Event Agendas for Multi-Session Events: How to Make an Agenda for an Event

Event Management

April 30, 2024

Planning a multi-session event agenda can seem like putting a puzzle together—except that there is not only one single way to make it right. With sessions, breakouts, panels, discussions, networking, and more—it can be challenging to squeeze it all in, especially when you are managing a complex event with multiple venues, simultaneous sessions, or even speakers who are joining multiple sessions.

In this guide, we put together best practices that can support you in building an error-free event agenda while saving you time and providing an outstanding experience to your attendees.

What Is an Event Agenda?

An event agenda is a detailed plan or schedule outlining the activities, sessions, presentations, and timing for an event. It serves as a guide for both organizers and attendees, ensuring that everyone involved knows what to expect and when. Event agendas are commonly used for conferences, meetings, workshops, seminars, and other gatherings to keep the event organized and on track.

Event agendas can be distributed to attendees in advance to help them plan their schedule and make the most of their time at the event. They can also be used internally by event organizers and staff to coordinate logistics and ensure that everything runs smoothly.

When Should You Create an Event Agenda?

You should always create your event agenda early in your event planning process, even before sending invitations or opening registration. Sharing the agenda with your invitations helps guests understand what’s planned, decide which sessions to attend, and prepare any questions they might have. Regardless of the size of your event, having a clear agenda keeps things organized and ensures everyone stays on track, creating a more engaging experience.

What Should Be Included in an Event Agenda?

An event agenda should include essential details to guide both organizers and participants throughout the event. Here’s what should typically be included:

Event Title and Date: Clearly state the name of the event and the date(s) it will take place.

Start & End Times: Specify the start and end times for each session or activity to ensure everyone knows when to arrive and depart.

Session Titles or Descriptions: Provide titles or brief descriptions for each session, presentation, or activity planned for the event.

Speaker or Presenter Names: Include the names and titles of individuals who will be leading each session or presentation.

Location or Room Assignments: Specify the venue or room where each session will take place to help attendees navigate the event space.

Breaks & Networking Opportunities: Schedule breaks, meal times, and networking sessions to allow attendees time to rest, refuel, and connect with others.

Special Instructions or Requirements: Communicate any special instructions, such as dress code, equipment needed for workshops, or pre-registration requirements for certain sessions.

Q&A or Discussion Times: Allocate time for audience questions, discussions, or interactive elements within sessions, if applicable.

Closing Remarks or Wrap-Up: Include a section for closing remarks or a summary to formally conclude the event.

Contact Information: Provide contact information for event organizers or staff in case attendees have questions or need assistance during the event.

Sponsorship Recognition: Acknowledge any sponsors or partners supporting the event, if relevant.

Social Media Hashtags or Handles: Encourage attendees to engage with the event on social media by including relevant hashtags or handles.

Why Should You Create an Event Agenda?

Creating an event agenda is crucial for ensuring a smooth, well-organized event experience that meets the needs and expectations of both organizers and participants. Here are the top three reasons you should create an event agenda:

Organization & Structure

An agenda provides a clear roadmap for the event, outlining the sequence of sessions, presentations, and activities. It helps organizers stay organized and ensures that attendees know what to expect, reducing confusion and maximizing efficiency.

Time Management

By specifying start and end times for each session, an agenda helps participants manage their time effectively. It allows them to plan their attendance, prioritize sessions of interest, and allocate time for breaks or networking opportunities.

Communication

Sharing the agenda with attendees in advance helps set expectations and generates excitement for the event. It provides valuable information about the topics to be covered, speakers or presenters, and any special instructions, helping attendees prepare and engage more fully.

How to Make an Agenda for an Event

1. Create You Event Agenda with the Event Goal in Mind

As with any plan, always start with your goal in mind. What do you expect your event to accomplish? This will help you to determine the scope of the event agenda, which types of sessions to focus on, potential speakers, event format, and more. Here are some examples of goal-driven event sessions:

Educational goals: workshops, expert speakers, Q&A sessions
Inspirational goals: keynote speakers with powerful messages, panel with specialists
Networking goals: Breakout sessions, icebreakers, games, networking gatherings, parties, social events

Regardless of the event goal, make sure to count on regular breaks to boost energy and participation. Even 15-30 minutes are enough to get the blood flowing and the mind refreshed! In addition to having breaks for meals and refreshments, the unstructured time between sessions allows attendees to take notes on the previous session, share their learnings with fellow attendees, network with other participants, catch up on email, visit the restroom, and get ready for the next round of activities.

You may also consider what sessions to schedule post-lunch to combat brain fog. Getting attendees to move after a meal can help increase alertness and keep them energized.

2. Call out for Event Speakers

Run a call for speakers campaign so those interested can apply and pitch a topic to speak at your event. Tools like the Attendease Speaker Management module can help you automate some of this process and make it easier for you to keep track of all of the applications, statuses, and speaker data. This is how it works:

Create custom application forms
Invite speakers, sponsors, and exhibitors to register
Review and approve or reject applications
Quickly publish approved profiles to your website
Let speakers, sponsors, and exhibitors manage their information. They can add their own bio, and all you need to do is approve it. Everything will automatically be updated on your website

3. Watch for Local Events That May Interfere with Your Event Schedule

Plan your event date and time, keeping in mind other events that could cause disruptions and make it more difficult to access your event. That includes sports events, competing conferences, and music festivals… that may cause traffic jams or an influx of metro passengers on the day of your event and may interfere with a smooth program. Consider local traffic, as well: Look into rush hour trends, public transport schedules, and scheduled construction that may cause delays.

4. Keep Your Event Agenda on Schedule and on Time

Making sure each speaker is on time and respects the allocated time is a must to keep all sessions running smoothly and as planned without creating confusion for attendees who are following the schedule provided in advance. Here are some tips to support you with that:

Build a buffer between sessions
Make sure speakers are aware of time restrictions
Have a set cutoff point that speakers are aware you will stick to if they go over the allotted time
Have a timer on stage so that the speaker can track their progress
Designate a moderator to keep track of time and give the speaker a 5-10 minute warning
Make sure you have enough time for Q&A after each session, as required
When all fails, have a plan to go on stage and wrap the session in a friendly manner

5. Create a Multi-Track Event Agenda

Too many options can make it hard for your attendees to select which sessions to attend. If your event has too many options to choose from, consider creating a multi-track agenda where attendees can view the most relevant sessions and activities based on their profile.

Using tags, you can easily categorize each session to make it easier for attendees to find and sign up for the activities that interest them the most.

6. Watch for Event Agenda Overlaps

When developing your event agenda and multi-track options, consider not stacking up sessions from the same track at the same time. Using tags to categorize the topic of each session/ venue/ speaker can help you schedule the sessions without overlapping them and making attendees choose between two topics they are both interested in.

The HubSpot Inbound Conference, for example, does this really well by providing tracks specific to those in marketing, sales, and customer success roles, in addition to a product education track for those interested in learning more about their platform.

7. Plan for Space Transition between Event Sessions

Consider your floor plan and session times to provide a smooth transition and transportation between sessions. Give attendees ample time to go from one session to the next without having to rush.

8. Gauge Attendee Interest with Event Surveys

Running surveys to find attendees’ interests is the easiest way to ensure you have a diverse event agenda that meets the varied needs of your audience.

Pre-event survey: send a survey pre-event, before you decide on which topics, formats, and speakers to select to gauge your audience’s interest.

Post-event survey: send a survey after your event to learn how attendees enjoyed each of the sessions and speakers. This will provide you with quality intel to decide on what to focus on for your next event.

Questions about their goals for the event, what they expect to learn, and their favorite speakers… can all be good indicators of what to provide for your upcoming event.

9. Prepare for Real-Time Schedule & Event Agenda Updates

Of course, the goal is to always provide accurate program information to attendees prior to the event, but even the best-planned events go through last-minute changes and updates. While a printable event agenda can provide easy access to the event schedule, it can also make it more difficult to manage last-minute updates.

Consider swapping print programs for environmentally friendly options, which can also provide more accurate event agenda information. TV screens across the venue displaying the agenda is one solution if your venue provides the option, or mobile apps or a mobile website can make your event agenda accessible at your attendees’ fingertips.

Event technology like Attendease can also help by automatically updating your event website agenda and mobile app as you update the backend system with new information, be that a venue change, a speaker swap, or a time update. This allows for the easiest and most accurate information to be available to attendees.

Event Agenda Examples

Here is a simple agenda created in Attendease. The event takes place in a single location.

Here is a more complex agenda created in Attendease. This agenda features multiple venues and rooms. It also shows each session’s description and speaker information. You can also select sessions based on topics and type

Leverage Attendease to Create an Effective & Engaging Event Agenda

Planning a multi-session event agenda can pose quite a challenge. Being prepared is the best way to avoid schedule conflicts and issues while delivering an amazing experience to attendees. Event technology can surely support this endeavor; check out the Attendease event platform and the Standalone Agenda Management System – which can be plugged into your current tech stack.

Learn More!

4 Proven Event Formats for Launching Your Next Pharmaceutical Product

Event Management News

April 25, 2024

This is an exciting time for your pharmaceutical company.

You’ve spent countless hours doing R&D, passed all regulatory requirements, and you’re finally ready to bring a revolutionary new product to market. But whether this is your first launch or your fiftieth one, you know this phase is only the beginning.

An engaging introduction to the market is crucial for your new product’s success. So, how do you effectively engage your audience, increase brand awareness and trust, and ensure your product starts off on the right foot—all at the same time?

You plan a successful product launch event.

In this guide, we’ll explore the ins and outs of planning a memorable pharmaceutical event to launch your next product. Let’s dive in!

What Is Experiential Marketing, and Why Does It Matter?

Whether you’ve gawked at the lineups outside an Apple Store the week after an Apple Event or stumbled upon a unique pop-up during your lunch break, one thing is for certain: experiential marketing is more popular and more effective than ever!

Experiential marketing—sometimes also referred to as event marketing—consists of direct, one-on-one engagement with the consumer in a branded offline or hybrid experience.

At its core, experiential marketing encourages interactivity, engages the consumer’s senses, and helps to promote a positive, humanized brand impression that can be seen, heard, and felt.

