketo, Google Analytics, and more. This allows your event data to flow seamlessly into your broader systems and campaigns for a unified view of performance metrics. No more disjointed data silos!

Can I customize the branding and website experience for my events?

Definitely! We understand branded experiences are essential for engaging your audience. With our intuitive website builder, you can create stunning, fully customized event websites without developers. It’s never been easier to stay in complete control of your brand across your entire events portfolio.

 

Work Smarter, Not Harder with Event Planning Software

Bottom line: it’s possible to work smarter, not harder. Ditch the struggle with event planning software that consolidates every aspect of the event lifecycle into one powerful yet easy-to-use platform.

With EventUp Planner, you can streamline processes, boost productivity, drive more attendance, and deliver amazing event experiences time and again! Our all-in-one solution provides all the features you need to succeed—from registration and marketing, to scheduling, reporting, virtual capabilities, and more!

Book a demo today to see how our software can transform your approach to event management.

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10 Free Event Planning Email Templates You Need

  • Event Management
  • August 27, 2024

Does reinventing the communications wheel with each new event make you want to pull your hair out?

As an event planner, you *know* that delegation and automation are essential to keeping your sanity. But with so many competing priorities and processes, it can be hard to keep all the balls in the air.

That’s where event email templates come in. Using templates streamlines your communication efforts, saves precious time, and ensures that your messages are consistent and professional, no matter who you’re talking to.

Combined with EventUp Planner’s powerful tools for email marketing automation, you can kiss decision fatigue goodbye—helping you get everything done without breaking a sweat.

In this article, we’ll provide you with 10 helpful event email templates that you can save and use for your future events. These templates will help you save time, elevate your event outreach, and deliver an awesome experience for all involved. Let’s dive in!

Table of Contents

1. What is event planning email outreach, and why is it important?
2. What should I include in my event emails?
3. How often should I send emails without being annoying or pushy?
4. Event invitation email templates by event type

What Is Event Planning Email Outreach, and Why Is It Important?

Event planning email outreach is the process of using email to communicate with your event’s target audience, including potential attendees, sponsors, speakers, and other stakeholders. It’s an essential tool for:

  • Building awareness
  • Generating interest and leads
  • Fostering relationships throughout the event planning journey

Imagine you’re planning a conference. Your email outreach might include a “Save the Date” message, a registration announcement, reminders, agenda updates, and post-event thank-yous to keep everyone engaged and excited.

But crafting all these emails from scratch can be a huge time-suck and lead to inconsistencies. Using templates and automations helps you stay organized, efficient, and focused on delivering an unforgettable event experience. It’s a win-win for you and your stakeholders! Email templates and automations offer benefits like:

🎯Streamlined outreach processes—Reusable templates for common event communications that save you time and effort.

🎯Consistent messaging—Ensures your brand voice and key details are always on point.

🎯Reduced mental burden of starting from zero—Skip the blank page syndrome and kickstart your emails with ready-made templates.

🎯Scheduled emails and performance tracking—Set up automated email sequences and monitor their success, all in one place.

🎯More time and mental space for other critical tasks—Free up your schedule and brainpower for the million other things on your plate.

What Should I Include in My Event Emails?

When it comes to event planning email outreach, there are a few things that you should include in every single email you send:

Subject line

Your email subject line is the first thing recipients see, so make it count! A clear, concise, and engaging subject line can make the difference between your email being opened or sent straight to the trash. 

Examples of effective subject lines include:

  • “You’re Invited: [Event name] on [Event date]”
  • “Don’t Miss Out on [Event name] – Register Now!”
  • “Early Bird Tickets Now Available for [Event name]”
  • “[Event name] Agenda Announced – Check Out the Lineup”

Event details (date, time, location)

Clearly communicating the event details ensures your stakeholders have all the information they need. 

Always include the event name, date, time, and event location in a prominent place within your email. This helps recipients quickly find the essential information and add it to their calendars.

Call-to-action (CTA)

Every email should have a clear purpose and a desired action you want the recipient to take. 

Whether it’s to RSVP, register, or click on a link for further details, make sure your CTA stands out and creates a sense of urgency. Use action-oriented language and make it easy for recipients to follow through.

