Category: Event Management

3 Reasons Board Members Should Be Involved In Events

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

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

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

1. Strategic Insights

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

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

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

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

2. Networks

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

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

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

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

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

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

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

3. Board Engagement

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

Engaged board members:

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

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

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

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

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

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

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

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

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

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

The Importance of Event Reporting

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

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

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

Evaluate Event Performance

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

Learn What’s Working (& What’s Not)

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

Demonstrate the Value of the Event

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

Improve Attendee Experience

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

16 Key Event Metrics to Report & Analyze

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

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

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

1. Number of Registrants or Tickets Purchased

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

2. Total Attendance

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

3. Registrant Conversion Rate

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

4. Attendee Demographics

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

5. Gross Revenue

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

6. Return on Investment (ROI)

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

7. Budget Variance

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

8. Cost per Attendee

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

9. Social Media Engagement & Reach

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

10. Website Traffic

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

11. Mobile App Downloads & Activity

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

12. Engagement & Participation Levels

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

13. Number of Complaints & Issues Logged

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

14. Leads Generated

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

15. Attendee Satisfaction

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

16. Product Sales

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

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

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

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

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

 

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Top 8 Things to Remember When Managing Multiple Events

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

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

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

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

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

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

Table of Contents

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

 

8 Tips to Successfully Manage Multiple Events at Once

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

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

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

Tip #1 – Prioritize and delegate

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

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

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

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

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

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

 

Tip #2 – Automate and streamline your workflows

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

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

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

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

…all from one place. 

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

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

Tip #3 – Leverage past relationships with vendors and sponsors

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

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

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

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

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

Subject: Upcoming Event Opportunities with [Company Name]

Dear [Vendor],

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

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

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

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

Best regards,

[Your name and contact details]

 

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

 

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

Dear [Sponsor Contact],

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

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

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

Thank you for your consideration!

Sincerely,

[Your name and contact details]

 

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

 

Tip #4 – Practice time management techniques

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

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

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

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

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

 

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

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

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

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

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

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

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

 

Tip #6 – Learn to effectively manage your stress levels

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

Here are some practical tips for keeping stress at bay:

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

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

 

Tip #7 – Focus on the event day

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

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

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

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

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

 

Tip #8 – Continuously learn and iterate

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

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

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

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

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

 

Flawlessly Manage Multiple Events with the Best Event Management Software

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

That’s where we come in. 

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

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

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Ditch Disjointed Tools and Workflows with Event Planning Software

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

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

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

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

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

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

What is Event Planning Software? 

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

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

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

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

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

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

Read more: 5 Ways to Streamline Your Corporate Event Planning

 

What are the Benefits of Using Event Scheduling Software?

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

⏱️ Saves you considerable time 

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

👍 Keeps you organized

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

📈 Boosts productivity 

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

✨ Increases event attendance

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

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

 

What are the Top Features of Event Management Solutions?

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

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

Event registration and ticketing

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

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

Schedule and speaker management

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

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

Event marketing automation

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

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

Event website builder

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

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

Multi-event management

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

Read more: How to Manage Multiple Events at Once

Virtual and hybrid event capabilities

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

Event reporting capabilities

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

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

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

 

Event Planning Software FAQs

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

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

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

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

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

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

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

 

Work Smarter, Not Harder with Event Planning Software

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

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

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

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10 Free Event Planning Email Templates You Need

  • Event Management
  • August 27, 2024

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

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

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

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

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

Table of Contents

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

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

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

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

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

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

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

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

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

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

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

What Should I Include in My Event Emails?

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

Subject line

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

Examples of effective subject lines include:

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

Event details (date, time, location)

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

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

Call-to-action (CTA)

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

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

Examples of strong CTAs include: 

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

Your contact details 

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

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

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

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

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

Venue

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

Attendees

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

Speakers

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

Vendors

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

Event team, including volunteers

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

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

10 Helpful Event Planning Templates & Examples

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

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

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

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

Event Invitation Email Templates by Event Type

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

Conference and seminar

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

Dear [Attendee Name],

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

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

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

Here are the essential details for the event:

Date: [Event Date]

Time: [Start Time] – [End Time]

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

Agenda: [Link to Agenda]

Registration: [Link to Registration Page]

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

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

Best regards,

[Your Name]