Pharmaceutical companies can learn from the success of companies like Apple who use event marketing to generate serious buzz and sell out their new products.

GET THE HANDBOOK: Not sure how to choose the right event management platform for your needs? Don’t worry, we’ve got you covered.

Key Considerations for Pharmaceutical Event Planning

The first thing you should consider is the type of event that would ultimately make your launch more successful. The key is to create something that your audience will find engaging, informative, and memorable.

For instance, if your audience is healthcare professionals, you might consider a webinar series to launch your product and provide training. Or if you’re looking to connect with the general public, a virtual press conference with medical experts might work best.

In general, pharmaceutical launch events typically involve a combination of educational presentations, panel discussions with experts, and media engagement to generate awareness and interest in the new product.

4 Top Formats for Your Next Pharmaceutical Event

Next, let’s discuss the best event formats for your next pharma product launch:

1. Keynote Event

Delivering a keynote address at a major conference is a powerful way to launch your latest pharmaceutical product. This format allows you to showcase your latest innovation on a prominent stage, often in front of thousands of healthcare professionals, researchers, and industry leaders!

A compelling keynote typically features a charismatic speaker—such as a renowned expert or company executive—who delivers an engaging presentation that highlights the groundbreaking science, clinical benefits, and patient impact of the new product.

For example, at the 2017 American Academy of Dermatology (AAD) Annual Meeting, Novartis delivered a keynote address to launch their new psoriasis treatment, Cosentyx. The presentation featured impressive efficacy data and patient testimonials, generating buzz and excitement among dermatologists in attendance.

Keynote addresses are ideal for hybrid events, as many are live streamed to reach a global audience. So if you’re looking for a way to elevate your brand and inspire a highly targeted audience of healthcare professionals, a keynote with a strong media focus is ideal.

LEARN MORE: 35 Creative Product Launch Event Ideas to Try This Year

2. Industry Trade Shows and Conferences

Trade shows and conferences are the perfect place to connect with healthcare professionals, industry experts, and potential partners or investors. These events provide an ideal platform to showcase the latest drugs, therapies, and medical devices your company has to offer.

For example, the American Society of Clinical Oncology (ASCO) Annual Meeting—the world’s largest oncology conference—is a prime venue for pharmaceutical companies to present clinical trial results and introduce new cancer therapies.

Consider setting up exhibits, delivering presentations, and holding press conferences to generate interest in your product among the medical community and media.

Plus, by engaging with healthcare professionals and industry leaders at these events, your company can effectively raise awareness about your new product and establish valuable connections within the industry. It’s a win-win!

3. Virtual Press Conference

When launching a new pharmaceutical product, consider hosting a virtual press conference. Doing so allows you to effectively reach a wide audience of journalists, healthcare professionals, and industry stakeholders.

A well-organized virtual press conference typically includes presentations by company executives, medical experts, and key opinion leaders, followed by a Q&A session.

For example, Biogen held a virtual press conference in June 2020 to announce the FDA approval of their Alzheimer’s drug, Aducanumab. The event included presentations by company executives, medical experts, and patient advocates, discussing the drug’s potential to slow cognitive decline in early-stage Alzheimer’s patients.

Ultimately, virtual press conferences allow your company to deliver a compelling narrative around your new product, generate media coverage, and build excitement among relevant stakeholders—all without breaking the bank.

LEARN MORE: Healthcare Events: Ideas for Every Size and Type

4. Webinar Series

Webinars are another powerful format to launch your latest pharmaceutical product. This format allows you to deliver in-depth, informative content that showcases the science behind your new product while providing valuable insights to medical experts.

A well-structured webinar series typically consists of multiple sessions spread over a period of time, each focusing on a specific aspect of the new product, such as its mechanism of action, clinical trial results, and patient management strategies.

Gilead Sciences, for instance, successfully launched its hepatitis C medication, Harvoni, in 2014 through a series of educational webinars. These events highlighted the drug’s high efficacy and convenient single-pill regimen, providing healthcare professionals with the knowledge and confidence to prescribe the new treatment.

By leveraging event management software, a webinar series can help your company educate and engage with healthcare professionals and ultimately drive the adoption of your new product.

LEARN MORE: Best Practices for Hosting a Webinar Event

Uncomplicate Your Pharma Event Planning with Event Management Software

Launching a new pharmaceutical product requires careful planning and execution.

By choosing the right event format—whether it’s a keynote address, trade show exhibit, virtual press conference, or webinar series—you can showcase your product’s unique features, share compelling clinical data, and establish your company as a leader in the field.

Need a helping hand with your pharmaceutical event planning? Attendease provides a powerful suite of tools to manage all of your events—large and small—in one place.

Learn more today!

Learn More!

How to Boost Engagement During Healthcare Meetings and Events

Event Trends

April 23, 2024

We get it—internal meetings and events aren’t usually healthcare professionals’ favorite workplace activities. 90% of employees feel that meetings are “costly” and “unproductive.” But there are many scenarios where these internal meetings are inevitable, especially when it comes to running a well-oiled healthcare organization.

To get around this, focus on making your healthcare events as engaging and worthwhile as possible. You can use the same planning strategies you use to prepare for external presentations—such as virtual events or conference speeches—to boost attendee engagement.

From captivating your audience with a good story to creating on-brand and visually appealing slides for your presentations, we’ve compiled this list of tried and true strategies for making healthcare events something employees actually forward to rather than dread.

In all cases, thorough planning is your friend. Event software for healthcare can make the process easier. Let’s dive in!

7 Strategies to Enhance Events for Healthcare Professionals

Boost attendee participation at your next healthcare event by implementing these seven proven strategies:

1. Set Clear Objectives for all Presentations

It’s crucial that every presentation starts with a detailed plan and clear goal. You need a justifiable reason why you’re taking the time to pull team members from their duties and bring them together for a meeting—especially in a busy healthcare environment.

When setting goals for the presentation, be clear about the purpose of the meeting, the intended result of the meeting, and any next actions you’d like attendees to take.

For example, perhaps you’re planning a hospital fundraiser that you’d like employees to spread the word about. If so, the objective for your presentation would be to educate everyone on the upcoming fundraiser so they can share details with friends, family, and the local community.

The intended result would be to create excitement about the fundraiser, including the intended use(s) for the raised funds, such as a new mental health wing or essential pediatric initiatives.

At the end of your presentation, you’ll want to share the next steps you’d like attendees to take. That might look like a request for participation—like pledging to do a fitness challenge to raise funds—or a request to raise awareness, such as sharing about the event on social media.

GET THE FREE HANDBOOK: Master The Art Of Choosing The Right Event Management Platform

2. Start With a Story

One powerful tool to captivate your listeners is through storytelling. You can transform dry facts and figures into something memorable and impactful by simply telling a story before diving into the meat of your presentation.

For healthcare professionals, storytelling can effectively communicate complex ideas and evoke an emotional response. For instance, sharing a patient’s journey from diagnosis to recovery can illustrate the importance of early intervention and personalized care.

But stories don’t always have to be serious! Sharing a humorous anecdote about a light-hearted workplace mishap—such as that one time you discovered a patient walking down the hallway completely naked—will resonate with colleagues while also illustrating the issue or topic you’re going to cover (e.g., the necessity of hospital gowns).

In summary, storytelling allows you to humanize your content, making it relatable and understandable to your audience. Your colleagues will begin to look forward to your presentations, and your stories will become a topic of conversation at future events.

3. Make it Brief to Ensure the Best Use of Everyone’s Time

Putting a multi-hour time block on your people’s calendars to cover a handful of topics probably isn’t the best use of everyone’s time. Here are some tips for keeping healthcare meetings concise in order to respect everyone’s time:

Send materials in advance. Distribute any necessary documents or information prior to the meeting, allowing attendees to review and come prepared.

Minimize distractions. Encourage participants to silence their devices and avoid unnecessary interruptions during the meeting (this is extra important for busy healthcare professionals!).

Assign a timekeeper. Designate someone to monitor the time and keep the meeting on track. If conversations begin to veer off-topic, this person will gently guide the discussion back to the agenda.

Allocate specific time slots for each agenda item. Assign realistic time for each topic and adhere to these limits.

Encourage concise communication. Ask participants to be brief and to the point when sharing their thoughts or updates.

Summarize action items and decisions. Conclude the meeting by briefly restating any key takeaways, action items, and decisions made.

Follow up with a concise summary email. After the meeting, send a brief email recapping the main points and next steps to ensure everyone is on the same page.

But don’t sweat if you don’t cover everything. You can always provide additional information and answer follow-up questions later on or simply reserve them for the next meeting.

By implementing some of these strategies, you and your colleagues can make the most of your valuable time and collaborate more effectively to deliver exceptional patient care.

4. Present Data Clearly and Concisely

If you’re presenting data during your presentation, focus on the most important metrics and let attendees explore the fine details on their own time afterward. Also, be sure to present the data in an easily digestible format. Infographics or charts make it easier to see data points in context.

For example, if you’re trying to convince your healthcare organization to upgrade its event management software, you might present data about how your organization can increase its ROI by using a better tool. You could show charts that demonstrate the negative impacts of your current event software (or lack thereof), and the potential cost savings and efficiency boost that a new solution could offer.

Or, you might be analyzing event data to identify opportunities to engage your audience better at your next event. You can assess the main takeaways—such as attendance rates, attendee feedback surveys, and social media engagement analytics—to develop a new marketing plan with your team for your next event.

5. Brand Your Meeting Materials to Your Organization

All internal communications should be uniformly branded, such as your presentation materials, training resources, or emails. This keeps your materials organized and easy to read. Plus, it’s easier to maintain external branding standards when your team is already used to keeping internal communications cohesive!

Here are some ideas for how to brand your meeting materials:

Incorporate your healthcare organization’s logo and color scheme. Consistently use your company’s logo and official color palette across all meeting materials, including presentations, handouts, and agendas, to reinforce brand recognition and create a cohesive look.

Use branded templates. Don’t reinvent the wheel. Develop a set of branded templates for presentations, documents, and other materials that feature your organization’s logo, colors, and fonts. This ensures a professional and consistent appearance across all internal communications.