Examples of strong CTAs include: 

  • “Secure Your Spot Now”
  • “Get Your Tickets Before They’re Gone!”
  • “Register Today and Save 20%”
  • “Claim Your Free VIP Pass”

Your contact details 

Providing your professional business email address or phone number allows recipients to reach out with questions or for more information. This simple addition helps build trust and shows that you’re available to assist them. Include your contact details in the footer of your email, along with any relevant social media links or event hashtags.

How Often Should I Send Emails Without Being Annoying or Pushy?

When it comes to email frequency, it’s all about finding the right balance. You want to keep your audience informed and engaged without overwhelming their inboxes or coming across as pushy. 

As a general rule, aim to send emails at a consistent cadence and at times when people are most likely to read them, such as mid-morning or early afternoon on weekdays. 

However, the optimal frequency may vary depending on the type of stakeholder you’re communicating with:

Venue

Maintain open lines of communication with your venue contact to ensure all logistical details are taken care of. The frequency of emails will depend on the complexity of your event and the level of coordination required.

Attendees

Keep them excited and informed with regular updates, but avoid bombarding them with too many messages. A good cadence might be once a week leading up to the event, with a few additional reminders closer to the date.

Speakers

Reach out as soon as they’ve confirmed their participation to provide them with key details and deadlines. Follow up periodically to ensure they have everything they need, such as travel arrangements or presentation requirements. Read more about speaker management in our recent article: 6 Powerful Ways to Make Event Promotion Easy for Speakers

Vendors

Establish a clear communication schedule based on their role and the timeline of your event. Provide them with regular check-ins and updates, especially if there are any changes to the event plan.

Event team, including volunteers

Keep your team informed and aligned with frequent updates, task assignments, and progress reports. Regular communication is key to ensuring everyone is on the same page and working towards a successful event.

Remember: the key is to provide value with every email you send. Whether it’s important updates, helpful resources, or friendly reminders, make sure each message serves a clear purpose and respects your recipients’ time and attention.

10 Helpful Event Planning Templates & Examples

Using event email templates as a starting point can save you time while ensuring you have all your bases covered.

But to *truly* make your messages stand out, it’s important to add personal touches and tailor the content to the specific recipient.

Focus on creating an easy-to-read structure with clear headings, short paragraphs, and bullet points so that recipients aren’t overwhelmed by walls of text.

We’ve got you covered with the following templates you can tweak to your heart’s content.

Event Invitation Email Templates by Event Type

Use these pre-event email templates for each type of event you run—whether in-person, virtual, or hybrid. 

Conference and seminar

Start your event marketing on the right foot with this customizable template for conferences and seminars:

Dear [Attendee Name],

I hope this email finds you well. On behalf of the [Company/Organization Name] team, I am thrilled to invite you to our upcoming [Conference/Seminar Name], taking place on [Event Date] at [Venue Name] in [City, State].

This [conference/seminar] is designed to [briefly describe the event’s purpose and key benefits for attendees]. We have an exciting lineup of speakers and activities planned, including:

  • [Speaker 1 Name], [Speaker 1 Title] at [Speaker 1 Company], presenting on [Topic]
  • [Speaker 2 Name], [Speaker 2 Title] at [Speaker 2 Company], discussing [Topic]
  • [Activity 1 Description]
  • [Activity 2 Description]

Here are the essential details for the event:

Date: [Event Date]

Time: [Start Time] – [End Time]

Location: [Venue Name], [Venue Address], [City, State, ZIP]

Agenda: [Link to Agenda]

Registration: [Link to Registration Page]

To secure your spot, please visit our registration page and complete the form by [Registration Deadline]. If you have any questions or require further information, don’t hesitate to reach out to me directly.

We look forward to your participation and the opportunity to [reiterate key benefits or takeaways from the event].

Best regards,

[Your Name]

[Your Title]

[Company/Organization Name]

[Your Email Address]

[Your Phone Number]

 

Product launch

Generate buzz for your company’s latest product launch with this copy-and-paste email template:

Dear [Attendee Name],

I’m excited to invite you to the highly anticipated launch of our latest product, [Product Name], on [Event Date] at [Venue Name] in [City, State].

