Category: Event Management

Is Event Software Worth It? How to Get Leadership Buy-In

  • Event Management
  • EventUp Planner Contributor
  • December 3, 2024
Leadership Buy-in on software

Planning and executing a corporate events program is no simple task. 

From managing registration lists and building an event website, to scheduling sessions and marketing the event… the logistics never end. Many corporate event managers quickly become overwhelmed by having to jump between so many different tools and tedious manual processes.

Does this sound familiar? If so, you’re not alone!

While event management software has become increasingly popular, convincing stakeholders to invest in an all-in-one platform can be an uphill battle. Decision-makers may be hesitant due to perceived costs or be skeptical about the real benefits.

The truth is, implementing the right event software saves your team significant time and money in the long run.

By the end of this post, you’ll have a clear understanding of the key advantages of using event management software and how to make a compelling case to your leadership team. Let’s dive in!

The Hidden Costs of Not Using Event Software

While continuing to rely on manual methods and disconnected tools may seem like the path of least resistance, there are substantial hidden costs to this approach. 

Let’s take a look at some of the biggest drains on resources and missed opportunities:

1. Lost time and productivity

Team members’ time and productivity take a major hit when they have to jump between various platforms for different event tasks. These inefficient workflows can lead to wasted hours and increased frustration.

2. Increased third-party fees

Beyond that productivity loss, paying for multiple third-party tools like social media and email marketing services, event website builders, and other one-off platforms can really add up. Those fees really cut into your event’s budget.

3. Greater likelihood of manual errors

With so many manual processes involved, it’s easy for important details to slip through the cracks. One missed deadline or last-minute fire drill can derail your entire event. Not only does this look unprofessional, but missed opportunities have real impacts on revenue.

4. Missed revenue opportunities

Speaking of revenue, having no centralized system to track attendee registrations, check-in rates, and event participation metrics means leaving money on the table. You’re shooting in the dark without good data to guide decision-making.

5. Employee burnout and high turnover rates

Ultimately, these inefficiencies contribute to employee burnout and high turnover/low retention rates on events teams. Constantly struggling with tedious tasks makes it tough to stay engaged and motivated.

The real hidden cost? Being outpaced and out-performed by competitors using new technology to run lean, insight-driven programs that wow attendees.

GO DEEPER: 5 Ways to Streamline Your Corporate Event Planning

 

Is Event Software Worth It? A Look at the ROI

The hidden costs of relying on manual processes and disconnected tools are substantial. But an all-in-one event management platform like EventUp Planner eliminates these drains on company resources while driving greater ROI. 

In the next sections, we’ll dive into the specific ways EventUp Planner saves your company valuable time and money.

How event management software saves your team time ⌚️

One of the biggest time drains for corporate event managers is juggling multiple different tools and platforms for every event. 

EventUp Planner eliminates this inefficient juggling act by centralizing every core planning process into an all-in-one event command center.

  • With simple drag-and-drop design tools, creating on-brand event websites and email campaigns is a breeze. No more wrestling with code! 
  • Save hours of manually building and revising your event schedule. Instead, drag and drop sessions, speakers, and rooms for your meeting or event. Catch scheduling conflicts in real-time and automatically push schedule changes to your website, mobile event app, and more.
  • Easily monitor sign-ups without clunky spreadsheets—our live registration tracking dashboards have you covered. 
  • The ability to clone and replicate previous events and brand assets makes it easy to whip up new events on the fly. 

By consolidating every core event planning workflow into one modern platform, your team will regain significant chunks of their workweek. No more wasted time or headaches juggling various tools—just simple efficiency from start to finish.

READ MORE: How to Conduct a Needs Assessment to Find the Best Event Planning Software

How event tech saves money in the long run 💰

Say goodbye to paying fees for multiple third-party tools and platforms. With EventUp Planner’s all-in-one capabilities, your budget goes further.

  • No need to hire expensive outside designers and developers. Your in-house team can easily create beautiful, on-brand websites and emails with our simple drag-and-drop tools.
  • Our fair pricing model beats paying per-registration fees that quickly add up for large events. With EventUp Planner, you can run unlimited events for one flat fee, making it a great choice for teams hosting multiple events at once.
  • Streamlining inefficient manual processes also cuts labor costs. Let automation and templates handle tasks like scheduling, reminders, check-ins, and reporting.
  • Speaking of reporting, centralized data on registrations and attendance unlocks new revenue opportunities through insights on your biggest draws and gaps! Insight-rich KPIs are your best friends.
  • As your events program grows, EventUp Planner allows you to effortlessly clone previous events without the redundant setup time. It’s never been easier to expand your reach and scale up your corporate events program. 

By consolidating everything into one cost-effective solution, the efficiencies gained allow the savings to stack up over time.

CHECK OUT: How to Bring Event Costs Down Using Corporate Meeting Planning Software

Event Management Software Cost: Making Your Case to Stakeholders

When pitching an event management platform to key stakeholders, take a strategic approach to build a strong business case.

➡️ First, frame event tech as an investment, not a cost. An event management platform isn’t just an expense—it delivers quantifiable return on investment.

➡️ Quantify the potential cost and time savings to get buy-in. Crunch the numbers on inefficiencies eliminated, labor optimized, and revenue opportunities unlocked.

➡️ Emphasize the competitive disadvantage of sticking with manual methods. Your corporate events can’t afford to fall behind more efficient competitors.

➡️ If using legacy systems, note the opportunity costs of not modernizing. The costs of inaction add up quickly.

➡️ Suggest a pilot program to demonstrate the value before broader rollout. A trial makes the benefits tangible.

➡️ Inquire about flexible pricing and implementation options to find the right fit for your organization’s needs and timeline.

By coming prepared with real metrics and a step-by-step plan, you’ll be positioned to get stakeholder alignment on event management technology.

READ MORE: Everything You Need to Know About Event Management Software Pricing

Maximize Your Event ROI With the Best Event Planning Software

The advantages of using a modern event management platform are clear: 

  • Streamlined efficiency
  • Richer data insights
  • Substantial time and cost savings

… and the ability to effectively scale your corporate events program. 🚀

Bottom line: by consolidating every core event workflow into one platform, EventUp Planner eliminates wasted time and missed opportunities. It’s the smart long-term investment to save time, reduce costs, and deliver maximum impact from your events strategy. Schedule a demo today to experience the EventUp Planner difference!

Let's Talk!

How to Plan Effective Board Meetings

  • Event Management
  • EventUp Planner Contributor
  • November 20, 2024
board meeting stock image

Board meetings are vital for organizational success. However, planning successful internal meetings can be challenging when juggling attendee coordination, agenda building, venue selection, and more.

Plus, the traditional format for board meetings just doesn’t cut it anymore! No one wants to attend a boring meeting that lacks focus and doesn’t foster meaningful dialogue.

For forward-thinking companies, board meetings need to stimulate innovation and smart decision-making. Well-planned board meetings create value by aligning key stakeholders, analyzing important issues, and setting the strategic vision for your organization.

Keep reading to learn about best practices for planning effective board meetings. 👀

And remember, with EventUp Planner’s powerful all-in-one platform, you can save valuable time, reduce planning stress, and run strategic board meetings that deliver meaningful business results!

Planning Board Meetings: Best Practices

Planning strategic board meetings that drive decision-making is an accomplishment to be proud of. With the right approach and tools, any meeting planner can plan and execute a productive session that delivers immense organizational value. 

Follow these proven best practices to set yourself up for success:

Define clear objectives and focus areas

Having a clear purpose is essential for effective board meetings. 

First, set a strategic focus by collaborating with leadership to pinpoint key issues and objectives for the meeting agenda. Prioritize 2-3 key topics that deserve substantive discussion and dialogue. This purposeful framework keeps everyone engaged and prevents the meeting from getting derailed.

Determine the ideal meeting format

Once you’ve identified key objectives, decide on the ideal format for the board meeting — whether in-person, virtual, or hybrid. 

Choosing the right format for your meeting encourages maximum engagement and collaboration. Each format has unique advantages. For instance, in-person allows for richer in-room discussions, while virtual enables broad participation regardless of attendees’ location. Hybrid gives you the best of both worlds.

Schedule board meetings well in advance

Give board members as much advance notice as possible. Their calendars fill quickly, so scheduling meetings 6-12 months out boosts attendance from key players. Last-minute meetings risk low turnout and postponement. 

With EventUp Planner’s scheduling tools, you can check availability and lock in optimal dates from the start when calendars are open!

CHECK OUT: 3 Reasons Board Members Should Be Involved In Events

Prepare comprehensive board books/materials

To promote productive discussions, board members need access to relevant information and reports in advance. The better the prep materials, the better the discussion! 