Include your healthcare organization’s mission or tagline. Integrate your company’s mission statement, vision, or tagline into your meeting materials to remind attendees of the organization’s purpose and values.

Feature employee photos and success stories. Incorporate photos of your team members and highlight employee achievements or success stories in your presentations and handouts to create a sense of pride and belonging within your organization.

Use branded visual elements. Develop a library of branded visual elements that align with your organization’s style guide, such as icons, illustrations, or infographics. Use these elements consistently throughout your meeting materials to enhance visual interest and reinforce your brand identity.

These strategies will help you create a strong, cohesive brand identity that resonates throughout your organization, fostering a sense of unity in all your healthcare meetings and events.

LEARN MORE: How to Design the Perfect Event Registration Landing Page

6. Encourage Attendee Feedback

Gathering employees for a meeting offers an effective opportunity to collect feedback and new ideas.

Let’s say you’re a Corporate Responsibility Consultant hosting an event with a hospital and some of its key stakeholders to identify strategic initiatives for the upcoming year. You might ask attendees to brainstorm event ideas to support the program. Or, you might ask for feedback on how their corporate volunteer program is going.

Allowing attendees to speak up during your meeting and make their voices heard can make your presentation that much more engaging and productive.

7. Provide Relevant Materials After the Meeting

After your presentation, send attendees any data charts, slideshows, or supplemental materials. If the meeting was virtual, you might want to record it to let any employees who couldn’t attend watch the presentation after the fact.

It’s also important to answer any follow-up questions employees may have after the meeting. Creating open lines of communication and providing transparency about any decisions that impact employees is key to promoting a positive work environment.

Healthcare professionals should leave your internal meetings and events clear on the next steps they should take or how the information presented will impact them going forward.

Streamline Healthcare Event Planning with EventUp Planner (formerly Attendease)

When it comes to healthcare meetings and events, time is valuable. More time in meetings means less time caring for patients.

Spend everyone’s time wisely by preparing a constructive agenda that includes plenty of time for healthcare professionals to speak up and engage with the topic. You’ll offer your colleagues a better experience, and everyone will work more productively toward achieving your organization’s goals! Put your healthcare events on autopilot with EventUp Planner. Our all-in-one platform provides helpful tools to uncomplicate your events through drag-and-drop functionality, built-in templates, automation, and intuitive data reporting. Book a demo today!

Simplify the Complexity of Managing Your Meetings and Events with a Powerful Suite of Tools

Make your attendees gather with ease. From small to large and complex events – plan and manage all of your events in one flexible platform – EventUp Planner.

Learn More!

Healthcare Event Planning: Evaluating Your Liability with Waivers

Event Management

April 18, 2024

Imagine all your staff, volunteers, and guests gathering for a spectacular evening to celebrate your organization’s hard work and dedication. The night is inspiring and fun, with people feeling more motivated than ever to drive their healthcare mission!

But, for all the meticulous planning your organization puts into planning events—including the venue, catering, decor, marketing, and more—there are still some things out of your control.

Waivers can help protect your organization in the event of accidents or mishaps. While creating waivers and getting attendees to sign them can seem like another step in the long and arduous planning process, doing so reduces your overall stress and can be done simply using event management software.

Read on to learn more about protecting your healthcare organization from liability using online waivers!

Why are Waivers Important for Healthcare Events?

Waivers can help protect your organization from circumstances beyond your control. They can also decrease the risk of a costly lawsuit if something unfortunate were to happen at one of your events.

Perhaps someone slips on a drink spilled on the floor. Or one of your guests falls down the stairs at the venue. Maybe a blackout has guests asking for a refund. These scenarios may sound far-fetched, but accidents do happen, especially when you’re not planning for them.

Waivers can also help you keep a record of everyone who attended your event, including their consent to participate despite clearly outlined risks.

You should always consult with your lawyer or legal advisor to create an event waiver for the best protection—for your organization and your guests.

How Can Online Waivers Help My Healthcare Organization Avoid Liability?

Waivers can feel overwhelmed when implementing, storing, and organizing.

Fortunately, event management software like Attendease can streamline the entire process. It’s easy to create, upload, and send waivers to your entire guest list. You can also provide helpful reminders for attendees to sign waivers leading up to the event.

Here are some of the main ways that waivers contribute to safer healthcare events, whether virtual or in-person.

Provide Flexibility

Event management platforms like Attendease offer customizable waiver templates, which you can easily update with your branding. It’s also simple to make edits based on the advice you receive from legal counsel. You can also upload premade waivers to get started.

Online waivers mean it’s easier to change and update waivers for each of your healthcare organization’s events. You can create custom forms to fit any event, including:

Large multi-day conferences and seminars
Team-building activities, including sports tournaments and other social events
Webinars and virtual training sessions
Auctions and charity fundraisers

The list goes on.

Digital waivers make it possible for guests to sign a variety of formats and have all signed copies stored in one secure, central location. Plus, you won’t have to worry about staffing a waiver table, including scanning and organizing paper copies at your event.

Going paperless also removes room for human error or the need for storage space. Plus, no one misses out on the event because there aren’t enough paper copies.

If your event or activity requires a safety demonstration, you can also embed a training video into your waiver using event software for healthcare. This way all guests understand their responsibilities and risks going into the event, freeing themselves up to enjoy the event safely.

Securing Attendee Signatures

Event management software enables your attendees to sign your waiver via digital signature. These tools also securely store this information for record keeping.

Customize your waivers to ensure that the required sections are completed by marking them with an asterisk. This will help ensure that all areas you need guests to read or sign are completed prior to the event.

For even more security, you can incorporate e-photo capture into your waivers so you’ll have an image of guests as they sign the waiver. Having a photo of guests signing waivers can serve as a double protection against liability as you have two ways to verify their identity.

Inform Event Attendees

Waivers can also inform potential guests about participation, activities, or overall expectations for an event.

By highlighting event activities and the risks they include, you help guests determine if attending the event is the right choice for them (also known as informed consent).

Plus, providing proper disclosure to attendees ahead of time is another way to protect your healthcare organization from liability.

Waivers can include descriptions of important details like:

Potential food allergens
Extensive walking, standing, running, etc.
Sports or physical contact activities
Sensitive topics to be discussed, such as emotional triggers, etc.

As always, you should consult with your legal counsel to decide which activities to include in your event waivers to complete your liability coverage.

Encourages Event Registration

Online event waivers make your event more accessible. Attendees can use their own computer-assistive technology or work with a supporter to review the waiver.

You can also share your event waiver through several channels to ensure all participants can sign them.

Here are a few examples:

Embed on your event’s webpage. Create a button on your event’s landing page to guide potential attendees to the waiver.

Include a link during registration. Include a link to your waiver within your registration form if you want to be sure all your participants sign prior to submitting their registration.

Create a QR code. Use QR codes in your marketing materials like email newsletters, social media posts, or a day-of poster to give individuals a mobile-friendly option.

Set up a waiver kiosk. Include some kiosks at your event to ensure guests who haven’t yet completed the waiver can still complete it and enter the event having signed.

Providing guests with numerous opportunities to complete the waiver will ensure more people actually sign it, in turn increasing your liability coverage.

Streamline Healthcare Event Planning with Attendease

Waivers are essential to any event your healthcare organization hosts. Without waivers, your organization could be held liable for circumstances beyond your control. Waivers can help reduce this risk.

Event software for healthcare is well worth the investment when it comes to protecting your events. Again, be sure to consult with your lawyer or legal counsel when creating your waivers to ensure you’ve covered all your bases. And if you’re looking for the best event management software on the market, look no further than Tripleseat Planner. It’s never been easier to customize forms and communicate with attendees—before, during, and after each event. Book a demo today!

Learn More!

6 Killer Revenue-Boosting Ideas for Your Next Fundraising Event

Event Management News

April 16, 2024

Fundraising events are mutually beneficial for all. Not only do these events provide nonprofits with funds to power their mission, but they also offer a meaningful experience for donors, allowing you to steward stronger relationships.

One of the best events to raise serious funds and engage donors is a charity auction. A charity auction is a high-energy, flexible event that is sure to excite any audience, whether it’s taking place online, in-person, or as a hybrid combination of both.

To help your nonprofit bring this engaging fundraising event idea to life, we’ll explore six innovative ideas to increase your ROI. But first, let’s uncover the fundamentals of charity auctions.

What is a Charity Auction?

Auctions involve guests bidding on fun, unique, or luxurious items, and the highest bidder takes home the prize. There are three types of auctions:

Live auctions involve an auctioneer announcing items and accepting bids from the audience, whose members either state their bids aloud or raise a paddle.
Silent auctions traditionally involve showcasing auction packages around a venue and guests submitting paper bids. However, paper bids can easily get disorganized, making it much more difficult for your team to effectively stay on top of incoming bids. Instead, use mobile bidding software so your participants can submit bids right from their phones. We’ll discuss this feature in more detail in the next section!
Online auctions are hosted through online auction software and allow guests to bid from wherever they are, whenever they’re able to.

Auctions involve an extensive planning process, including item procurement 9-12 months in advance, pre-event ticketing and registration, and logistics like booking the venue, catering, and technical equipment. This is why it’s essential to take ample time to prepare and get your team ready to host a show-stopping event!

6 Ideas to Accelerate Auction Fundraising

Auctions have the potential to be highly lucrative, but to make the most of your fundraising efforts, you need the right strategies. Let’s jump into six proven ways you can accelerate your ROI and meet and exceed your goals.

1. Invest in the Right Auction Software

Technology is a powerful force to increase efficiency and fundraising power for any event. OneCause recommends investing in auction software with intuitive features like:

Event management: Look for fundraising software that empowers your team to easily manage every step of the event planning process, including facilitating contactless check-in and check-out, generating custom ticket packages, sending segmented communications to guests, and more.
Mobile bidding: With the right mobile bidding tools, participants can submit bids right from their phones, set maximum bids, and receive outbid alerts to bring them right back into the action.
Item management: Easily track the status of your item procurement efforts, bundle items into packages, and create solicitation letters to send to donors and corporate sponsors.
Gamification: Feature leadership scoreboards, fundraising thermometers, and engagement drivers like live chat for remote events to keep participants tapped into your event.
Data tracking: Use software that will automatically generate real-time data reports so you always have a full picture of how your fundraising strategy is performing.