Join us as we unveil [Product Name], which is set to take the [Niche] industry by storm with its exciting features and benefits, including:

  • [Feature 1]
  • [Feature 2]
  • [Feature 3]

During the event, you’ll have the opportunity to:

  • Get an exclusive first look at [Product Name] and its capabilities
  • Hear from our team of experts about the development process and the technology behind the product
  • Network with industry professionals and fellow enthusiasts
  • Enjoy refreshments and entertainment throughout the evening

Here are the essential details for the event:

Date: [Event Date]

Time: [Start Time] – [End Time]

Location: [Venue Name], [Venue Address], [City, State, ZIP]

Agenda: [Link to Agenda]

Registration: [Link to Registration Page]

To secure your spot at this exclusive event, please visit our registration page and complete the form by [Registration Deadline]. Space is limited, so don’t wait too long!

If you have any questions or require further information, please feel free to contact me directly.

We can’t wait to share [Product Name] with you and celebrate this milestone together.

Best regards,

[Your Name]

[Your Title]

[Company Name]

[Your Email Address]

[Your Phone Number]

 

Webinar

Set your next webinar up for success with this clear and professional email template:

Dear [Attendee Name],

We’re thrilled to invite you to our upcoming webinar, “[Webinar Name],” on [Event Date] at [Start Time] [Time Zone].

Join our expert speakers as they dive into [Webinar Topic] and share valuable insights and strategies to help you [Key Benefit 1] and [Key Benefit 2].

Our featured speakers include:

[Speaker 1 Name], [Speaker 1 Title] at [Speaker 1 Company]

[Speaker 2 Name], [Speaker 2 Title] at [Speaker 2 Company]

[Speaker 3 Name], [Speaker 3 Title] at [Speaker 3 Company]

During this [Webinar Duration] webinar, you’ll learn:

[Key Takeaway 1]

[Key Takeaway 2]

[Key Takeaway 3]

To reserve your spot, simply click the link below and complete the registration form:

[Registration Link]

After registering, you’ll receive a confirmation email with details on how to join the webinar.

If you have any questions, please don’t hesitate to reach out.

We look forward to seeing you at the webinar!

Best regards,

[Your Name]

[Your Title]

[Company Name]

[Your Email Address]

 

Corporate training

Invite employees to participate in exciting corporate training opportunities:

Dear [Attendee Name],

I’m pleased to invite you to our upcoming corporate training event, “[Training Event Name],” taking place on [Event Date] at [Venue Name] in [City, State].

This training event is specifically designed for [Target Audience/Department] to enhance their skills in [Training Topic] and drive success in their roles.

Our expert trainers will guide you through interactive sessions covering:

  • [Session 1 Topic]
  • [Session 2 Topic]
  • [Session 3 Topic]

By attending this training, you will:

  • Gain practical knowledge and techniques to apply in your daily work
  • Improve your performance and efficiency in [Skill/Area]
  • Network with colleagues and learn from their experiences
  • Earn [Number] professional development credits

Here are the essential details for the event:

Date: [Event Date]

Time: [Start Time] – [End Time]

Location: [Venue Name], [Venue Address], [City, State, ZIP]

Agenda: [Link to Agenda]

Registration: [Link to Registration Page]

To secure your spot, please complete the registration form by [Registration Deadline].

If you have any questions or require further information, please don’t hesitate to contact me directly.

We believe this training event will provide you with valuable insights and skills to excel in your role at [Company Name].

Best regards,

[Your Name]

[Your Title]

[Company Name]

[Your Email Address]

[Your Phone Number]

 

Fundraising event 

Set the stage to hit your fundraising goals with this customizable email template: 

Dear [Attendee Name],

On behalf of [Non-Profit Name], I’m excited to invite you to our upcoming fundraising event, “[Fundraising Event Name],” taking place on [Event Date] at [Venue Name] in [City, State].

This special event is dedicated to raising funds and awareness for [Non-Profit’s Mission/Cause]. By attending, you’ll have the opportunity to make a meaningful impact on the lives of [Beneficiaries].