A board book is a collection of reports, presentations, and materials that helps board members prepare for the discussion. This should follow a standard format so that participants know what to expect at each meeting. 

But a board book doesn’t have to be a physical document. EventUp Planner has customizable digital templates that make distribution a breeze so that board members can prepare well in advance.

Allocate sufficient time for the most important topics

While board meetings cover important operational issues, the focus should be on strategic discussions that drive value. 

Build in enough agenda time for each key topic — 30-60 minutes per topic is recommended. Having ample time for back-and-forth dialogue ensures issues are discussed thoroughly, which ultimately leads to better decision making. 

Must-Have Software Features to Run Better Board Meetings

EventUp Planner’s comprehensive platform empowers you with key features to elevate your organization’s most important board meetings:

👨‍💻 Hybrid or virtual meeting capabilities

Modern board members are increasingly distributed, making virtual or hybrid meeting components essential. 

With EventUp Planner, you can seamlessly accommodate both in-person and remote participants through robust hybrid capabilities. Leverage our virtual event tools to live-stream discussions or make sessions available on-demand with full engagement features like polls, Q&A, and more!

This hybrid flexibility ensures your entire board can actively take part from anywhere in the world.

📆 Scheduling tools for a comprehensive, accessible agenda

An easy-to-understand agenda is the backbone of strategic board meetings. 

EventUp Planner’s intuitive schedule management tools allow you to effortlessly build out your full program. Simply drag and drop sessions, speakers, rooms, and other elements using the visual scheduling interface. You’ll get alerts for any overlaps to avoid double-bookings.

Once your agenda is set, publish it instantly to your branded event website, with all updates syncing automatically in real-time. Attendees can explore the full schedule, sessions, and other important event details through an accessible digital experience.

📧 Clonable, easy-to-build communication workflows

Successful board meetings rely on ongoing communication and collaboration amongst participants before, during, and after the meeting. EventUp Planner simplifies this process every step of the way with:

  • Centralized agenda templates get everyone prepped and on the same page
  • Pre-meeting workflows including invitations, reminders, and document sharing
  • Post-meeting workflows to share insights, assign action items, and drive accountability
  • The ability to easily clone previous meeting assets and communication flows so you’re not reinventing the wheel

Streamlined communication means you’re maximizing the information being shared during strategic board meetings, which leads to greater alignment and productivity. 

READ MORE: 10 Free Event Planning Email Templates You Need

Meetings Made Easier: The Power of Meeting Planning Software

Our purpose-built platform creates the ideal command center for planning board meetings. This includes numerous benefits to you, the amazing planner behind it all:

✅ Save hours of time with centralized event scheduling, communication, and management capabilities

✅ Reduce planning stress and headaches with automated tools that catch conflicts

✅ Deliver engaging, interactive meeting experiences that ‘wow’ stakeholders

✅ Provide a professional, on-brand experience across virtual and in-person components

With EventUp Planner handling all the heavy lifting, you can focus on strategic priorities instead of time-consuming manual processes.

GO DEEPER: How to Bring Event Costs Down Using Corporate Meeting Planning Software

Plan Better Strategic Board Meetings with EventUp Planner

Planning effective board meetings that drive strategic impact is no easy feat. 

Between coordinating attendees, building agendas, and juggling logistics, planning these important events is a big undertaking. But you don’t have to do it alone!

EventUp Planner’s all-in-one platform streamlines the entire planning process from start to finish so that you can focus on creating the best possible board meeting. 

See how our intuitive tools can transform your approach — book a demo today!

Let's Talk!

Manage your entire event portfolio and drive down the cost per event with each additional event you execute. EventUp Planner has flat-fee pricing, with no surprises.
  • For all meeting and event types
  • For all event sizes
  • For all functional teams
  • For all use cases
Book a call with our team to learn how EventUp Planner fits your needs.

Choosing the Right Event Management Software: Questions for Marketing and Project Managers

  • Event Management
  • EventUp Planner Contributor
  • November 14, 2024

As a project coordinator or marketing manager, you’ve likely been tasked with planning company and product events—even though event planning isn’t a core function of your role. Your boss wants improved workflows and better results…but provides little guidance on how to get there. You’re left scratching your head, wondering where to even start.

This disconnect is super common, but it doesn’t have to be insurmountable. 

Choosing the right event management software can revolutionize your processes for putting on successful, highly profitable events. The trick is asking the right questions to find the best event planning software for your company’s needs.

In this blog, we’ll cover key considerations for choosing the right event management software so you can make an informed decision. With the right tool, you’ll be equipped to deliver awesome events from start to finish—while saving time, reducing headaches, and maximizing ROI in the process. Let’s dive in!

Step #1 – Identify Your Company’s Specific Needs

Before searching for event management tools, it’s crucial to clearly define your event planning requirements and objectives. Having a clear “why” will shape how you’ll leverage and get the most out of the software.

Are you looking to improve online ticket sales or boost registrations? Or perhaps you’d like to segment and personalize your marketing communications to improve your outreach. Setting these goals from the start provides a roadmap for your search.

To identify your company’s specific needs, ask yourself key questions like:

  • What types of events do I typically organize (corporate meetings, conferences, trade shows, etc.)?
  • How many events do I manage per year on average?
  • What are the typical sizes of these events in terms of number of attendees?
  • What are the biggest pain points or areas for improvement in my company’s current event planning process?

Getting granular about your event objectives and current challenges allows you to pinpoint must-have features and capabilities. With a clear picture of your requirements, you’ll be better equipped to vet solutions and find top event management software aligned with your company’s goals.

LEARN MORE: How to conduct a needs assessment to find the right event management software

 

Step #2 – Understand Which Features Your Company Needs

With so many options on the market, it can feel overwhelming trying to choose the right software for your company. Once you’ve clarified your goals and objectives for using the software, the next step is carefully considering which features will be most valuable for your specific needs. 

As you evaluate event management software providers, keep an eye out for these key features that can dramatically improve your processes:

✅Event website and landing pages. Create branded, mobile-responsive websites and  landing pages to promote your events without the need for coding or developers!

✅Event registration and ticketing. Enable self-service registration and payments directly on your event website for a smooth pre-event experience.

✅Scheduling and speaker management. Easily build out detailed schedules and session tracks with workflows that save time and energy. 

✅ Event marketing automation. Streamline all email communications and nurture campaigns to boost registrations. Automatically send out personalized emails based on attendee interests and behaviors. 

✅ Insightful reporting and analytics. Gain invaluable insights from registration numbers, attendee interests, revenue data, and more to make data-driven decisions to improve your future events.

Take stock of which features will be most impactful for your company’s events. Perhaps automated marketing is the biggest timesaver, or maybe hybrid event capabilities is non-negotiable. Prioritize the must-have capabilities based on your specific needs and goals to narrow your search for top event management software.

CHECK OUT: How to get internal buy-in when you’re considering switching event management software

 

Step #3 – Evaluate the User Experience

Top event planning software with tons of features won’t make your job easier if it’s overly complicated or cumbersome to use.

A user-friendly interface with intuitive navigation is essential for streamlining your workflows and ensuring adoption across your team—whether it’s your event marketing coordinator, team members from across departments, or your leadership team. 

When evaluating potential software solutions, ask yourself:

  • Is the software easy to learn and use without extensive training?
  • Does it offer mobile accessibility for planning on-the-go?
  • Can the interface and branding be customized for a cohesive experience?
  • What training/onboarding resources are included to get started?
  • How responsive is the vendor’s support team?
  • Does it integrate with other tools my team uses?
  • Can user permissions be customized by role?
  • Is there a trial period to properly test the user experience?

Prioritizing ease-of-use ensures your event management software becomes an asset for your entire team rather than a headache. An exceptional user experience drives productivity.

GO DEEPER: Vetting event management technology for ease of use before you buy

 

Step #4 – Consider Your Needs for Integration and Data Management

As a project or marketing manager, you likely rely on various tools for different aspects of your role. Ensuring your new event management software can seamlessly integrate with existing solutions is crucial for maintaining efficient workflows.

Data security, privacy, and compliance are also paramount when handling attendee information and financial transactions. You’ll want reassurance that any platform you adopt meets rigorous security standards.

When vetting potential software vendors, be sure to ask:

  • Does it integrate with my company’s CRM, marketing, and analytics tools? Payment gateways?
  • How does the vendor ensure data privacy and security?
  • Is the platform compliant with relevant regulations (e.g., GDPR)?
  • Can data be exported in common file formats if needed?
  • What data backup and recovery protocols are in place?
  • How can user roles and permissions be configured?
  • What support is provided for implementation and data migration?

The right combination of connection, security, and control over your data ensures the best possible experience for your team and for attendees. 