[Your Title]

[Company/Organization Name]

[Your Email Address]

[Your Phone Number]

 

Product launch

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

Dear [Attendee Name],

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

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

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

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

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

Here are the essential details for the event:

Date: [Event Date]

Time: [Start Time] – [End Time]

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

Agenda: [Link to Agenda]

Registration: [Link to Registration Page]

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

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

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

Best regards,

[Your Name]

[Your Title]

[Company Name]

[Your Email Address]

[Your Phone Number]

 

Webinar

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

Dear [Attendee Name],

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

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

Our featured speakers include:

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

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

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

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

[Key Takeaway 1]

[Key Takeaway 2]

[Key Takeaway 3]

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

[Registration Link]

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

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

We look forward to seeing you at the webinar!

Best regards,

[Your Name]

[Your Title]

[Company Name]

[Your Email Address]

 

Corporate training

Invite employees to participate in exciting corporate training opportunities:

Dear [Attendee Name],

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

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

Our expert trainers will guide you through interactive sessions covering:

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

By attending this training, you will:

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

Here are the essential details for the event:

Date: [Event Date]

Time: [Start Time] – [End Time]

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

Agenda: [Link to Agenda]

Registration: [Link to Registration Page]

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

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

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

Best regards,

[Your Name]

[Your Title]

[Company Name]

[Your Email Address]

[Your Phone Number]

 

Fundraising event 

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

Dear [Attendee Name],

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

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

During the event, you can expect:

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

Here are the essential details for the event:

Date: [Event Date]

Time: [Start Time] – [End Time]

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

Dress Code: [Dress Code]

Ticket Price: [Price]

Registration: [Link to Registration Page]

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

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

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

Best regards,

[Your Name]

[Your Title]

[Non-Profit Name]

[Your Email Address]

[Your Phone Number]

 

Other Pre-Event Email Templates

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

 

Venue kick-off communications

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

Dear [Venue Contact Name],

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

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

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

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

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

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

Thank you for your time and assistance.

Best regards,

[Your Name]

[Your Title]

[Company Name]

[Your Email Address]

[Your Phone Number]

 

Vendor selection

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

Dear [Vendor Name],

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

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

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

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

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

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

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

Thank you for your consideration.

Best regards,

[Your Name]

[Your Title]

[Company Name]

[Your Email Address]

[Your Phone Number]

Attachments: [Event Brief.pdf]

 

Sponsors

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

Dear [Sponsor Name],

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

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

As a sponsor, you will benefit from:

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

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

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

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

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

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

Best regards,

[Your Name]

[Your Title]

[Company Name]

[Your Email Address]

[Your Phone Number]

Attachments: [Sponsorship Prospectus.pdf]

 

Post-Event Email Templates

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

 

Post-event thank you

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

Dear [Attendee Name],

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

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

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

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

[Survey Link]

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

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

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

Join our mailing list: [Mailing List Signup Link]

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

Visit our website: [Company Website]

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

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

Best regards,

[Your Name]

[Your Title]

[Company Name]

[Your Email Address]

[Your Phone Number]

 

Post-event feedback request

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

Dear [Attendee Name],

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

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

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

Please click on the link below to access the survey:

[Survey Link]

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

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

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

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

Best regards,

[Your Name]

[Your Title]

[Company Name]

[Your Email Address]

[Your Phone Number]

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

Put Your Event Planning on Auto-Pilot with EventUp Planner

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

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

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

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

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

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

✅ Create fully branded meeting and event experiences

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

Book a demo

Let's Talk!

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

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

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

5 Ways to Streamline Your Corporate Event Planning

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

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

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

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

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

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

What is Corporate Event Planning?

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

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

    Conferences and seminars

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

    Product launches

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

    Roadshows

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

    Trade shows and exhibitions

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

    Corporate trainings

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

    Webinars

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

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

    Why is Corporate Event Planning Important?

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

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

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

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

    What are the Challenges of the Corporate Event Planning Process?