Keep in mind that the right fundraising tool won’t just help you run auctions but will also make it simple to host fundraisers of all types, including walkathons, peer-to-peer fundraising campaigns, and more. Invest in an all-in-one fundraising software to get the most bang for your buck.

GET THE FREE GUIDE: Leverage Effective Ticket Pricing Strategies & Sell Out Your Events

2. Incorporate Social Fundraising

Social fundraising draws on the power of your supporter’s social networks to raise donations for your cause. The most common examples are:

Peer-to-peer: Create a peer-to-peer fundraising page associated with your event and allow supporters to create their own personal fundraising pages alongside it. Donors can share their pages and solicit gifts from their networks, expanding the reach of your nonprofit. Make sure to work with comprehensive peer-to-peer fundraising tools to make the process as easy as possible for your participants.
Giving days: Conduct a time-intensive, hyper-condensed online fundraising campaign, aiming to reach a specific goal within 24 hours. Think #GivingTuesday, but planned specifically to boost energy and awareness leading up to your auction. These campaigns thrive on social media, where donors can help spread the word.
Challenges: Participants complete some sort of challenge (ex, the ALS Ice Bucket Challenge) and donate to your organization after doing so. They share a video of the challenge with their networks and challenge a few friends to continue the trend.

Begin social fundraising in advance of your auction to help raise awareness and build excitement. At the event, announce how much was raised before your event even started to thank participants and show the power of social fundraising in action.

3. Tap Ambassadors to Support Your Fundraising Plan

Ambassador fundraising leverages peer-to-peer fundraising by tasking ambassadors (your most loyal and involved supporters) to raise funds before, during, and after your auction.

There are three steps to successful ambassador fundraising:

Select ambassadors. Look to your board members, volunteers, people with social media clout, your event planning committee, and any honored guests coming to your event, like community leaders, to help.
Define your program. You’ll need to outline how you will leverage ambassadors (ex, social media promotion), what your ambassadors’ goals will be (ex, selling the most tickets), and how you will onboard ambassadors.
Motivate ambassadors. Use an ambassador leaderboard and incentives (such as special prizes) to motivate supporters.

Ambassadors can prove to be a valuable way to spread the word about your event, increasing attendance and total revenue. Make sure to properly prepare your ambassadors with any information they may need about the event, check in with them regularly, and thank them for their efforts.

GET THE FREE CHECKLIST: How To Boost Event Registration

4. Create an Event Microsite

Create an event microsite to provide guests with the information they need to participate and engage their networks. Include information like:

A short introduction to your nonprofit.
Explain how you’re using the proceeds to benefit your cause.
Rules for bidding and instructions on using your mobile bidding software.
Event schedule.

Then, include information about the items available for bidding:

Name and number of each item.
Specific but brief description of the item.
Market value, starting bid amount, and minimum raise amount.
High-quality photos.

Make sure that you generate an auction item list that aligns with your supporters’ interests and fits their budgets. This way, you can garner the most amount of bids possible.

LEARN MORE: 5 Tips to Streamline Web Communication for Healthcare Events

To spread the word, have members of your staff and volunteers share the link to your microsite widely on multiple channels, such as:

The different types of platforms nonprofits can use for multichannel marketing, repeated below

Social media
Your website
Email
Text messaging
Direct mail
Print ads
Flyers
Radio or TV slot

Taking a multichannel approach can help you increase touchpoints with supporters and keep your organization’s event top of mind. Pair your content with strong calls to action to register or donate early so you can spark engagement.

5. Add Raffles to Spike Giving.

Raffles are a quick and easy addition to any fundraising event, including auctions. Simply sell raffle tickets throughout the event and draw a winner at the end of the night!

To add this to your event, make sure that your raffle is:

Desirable for your guests. Take a deep dive into past raffle sales and auction item interest to determine what your audience historically has been willing to bid on.
Worthwhile to raffle instead of auction. Ensure you’re raffling off an item that you’ll cover the price of, and raise additional revenue by selling raffle tickets alone.
Not competing with your auction items. Remember, your raffle is supplementing your auction. You don’t want to raffle off something that’s going to draw the attention away from your main attraction!

Consider selling raffle tickets ahead of your event. You’ll give guests a taste of what your event will entail (like a preview of an auction item) and build interest.

Keep in mind that raffles are technically considered gambling by the IRS. Check the laws of your state to determine if you’re able to host a raffle at all or if there are specific guidelines around how to conduct your own in-person or online raffle.

6. Gamify Your Event

Using gamification is a powerful tool to add competition, fun, and fundraising momentum to any event. Leverage the following gamification features to amp up giving:

Bid scoreboard: Assign numbers to guests so they can bid with their numerical identity rather than their names. Project a leaderboard of who is winning each item and by how much for some friendly competition.
Fundraising thermometer: Project a fundraising thermometer displaying how much has been raised by the event in tickets, bids, and donations so far. Set a realistic stretch goal number and challenge guests to reach it by the end of the night!
Prizes: Offer incentives to ramp up giving for the night to the top bidders, such as free branded merchandise, a lunch with your organization’s leaders, or discounted tickets to your next event.
Memory-style tile game: Make use of a memory-style tile game that displays sponsor logos. This will spark friendly competition between attendees while boosting your supporters’ engagement with your sponsors.

Gamification encourages guests to raise more and enhances their attendee experience. Check-in with your event guests regularly to assess their engagement and add in more gamification tactics as needed.

Implement Six Revenue-Boosting Strategies To Amplify Your Charity Auction

Through this guide, we’ve explored six revenue-boosting strategies to amplify your charity auction. Mix and match ideas or add your own unique twist on them to meet your audience’s preferences. By analyzing your donor data, you can make more informed decisions on how to organize events that will inspire generosity and resonate with donors.

LEARN MORE: Healthcare Events: Ideas for Every Size and Type

Make Fundraising Easier with Event Software

Incorporating charity auctions into your hospital fundraisers can be a game-changer for boosting revenue and engaging your supporters.

To streamline the planning and execution of your fundraising events, consider using an event management software like EventUp Planner! EventUp Planner (formerly Attendease) offers a variety of tools that will simplify your task list and reduce headaches.

With features like branded event websites, simplified registration and ticketing, marketing automation, and robust reporting, our tools can help you save time, reduce stress, and create more successful fundraising events that drive your mission forward. Book a demo to learn more today!

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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.

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

Continuing the Conversation: Keeping Attendees Engaged After a Virtual Event

Event Management

April 11, 2024

The virtual event has come to an end; the last of the breakout rooms have closed, and attendees are logging off. But while the virtual conference may be over, the conversations and post-event reporting shouldn’t have to stop there. Luckily, there are many opportunities to continue building relationships with other attendees and expand your professional network long after the virtual event has concluded.

Why is Retention Important Post-Event?

Whether it’s clients, customers, or potential candidates for vacancies, retaining audiences from your virtual events is a critical component of success. It sustains your event’s impact and helps you build a loyal community of interested participants. It also saves time for future events since you already have a list of interested attendees who are likely to join you again.

Fostering long-term relationships with your attendees provides endless networking opportunities and future collaboration opportunities. Retained attendees are likely to act as brand advocates for your company and your events, which can help increase attendees and boost revenue through registrations and sponsorships.

Provide a Post-Event Landing Page

It’s common for individuals to juggle a multitude of tasks simultaneously—whether it’s managing a dozen tabs on a web browser, navigating through a plethora of smartphone apps, or sifting through a backlog of emails and messages.

To captivate the attention of modern audiences, it’s vital you offer them a virtual destination to go to. By establishing a digital hub where attendees can autonomously explore content tailored to their interests, you can maintain their engagement throughout and beyond the event. Utilizing virtual assistants to manage these hubs gives attendees a chance to ask questions or communicate with your brand, sustaining their involvement throughout and following the event without compromising your productivity.

Leverage Social Media Hashtags

One effective way to continue conversations after a virtual event is to leverage social media and networking platforms to stay in touch with connections made. During the event, be sure to share your social media handles and profiles, such as LinkedIn, Twitter, or Facebook, to allow fellow attendees to connect with you on those channels afterward. Creating event-specific hashtags will also help attendees find others from the event and keep in touch within one digital space.

Many virtual event spaces also have networking features built into the platform itself. Be sure to use tools like direct messaging, chat functions, and the ability to schedule meetings to reach out to and set up future conversations with your new contacts.

Maintaining an active presence on social media channels gives you an easy way to stay top of mind for fellow attendees and nurture those relationships after the virtual environment dissolves. Utilizing a variety of social networking tools and communities gives you accessible avenues to continue conversations with connections as you build your professional relationships.

Build a Content Strategy Around Virtual Event Content

You’re likely well-acquainted with the concept of repurposing content, a strategy that involves recycling existing event content to generate additional value for your audience. But it can be a powerful way to re-engage your attendees after a virtual event, reminding them of the value provided on the day and encouraging them to return to your site and brand again and again.

One approach is to transcribe the event audio, transforming it into a compelling blog post. Craft an enticing introduction and conclusion, complemented by eye-catching graphics. Don’t overlook the importance of embedding the original video within the post to enrich the reader’s experience.

Another strategy that can be part of your overall marketing campaign involves compiling the event’s content into an eBook once a substantial amount of information on a particular topic has been accumulated. Gathering resources from various webinars allows you to design resources that offer significant value to your audience.

Conduct Virtual Meet-Ups

Conducting small virtual meetups after the event will help nurture relationships and mimic the virtual event itself, albeit on a smaller scale. Consider scheduling short 30-minute video calls as an easy way to continue the conversation with your new contacts one-on-one or gather in a small group setting to chat industry news or discuss topics from the event in more detail.

This virtual version of the classic “coffee chat” provides a low-pressure opportunity to learn more about each other’s businesses, interests, and goals. You can also organize informal virtual meetups like a “happy hour” for fellow attendees to mingle in a more relaxed, conversational setting. Setting up video calls around shared industries or professional roles is another way to network with small groups who have common ground.