EXPLORE: 7 steps to secure your event ticketing process & registration

Step #5 – Assess Scalability and Support

Your event planning needs will evolve as your company grows and your event portfolio expands. Choosing an event management solution with the scalability to accommodate increasing volumes and complexity is crucial to avoid costly repercussions down the road.

Equally important is having a reliable support system to ensure you’re set up for long-term success! Look for vendors that provide comprehensive training resources, responsive technical support, and a clear product roadmap that considers your future requirements.

When evaluating potential software providers, be sure to ask:

  • Can the software handle multiple events and increased attendee numbers?
  • Does it offer functionality to support more advanced event types?
  • What training resources are available for admins and end-users?
  • How is customer support provided (live support, knowledge base, etc.)?
  • What is the vendor’s track record for product updates and innovation?
  • How are pricing models structured for predictable cost management?

Prioritizing scalability and excellent support ensures your event management platform grows with your company. 

READ MORE: How to manage multiple events at once

 

Get the Best Event Planning Software on the Market

Choosing the right event management software is essential for streamlining your processes and achieving ambitious event goals.

Don’t settle for a subpar solution that creates more headaches than it solves. Take the time to thoroughly assess your needs and ask the right questions during your evaluation process.

At EventUp Planner, we’re passionate about empowering companies like yours to deliver exceptional events efficiently and profitably. Our team of experts is ready to guide you in selecting the best-fit software to power events, no matter how big or small. Book a demo today to get started!

Let's Talk!

Manage your entire event portfolio and drive down the cost per event with each additional event you execute. EventUp Planner has flat-fee pricing, with no surprises.
  • For all meeting and event types
  • For all event sizes
  • For all functional teams
  • For all use cases
Book a call with our team to learn how EventUp Planner fits your needs.

Tips and Tools for Managing Event Schedules

  • Event Management
  • EventUp Planner Contributor
  • November 13, 2024

Remember the days of wrestling multiple spreadsheets to manage your event schedule? The constant back-and-forth emails, the nagging worry about double-booked sessions, and that sinking feeling when you discover a scheduling conflict minutes before your event goes live… 😱

For many event professionals, these scenarios still represent their daily reality. 

The complexity of modern event management demands a smarter approach. Consider the moving parts — concurrent sessions, hybrid formats, real-time updates, the need to coordinate speakers across different time zones, etc. Traditional event scheduling methods simply weren’t designed to handle these challenges!

In this guide, we’ll explore how modern event schedule management has evolved and share practical solutions for streamlining your event scheduling. So whether you’re organizing a single-day conference or a multi-day hybrid event, you’ll discover how having the right tools and strategies can make all the difference. Let’s explore!

What Is Event Scheduling and Why Does It Matter?

Event scheduling is more than just deciding when things happen. It’s the strategic process of organizing all your event elements — from keynotes to breakout sessions, networking breaks to meal times — into a cohesive timeline that maximizes attendee engagement and increases your chances of event success.

Whether you’re planning a small webinar or a multi-day conference, effective scheduling can make or break your event. A well-crafted event schedule keeps attendees engaged, speakers prepared, and things running smoothly. It helps you manage resources efficiently, prevent conflicts, and create natural flow throughout your event.

Most importantly, good scheduling sets the foundation for exceptional attendee experiences. When your schedule works, everything else falls into place!

CHECK OUT: Event Agendas for Multi-Session Events

 

Common Challenges in Event Scheduling

Think managing a single event timeline is tough? Try juggling multiple sessions, speakers, and room assignments — all while keeping your sanity intact!

Here are the scheduling headaches we hear about most from event planners:

😵 The domino effect

One small schedule change triggers a cascade of updates across your entire event. Suddenly you’re frantically messaging speakers, updating room assignments, and hoping you haven’t missed anything crucial in the process.

😵 Double-booking dilemmas

Oops! You’ve accidentally scheduled your keynote speaker for two breakout sessions at the same time. Or worse — assigned two different sessions to the same room. Without a bird’s-eye view of your schedule, these conflicts are way too easy to miss.

😵 No real-time updates

Your event website shows one schedule, your printed materials show another, and your mobile app? That’s displaying something completely different! Keeping everything in sync feels like an impossible task.

😵 Capacity crunches

Popular sessions are overflowing while others sit half-empty. Without proper capacity management and waitlist capabilities, you’re left scrambling to accommodate disappointed attendees.

Here’s the thing: these challenges aren’t just annoying — they’re costing you valuable time and potentially damaging your event’s reputation. But don’t worry! In the next section, we’ll explore how modern scheduling tools are changing the game… 💪

7 Must-Have Features in Event Schedule Software

When it comes to event scheduling, it’s about working smarter, not harder. The right event schedule builder can transform your planning process and help you deliver better events!

Moving beyond spreadsheets and manual updates, today’s event scheduling software offers features that streamline your workflow: 

Real-time updates 

Say goodbye to scrambling to fix errors when your schedule updates instantly across all platforms. 

  • Changes sync automatically across your event website and mobile app
  • No more “version control” nightmares
  • Attendees always see the latest, most accurate schedule

Drag-and-drop flexibility

Transform the way you build schedules with intuitive drag-and-drop functionality that makes timeline management a breeze!

  • Move sessions around with a simple click and drag
  • Visualize your entire schedule in a dynamic grid
  • Quickly adjust timings without rebuilding the whole schedule

Built-in conflict resolution

Sleep better at night knowing your software automatically catches scheduling conflicts before they become problems.

  • Instant alerts if you try to double-book a speaker or session
  • Room capacity monitoring at a glance
  • Automatic waitlist management when sessions fill up

Multi-session management

Take control of complex events with event schedule software designed to handle multiple tracks, rooms, and speaker schedules simultaneously.

  • Handle concurrent tracks with ease
  • Set up room capacities and waitlists
  • Control access to VIP or restricted sessions
READ MORE: How to Manage Multiple Events at Once

Bird’s eye view

Get a comprehensive overview of your entire event timeline in one glance, making it easier to spot gaps and optimize your event program.

  • See your entire event schedule in one dynamic grid
  • Identify and address scheduling gaps quickly
  • Monitor multiple sessions across different rooms and times

Website and mobile integration

Create a seamless attendee experience by connecting your event schedule directly to your website and event app.

  • Publish your schedule directly to your event website
  • Mobile-friendly display across all devices
  • Automatic updates whenever changes occur
GO DEEPER: How to Create an Event Website + Best Event Website Examples

Custom branding options

Make your schedule look as professional as your event with branded design elements that match your company’s style.

  • Add your logo and brand colors
  • Create consistent event styling
  • Design professional-looking schedules that wow attendees

Now that you know what features to look for in event schedule software, let’s explore some event scheduling best practices!

Best Practices for Event Schedule Management

Success in event scheduling comes down to timing and communication. Here are the essentials that seasoned planners swear by:

✅ Start early

Begin building your schedule framework at least 3 months before your event. Lock in keynote speakers first, then arrange breakout sessions around these anchors. This gives you plenty of time for adjustments without last-minute stress.

✅ Perfect your timing

Keep sessions to 45-60 minutes maximum — anything longer and you’ll lose attendees’ focus and engagement. Build in 15-minute buffers between sessions for room transitions and bio breaks. For virtual components, consider adding extra transition time for tech setup.

✅ Master change management

Maintain one master schedule as your single source of truth. When changes occur, update this first, then let your scheduling software automatically sync changes across all platforms. Keep a clear record of who requested changes and why.

✅ Communicate clearly

Share draft schedules with speakers early for feedback. Send automated notifications to attendees about schedule updates. Keep stakeholders in the loop about major changes through regular check-ins.

CHECK OUT: Presenting at Webinars: What Speakers Should Know

✅ A well-managed schedule sets the foundation for your entire event. Build in flexibility, and your event will run more smoothly. Next, let’s explore how to maximize scheduling tools when managing more complex events.

Advanced Scheduling Tips for Complex Events

Even with powerful event schedule software in your toolkit, complex events require strategic planning. Let’s dive into proven techniques that will help you manage multi-day and multi-track events like a pro!

Multi-day events

Success with multi-day events starts with breaking your schedule into manageable daily blocks. Schedule your highest-priority sessions during peak attendance times, typically mid-morning and early afternoon. 

Don’t forget to account for different time zones if you’re running a hybrid or virtual component, and always build in flexibility between days for setup and breakdown.

Simultaneous sessions

The key to managing concurrent sessions is balance. Avoid scheduling similar topics against each other to prevent audience overlap, and strategically distribute your popular speakers across different time slots. When planning multiple tracks, consider room proximity and match room sizes to expected attendance numbers.