During the event, you can expect:

  • Inspiring stories from [Speakers/Beneficiaries]
  • Silent and live auctions featuring [Highlight Auction Items]
  • Delicious hors d’oeuvres and refreshments
  • Networking opportunities with like-minded individuals passionate about [Cause]

Here are the essential details for the event:

Date: [Event Date]

Time: [Start Time] – [End Time]

Location: [Venue Name], [Venue Address], [City, State, ZIP]

Dress Code: [Dress Code]

Ticket Price: [Price]

Registration: [Link to Registration Page]

To secure your tickets, please visit our registration page and complete the form by [Registration Deadline]. If you cannot attend but would still like to support our cause, you can make a donation through our website: [Donation Page Link].

If you have any questions or require further information, please feel free to reach out to me directly.

Your support means the world to us, and we can’t wait to see you at the event!

Best regards,

[Your Name]

[Your Title]

[Non-Profit Name]

[Your Email Address]

[Your Phone Number]

 

Other Pre-Event Email Templates

Make sure your stakeholders are in the loop by using these easy-to-use pre-event email templates.

 

Venue kick-off communications

Keep open lines of communication with your preferred venue using this email template so that no balls get dropped:

Dear [Venue Contact Name],

I hope this email finds you well. My name is [Your Name], and I am the [Your Title] at [Company Name]. We are excited to host our upcoming event, “[Event Name],” at [Venue Name] on [Event Date].

I wanted to reach out to introduce myself and begin coordinating the details of our event with your team. As we prepare for the event, I’d like to schedule a call or meeting to discuss the following:

  • Event Layout. Review the floor plan and discuss room setups, staging, and any specific requirements we may have.
  • Audio-Visual Needs. Discuss our AV requirements, including sound systems, lighting, projectors, and screens.
  • Catering. Review food and beverage options, dietary restrictions, and serving times.
  • Logistics. Coordinate load-in and load-out times, parking, and any other logistical details.
  • Health and Safety. Discuss any health and safety protocols or requirements that need to be followed.

Please let me know your availability for a call or meeting in the coming week. In the meantime, I’d appreciate it if you could provide me with the following information:

  • Venue Policies. Any specific venue policies or guidelines we should be aware of.
  • Preferred Vendors. A list of your preferred vendors for AV, catering, and other services, if applicable.
  • Contract and Invoice. The signed venue contract and an invoice for the deposit, if not already provided.

I look forward to working closely with you and your team to ensure a successful event. If you have any questions or require further information, please don’t hesitate to reach out.

Thank you for your time and assistance.

Best regards,

[Your Name]

[Your Title]

[Company Name]

[Your Email Address]

[Your Phone Number]

 

Vendor selection

Begin the process of finding great vendors for your event with this email template:

Dear [Vendor Name],

I hope this email finds you well. My name is [Your Name], and I am the [Your Title] at [Company Name]. We are currently in the process of selecting vendors for our upcoming event, “[Event Name],” taking place on [Event Date] at [Venue Name].

We came across your company, [Vendor Company Name], and believe that your services could be a great fit for our event. We are particularly interested in your expertise in [Specific Service/Product].

To help us make an informed decision, I would appreciate if you could provide the following information:

  • Services/Products. A detailed description of the services or products you offer that would be relevant to our event.
  • Pricing. An overview of your pricing structure and any packages you offer.
  • Experience. Examples of similar events you have worked on in the past, along with references, if available.
  • Availability. Confirmation of your availability on the event date and any deadlines for booking your services.
  • Requirements. Any specific requirements you may have from us to ensure a smooth collaboration.

Please feel free to include any additional information or materials that you think would be helpful for us to consider.

We would also like to schedule a call or meeting to discuss further details and answer any questions you may have. Please let me know your availability in the coming week.

We appreciate your time and look forward to the possibility of working with you on this event. If you have any questions or require further information, please don’t hesitate to reach out.

Thank you for your consideration.

Best regards,

[Your Name]

[Your Title]

[Company Name]

[Your Email Address]

[Your Phone Number]

Attachments: [Event Brief.pdf]

 

Sponsors

Kick-start the process of finding aligned sponsors for your event with this email template:

Dear [Sponsor Name],

I hope this email finds you well. I’m reaching out to invite [Company Name] to become a sponsor for our upcoming event, “[Event Name],” taking place on [Event Date] at [Venue Name] in [City, State].