These bite-sized, casual virtual interactions allow you to nurture budding relationships in a comfortable environment where connections can develop organically. They require little time commitment but go a long way in cementing new relationships established at the virtual event.

Send Personalized Outreach

One of the most effective ways to continue conversations from a virtual event is through personalized outreach and follow-up with attendees you connected with. Be proactive in emailing, messaging through social media, or tagging attendees with whom you want to stay in touch post-event. Share relevant articles, resources, or information you referenced in your previous conversations, which will serve as a natural reminder of your discussion. Email marketing tailored to the event and the attendees can also be a highly effective way to keep the conversation going.

Personalized outreach shows you were genuinely interested in the conversation and relationship, not just networking for networking’s sake. Follow-up also provides low-pressure avenues to schedule future calls, ask questions, or exchange ideas. A thoughtful email or message goes a long way compared to more passive methods of connection. So be proactive in reaching out with targeted, meaningful follow-up to show fellow attendees the value you found in meeting them.

Virtual events have opened up new opportunities to connect and network with fellow attendees from anywhere. But just because the event has ended doesn’t mean the conversations and relationships have to. With intentional effort, you can leverage digital tools, strategic outreach, and shared event experience to foster meaningful professional relationships beyond the virtual conference.

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Corporate Event Themes: 45+ to Choose From

Event Trends

April 9, 2024

Planning a corporate event? The secret ingredient to an engaging and memorable event is…drumroll please…the theme! A creative theme brings cohesion to all the moving parts of your event — from décor, activities, catering, and more. It gets attendees excited and invested in the experience you’re creating.

But coming up with a corporate event theme idea is easier said than done. You want something aligned with your brand that also feels fresh and fun. That’s why we’ve put together this list of 45+ corporate event theme ideas, from classic and elegant to quirky and one-of-a-kind.

Plus, with our easy-to-use event coordination software, you can bring any of these corporate event themes to life seamlessly — without losing your sanity! Tools like customizable registration forms, email automation, and reporting dashboards will give you the power to execute a polished, on-theme event your attendees will love.

Let’s dive in!

Why Do Corporate Events Need a Theme?

A creative theme is more than just décor — it enhances every aspect of your corporate event for greater engagement and impact.

Themes foster camaraderie and excitement among attendees around a shared experience. They make the event more memorable and unique compared to everyday work life.

Themes also enable better messaging by tying all aspects of the event back to central ideas…So whether you want to motivate employees, unveil a new product, or reinforce company values, an impactful theme brings it all together into an immersive experience!

Bottom line: themes make corporate events more enjoyable, meaningful, and share-worthy for attendees.

What Are Creative Themes for Corporate Events?

When choosing a theme, it’s important to make sure it aligns with your company’s brand identity, values, and culture.

For instance, outdoor retailer REI goes for nature-inspired themes like “Reach the Peak” for its employee summits. SaaS company HubSpot is known for its inbound marketing expertise, so they aptly chose “Inbound” as the theme for their annual conference.

Get creative, but ensure the theme reinforces what your company stands for. If your brand is serious, avoid going too quirky. The theme should feel authentic to attendees while getting them excited about your event programming. Once you’ve landed on the perfect theme choice, a tool like EventUp Planner can help with the rest of your pre and post event coordination, from agenda building and schedule management to email surveys after the event is over.

Casual Themes
Sophisticated Themes
Tech and Innovation Themes
Destination and Travel Themes
Artistic and Creative Themes
Interactive and Hands-On Themes
Outdoor Themes
Fun and Unique Themes

45+ Memorable Themes for Your Next Corporate Event

Now let’s look at 45+ memorable theme ideas for your next corporate event. From classic and sophisticated to playful and adventurous, you’re sure to find inspiration to make your next company gathering engaging and on-brand.

Casual Corporate Event Themes

From happy hours to comedy nights, here are 6 casual corporate event themes guaranteed to engage your team and attendees.

Happy Hour

A happy hour theme is perfect for casual mingling amongst attendees! Kick back with cocktails and appetizers in a lounge-style setting. Use dimmed lighting, high tables, and bar décor to set the mood. Upbeat background music, games like pool and darts, and free drink tickets encourage employees to unwind and bond away from their desks.

Food Truck Alley

Bring a fun, lighthearted vibe to your next event with food trucks. Set up a variety of cult favorite trucks and carts outside your office or event venue. Use picnic tables, string lights, and music to create an energetic experience. Give employees food truck coupons or tickets to sample different offerings. The outdoor, casual setting provides a nice change of pace.

Movie Night

A movie night is classic for a reason. Set up a projection screen, dim the lights, and arrange plush, theater-style seating with popcorn machines and snack stations. Choose a film that ties to your company’s values or culture. Surprise employees with movie trivia or costume contests before the show for some extra fun.

Comedy Night

A comedy night adds laughter and levity. Host stand-up comics or an improv troupe at your office, or set up the event at a local comedy club. Welcome guests with upbeat music and silly décor like cardboard cutouts of laughing emojis — perfect for a photo booth. Provide small tables for drinks and snacks to give it a casual, intimate vibe where employees can let loose and enjoy themselves.

Catered Brunch

A catered brunch is a fresh take on your typical office party. Bring in breakfast stations that include coffee, fruit, and pastries and hot meals like made-to-order omelets. Play lighthearted, upbeat music as attendees mingle and fuel up. Consider fun additions like a waffle station, juice bar, or pop-up instax photo booth to make it an engaging morning event.

Gameday

Get everyone excited for the big game! Decorate the space with sports banners, jerseys, and foam fingers. Set up “stadium style” seating around screens broadcasting the game. Set up a sports bar and serve classic game day snacks like wings, nachos, and sliders. Consider running a sports trivia game or office betting pool to get everyone involved.

LEARN MORE: 14 New Trends in the Event Planning Industry for 2024

Sophisticated Corporate Event Themes

From sophisticated soirées to playful gatherings, here are 6 unique corporate event themes to delight and engage your attendees.

Black-Tie Elegance

Black tie elegance brings sophistication and class to your next event. Enforce a formal dress code and host the event at an upscale hotel or venue. Use crystal chandeliers, candles, and fresh floral arrangements. Greet guests with classical music or jazz. Offer elevated hors d’oeuvres and cocktails. The refined atmosphere encourages mingling and networking in style.

Vintage Glamor

Transport guests back in time with a vintage glamor theme. Choose a historical venue and encourage period-appropriate attire like flapper dresses or tuxedos. Use antique furniture, candles, and floral arrangements as décor. Play jazz music and serve appetizers like deviled eggs and caviar. The unique setting, combined with nostalgic music and food, will make for an unforgettable vintage-inspired event.

Movie Magic

Make attendees feel like stars with a Hollywood movie magic theme! Roll out a red carpet entrance lined with paparazzi photo ops. Name tables after famous films and use movie poster décor throughout the space. Set up a photo booth with props like director chairs and clapboards. Play songs from popular movie soundtracks to complete the A-list event vibe.

Masquerade Ball

A masquerade ball brings intrigue and elegance. Have attendees bring their own masks or provide unique masks for them to wear. Use candelabras, sheer drapes, and floral arrangements to create an air of mystery. Serve hors d’oeuvres and cocktails. Hire a live string quartet or pianist to set the mood. The masked disguises and upscale atmosphere will create a night to remember!

Casino Night

Encourage fun and friendly competition with a casino night theme. Set up poker, roulette, craps, and blackjack tables staffed with dealers so attendees can try their hand at gambling. Use playing cards and casino chip decorations to set the Las Vegas mood. Consider providing funny money or prizes for top gamblers.

Prom Night

A prom night theme provides lighthearted, nostalgic fun. Decorations can include balloon arches, streamers, and photo backdrops. Encourage attendees to don formalwear and corsages. Set up mock prom photoshoots, vote for prom royalty, and hold a dance-off competition. The high school spirit fosters camaraderie and reminds attendees not to take themselves too seriously.

LEARN MORE: Building a Winning Corporate Events Program: 7 Critical Success Factors

Tech and Innovation Corporate Event Themes

From immersive VR experiences to robotics competitions, here are 5 unique technology-focused corporate event themes to engage your tech-savvy attendees.

Interactive VR/AR Experiences

Get immersive and interactive with virtual reality (VR) and augmented reality (AR)! Set up stations where attendees can interact with simulations, 3D modeling, or virtual facility tours. The hands-on activities showcase your company’s tech capabilities and allow guests to engage with your products in memorable and exciting new formats.

Hackathon

Encourage camaraderie and outside-the-box thinking with a hackathon. Split attendees into teams and pose a technological challenge or problem to solve. Provide working spaces, whiteboards, and any necessary hardware. Teams can work together over the course of the event to develop prototypes or solutions and then present their demos to judges.

Coding Competition

Looking to engage your dev team? A coding competition lets developers showcase their skills in a fun, creative way! Set up workstations and provide internet access, code editors, and any necessary software. Present attendees with coding challenges relevant to your company and give them a set time limit to complete them. Judges can review submissions and recognize top performers.

Robotics Competition

Highlight innovation in action with a robotics competition. Provide teams with robotics kits, hardware, and space to work. Challenge them to program their robots to complete specific tasks like navigating obstacles or sorting objects within a time limit. Set up a demo area for teams to showcase their creations. Your people will appreciate a hands-on break from the daily routine.

Product Showcase

Highlights your latest offerings in an interactive format with a product showcase. Set up display booths, demo stations, and lounge areas to feature new software and innovations. Let attendees view live demos and interact with products first-hand. Consider breakout sessions for deeper dives into real-world applications. Hands-on experiences drive meaningful engagement and bring products to life!

LEARN MORE: How to Host a Webinar and Harness its Power

Destination and Travel Corporate Event Themes

From tropical vibes to snowy après ski, here are 5 unique destination-inspired corporate event themes to transport attendees around the world.