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

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

    1. Finding and booking an appropriate event venue

    2. Creating and adhering to a realistic event budget

    3. Staffing the event properly and managing volunteers

    4. Negotiating with vendors and adhering to their policies

    5. Successfully promoting the event and driving registrations

    6. Delivering engaging attendee experiences that keep people coming back

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

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

    5 Ways to Streamline Corporate Event Planning

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

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

    1. Create standard operating procedures (SOPs)

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

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

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

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

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

    2. Assemble an event team and delegate responsibilities

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

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

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

    3. Create templates for everything

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

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

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

    4. Use cloning to its full potential

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

    5. Automate to innovate

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

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

    How to Choose the Right Corporate Event Management Software

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

    Get started by asking yourself questions like:

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

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

    Transform Your Events with the Best Event Management Software

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

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

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

    Book a demo

    Top Tips for Leveraging Branding Throughout Your Nonprofit Organization’s Event

    • Event Management
    • EventUp Planner Contributor
    • August 22, 2024
    Group of people listening to a speaker in an auditorium.

    Branding is a crucial part of any organization’s success. Effective branding helps supporters remember who you are, builds an identity for your nonprofit, and boosts your marketing and advertising results. Over time, you can communicate that identity with just a logo or mission statement— for example, think about the feelings, values, and ideologies that come to mind when you see the Nike logo or hear the brand’s slogan.

    To strengthen your nonprofit’s brand identity, it’s important to weave your unique logo, mission statement, messaging, and other branded elements into everything you do, including your events. Events offer many opportunities to leverage the power of effective branding, from sharing invitations via direct mail to selling merchandise with your logo. 

    In this guide, we’ll explore how you can use cohesive branding to your advantage during each stage of the fundraising process to drive event success. Let’s begin!

    Phase 1: Planning

    Planning your event is the most important part of the process. As Funds2Orgs’ guide to fundraising event planning highlights, this step will make or break your event’s ability to “drive revenue, expand your reach, and strengthen existing supporters’ connections to your organization.”

    Keep your brand in mind during the following event-planning activities:

    Defining the event’s purpose and goals.

    Each of your fundraisers has some purpose or goal, such as raising money to pay for food and medical care for your animal shelter’s latest round of rescued puppies. Make sure there is a strong connection between your event’s purpose and your brand identity.

    Creating event materials.

    First, decide whether your nonprofit will use its standard branding or create a custom brand just for the event (like the American Cancer Society’s Relay for Life). Then, plan how you’ll feature the branding on event materials like the event website, signage, tickets, packets, and more. For virtual or hybrid events, experiment with creative ways to incorporate your brand into the experience, such as designing a custom Zoom waiting room with branded graphics.

    Developing a central theme or message.

    Determine how you’ll communicate that connection to your supporters. Incorporate this message into all of your planning documents, especially your marketing plan. With features such as a drag-and-drop email builder and the ability to clone templates, EventUp Planner makes it simple to add your organization’s logo and branded copy to all of your event documents.

    Keeping your brand in mind during the planning phase builds a strong foundation for the rest of the campaign. Shaping your event around your nonprofit’s identity and mission is much easier than trying to bend your brand around a mismatched fundraiser.

    Phase 2: Promotion

    During this phase, focus on spreading the word about your event to attract attendees. Reinforcing your branding in your marketing campaigns is crucial, particularly when you’re reaching out to donors through multiple communication channels (or balancing multiple events). Strong branding makes your communications more recognizable, trustworthy, and memorable. 

    When your supporters can trust the email, social media post, or advertisement inviting them to your event, they’ll be more likely to attend. To establish this credibility and cultivate brand recognition, your organization should:

    1. Develop a unified visual identity by incorporating your logo, brand colors, and fonts into each marketing message. This includes emails, flyers, posters, digital graphics, videos, and more. If the event has its own branding, make sure to add your nonprofit’s primary logo to these materials as well.

    2. Try using brand storytelling, a technique that involves creating a narrative around your brand to build emotional connections with your supporters. For example, the clothing retailer Patagonia has an ongoing program called Worn Wear in which customers can trade in and buy used Patagonia items to offset clothing waste. This aligns with their branding as an environmentally-conscious, outdoor gear brand.

    3. Always keep branding consistent across various communication channels. As Allegiance Group + Pursuant’s nonprofit digital marketing guide explains, this consistency is what will boost recognition the most among your supporters. Event planning tools like EventUp Planner can keep your event / fundraiser on-brand using handy features like an intuitive website builder, pre-built templates, and easy cloning functions.