This event is set to attract [Expected Attendance] professionals from the [Industry/Niche] and offers a unique opportunity for your company to enhance its brand visibility and showcase your products/services to a highly targeted audience.

As a sponsor, you will benefit from:

  • Prominent brand placement on event signage, promotional materials, and online platforms
  • Opportunities to showcase your products/services through exhibitor booths, product demonstrations, or speaking sessions
  • Access to a highly engaged audience of decision-makers and industry influencers
  • Networking opportunities with other industry leaders and potential partners

We offer several sponsorship packages designed to fit your company’s specific needs and goals:

  • [Sponsorship Level 1]: [Price] – [Benefits]
  • [Sponsorship Level 2]: [Price] – [Benefits]
  • [Sponsorship Level 3]: [Price] – [Benefits]

To learn more about the event and sponsorship opportunities, please find attached our sponsorship prospectus with detailed information.

If you have any questions or would like to discuss how we can customize a sponsorship package to maximize your ROI, please don’t hesitate to contact me directly. I would be happy to schedule a meeting or call at your convenience.

We believe that [Company Name]’s participation as a sponsor would greatly enhance the event experience for our attendees while providing valuable exposure for your brand.

Best regards,

[Your Name]

[Your Title]

[Company Name]

[Your Email Address]

[Your Phone Number]

Attachments: [Sponsorship Prospectus.pdf]

 

Post-Event Email Templates

The event may be over, but the work hasn’t stopped quite yet. Keep the good experience going with these essential post-event email templates!

 

Post-event thank you

Gratitude makes everyone feel good. Customize this email template to say thank you to attendees, speakers, sponsors, volunteers, and other stakeholders. 

Dear [Attendee Name],

On behalf of the entire [Company Name] team, I wanted to express my heartfelt gratitude for your attendance and participation at our recent event, “[Event Name],” held on [Event Date] at [Venue Name].

It was a pleasure to have you join us, and we hope that you found the event informative, engaging, and valuable!

Here are some of our favorite moments from the big day:

  • [Highlight 1]
  • [Highlight 2]
  • [Highlight 3]

[Survey Link]

Looking ahead, we’re excited to share that we have several upcoming events that may be of interest to you:

  • [Upcoming Event 1]: [Date] – [Brief Description]
  • [Upcoming Event 2]: [Date] – [Brief Description]
  • [Upcoming Event 3]: [Date] – [Brief Description]

To stay informed about these events and other opportunities, we encourage you to:

Join our mailing list: [Mailing List Signup Link]

Follow us on social media: [Social Media Handles/Links]

Visit our website: [Company Website]

If you have any questions, feedback, or suggestions, please don’t hesitate to reach out to me directly. We value your ongoing support and look forward to staying connected.

Once again, thank you for being a part of [Event Name]. We hope to see you at our future events!

Best regards,

[Your Name]

[Your Title]

[Company Name]

[Your Email Address]

[Your Phone Number]

 

Post-event feedback request

Collecting feedback is an important part of the event planning process. Be sure to send out a post-event feedback survey so you can continue to improve your events going forward. 

Dear [Attendee Name],

Thank you once again for attending our recent event, “[Event Name],” held on [Event Date] at [Venue Name]. We hope you found the experience valuable and enjoyable.

As we strive to continually improve our events and provide the best possible experience for our attendees, we would greatly appreciate your feedback. Your input is invaluable in helping us understand what worked well and where we can make improvements for our next event.

We have prepared a brief survey that should take no more than [Estimated Time] minutes to complete. Your responses will be kept confidential and will only be used to enhance our future events.

Please click on the link below to access the survey:

[Survey Link]

The survey will be open until [Survey Deadline], and we kindly request that you complete it at your earliest convenience.

[OPTIONAL] As a token of our appreciation for your time and feedback, all survey respondents will be entered into a drawing for a chance to win [Incentive Prize]. The winner will be announced via email on [Prize Announcement Date].

If you have any questions or encounter any issues accessing the survey, please don’t hesitate to reach out to me directly.

Thank you in advance for your valuable feedback and continued support. We look forward to hearing from you and using your insights to create even better experiences in the future!