Global Bash

Celebrate your company’s global reach and diversity with an around-the-world theme. Decorate event spaces with flags, maps, and cultural symbols from different countries. Offer food and drink stations featuring cuisines from across your international offices. Consider live entertainment like multicultural music and dance performances. The globally-inspired details will make attendees feel connected and proud to be part of a worldwide organization.

Hawaiian Luau or Beach Party

A Hawaiian luau or beach party provides a fun, tropical escape from the norm. Decorate the venue with leis, tiki torches, palm trees, and beach balls to set the island mood. Serve picnic foods like burgers, tropical cocktails, and fresh fruits like pineapple or mango. Play reggae or steel drum music as attendees arrive. Consider hula dance lessons or limbo contests for some interactive fun!

Mardi Gras Madness

Bring the spirit of Mardi Gras to your next event with a New Orleans-inspired theme. Decorate with beads, feathered masks, and purple, green, and gold accents. Book a jazz band or brass ensemble to provide upbeat entertainment. Offer appetizers and buffet stations with Cajun and Creole cuisine. The festive colors, sounds, and flavors will get attendees in the mood to celebrate!

Nautical Adventure

Bring the excitement of the high seas to your next event with a nautical adventure theme. Decorate the venue with maritime accents like anchors, life preservers, sailor hats, and ship wheels. Serve seafood appetizers like shrimp cocktails and oyster shooters. Offer nautical cocktail options like mai tais and Captain’s punch. Consider interactive elements like a silly photo booth with sailor costumes.

Après Ski

Bring the warmth and fun of an après ski lodge to your next event. Decorate with vintage skis, electric fireplaces, and cozy furniture like fur throws and leather armchairs. Serve hot beverages like mulled wine and hot cocoa. Offer hearty appetizers like raclette, fondue, and chili. The cozy, wintery ambiance will have attendees feeling like they’re unwinding after a long day on the slopes!

LEARN MORE: 7 Event KPIs That Will Prove You Put on a Great Event

Artistic and Creative Corporate Event Themes

From refined art gallery nights to active dance classes, here are 6 creative corporate event themes to spark creativity and make lasting memories.

Art Gallery Night

Bring culture and sophistication to your next event with an art gallery theme. Transform the venue by hanging artwork, sculptures, or photos from local artists around the space. Offer light bites and wine as attendees browse the makeshift gallery. Consider live entertainment, like a jazz singer or classical guitarist, to enhance the ambiance. Even better? Rent out event space at an art gallery for an authentic experience!

Wine and Cheese Night

A wine and cheese night is an elegant yet approachable event idea. Set up tasting stations featuring a variety of wines paired with cheeses, grapes, and jellies. Set the mood with relaxing background music. Supply cheese boards and decorative stemware. To add even more fun, encourage attendees to build their own charcuterie board.

Painting Night

Encourage your attendees to express their creativity after a long workday. Hire an instructor to guide attendees step-by-step through recreating a featured painting. Set up easels, canvases, paints, brushes, and smocks at each seat. Play mellow music and serve refreshments like wine, finger foods, or desserts. The experience encourages guests to mingle and unwind — plus everyone gets to take something home!

Local Artist Showcase

Support makers in your community while providing unique items for employees to purchase with a local artist showcase. Transform event spaces into a market setting, with local artisans, designers, and craftspeople setting up display booths or tables. Consider aligning the timing with holidays for seasonal gift shopping. The maker’s market facilitates meaningful connections and lets attendees bring home one-of-a-kind goods — the perfect memento from your event.

Dance Class

Spice up your next event by bringing in dance instructors to teach a fun, active class! Set up an open space with a suitable floor surface and sound system. Encourage coworkers to pair up and learn choreography together. Consider a short performance to showcase everyone’s new moves. High-energy dance classes like salsa, hip-hop, and ballroom build relationships while getting attendees on their feet.

Interactive Art Installations

Interactive art makes attendees part of the experience. Partner with a local museum, art gallery, or artist collective to curate hands-on exhibits, sculptures, light displays, or projections that invite guest participation. Provide snacks and drinks for a casual, creative atmosphere. Unique installations spark conversation, imagination, and inspiration in memorable ways.

LEARN MORE: Strategies to Increase Event Sponsorship: How to Get More Sponsors

Interactive and Hands-On Corporate Event Themes

From friendly competition to thrilling, high-energy activities, here are 7 hands-on corporate event themes that encourage teamwork, communication, and good times.

Board Games Night

Encourage friendly competition and collaboration with a board games night. Set up stations with classic games like Connect Four, Chess, and Scrabble and trendy new options. Consider a giant version of a classic like Giant Jenga. Provide snacks and drinks to enjoy while playing. Rotate stations or hold a tournament to involve all attendees.

Cooking Competition

Get attendees to showcase their culinary skills in a fun face-off. Split into teams and provide cooking stations with standard ingredients. Give each team a theme or recipe to improvise. Have judges score dishes on taste, presentation, and creativity. Offer prizes for the winners. Co-workers will bond over the collaborative format — plus everyone gets a tasty treat for their efforts!

Escape Room

Challenge your team to work together under pressure with an escape room. Transform your venue into an immersive puzzle environment with clues leading to a final goal or “escape”. Split attendees into small groups and have them race to solve cryptic brain teasers, codes, and hands-on challenges within a set time limit. The thrilling, interactive experience facilitates bonding, communication, and teamwork!

Mini-Golf Tournament

Encourage friendly competition at your next event with a mini golf tournament. Set up a compact putting green with obstacles and holes. Split into teams and rotate through holes, tracking individual and team scores. Consider lively music and fun outfits or costumes. At the end, award prizes for the top scorer or winning team.

Obstacle Course

An obstacle course gets attendees active in an exciting team challenge. Set up a series of physical obstacles like climbing walls, rope swings, balance beams, and monkey bars around your venue. Time teams as they complete the course together. Obstacle courses encourage camaraderie, communication, and fitness through friendly, interactive competition.

Fitness Challenge

Get attendees moving between breakout sessions! Organize activities like relay races, tug-of-war, push-up or plank contests, and more! Split into teams and track scores. Offer prizes for top performers. Active group challenges build morale, laughs, and relationships while getting everyone moving.

Murder Mystery Party

A murder mystery party theme blends intrigue, suspense, and laughter. Assign characters and provide costumes. Set up the “crime scene,” then have attendees mingle, collecting clues and questioning each other about their “alibis.” See if they can solve the mystery by the end of the night.

LEARN MORE: Why A Sustained Events Program Outweighs One Big Event

Outdoor Corporate Event Themes

Here are 6 refreshing outdoor corporate event themes perfect for embracing the warmer seasons.

Spring or Summer BBQ

A spring or summer BBQ is a festive, seasonal event theme. Host outdoors and decorate with flower centerpieces. Fire up the grill for classic BBQ fare like burgers, hot dogs, and grilled veggies. Consider games like bocci, croquet, or giant Jenga. The warm weather BBQ atmosphere fosters relaxed connections and fun among coworkers.

Garden Party

Host an outdoor garden party and decorate the space with fresh floral arrangements, string lights, and paper lanterns for soft, romantic lighting. Include live acoustic music or a string quartet. Offer guests chilled beverages and small bites like tea sandwiches, scones, or mini desserts. The beautiful garden setting provides a relaxed backdrop for mingling and connecting with nature.

Treasure Hunt

Get attendees to channel their inner explorer with a treasure hunt! Create teams and provide maps, riddles, or clues to find hidden objects or locations outside. The hunt could involve taking photos at landmarks, solving puzzles, collecting items, or geocaching. Reward winners with prizes. The interactive outdoor activity provides a refreshing change of scenery while encouraging teamwork and problem-solving.

Gardening Demonstration

A gardening demonstration connects your team to nature in an engaging way. Partner with a local nursery or master gardener to teach planting, composting, floral arranging, or other gardening skills. Provide supplies for attendees to get their hands dirty in container gardens, herb planting, or designing seed bombs. This theme is great for stress relief while teaching sustainable horticulture skills that can also be applied at home.

Annual Company Picnic

An annual company picnic provides a relaxed, festive atmosphere for employees and families to connect. Host at a local park and organize outdoor activities like volleyball, sack races, or egg tosses. Supply classic picnic fare like fried chicken, potato salad, watermelon, and pasta salads.

Outdoor Concert

Host an outdoor concert to create a festive atmosphere. Book local musicians or bands to perform live music suited to your attendees’ tastes — rock, pop, jazz, or acoustic. Set up an outdoor stage and sound equipment. You could also organize food trucks and seating areas like picnic blankets or lawn chairs.

LEARN MORE: Top 10 Event Planning Resources For Meeting & Event Planners

Fun and Unique Corporate Event Themes

Here are 5 unique corporate event themes that will create an extraordinary and unforgettable experience.

Carnival or Circus Extravaganza

Bring lively entertainment and amusement park-style fun to your next event! Decorate with bright colors, tents, balloons, and lights to set the stage. Organize carnival games and activities like ring toss, photo booths, face painting, and psychic readings. Consider booking circus performers, magicians, acrobats, or mimes to wow the crowd with whimsical surprises.

Superhero Soirée

Let attendees embrace their inner superhero at a fandom-themed soirée. Provide comic book decor and superhero props for photo ops. Organize heroic games like an obstacle course, strength contests, or scavenger hunts. Serve themed food and drinks — like “Hulk” green smoothies and “Kryptonite” cocktails. The superhero event theme delivers a heroic experience for fans to geek out and unleash their alter egos!

Decades Parties

Turn back time with a blast-from-the-past decades party! Select a fun era like the 1950s or disco-filled 1970s. Decorate with time-specific props and play hit tunes from that decade. Encourage period-appropriate attire like poodle skirts, bell bottoms, or leisure suits. Add entertainers like Elvis impersonators or Motown bands. The nostalgic party provides a playful atmosphere as attendees reminisce about the good ol’ days.

Annual Company Awards Show

Make your employees feel like stars with an annual company awards ceremony. Create awards categories to recognize achievements and company milestones. Decorate with a red carpet, stage, and Hollywood-inspired props. Ask employees to deliver acceptance speeches. The touch of showbiz and recognition creates an uplifting experience that honors your hardworking team.