Speaker coordination

Keep your speakers happy and prepared by creating dedicated prep rooms and building in adequate breaks between their sessions. Always schedule technical checks before each presentation, and maintain a list of backup speakers for those inevitable last-minute changes. A well-supported speaker delivers a better experience for everyone!

Room allocation tactics

Smart room management can make or break your event flow. Designate overflow spaces for popular sessions and plan realistic transition times based on room distance. Consider potential audio bleeding between nearby spaces, and always keep a few flexible spaces in your back pocket for last-minute adjustments.

Track management

Successful track management is all about creating clear pathways for your attendees. Use color-coding in your event schedule software to make different tracks instantly recognizable. Balance content difficulty throughout the day, maintain consistent session lengths within tracks, and create natural flow between related sessions.

Remember: complex events don’t have to be complicated. With the right tools and strategies, you can confidently manage even the most intricate event schedules while keeping your stress levels in check.

GO DEEPER: Top 8 Things to Remember When Managing Multiple Events

 

Master Your Event Scheduling with EventUp Planner

Event management software transforms the way event planners work, turning hours of manual work into time and headaches saved.

From real-time syncing to automated conflict prevention, these tools give you the confidence to handle events of any size or complexity.

EventUp Planner brings together everything you need into one intuitive platform:

  • Build professional schedules with drag-and-drop simplicity
  • Update your event website instantly when changes occur
  • Manage multiple tracks and sessions effortlessly
  • Automatically prevent scheduling conflicts

Ready to revolutionize your event scheduling? Book a demo and discover how EventUp Planner can streamline your planning process!

Master Event Planning with a Workback Schedule Template

  • Event Management
  • EventUp Planner Contributor
  • November 6, 2024

Picture this: You’ve just landed your dream role in event planning, and your first major project is right around the corner. The excitement is real, but so is the pressure to deliver a great event. With countless moving parts, deadlines, and stakeholders to manage, where do you even begin? 

This is where an event planning workback schedule can help! Whether you’re organizing a corporate conference, a product launch, a holiday party, or a training seminar, this handy tool turns overwhelming project timelines into bite-sized, actionable steps.

Today’s events are more complex than ever. That’s why seasoned planners rely on workback schedules to stay on top of their (growing) to-do lists. 

In this article, we’ll walk you through everything you need to know about event workback schedules. Plus, we’ll show you how to skip the learning curve with our ready-to-use template. Let’s dive in!

(Psst, ready to ditch disjointed tools and workflows to work smarter, not harder? EventUp Planner can help.) 

What is a Workback Schedule for Events?

Think of an event workback schedule as a GPS for event planners. Instead of starting at the beginning and working forward, you start with your event date and work backwards, mapping out every task that needs to happen along the way.

A workback schedule helps you:

Here’s why it’s called a “workback” schedule: You begin with your event date (let’s say December 1st) and work backwards to today. Need to order supplies? That goes in 6 weeks before. Sending final attendee communications? That’s 1 week before. Starting venue research? That might be 4 months before.

The beauty of this approach is that it ensures you’re not leaving important tasks until the last minute. Every deadline is set with purpose, giving you and your team plenty of breathing room to deliver an amazing event.

Benefits of Using an Event Workback Schedule

Using a workback schedule transforms your event planning in 3 key areas: time management, team coordination, and risk control.

Time management ⏰

A workback schedule helps you allocate the right amount of time for each task. Marketing emails need multiple rounds of review? Your schedule accounts for that. Venue contracts take weeks to finalize? It’s built into the timeline. 

This strategic planning helps you avoid the dreaded last-minute rush and keeps your project running smoothly.

Coordinating with your team 🤝

Clear task ownership means your team always knows who’s responsible for what. Your schedule shows exactly who needs to complete each task and when, making it easy to track progress and identify bottlenecks. Plus, when a team member is out of office, others can quickly see what needs attention.

Risk management 🚨

Spot potential issues weeks or months before they impact your event. A workback schedule reveals task dependencies — like needing final registration numbers before confirming catering orders. This advance warning gives you time to develop backup plans and adjust timelines when needed.

The best part? You don’t need to figure out all these moving pieces on your own! Our event workback schedule template includes built-in activity types that can be customized to your event.

Creating Your Event Planning Workback Schedule

Thinking about creating your own event workback schedule? Here are the top things to keep in mind:

Essential components of your event workback schedule

Every effective workback schedule includes these core elements:

✅ Key milestones. Start with your major deadlines — things like venue confirmation, registration dates, and marketing campaign launches. These become your anchor points for all other tasks.

✅ Task breakdowns. Break large projects into smaller, more manageable tasks. Instead of just “launch registration,” include steps like “set up registration platform,” “create confirmation emails,” and “test registration process.”

✅ Dependencies. Map out which tasks depend on others. For example, you can’t send speaker confirmation emails until you’ve finalized the agenda. Understanding these connections helps prevent scheduling conflicts.

✅ Team assignments. Clearly note who owns each task. This includes both internal team members and external vendors and volunteers, ensuring everyone knows their responsibilities.

 

Event workback schedule timeline planning

The key to successful timeline planning is working backwards from your event date. Here’s a very basic framework to get you started:

Timeline Activities
6+ months before
  • Lock in your venue and date
  • Set your event budget and ticket pricing strategy
  • Research and book vendors (A/V team, catering, etc.)
  • Create your event branding and key messaging
  • Build your event website
  • Develop sponsor packages
3-6 months before
1-3 months before
  • Send regular marketing emails
  • Coordinate vendor requirements and deadlines
  • Create event content (presentations, handouts, etc.)
  • Set up event app
  • Plan staff schedules
  • Order event supplies and materials
  • Start bi-weekly team check-ins
Final month
  • Send final attendee communications
  • Conduct technical rehearsals
  • Confirm all vendor deliverables
  • Create backup plans for critical elements
  • Print badges and materials
  • Build check-in stations
  • Start weekly team check-ins
Final week
  • Host speaker orientation
  • Complete venue walkthrough
  • Test all technical systems
  • Prepare registration materials
  • Brief on-site staff
  • Start daily team check-ins

 

Remember: Every event is different, so adjust these timelines based on your event’s size and complexity. To build a complete plan, make sure to download our robust event workback schedule template, which includes customizable timeframes that you can adapt to your specific needs.

 

Best Practices for Your Event Workback Schedule

Follow these proven strategies to make your workback schedule work harder for you:

Regular updates matter!

Block 15 minutes each morning to review and update your schedule. A workback schedule is only effective when it reflects reality. Add notes about completed tasks, adjust deadlines if needed, and flag any concerns early.

Keep your team connected

Share your workback schedule with everyone involved in your event. Use it during team meetings to guide discussions and track progress. When everyone works from the same timeline, you avoid confusion and duplicated efforts. 

Build in buffer time (seriously)

Add extra time for tasks that typically run long or depend on others. If you think something will take two weeks, schedule three. This extra cushion helps absorb unexpected delays without derailing your entire timeline.

Use digital tools to work smarter, not harder

Skip the spreadsheet chaos. Modern event planning software (like EventUp Planner) lets you:

  • Update tasks in real-time
  • Set automatic reminders
  • Track changes and progress
  • Access your schedule anywhere
READ MORE: Ditch Disjointed Tools and Workflows with Event Planning Software

Adjust as you go

Your workback schedule isn’t set in stone. As you learn more about your event needs, update your timeline. Moving a deadline? Make sure to check for any dependent tasks that might need adjusting, too.

Ready to put these tips into action? Start with our pre-built event workback schedule template. It includes all these best practices — we’ve done the hard work for you.

Download Your Free Event Workback Schedule Template

Events are complicated enough as it is. A well-structured workback schedule helps you work smarter, not harder. 👍

Skip the trial and error of building your own workback schedule from scratch. Our template includes:

  • Common activity types
  • Customizable deadlines and assignments
  • Space for team collaboration
  • Status update tracking

Download our free event workback schedule template and start planning smarter today!

Get the FREE Template

How to Incorporate Storytelling Into Nonprofit Events

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

Whether you’re hosting an in-person, virtual, or hybrid event, your nonprofit’s fundraising events rely on audience engagement to succeed. Your engagement approach likely focuses on participants—after all, you’ll only hit your fundraising goal if they register for the event and have a good time! However, you also need to consider your volunteers and sponsors since they make your event possible in the first place.

One strategy you can use to engage all of these audiences is storytelling. Stories allow your supporters to connect emotionally with your nonprofit and picture everything that will be possible through your event. This includes bringing your community together, creating a positive experience, and—most importantly—furthering your organization’s mission.

In this guide, we’ll review how to tell nonprofit stories that showcase social impact before discussing ways to incorporate storytelling into your events. Let’s dive in!