    Remember not to limit your focus on branding to just the visual elements. Your brand also extends to your messaging, which is influenced by your mission, values, promises to your beneficiaries and supporters, and other related concepts. In other words, your promotions shouldn’t just look like they belong to your nonprofit—they should also sound like your nonprofit.

    Phase 3: Execution

    Once it’s time for the event, you should have all of your event materials ready, finalize an agenda of activities for supporters, and expect plenty of attendees. To reinforce your branding at this stage, prioritize the following elements:

    1. Environment: Ensure your event venue reflects your brand identity by using branded signage, banners, displays, and booths. Match your decor to both your brand and the event type (e.g., using tablecloths and floral arrangements at a gala and balloons and streamers at a charity race). To encourage more engagement, consider adding links or scannable QR codes to signage that lead attendees to your website, donation page, or social media accounts.

    2. Experience: Offer a consistent experience that aligns with your values, from registration to the close of the event. For example, you might send attendees a heartfelt thank-you note when they register for the event, share a reminder email that tells the story of one of your beneficiaries, and have volunteers embody your brand values when interacting with supporters.

    You can also enhance attendees’ experiences by offering interactive activities that immerse them in your brand. An organization dedicated to bringing clean water to those with limited access could set up an activity that allows attendees to walk through a day in the life of a beneficiary. Or, it might offer a mini volunteer opportunity such as assembling water filter kits to send to those in need.

    Phase 4: Follow-up

    Your work isn’t done when the event ends. Now, it’s time to dive into your event analytics and follow up with attendees.

    Start by sharing personalized, branded thank-you messages with everyone who attended- sincerely thank them for their support, and leverage donor segmentation to tailor each message to their giving level and preferences. In addition to visual branding, clarify how their support and attendance at the event are promoting your brand values.

    Consider reaching out to attendees for feedback as well. Share surveys that ask them about what went well and how you could improve. Add a question or two to gauge how well you communicated your brand, such as, “Are you aware of our core mission and values?” Event management software like EventUp Planner makes sending post-event communications and surveys an easy and painless process.

    From planning your event to thanking attendees for their support, your branding should feature prominently during each step of the campaign. This gives each attendee a cohesive, positive experience with your nonprofit and frequently reminds them of who you are and what you stand for. As you refine your brand and infuse it into your marketing efforts, you’ll strengthen your nonprofit’s reputation as a trustworthy organization dedicated to social good.

    Learn more about how EventUp Planner can help your nonprofit organization plan, manage, and track your events, without breaking your budget. Set up a free demo with our team today!

    How to Map Out the Event Attendee Journey: 5 Key Steps

    • Event Management
    • EventUp Planner Contributor
    • August 20, 2024

    Creating an amazing attendee experience is the key to a memorable event. But how can you ensure every single touchpoint meets and exceeds expectations?

    The answer lies in mapping out the complete event attendee journey.

    An attendee journey map is a visual representation of all the interactions and experiences your attendees will have before, during, and after your event. It allows you to get inside the minds of your attendees and proactively identify potential friction points to ensure a seamless experience.

    In this post, we’ll explore 5 steps for creating a magnetic event attendee journey map. By the end, you’ll be equipped to design an outstanding event experience that runs smoothly from start to finish.

    What Is an Event Attendee Journey Map, and Why Do I Need One?

    An event attendee journey map outlines every interaction and touchpoint your attendees will experience, from the moment they first hear about your event until after it ends. It charts the full process of how attendees discover, register, prepare for, travel to, participate in, and follow up after your event.

    Why do you need one? Because knowing your attendees’ thoughts and feelings at each stage is the key to creating an ah-mazing journey they won’t soon forget.

    Think about it — a corporate executive searching for an industry conference has totally different needs than a music lover looking for the hottest local concert. The executive may prioritize networking opportunities and educational sessions, while the concertgoer cares most about the lineup, venue experience, and merch.

    No matter if your event is in-person, virtual or hybrid, an attendee journey map ensures you design experiences that resonate with your specific audience:

    • Virtual and hybrid events require mapping digital touchpoints like email communications, online event registration and ticketing, and virtual event platforms.
    • In-person events need to account for logistical details like venues, travel, accommodations, and the on-site experience.

    The format may change, but comprehensively mapping the full event attendee journey is what lets you level-up the attendee experience!