Best regards,

[Your Name]

[Your Title]

[Company Name]

[Your Email Address]

[Your Phone Number]

[OPTIONAL] P.S. Don’t miss out on the opportunity to shape future events and have a chance to win [Incentive Prize]. Complete the survey today!

Put Your Event Planning on Auto-Pilot with EventUp Planner

You’re an event planning superstar, but that doesn’t mean you have to do it all alone.

Enter EventUp Planner— leading event management software for savvy event planners of all stripes.

Deliver exceptional events while staying sane along the way with tools to:

✅ Template and automate key workflows to make multi-event management easier

✅ Support in-person, online, and hybrid events with one platform

✅ Simplify planning and management of your complex events across team members 

✅ Create fully branded meeting and event experiences

Plan, launch, wow, repeat… with event software that doesn’t take a master’s degree to use, no matter how complex your events are. 

Book a demo

Let's Talk!

Manage your entire event portfolio and drive down the cost per event with each additional event you execute. EventUp Planner has flat-fee pricing, with no surprises.

  • For all meeting and event types
  • For all event sizes
  • For all functional teams
  • For all use cases

Book a call with our team to learn how EventUp Planner fits your needs.

5 Ways to Streamline Your Corporate Event Planning

  • Event Management
  • EventUp Planner Contributor
  • August 26, 2024
A group of individuals enjoying beverages at an event.

Corporate event planning is notoriously labor-intensive, with planners often reinventing the wheel for each new event. From the tedium of manual registration and spreadsheet wrangling to the headache of juggling different tools for websites, email marketing, agenda builders, and more… It’s a recipe for frustration and overwhelm. 

Yet, putting on a seamless, branded event experience is essential for driving sales, cultivating relationships, and elevating your company’s profile. 

The good news? There’s a better way that doesn’t involve burning the midnight oil. 

Corporate event management software streamlines everything into one efficient platform—simplifying processes, connecting scattered workflows, and automating monotonous tasks. With EventUp Planner, corporate event planners can cut down on busywork while leveling up their events.

Say goodbye to repetitive, time-consuming tasks— this blog explores 5 ways you can  streamline planning corporate events. Let’s dive in!

What is Corporate Event Planning?

    Corporate event planning is the process of strategizing, organizing, and executing events hosted by companies and organizations. These events can vary greatly in size and complexity, taking place in-person, virtually, or in a hybrid format.

    Here’s a brief overview of common examples of corporate events:

    Conferences and seminars

    Academic or professional conferences and seminars allow companies to share industry knowledge, thought leadership, and best practices. These events foster networking, education, and building a brand’s reputation.

    Product launches

    Product launch events generate buzz and media attention around new product or service offerings. They drive awareness, sales, and establish the company as an innovator.

    Roadshows

    Roadshows bring products, services, and brand experiences directly to audiences across multiple cities or regions through a series of smaller localized events.

    Trade shows and exhibitions

    These large-scale industry gatherings allow companies to showcase products or services, connect with prospects, meet with partners/vendors, and assess competitors.

    Corporate trainings

    Internal training events help upskill employees, communicate policy changes, reinforce best practices, drive engagement, and facilitate team building.

    Webinars

    These online seminars or presentations allow companies to share expertise, product information, and thought leadership with audiences globally.

    Read more: How to Host a Successful Webinar – The Ultimate Guide

    Why is Corporate Event Planning Important?

    Corporate events require significant time, effort, and financial investment. But when planned and executed well, they’re powerful business tools that can drive a wide range of impacts.

    Effective corporate event planning helps achieve meaningful outcomes and results. Well-organized events can:

    • Generate leads and sales opportunities
    • Increase brand awareness and perception
    • Foster customer loyalty and nurture relationships

    From increasing revenue to improving workplace culture, thoughtfully planned corporate events allow companies to accomplish strategic objectives and accelerate growth.

    What are the Challenges of the Corporate Event Planning Process?

    Planning corporate events is complex—they’re filled with numerous potential challenges that require event planners to be organized and adaptable. 

    First, aligning the event objective with organizational goals while staying on budget is an ever-present balancing act. Plus, juggling the diverse needs of event stakeholders—from leadership to vendors, sponsors, and more—demands skilled coordination.