Fundamentals of Nonprofit Storytelling

Nonprofit storytelling overlaps somewhat with the fictional stories you’re likely familiar with (novels, movies, TV shows, etc.). However, there are also some notable differences because you’re telling true stories about real people, and instead of entertaining readers, your purpose is to inspire support for your mission.

Include the following elements in all of your nonprofit’s stories:

  • A compelling protagonist. If you choose someone your organization serves as the main character, it allows audiences to put a face to your work, making these stories particularly moving. You may also focus on supporters in some stories since they’re the most relatable main characters to most audiences, but these stories are most resonant when you use first-person testimonials in them.
  • A complete plot. Your story should have a beginning, middle, and end so your audience can follow it easily. Start by explaining a problem the main character faced, show how your organization stepped in to help them solve the problem, and end on a joyful or hopeful note.
  • A call to action. After you tell a story, clarify the next steps for your audience—such as registering for your event, volunteering, or staying involved afterward—and share tools and resources to make it easy for them to take action.

Depending on the storytelling format you choose, relevant images and concrete data can ground your stories in reality and tie them to your mission more effectively. Just remember to be truthful and transparent when using statistics, and always get consent from subjects before using their photos or names in your communications.

Telling Stories for Nonprofit Events

Every stage of planning and executing an event holds opportunities for your nonprofit to incorporate storytelling. Let’s break down these possibilities based on whether you tell each story before, during, or after the event.

Before

Since registration is likely one of your main priorities before your events, the main place to tell stories is in your marketing content. Get supporters excited about attending your event and giving to your cause with stories about what previous events have accomplished and your mission-related plans for the near future that you’ll use the funds from this event to achieve.

Infuse storytelling into all of your event marketing materials, including:

  • Your website. According to social impact agency Loop, “A great nonprofit website should inspire visitors and guide them towards the various actions they can take.” Create a webpage for each event you host, draw visitors in with a story, explain key logistical details, and link to your registration form. Using event software like EventUp Planner ensures that designing and maintaining your event website is hassle-free. 
  • Social media. Add a relevant story to your Facebook Event description, and alternate primarily informational and storytelling-based posts across all platforms in the lead-up to your event. Also, if your event includes a peer-to-peer component, encourage participants to share their own stories about their involvement with your nonprofit on their individual fundraising pages.
  • Email and direct mail. Stories are also great attention grabbers for these more personalized event invitations sent to individual supporters. Keep in mind that people are more likely to read longer content on paper than on a screen, so email stories should be concise, while those in direct mail can be more expansive.

Don’t forget about your sponsor and volunteer audiences in your pre-event storytelling strategy! Requests for event volunteer signups are another great place to use the email and direct mail techniques above. Plus, Winspire recommends including stories about your nonprofit’s impact in letters to potential event sponsors to demonstrate your credibility—a key factor for many businesses in deciding how to direct their corporate social responsibility efforts.

During

Storytelling during events keeps participants engaged and excited to support your mission. This holds true whether they’re in the room with you or attending virtually, and no matter if they’re enjoying a fancy gala dinner or challenging themselves to keep moving for twelve straight hours at a dance marathon.

Consider telling stories in:

  • Event kick-off and wrap-up speeches by your nonprofit’s leaders, board members, sponsors, or grateful recipients of your services.
  • Educational and breakout sessions during events like conferences, webinars, or panel discussions.
  • Attendee information packets, which should include an “About the Organization” page to keep your event’s purpose top of mind throughout it.

If you have guest speakers or outside professionals helping you with any of these event components, ensure everyone is on the same page about aligning all stories with your nonprofit branding guidelines and the aforementioned best practices for nonprofit storytelling.

After

Once your event ends, keep your audiences up-to-date on its impact by sharing stories about what you’ve been able to accomplish. If you have relevant stories ready to go within 48 hours of your event, you can also include them in your thank-you messages (since time is of the essence when expressing gratitude!).

Choose different impact stories for each audience based on what resonates with them—here are some ideas:

  • Participants will most want to know how their fundraising dollars allowed you to serve your community, whether you tell them about the new cats your animal shelter took in after expanding its facility or share testimonials from the new beach cleanup efforts your environmental organization launched.
  • Sponsors may also appreciate stories about the event’s impact on those you serve. But if you hear from a participant about how much they enjoyed your catered meal or how excited they were about winning a donated auction item, you could share those stories with the businesses that contributed those goods or services to pass along their gratitude.
  • Volunteers, in a similar vein to sponsors, might like to receive a combination of cause-related stories and quotes from participants or staff members about how particular volunteers helped them resolve issues during the event so they know you value their contributions of time.

Sending an initial thank-you followed by additional updates with more in-depth stories like this keeps your organization top of mind for all of these audiences. Then, the next time you’re looking for donors, sponsors, or volunteers for any initiative, you can reach back out to everyone who made your event possible, and they’ll be more likely to say yes!

As you incorporate storytelling into your nonprofit’s events in these different ways, track information like conversion rates for your marketing materials and post-event survey responses that mention stories. This way, you’ll have a reference for what storytelling strategies worked and which areas could be improved when you plan future events.

Learn more about how event planning software can help you incorporate your brand story into your event from start to finish by booking a time to talk to the EventUp Planner team.

Digital Accessibility in Event Planning: Common Pitfalls & Best Practices

  • Event Management
  • EventUp Planner Contributor
  • October 29, 2024
access on a keyboard

In the event industry today, accessibility extends beyond wheelchair ramps and sign language interpreters. 

With 1.3 billion people globally requiring accessible websites, the digital component of events has become crucial for true inclusivity. Yet, a startling 90% of websites remain inaccessible to people with disabilities, creating significant barriers to participation.

As events increasingly blend in-person and digital experiences, ensuring technological accessibility isn’t just good practice— it’s essential for reaching your entire audience. 

At EventUp Planner, we believe that every person should be able to access, understand, and navigate event websites. That’s why we’ve achieved both Americans with Disabilities Act (ADA) compliance and VPAT certification, making our event management software fully accessible to all users.

Let’s explore how accessible event planning software can create truly inclusive event experiences for all participants.

Understanding Digital Accessibility in Events

Digital accessibility in events encompasses every touchpoint where attendees interact with technology. This includes event websites, registration forms, scheduling tools, and virtual event platforms. 

While many organizations focus on physical accessibility, digital accessibility is equally important for creating truly inclusive events.

The gold standard for digital accessibility is the Web Content Accessibility Guidelines (WCAG) 2.1 Level AA compliance. These guidelines ensure that content is:

  • Perceivable – Information must be presentable to users in ways they can perceive
  • Operable – Interface components must be operable
  • Understandable – Information and operation must be understandable
  • Robust – Content must be robust enough to be interpreted by various assistive technologies

Industry certifications like Voluntary Product Accessibility Template (VPAT) provide formal verification of compliance.

FREE CHECKLIST: A Guide to Creating Inclusive & Accessible Events

 

Essential Features for Planning Accessible Meetings and Events

Planning an accessible meeting or event? Let’s explore 3 must-have accessibility features in your event technology:

Event website accessibility

Your event website is often the first point of contact for attendees, making it crucial that everyone can access and understand the information presented. A truly accessible website removes barriers for users with various disabilities while creating a better experience for all visitors.

Modern, accessible event websites must include:

  • Screen reader compatibility for users with visual impairments
  • Keyboard navigation for those unable to use a mouse
  • Proper heading structure and semantic HTML

Additionally, visual accessibility features are essential for users with different needs:

  • Alternative text for images to convey visual information
  • Sufficient color contrast for readability (meeting WCAG 2.1 standards)
  • Resizable text without loss of functionality or layout disruption
READ MORE: How to Create an Event Website + Best Event Website Examples

 

Event registration form accessibility

Registration forms represent a critical point where accessibility issues can lead to abandoned registrations and frustrated users. Ensuring your forms are accessible means creating a simple, intuitive experience for everyone.

Essential event registration form features include:

  • Clear, logical layout and instructions
  • Error messages that are easy to understand and locate
  • Support for keyboard navigation
  • Compatibility with form auto-fill features

To enhance user confidence and completion rates, your forms should also offer:

  • Clear indication of required fields
  • Multiple contact method options
  • Progress indicators for multi-step forms
  • Automatic saving of partially completed information
CHECK OUT: 4 Easy Ways to Boost Event Registration by 20%

 

Event calendar and scheduling tool accessibility

Event schedules can get complicated, but that doesn’t mean they should be hard to use! Your scheduling tools need to work for everyone, no matter how people access them.

Key event scheduling tools should include:

  • Support for multiple time zones with clear display options
  • Integration capabilities with personal calendar tools
  • Clear visual and text-based interface (that works with screen readers)
  • Easy-to-use session selection and registration

To take the scheduling experience one step further, your event scheduling platform should also provide:

  • Waitlist management for full sessions
  • Automated notifications for schedule changes
  • Alternative format downloads (PDF, plain text, etc.)
  • Conflict detection and resolution tools

Digital Accessibility Examples and Best Practices

Let’s explore some event accessibility examples and implementation best practices at all stages of the attendee journey.