Intergalactic Gala

Blast off to an out-of-this-world event with a space-themed gathering. Partner with a science center or observatory, and decorate the space with planets, rockets, and stars. Organize astronomy talks, spacesuit photo booths, or space trivia. This theme provides interactive education and galactic fun that’s out of this world!

LEARN MORE: How to Create an Event Website + Best Event Website Examples

Aligning Your Theme with the Event’s Purpose

The most important thing to remember when planning a corporate event is that the theme should align with the purpose behind bringing people together. Is the goal team building, celebrating a company milestone, making an announcement, or networking? Match the theme to the event’s objectives to support your goals.

For example, outdoor group activities create opportunities for team bonding, while a sophisticated gala is great for celebrating company-wide achievements.

Carefully choosing themes that align with the purpose of your event creates more meaningful experiences for attendees — while also achieving company goals. Keep the event’s purpose top of mind when selecting a creative theme to ensure it delivers the desired impact.

Up-Level Your Next Event with Event Organization Software

Choosing a compelling theme for your next corporate event is key to shaping a memorable experience. Whether your goal is team building, making a big announcement, or celebrating a milestone, align the theme to the purpose for maximum impact.

Looking for support with execution? EventUp Planner is one of the leading names in the field of all-in-one event management software! It provides event managers and planners with an intuitive, seamless, and convenient digital experience that goes hand-in-hand with live, virtual, and hybrid events.

Contact us before your next corporate event to learn more about how EventUp Planner’s complete event management software and automation platform can help you with your planning.

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7 Stress-Free Ways to Scale Your Event Program

Event Management

April 4, 2024

Whether you’re planning your first large-scale event or looking to grow an already successful program, scaling up can seem…daunting. More events mean more moving parts, more staff, and more potential for stress. But with some strategic planning and the right tools, growth doesn’t have to equal headaches!

In this post, we’ll explore how to thoughtfully and sustainably expand your events. We can’t promise zero stress, but implementing even a few of these strategies will set you up for growth that’s as smooth and painless as possible.

So whether you’re planning corporate events, conferences, fundraisers, or beyond, you’ll find practical takeaways to level up your program.

Read on for 7 stress-free ways to scale up your events, step by step.

7 Ways to Scale Your Events Without Stress

Scaling your events program doesn’t have to be painful. These tried-and-true strategies will help you maximize time, energy, and resources so you can scale without creating more work for yourself.

Establish clear goals and objectives

The first step to stress-free scaling is defining clear goals and objectives. What specifically do you want to accomplish by growing your events? More attendees? Higher revenue? Greater brand awareness?

Whatever your goals, quantify them with actionable metrics and key performance indicators (KPIs) to track progress. Relevant KPIs may include the number of registrants, revenue and profit margins, social media impressions and engagement, email open/click rates, and surveys of attendee satisfaction.

With measurable goals and KPIs in place, you can methodically scale up your events framework to hit these targets. Think through the resources, staff, budget, venue size, marketing channels, etc., you’ll need at each stage of growth.

Having this scalable blueprint based on your established objectives lets you grow intentionally and strategically instead of blindly getting bigger for bigger’s sake. It keeps stress manageable even as your events ramp up.

Leverage event management software

One of the best tools for scaling events without extra stress is a feature-rich event management software like EventUp Planner by Tripleseat — the event planner’s Swiss army knife! From easy automation to life-saving templates and cloning capabilities, event management tools allow you to handle more events and attendees without creating more work.

Larger events mean more registration and ticketing headaches, right? Not necessarily! Event management solutions like Attendease can help you seamlessly register 2,000 people as easily as 200.

The best event management software also provides powerful promotion features so you can grow your reach and registrations without manually sending every email.

Also, look for software with hybrid event capabilities built-in, so you can alternate virtual and in-person without starting from scratch each time. With a robust event management platform that grows with you, it’s easy to scale up or alternate event formats as needed.

Build a strong events team

Scaling up successfully requires a skilled events team you can count on.

Take time to thoughtfully build your team and establish clear roles and responsibilities. Identify areas like registration, marketing, logistics, on-site staffing, and breakout sessions that need dedicated support. Consider blending in-house event planners who can handle big-picture strategy with on-site staff like volunteers who’ll manage tactical execution.

When working across departments, set expectations for who owns what early on. Resist trying to control everything yourself—learn to delegate. If your team needs extra support or training, consider investing in team development, like project management training or customer service workshops. Set up regular check-ins to keep everyone aligned.

With the right team structure and training in place, you can confidently hand off responsibilities, freeing yourself up to focus on big-picture growth and strategy. The stronger your team, the more your event program can scale without compromising quality or adding stress!

Streamline event logistics and operations

When your events program is growing, it’s crucial to streamline processes so more volume doesn’t mean more headaches.

Look for ways to develop efficient workflows, like using event planning templates to keep timelines, checklists, and document formats consistent across events. Centralize communication channels, like an email listserv to send announcements to your full staff and a dedicated Slack or WhatsApp channel for event managers to coordinate logistics in real-time.

Automate repetitive tasks that don’t require a personal touch, like using your event management software to automatically send confirmation emails, reminders about unpaid invoices, and notification updates leading up to the event. For example, you can set up automation to send event reminders, prompt feedback requests, and personalized thank-you notes to attendees.

The less manual work per registration, email, invoice, etc., the more you can scale without more effort. With operations optimized, you’ll be equipped to take on more events and attendees seamlessly.

Embrace scalable venues and formats

The right venues and formats will make running larger or concurrent events much smoother.

For scalable spaces, look for convention centers, hotels, and multi-room venues that can accommodate your event at different growth stages. Or consider more adaptable options like outdoor spaces, warehouses, and creative office spaces. You can even embrace a “hub and spoke” model with smaller satellite venues feeding into a main event hub.

Need help finding perfect event spaces in different cities? EventUp by Tripleseat has you covered.

When it comes to formats, take advantage of hybrid options to extend your reach, like livestreaming keynotes or offering select sessions virtually.

Other modular setups add flexibility, like ballrooms with movable walls or sets with interchangeable staging. With the ability to reshape sessions, spaces, and seating as needed, you can adapt seamlessly as each event scales up.

Whether planning simultaneous gatherings or a single growing conference, smart venues and formats prevent you from being locked into one rigid model.

Engage in continuous feedback and improvement

To scale successfully, continually gather and act on attendee feedback. Collect input regularly via post-event surveys, roundtable discussions, and moderated Q&As.

Look for patterns in what participants enjoyed most and areas for improvement. Without this real-time feedback loop, you risk magnifying the same problems as your events expand.

Analyze comments to identify opportunities to fine-tune and evolve. For example, you may hear that breakout sessions are too basic for your now expanded audience. Or that a popular speaker doesn’t resonate the same way virtually vs. in person. Use these insights to modify programming, activities, and logistics to better meet your attendees’ shifting needs.

The more events you run, the more feedback you can gather to implement meaningful improvements across the board. Keeping a finger on the pulse of what engages participants will ensure quality keeps pace with quantity.

Budget strategically

Scaling successfully means budgeting smartly. When allocating funds across a growing events program, you’ll want to prioritize based on need. Your largest conferences warrant bigger budgets than smaller meetups. Identify your primary revenue-driving events and invest accordingly to elevate the experience.

Leverage solutions that maximize dollars. Negotiate ongoing partnerships with venues and vendors to secure bulk discounts. Or consider seeking out sponsorship opportunities. Take advantage of early bird pricing on consumables purchased far in advance. Find creative ways like volunteer staffing to control labor costs.

Looking ahead, factor scalability into your company’s long-term financial projections. Outline different budget scenarios for conservative, moderate, or aggressive event growth. This allows leadership to see the monetary impact of scaling and helps secure buy-in for your strategy.

With strategic budgeting, you can fund your vision for growth while keeping costs sustainable. The more prepared you are, the easier it is to scale smoothly when investment is needed.

Event Management Software Helps You Scale With Ease

Implementing even a few of these strategies will set you on the path to smooth, stress-free event growth.

With EventUp Planner by Tripleseat as your end-to-end event management software, you’ll have the right technology and support to scale your program efficiently. Think more attendees, more buzz, and more revenue — without necessarily more work.
Ready to elevate your corporate events program? Book a demo today!

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Does Your Appearance Matter When Hosting a Webinar?

Event Management

April 2, 2024

In recent years, professional communication has undergone a significant transformation. According to industry reports, virtual events have increased almost 1000% since the beginning of 2020, and webinars have become a powerful platform for knowledge sharing and networking. Previously, we’ve discussed tips on how to host your first webinar, covering steps such as developing content and spreading the word about your event. Today, we’ll be taking a look at whether your appearance matters as a host, sharing tips on dressing to establish credibility and shaping brand perception. After all, webinars are a highly visual medium, and how hosts present themselves can make all the difference in capturing and retaining audience attention.

Why your appearance matters when hosting a webinar

A Forbes article written by sociologist Tracy Brower highlights a study from the journal Social Psychological and Personality Science, which found that when you dress in a more professional way, you tend to perceive yourself as having more power. It also helps you identify more with the people around you and enhances your ability to think more effectively. Meanwhile, other studies have shown that formally dressed individuals are rated as more competent because professional attire communicates maturity, capability, and success.

For virtual events that rely almost entirely on appearance rather than small talk and warm handshakes, presenting a polished look establishes your professionalism and credibility right from the outset. Every aspect of your image – from your clothing and grooming to your posture and facial expressions – sends subtle messages to your audience, shaping their perception of you and your message. So, here are some tips for dressing professionally for hosting a webinar.

Dress for your industry

Your choice of clothing sets the tone for the webinar and communicates professionalism to your audience. Consider the nature of the webinar and your role as the host. If it’s a formal business event, opt for similarly formal attire such as a tailored suit for men or a polished pantsuit for women. Casual or semi-formal webinars call for business casual attire. For this, select a collared shirt like the Men’s Performance Button Polo by Kenneth Cole or the Gloria Vanderbilt Women’s Amanda Button-Front Shirt paired with dress pants or a skirt. No matter what, avoid loud, distracting prints and overly casual clothing such as t-shirts or jeans, as they may give the impression of unprofessionalism.