    1. Finding and booking an appropriate event venue

    2. Creating and adhering to a realistic event budget

    3. Staffing the event properly and managing volunteers

    4. Negotiating with vendors and adhering to their policies

    5. Successfully promoting the event and driving registrations

    6. Delivering engaging attendee experiences that keep people coming back

    Engaging attendees and delivering memorable experiences gets more complicated as virtual and hybrid events continue to soar in popularity. Tech troubles can arise around platform selection, audio/visual quality, and attendee engagement. 

    Finally, anticipating and tackling curveballs like changing requirements, budget cuts, scheduling conflicts, tech malfunctions, understaffed teams, and more is par for the course.

    5 Ways to Streamline Corporate Event Planning

    Corporate event planners have a lot on their plates—from negotiating with venues and vendors to designing memorable experiences that “wow” attendees. 

    Thankfully, corporate event management software like EventUp Planner is making it easier than ever for planners to get things done while keeping everyone happy.

    1. Create standard operating procedures (SOPs)

    Standard operating procedures (SOPs) document established processes and best practices for carrying out complex operations. 

    Having clear SOPs for your event planning duties offers numerous benefits, such as:

    • Ensuring consistency and quality across events
    • Serving as a training tool for new hires
    • Preventing vital details from slipping through the cracks

    SOPs can also streamline time-consuming processes like: negotiating venue and vendor contracts; coordinating travel and lodging details; building out event websites and registration paths; and more. 

    With everything documented, there’s no need to start from scratch for each new event.

    2. Assemble an event team and delegate responsibilities

    As the saying goes, “it takes a village” to pull off successful events. 

    Don’t try to do everything yourself. Instead, assemble a cross-functional event team and divide responsibilities based on skills and capacity. 

    Plus, event management software like EventUp Planner makes it easy to centralize important files, share updates, assign tasks, and ensure everyone stays accountable. Read more: Engaging Your Event Team: 5 Tips for Boosting Morale

    3. Create templates for everything

    Why reinvent the wheel for each element of every single event? Having pre-built templates for common materials saves you tons of time and effort. 

    Top items that you should consider templatizing include a master event planning timeline, core email communications (save-the-dates, registration confirmations, reminders, post-event surveys), brand guidelines, event websites, and run-of-show schedules.

    Simply load the template, make your event-specific adjustments, and you’re ready to go! No need to start from scratch each time.

    4. Use cloning to its full potential

    Like templates, cloning allows you to duplicate entire event components with the click of a button—then tweak as needed for the new event. 
    For example, EventUp Planner makes it simple to clone previous event websites, email marketing campaigns, registration forms, and more instead of rebuilding them from the ground up. This handy capability prevents redundant work and maintains consistency across your event portfolio.

    5. Automate to innovate

    Manual processes waste valuable time and mental energy that you could devote to higher-impact tasks. 

    Smart event automation systematically handles repetitive duties so you can focus your efforts on strategic priorities and personal touches that truly move the needle. Common operations ripe for automation include marketing campaigns, registration workflows, attendee communications, post-event surveys, and more. 
    Plus, with all of your data consolidated in one system, it’s easier to make informed, data-driven decisions about where to invest time and resources.

    How to Choose the Right Corporate Event Management Software

    Choosing the right corporate event management software helps you work smarter, not harder. To make an informed decision, we recommend conducting a comprehensive needs assessment with all relevant stakeholders.

    Get started by asking yourself questions like:

    • What types of events do I plan (conferences, trade shows, meetings, etc.)? Make sure the software can handle the specific event formats you work with.
    • What is the typical size and complexity of my events? The software should be able to scale to accommodate your event sizes.
    • Do I need virtual/hybrid event capabilities? If so, look for robust virtual event management tools.

    If you’re looking for corporate event software that checks all these boxes and more, look no further than EventUp Planner.

    Transform Your Events with the Best Event Management Software

    You’ve got enough on your plate. Make your job easier, not harder with corporate event software. 

    EventUp Planner allows you to plan and manage all of your events in one flexible platform, from the small to the large and complex.

    Ready to learn how to streamline your workflows and do more with less? Book a call with our team today!

    Book a demo