Pre-event planning

Getting accessibility right from the start saves time and creates a better experience for everyone. Many accessibility issues can be prevented by making smart choices early in the planning process, particularly when it comes to your technology choices.

Here are some important steps to take care of before your event:

  • Choosing VPAT-certified event planning software (like EventUp Planner 👋)
  • Testing all digital touchpoints with accessibility tools, e.g. screen readers
  • Creating clear, easy to find accessibility statements for your event
  • Providing multiple registration options with proper support

For example, you can use EventUp Planner’s pre-built accessible templates to create registration forms that work seamlessly with screen readers while also offering support over phone and email.

During the event

Live events require real-time accessibility support because technical issues or accessibility barriers need immediate attention. Having a plan for immediate assistance helps ensure all attendees can participate fully throughout the event.

Key considerations during your event:

  • Dedicated technical support team for accessibility issues
  • Multiple formats for presentation materials
  • Clear signage and wayfinding in large print (both digital and physical)

Note: When running virtual events or hybrid events, accessibility needs are even more technology-dependent and require careful monitoring and support. Ensure every attendee can access, participate in, and engage with your event by providing multiple ways to join sessions, interact with content, and get support. At minimum, this means offering live captioning, clear navigation, accessible materials, and trained technical support staff who can quickly address accessibility needs.

After the event

The end of your event is just the beginning of creating better experiences for future events! Gathering and reviewing accessibility feedback helps you continually improve and shows attendees you value their input.

Here’s how you can improve future events from an accessibility standpoint:

  • Collect accessibility-specific feedback through post-event surveys
  • Make recorded content available with proper accessibility features (such as closed captioning on all video content)
  • Internally, document lessons learned and areas for improvement
  • Share accessibility ‘wins’ with key stakeholders and outline specific plans for future improvements

Remember: If your organization is truly committed to fostering inclusive events, it should treat accessibility as an ongoing process rather than a one-time effort. This means regularly auditing digital platforms to identify areas for improvement, updating accessibility statements as new features are implemented, and ensuring team members are trained in current best practices. 

Plus, staying informed about evolving accessibility standards and regulations helps your company maintain compliance while continuously enhancing the user experience for all attendees. 👍

Common Accessibility Pitfalls to Avoid in Events

Even the most well-intentioned event planners can stumble when it comes to digital accessibility. Being aware of these common mistakes can help you create more inclusive events from the start:

Poorly designed registration forms 📝

Plenty of organizations lose potential attendees at the registration stage by using forms that frustrate users with accessibility needs. 

Common issues include required mouse interaction, timing out without saving progress, and form validation errors that aren’t clearly explained to screen reader users.

Inaccessible calendar invites 🗓️

Event organizers often overlook the accessibility of calendar invites and scheduling tools. 

Sending calendar invites in formats that don’t work with screen readers, failing to include time zones clearly, or not providing alternative ways to add events to personal calendars can exclude many participants.

Not testing virtual platforms beforehand 🖥️

Many organizations choose virtual event platforms based on features alone, without ever testing their accessibility features. This can lead to discovering major accessibility barriers during the event itself, when it’s too late to make changes.

Ignoring mobile accessibility 📱

With more people accessing events via mobile devices, failing to test the accessibility of your event website and materials on mobile platforms can exclude a significant portion of your audience. This includes not checking how forms and interactive elements work on mobile screen readers.

Forgetting about cognitive accessibility 🧠

In the rush to address physical and sensory requirements, organizations sometimes overlook cognitive accessibility. 

This includes using complex navigation on their event website, failing to include clear instructions at various stages of the attendee journey, or not providing enough time for users to process information and complete tasks without systems timing out.

Not planning for technical support 🧑‍💻

Many events lack dedicated accessibility support, leaving users with assistive technology to figure things out on their own. Without clear instructions for accessing help or support staff trained in accessibility features, attendees can feel stranded when technical issues arise.

Making event documents inaccessible 📄

Running a webinar? Sharing presentations and materials in inaccessible formats is a frequent oversight. This includes posting PDFs that aren’t properly tagged for screen readers, using images without alt text, or sharing spreadsheets that don’t make sense when read linearly by assistive technology.

To avoid these pitfalls, keep the following things in mind:

✅ Test your entire event journey with various assistive technologies

✅ Create clear documentation for accessing support

✅ Build extra time into your planning process for accessibility testing

✅ Train your team on accessibility best practices

✅ Have backup plans in place for if/when accessibility features fail

✅ Get feedback from users with different accessibility needs

Remember, accessibility isn’t just a checklist to complete. Instead, it’s an ongoing commitment to creating inclusive experiences for all attendees. 

The Business Case for Digital Accessibility

Making your events accessible isn’t just the right thing to do—it’s a smart business decision. 

With 1.3 billion people globally requiring accessible websites, organizations that prioritize accessibility tap into a significant market opportunity. 

Plus, many sectors now mandate accessibility compliance: government agencies require VPAT certification, educational institutions must meet accessibility standards, and healthcare organizations need compliant solutions for patient engagement.

Beyond compliance, accessible events drive better business outcomes. Organizations typically see improved brand reputation, increased participant engagement, and broader market reach. 

Make Your Events More Accessible with EventUp Planner

Creating truly accessible events shouldn’t be complicated. 

EventUp Planner makes compliance straightforward with built-in accessibility features that meet WCAG 2.1 Level AA standards. From our ready-to-use event websites to our intuitive registration forms, every feature is designed with accessibility in mind.

Our commitment to accessibility means you get:

  • WCAG 2.1 Level AA compliant templates and forms
  • Screen reader compatibility across all features
  • Adjustable color contrast and text size options
  • Full keyboard navigation support
  • Accessible calendar tools and event scheduling

Ready to make your events more accessible? Let’s have a conversation about how EventUp Planner can help your organization create inclusive experiences for all attendees. 

Book a call

Corporate Holiday Party Planning Checklist

  • Event Management
  • EventUp Planner Contributor
  • October 15, 2024
company holiday party

The holiday season is just around the corner, and that means it’s time to start planning the annual company party! As an event planner, you know these festive celebrations are a great way to boost employee morale, show appreciation, and bring your team together.

But let’s be real — organizing a fun and memorable corporate holiday party that lives up to expectations can be stressful. There are so many moving pieces to juggle, from nailing down the budget and finding the perfect venue, to coordinating catering, entertainment, décor, and everything in between. 

The good news? With some early planning and the right tools in your corner, you can avoid holiday headaches. Having a detailed holiday party planning checklist keeps you organized and on track every step of the way. 🙌

In this guide, we’ll walk through our recommended timeline covering exactly when to start planning your company’s holiday party, and the crucial tasks to check off your list along the way.

When to Start Planning Your Office Holiday Party

The earlier you kickstart your holiday party planning, the better. We recommend getting started at least 2-3 months in advance. This may seem like a long runway, but trust us — giving yourself this buffer pays off big time!

Early planning helps you avoid unnecessary stress and last-minute scrambling. It also lets you lock in the best venues and vendors before dates get snatched up. Plus, you can explore all your options without feeling rushed, negotiate better rates, and have ample time for promoting and building excitement around the event.

Following a clear timeline with key milestones makes holiday party planning easier and more enjoyable. Give yourself the gift of peace of mind this holiday season, knowing no balls will get dropped as the event gets closer. That’s where a handy checklist comes in!

Now, let’s go over the ideal timeline for starting—and completing—your holiday party planning. 

CHECK OUT: 6 Ways Event Planning Software Makes Holiday Party Planning Stress-Free

 

Holiday Party Planning: 3 Months Out

It’s time to pin down the big-picture details for your corporate holiday party — securing the date, venue, vendors, and more!

[  ] Pick a date

When it comes to the office Christmas party, aim for Thursday, Friday, or Saturday evenings in late November or early December. This ensures your event doesn’t conflict with employees’ personal holiday commitments or travel plans. Send save-the-dates ASAP so people can block it off. Check in with company leadership and VIP guests to make sure they can attend before you finalize the date. 

[  ] Finalize and approve the budget

Before going any further, get final approval on your holiday event budget. Knowing your financials upfront is key for finding venues and vendors within your price range. No one wants surprises when the bills start rolling in!

[  ] Assemble a party planning committee 

You don’t have to go it alone. Instead, get support by leaning on your colleagues in other departments. Having multiple perspectives helps you cater to different needs and tastes when selecting things like food, décor, and entertainment. 