Wear minimal accessories

Making a fashion statement with accessories can be great in any non-professional scenarioIn any non-professional scenario, making a fashion statement with accessories can be great. However, when presenting a webinar, some accessories like chunky jewelry can serve as a distraction, especially if they’re shiny or make it’s shiny or makes a lot of noise with movement. Be smart and keep it simple when accessorizing. If you’re a glasses-wearer, pick glasses frames that look professional and stick to neutral colors like black, brown, or tortoiseshell. Consider frames that are classic and timeless instead of pairs that are trendy or flashy, such as the Caracas from Michael Kors or Frogface frames by Arnette. If you’re prone to glare or reflections from screens, invest in anti-glare lenses to improve visibility and reduce distractions during the webinar.

Consider your webinar background

Think of your webinar’s background as an extension of your professional appearance. A survey of professionals supports this notion as video background evaluations parallel dress attire, with background sometimes judged to be more important than clothing choice. As such, choose a neutral and uncluttered background for your presentation that complements your attire. Avoid backgrounds that are too busy or messy, which can distract viewers. For this, it’s best to set up a dedicated space for hosting webinars with a professional backdrop.

As the host, your appearance plays a pivotal role in setting the tone for your webinar and influencing how your audience perceives you and your message. By presenting yourself professionally, you establish credibility, create a positive brand image, and facilitate effective communication with your audience, ultimately contributing to the success of your webinar.

Simplify the complexity of managing your webinars and virtual events with a powerful suite of tools

Make your virtual attendees gather with ease. From small to large and complex events – plan and manage all of your events in one flexible platform – Attendease.

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5 Best Practices for Hosting a Virtual Fundraising Event

Event Management

March 28, 2024

If your organization is looking for a savvy way to engage more supporters and grow your audience, look no further than virtual events, which have become a staple in the nonprofit sector. In fact, event organizers rank virtual events as having increased registrations, greater ROI, and greater attendee engagement when compared to in-person events.

We recommend hosting a few virtual events annually to leverage these benefits for your organization. And what better purpose do those events serve than helping your organization raise more funds?

Whether you need help with your virtual fundraising event’s marketing strategy or selecting the right technology, this guide is here to help. In it, we’ll help you carefully plan your virtual event by going over five best practices. Through proper preparation, you’ll be able to push forward your event with confidence and meet your goals.

1. Select the type of virtual event

Just as there are many different types of in-person fundraising events, there are various virtual event ideas that you can use to maximize participation and secure donations for your mission. A few of them include:

Gala
A-thon style events, like a virtual walk-a-thon
Charity auction
Panels and webinars
Online workshops
Fundraising challenges

When choosing which virtual fundraising event to host, consider what your audience of supporters and potential donors would be interested in. For example, if you are on the team of an animal shelter nonprofit, your supporters might be excited about a virtual walk-a-thon, as it’ll allow them to exercise with their pets. On the other hand, if you run a medical association, your audience might be more interested in a formal affair, such as a virtual gala.

If you’re unfamiliar with virtual events and don’t feel confident about removing the in-person element entirely, don’t worry—consider hosting a hybrid fundraising event instead! When done correctly, these events give you the best of both event formats.

2. Choose your event technology wisely

After you’ve decided on what type of virtual fundraising event you’re hosting, you’ll need to purchase technology that facilitates a smooth planning and hosting process.

At the very least, you’ll need a live-streaming tool, as most virtual events require some form of software that allows attendees to watch event proceedings. Additionally, depending on your organization’s needs, you may also need an application that allows attendees to stream themselves as well, such as for an online workshop event.

Other popular types of software you may find helpful for a virtual event include:

Nonprofit database or constituent relationship management solution
Virtual fundraising software
Mobile bidding tools

Be sure to properly vet any new technology before you invest in it. Do this by checking reviews, reading testimonials, viewing case studies, and scheduling demos with the provider. Prepare a list of questions about the software ahead of time, and be sure to get them answered during your meeting.

3. Strategically market your virtual event

One of the core advantages of virtual events is that attendees are not limited by their geographic location. Another benefit is that your attendee limit is not limited by your venue. That means that you can host a much larger number of attendees than if you were hosting an in-person event. As a result, you must make the most of your marketing efforts to get as many people to attend as possible.

As you determine how you’ll promote your virtual fundraising event to potential attendees, be sure to use marketing channels that allow for maximized visibility, such as:

Your website. Your nonprofit’s website is the first stop for any individual who wants to learn more about your organization and what you do. Take the opportunity to add links and call-to-action (CTA) buttons to your event information and registration pages to encourage supporters to attend.
Email. If you send email newsletters to subscribers, be sure to include details about your upcoming virtual fundraising event. Your email subscribers have already demonstrated their interest in your organization’s success and are therefore more likely to attend a fundraising event.
Social media. Promote your event through social media platforms such as Facebook, Instagram, and LinkedIn to maximize your outreach. Add the links to your event registration page within your post or directly on your social media profile so visitors can easily register to attend.

Don’t be afraid to reach out to your established supporters through their preferred methods of communication as well! Direct mail and text messaging are also popular and valuable marketing channels that you can leverage to increase registrations for your virtual fundraising event.

4. Keep supporters engaged throughout the event

Although virtual fundraising events have great potential for keeping attendees engaged, you’ll need to work a little harder than with in-person events. There’s a level of separation between you and your attendees, and you’ll have to creatively overcome this barrier to keep your attendees’ attention.

During the event, use the following strategies to keep attendee engagement high:

Gamification, such as leadership scoreboards or fundraising thermometers
Audience participation, such as creating breakout rooms
Interactive content, like polls and surveys
Live attendee chat systems

If you’re struggling to keep attendees engaged, do your research to find additional tried-and-true methods employed by experts. Elevate recommends you do this by reading fundraising books, which impart a wealth of knowledge and can inspire your nonprofit with fundraising and engagement ideas.

5. Follow up with attendees after the event

To maximize the value of your event, don’t forget to follow up with attendees afterward. Thank your long-time supporters for their continued support, and steward any first-time supporters. Plus, show your gratitude to those who made a gift during the event.

This is also a great time to solicit feedback on your fundraiser. MemberClicks recommends including the following questions in your post-event survey:

Overall, how would you rate the event?
What did you like most about the event?
What did you like the least about the event?
How could this event have been improved?
How likely are you to recommend our event to your peers?

The answers to these questions are especially valuable if this is your first time hosting a virtual fundraising event. They’ll provide a springboard for you to make valuable changes that improve future events.

Although virtual fundraising events may seem intimidating, they are similar to in-person events on a basic level. You need to plan thoroughly, attract attendees, delight them during the event, and strengthen your relationships after your event. Be sure to evaluate your virtual fundraising success through key performance indicators and your feedback survey so you can continue to grow and fulfill your mission.

Simplify the complexity of managing your meetings and events with a powerful suite of tools

Make your virtual attendees gather with ease. From small to large and complex events – plan and manage all of your events in one flexible platform – Attendease.

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What Is an Event Agenda?

When Should You Create an Event Agenda?

What Should Be Included in an Event Agenda?

Why Should You Create an Event Agenda?

Organization & Structure

Time Management

Communication

How to Make an Agenda for an Event

1. Create You Event Agenda with the Event Goal in Mind

2. Call out for Event Speakers

3. Watch for Local Events That May Interfere with Your Event Schedule

4. Keep Your Event Agenda on Schedule and on Time

5. Create a Multi-Track Event Agenda

6. Watch for Event Agenda Overlaps

7. Plan for Space Transition between Event Sessions

8. Gauge Attendee Interest with Event Surveys

9. Prepare for Real-Time Schedule & Event Agenda Updates

Event Agenda Examples

Leverage Attendease to Create an Effective & Engaging Event Agenda

What Is Experiential Marketing, and Why Does It Matter?

Key Considerations for Pharmaceutical Event Planning

4 Top Formats for Your Next Pharmaceutical Event

1. Keynote Event

2. Industry Trade Shows and Conferences

3. Virtual Press Conference

4. Webinar Series

Uncomplicate Your Pharma Event Planning with Event Management Software

7 Strategies to Enhance Events for Healthcare Professionals

1. Set Clear Objectives for all Presentations

2. Start With a Story

3. Make it Brief to Ensure the Best Use of Everyone’s Time

4. Present Data Clearly and Concisely

5. Brand Your Meeting Materials to Your Organization

6. Encourage Attendee Feedback

7. Provide Relevant Materials After the Meeting

Streamline Healthcare Event Planning with EventUp Planner (formerly Attendease)

Simplify the Complexity of Managing Your Meetings and Events with a Powerful Suite of Tools

Why are Waivers Important for Healthcare Events?

How Can Online Waivers Help My Healthcare Organization Avoid Liability?

Provide Flexibility

Securing Attendee Signatures

Inform Event Attendees

Encourages Event Registration

Streamline Healthcare Event Planning with Attendease

What is a Charity Auction?

6 Ideas to Accelerate Auction Fundraising

1. Invest in the Right Auction Software

2. Incorporate Social Fundraising

3. Tap Ambassadors to Support Your Fundraising Plan

4. Create an Event Microsite

5. Add Raffles to Spike Giving.

6. Gamify Your Event

Implement Six Revenue-Boosting Strategies To Amplify Your Charity Auction

Make Fundraising Easier with Event Software

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Why is Retention Important Post-Event?

Provide a Post-Event Landing Page

Leverage Social Media Hashtags

Build a Content Strategy Around Virtual Event Content

Conduct Virtual Meet-Ups

Send Personalized Outreach

Simplify the complexity of managing your webinars and virtual events with a powerful suite of tools

Why Do Corporate Events Need a Theme?

What Are Creative Themes for Corporate Events?

Table of Contents

45+ Memorable Themes for Your Next Corporate Event

Casual Corporate Event Themes

Happy Hour

Food Truck Alley

Movie Night

Comedy Night

Catered Brunch

Gameday

Sophisticated Corporate Event Themes

Black-Tie Elegance

Vintage Glamor

Movie Magic

Masquerade Ball

Casino Night

Prom Night