Plus, you can divide up tasks and conquer your to-do list more efficiently. Just make sure to set clear roles and deadlines — regular planning meetings and project management software will help. 

[  ] Brainstorm fun event ideas and party themes

Will this be a formal event — like a classic Winter Wonderland party — or a more casual get-together? Does your team prefer tried-and-true holiday themes like an ugly sweater party, or something fresh and unique? Use polls and surveys to get input and build excitement early on. 

Tired of the same old corporate events? Check out our list of top party ideas: 75 Event Ideas to Inspire Your Next Event

[  ] Research and book your event venue

The holidays are a very busy time, so event spaces get booked up fast. Start your venue research and site tours as early as possible to lock down your first choice location and preferred date.

When vetting potential venues, make sure to have a clear idea of your needs — estimated guest count, layout preferences (space for dining, dancing, live band, etc.), audio/visual and staging requirements, and any other must-haves. Having these details nailed down will make it easier to find venues that can accommodate.

  • Pro tip: For holiday parties, pay close attention to parking availability and proximity to public transit. Making it convenient for attendees will make sure as many people as possible can partake in the celebrations!

[  ] Research and select vendors

The holidays are a busy period for vendors as well, so start your research and booking process early. Popular caterers, live bands, DJs, and other entertainment acts can get scooped up fast this time of year. Aim to have your top vendor choices confirmed and under contract at least 2-3 months out.

When evaluating vendors, get quotes from multiple companies and compare pricing, services, and availability. Read reviews, check out portfolios, and don’t hesitate to ask for references from other clients. If possible, do food tastings or meet vendors in person to get a true sense of what they can provide.

Need to find the perfect venue? Check out EventUp—the top marketplace for finding unique party venues!

Holiday Party Planning: 1 Month Out

Next, it’s time to firm up all the finer details that will make your holiday party a night to remember! At this stage, you’ll want to lock in your guest list, send official invitations, and get the ball rolling on logistics.

[  ] Confirm guest list and send invitations

By now, you should have a good estimate of how many employees, plus-ones, VIPs, and other guests to expect. Double check that guest list and get those invitations out the door!

Design something fun and festive that builds excitement. Use animated GIFs, a creative holiday theme, or even a video invite to really grab attention. Tools like EventUp Planner make it easy to manage your guest list, send reminders, and track RSVPs all in one place.

[  ] Create a plan for party supplies and decorations

What supplies will you need for activities, décor, and gifts? Create a detailed checklist to stock up on any materials, props, and other items you need to make the event pop. 

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

[  ] Book fun activities

Book activities that’ll keep the vibe high all night long — think festive photo booths with props, candy carts, gift wrapping contests, and more!

Other company holiday party activity ideas:

  • Ugly sweater or festive outfit contests
  • Gift exchange or Secret Santa
  • Holiday trivia or games (Christmas movie quotes, sing-offs, etc.)
  • Gingerbread house building or decorating contests
  • Chocolate or hot cocoa bars
  • Toy or donation drives
  • Casino stations
  • Holiday karaoke

[  ] Book necessary equipment and rentals

Solidify any equipment needs like audio/visual equipment, lighting, staging, furniture, or décor rentals at least a month in advance. If you plan to have professional event photography or videography, book these vendors as well.

[  ] Prepare holiday swag, giveaways, and gifts

Who doesn’t love taking home party favors and goodies? If you plan to give out any swag or gifts, work with vendors and sponsors to get these ready to go ahead of time. 

[  ] Finalize the event program

By the 1-month mark, you should have a clear run of show locked in. This includes a detailed schedule for things like:

  • Guest arrival and check-in
  • Speeches or award presentations
  • Entertainment showtimes
  • Food and beverage service
  • Special activities or surprises planned
  • Transportation and parking logistics
  • Breakdown and clean-up

It’s easy to build a detailed run of show with EventUp Planner’s intuitive timeline builder. You can visualize the full event schedule, book speakers, and make live updates as needed to keep the evening on track. 

Holiday Party Planning: 1 Week Before

With only a couple weeks until the Christmas party, it’s time to dive into the nitty-gritty details and final checks. This is when your planning really starts to come together!

[  ] Confirm final details with all vendors

Touch base with every vendor — from the catering service to the rentals company — to confirm final head counts, delivery timelines, set-up and strike requirements, and any other key details. If possible, do a full venue walk-through with vendors to ensure everyone understands logistics like load-in access, staging areas, and more.

[  ] Test technical equipment 

If you’re planning on having live music or speeches as part of the evening’s events, you’ll want to cover your bases with audio, visual, and lighting checks. Work closely with the venue’s technical team to make sure all equipment is installed and working properly beforehand. 

Have backup plans in place just in case, like spare mics, playlists on a laptop, and your vendor contacts on speed dial. 

[  ] Review run of show and key day-of roles

By now you should have a final, confirmed run of show for the entire event. Go over this in detail with your planning committee. Leave no questions unanswered about when/where everything is happening, vendor arrivals, etc. Then assign staff or volunteer roles and duties for setting up, checking in guests, managing different activity areas, and more. You got this!

Streamline Holiday Party Planning with Event Management Software

As you’ve seen, having a detailed holiday party planning checklist keeps you organized every step of the way.

Need more support? Leading event planning tools like EventUp Planner allow you to streamline and centralize the entire party planning process. Easily build event schedules, manage guest lists, automate your event communications, and more — all in one place. 

Say good-bye to disjointed tools and endless email threads! Our intuitive tools eliminate stress so you can focus on creating memorable holiday celebrations that people will be talking about for years to come. 🎄

See for yourself how EventUp Planner simplifies party planning from start to finish by booking a free demo with one of our experts today.

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10 Winning Strategies for Increasing Event Ticket Sales Online

  • Event Management
  • EventUp Planner Contributor
  • October 9, 2024

Filling seats is your biggest priority and your biggest challenge as an event planner. Potential attendees have a smorgasbord of options, meaning competition for their attention is fierce. It’s normal to be left wondering— how can I stand out and sell more tickets?

The good news is, the event ticketing market is booming. Revenue in the U.S. event tickets market is projected to reach $36.26 billion in 2024 and grow at a 2.85% annual rate through 2028. This represents a huge opportunity for savvy planners to capture their share of ticket sales!

In this post, we’ll explore 10 proven strategies that leverage event ticketing software and your event communications to sell more tickets. When implemented effectively, these strategies allow you to maximize your reach and ultimately sell out your events. 🎉

Let’s dive in!

How to Increase Ticket Sales for Events? Check out these 10 Tips!

Make sure you’re on the right track to drive ticket sales with the following strategies. Plus, learn how event registration platforms like EventUp Planner make it easier to promote your event and sell tickets online.

Create a winning pricing strategy

Nailing your ticket prices is crucial for making sales. Price too high and you risk driving attendees away. But price too low and you risk leaving money on the table. Ideally you want to take an approach that maximizes sales while still appearing valuable to potential attendees.

One way to find that sweet spot is by offering flexible bundles and packages tailored to different audience segments: 

  • Tiered pricing for basic, premium, and VIP levels
  • Group discounts for larger parties
  • Bundled packages with added extras like merch or experiences
  • Dynamic pricing based on demand

Creating a sense of urgency through limited-time pricing and low ticket availability can also boost conversions. Advertise early bird discounts or things like “50% off tickets this week only!” to capitalize on the fear of missing out. (But use this tactic sparingly—using scarcity or urgency can get old really fast.)  

Once you’ve perfected your pricing, use event ticketing software to easily sell tickets online. EventUp Planner has top features like different pricing categories, promo codes, and group passes—making it super easy to implement your ideal pricing structure.

Promote your event on social media

Social media is a fantastic way to get your event out there and reach a larger audience. The key is concentrating on the two or three social media platforms your target attendees use most. Ensure these are places your people actually spend time, and tailor the content you share to that specific audience and platform.

Here are some more best practices to keep in mind when selling tickets using social media: 

  1. Create engaging content. Stand out with creative videos, behind-the-scenes sneak peeks, and other share-worthy content tailored to each platform’s native style. For Instagram, design eye-catching graphics and Reels. On TikTok, recreate trending challenges related to your event theme.
  2. Encourage user-generated content (UGC). Incentivize attendees to organically share about your event through contests, branded hashtags, and photo ops! Award prizes for the best fan photos/videos using #YourEventHashtag.
  3. Use hashtags and geotags. Increase the chance of your event being discovered by using relevant location-based and interest-based hashtags that your target audience follows. (For example, #NYCevents or #TechConference)
  4. Engage with your followers. Don’t just broadcast—reply to comments, re-share user posts, go live, and stir up conversation around your event. This builds buzz and a sense of community.
  5. Run targeted ads. Run paid ads to laser-target your ideal attendee personas across social platforms using their specific interests, behaviors, locations, etc.
  6. Offer contests and giveaways. Drive engagement through giveaways for free tickets, VIP upgrades, or event merch and experiences. For example: “Like and tag 3 friends for a chance to win VIP passes!”
Need help streamlining your social media promotion? EventUp Planner allows you to schedule and automate social media campaigns and posts through integrations with marketing platforms you already use! Plus it’s easy to capture user-generated content through branded hashtags, then re-share through automated workflows.

Use email marketing to its full potential 

Email marketing allows you to tap into your existing customer database and retarget people who have already expressed interest in your event. This warm audience is far more likely to convert compared to cold outreach. Email is also highly measurable, letting you optimize campaigns for maximum ticket sales!

Here’s how to get the most out of email marketing for your event: 

  1. Segment your list and personalize event communications. Don’t blast the same generic email to everyone. Segment your email list by factors like demographics, interests, previous attendance, etc. Then, personalize emails with dynamic content tailored to each segment for higher engagement. (For example, market VIP packages differently to past VIP buyers.)
  2. Promote special offers. Entice signups by promoting early bird pricing, group discounts, package deals, and other special offers through dedicated email campaigns. This exclusivity drives purchasers to buy early.
  3. Capture abandoned carts. Set up automated remarketing flows that re-engage prospects who started but didn’t complete registration. A simple “Forgot something in your cart?” can help recover lost sales.
  4. Use clear CTAs. Every email should have a clear, prominent call-to-action (CTA) driving users to purchase tickets through your event website or registration page. Make it obvious and frictionless to convert.
  5. Testing and optimization. A/B test elements like subject lines, copy, CTAs and imagery to see what resonates best with your audience. Then double down on the highest performers while continually optimizing.

 

Email marketing getting you down? Use EventUp Planner to create fully-branded email templates once and then reuse those designs across all email campaigns, saving time and energy! Our platform lets you segment email lists to send personalized, timely messages to specific audience segments at optimal times.

Collaborate with influencers and industry experts

Expand your event’s reach by partnering with relevant influencers, industry experts, and thought leaders. The goal is to leverage their existing followings by having them promote your event—through endorsements, takeovers, guest content, and more—in order to sell more tickets.

  • For social media, you can co-create promotional videos, Instagram Reels, or TikTok challenges featuring the influencer. Have them go live to hype up the event, share behind-the-scenes sneak peeks, or run a joint giveaway for free tickets.
  • Enlist influencers for dedicated email campaigns where they introduce the event to their subscriber list. Or have them contribute guest content for your email newsletters.
  • You can also run co-branded ads together or negotiate affiliate marketing deals where they earn a commission for any tickets sold through their unique referral link or code.

The key is identifying influencers and experts highly relevant to your event niche and audience. Their authenticity and sway over your target market is incredibly valuable.

Optimize your website and landing pages

Your website and event landing pages are prime real estate for converting browsers into ticket buyers. 

Ask yourself the following questions to evaluate their effectiveness: 

✔ ️ Is the website easy for visitors to use and find what they need?

✔ ️ Are there clear, prominent calls-to-action like “Get Tickets Now” on every main page?

✔ ️ Is the website mobile responsive and optimized for mobile purchases?

✔ ️ Do pages load quickly to minimize abandoned carts?

✔ ️ Does the site incorporate social proof like testimonials or badges showing the number 

     of tickets sold?

✔ ️ Is there comprehensive, up-to-date event info and an FAQ section?

✔ ️ Is the online checkout process streamlined and secure?

Even small tweaks to these factors can dramatically improve your website’s ability to drive ticket purchases! Test relentlessly to find the ideal user experience.

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

Expand your reach through Search Engine Optimization (SEO)

Search engine optimization (SEO) is the practice of optimizing your website and content to rank higher in search results for relevant keywords. For events, utilizing SEO can increase your online visibility and, in turn, your ticket sales.

Here’s how to get started: 

  1. First, conduct keyword research to identify high-value search terms like “[event name] tickets” to target. Then, optimize your website pages, title tags, and meta descriptions with those keywords. 
  2. Next, create and publish regular blog content that utilize the keywords you’ve identified. (Your event descriptions on the website should include the keywords, too.) 
  3. From there, try to earn backlinks from reputable sites (e.g. event association or sponsors’ websites) through outreach and partnership building. 
  4. Finally, make sure your website or landing page(s) load quickly and function properly on mobile devices. 

While SEO is free organic traffic, pay-per-click (PPC) ads allow you to “pay-to-play” at the top of search results immediately. A combined SEO and PPC strategy can maximize your visibility. 👍

CHECK OUT: Everything You Need to Know about SEO for Event Websites

Harness sponsorships and strategic partnerships

Selling tickets is a numbers game. The more people you reach, the more tickets you’ll sell. 

That’s why appealing to the warm audiences of event sponsors and strategic partners can be such a powerful strategy. You don’t need to invent a new audience— you simply need to access ones that already exist!

Every time a sponsor cross-promotes your event to their social media following or email lists, you’re gaining access to an entire new audience of potential attendees. Increase your event’s perceived credibility and value by highlighting sponsors prominently on your event website, in your email campaigns, and via social media campaigns.

Strategic partnerships with complementary businesses, media outlets, non-profits, and local organizations also expand your online reach. For example, events focused on specific industries or interests can team up with relevant professional associations or membership organizations. Those groups then promote the event through their newsletters, websites and communications, driving ticket purchases from their membership base.

LEARN MORE: How to Get More Sponsors for Your Next Event

Implement a referral program

Implementing a referral program is a brilliant way to incentivize your existing attendees and fans to become brand ambassadors, driving more online ticket sales!

The benefits include:

✅ Increasing word-of-mouth marketing

✅ Reaching new audiences through trusted recommendations

✅ Lower acquisition costs compared to other marketing channels

Here are a few tips to successfully implement a referral program: 

  • Offer desirable rewards like free or discounted tickets, VIP upgrades, event merchandise, or other valuable incentives
  • Make it easy to share and track unique referral links
  • Promote the program through email campaigns and your event website
  • Gamify your referral program with rewards tiers and leaderboards for added motivation

Even simple referral efforts can provide a huge sales boost when you mobilize your loyal audience.

Host webinars and live Q&A sessions

Hosting webinars and live Q&A sessions allows you to connect directly with potential attendees and sell more tickets online. 

These interactive sessions provide a forum to dive deeper into event details, address common questions and concerns, and build excitement. Attendees get their queries resolved in real-time, instilling confidence to purchase!

Choosing an intuitive virtual event software makes it easy to set up and run webinars. EventUp Planner has interactive engagement tools like live polls, Q&A chat box, and more to provide an ‘in-person’ feel to your webinar.

Tap into your network

Don’t overlook the powerful marketing potential of your own network when selling event tickets online! Tap your event team, vendors, sponsors, and partners to help generate buzz:

  • Ask them to share promotional emails and social posts with their contacts
  • Have them directly reach out to colleagues, clients, members, or subscribers
  • Connect with related local businesses, organizations, or meetup groups
  • Get support from industry associations or non-profit partners in your space

An event’s success relies on a village of supporters; leverage your extended network by making them brand ambassadors. Their relationships can drive more ticket purchases than advertising alone.

Boost Ticket Sales with Event Ticketing Software 🚀

When it comes down to it, there are tons of strategies for selling more tickets online. The key is to work smarter, not harder so you can reach your revenue targets—without losing your sanity. 

Enter EventUp Planner. 

Our leading platform makes it easier to create custom registration forms and manage submissions so that you can spend time promoting your event. Plus, our tools for event communications and marketing make it easier to sell more tickets with less stress. 

Ready to learn how an online event ticketing system can make selling tickets easier? Book a demo of EventUp Planner today!

Let's Chat!

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

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

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

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

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

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

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

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

 

✅ Boosting employee morale

✅ Recognizing team achievements

✅ Connecting colleagues across departments

✅ Reinforcing the corporate culture

 

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

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

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

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

 

6 Software Features You Need for Holiday Party Planning

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

Create fun, custom holiday event websites and online registration pages

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

Seamlessly manage your guest list and invitations

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

CHECK OUT: 75 Event Ideas to Inspire Your Next Event

Leverage marketing automation to send out email campaigns

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

Manage schedules for extensive holiday events or multi-day celebrations

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

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

Provide virtual and hybrid holiday event options

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

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

Master day-of-event management

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

Corporate Holiday Party Planning Tips & Considerations

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

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

How to Plan a Company Holiday Party: FAQs

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

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

 

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

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

 

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

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

 

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

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

 

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

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

 

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

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

 

Make Holiday Party Planning Easier with Event Planning Software

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

 

Let's Talk!

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