    What Are the Benefits of Mapping Out the Event Attendee Journey?

    Mapping out the event attendee journey pays major dividends — both for your team and for attendees. Here are some key benefits:

    Benefits for you and your team:

    Benefits for your attendees:

    • Ensures attendees interact with your event in their preferred channels and formats
    • Delivers personalized journeys that resonate with their wants and needs
    • Builds excitement and anticipation at every stage
    • Reduces frustrations and potential negative experiences
    • Cultivates long-lasting engagement that extends beyond the main event

    The biggest benefit? An attendee journey map enables a truly attendee-centric strategy vs. a company- or profit-centric approach.

    Too often, events are designed primarily around a company’s needs or goals with the attendee as an afterthought. But putting attendees at the center from start to finish leads to outstanding experiences that keep them coming back. 

    Moreover, an event management platform with attendee journey mapping baked in allows you to visualize the experience through their eyes. In turn, you’ll be able to make data-driven decisions on the right:

    • Messages to send (and when)
    • Platforms and channels to utilize
    • Offerings, activities, and engagement opportunities to provide

    The result is a thoughtfully crafted journey that exceeds expectations at every turn.

    5 Steps to Mapping out a Thoughtful Event Attendee Journey

    Crafting an exceptional attendee journey involves understanding and optimizing for 5 key stages. Here’s how to apply them to your next event:

    1. Awareness

    This is where potential attendees first learn about your event. Your goals are generating buzz and educating them on what to expect.

    For large conferences or roadshows, some common awareness activities include:

    • Social media promotion and influencer collabs
    • Paid digital advertising
    • Direct mail campaigns
    • PR/earned media efforts

    For smaller virtual events like webinars or trainings:

    No matter the format, think top-of-funnel brand awareness strategies that pique curiosity.

    2. Consideration

    Now that your target audience is aware, it’s time to nurture them with more detailed information so they can evaluate if your event is a good fit. Again, consideration activities vary by event type:

    For in-person conferences and seminars:

    For virtual events:

    • Downloadable event guides or agenda overviews
    • Sneak preview videos
    • Messaging that highlights interactivity and accessibility

    But don’t just promote willy-nilly! Target your nurturing based on observed interests and behavior using your event management software.

    3. Decision

    You’ve raised awareness and nurtured leads. Now’s the time to motivate commitment and conversion using your event registration tool:

    • Limited-time offers or early bird pricing
    • Seamless, frictionless registration paths
    • Prominent calls-to-action and social proof
    • The ability to purchase passes and add-ons

    Remove any barriers to registration, whether technical challenges, convoluted flows, or lack of payment options. Your event registration platform is your best friend here.

    4. Retention

    So they’ve registered — awesome! But nurturing the event attendee journey doesn’t stop here. Now you need to retain their interest and excitement. Here’s how:

    At this stage, it’s important to stay top-of-mind and keep building anticipation right up until showtime. 

    5. Loyalty

    Even once your event wraps, look for opportunities to foster long-term loyalty and engagement:

    The goal? Keeping your event burned in their memory as an outstanding, irreplaceable experience.

    FAQs about Mapping a Thoughtful Event Attendee Journey

    Does the event format (in-person, virtual, or hybrid) significantly change the attendee journey map?

    The core stages of the attendee journey remain the same regardless of your event’s format. However, virtual and hybrid events require mapping different touch-points and channels vs. traditional in-person events. 

    For example, digital channels like email, virtual event software, and online registration become critical for nurturing virtual attendees. 

    For in-person events, you’ll build more logistical details and info about the on-site experience into your map. 

    How should the journey map differ for big events like large annual conferences versus smaller, more internal events?

    With bigger events like conferences, the awareness and consideration phases are more extensive as you’re marketing to a wider audience. More touchpoints are required for activities like social promotion, email nurturing, webinars, etc. 

    For internal meetings, your colleagues are already aware, so nurturing can be more lightweight through channels like the company intranet, team messaging platforms, and calendar invites. 

    Regardless of scale, each segment of your map carries different priorities.

    What data should I collect and analyze for event attendee journey mapping?

    Every interaction is an opportunity for data collection.

    Website engagement, email open/click rates, social sentiment, session ratings, in-app survey responses — they all provide insightful attendee behavioral data. 

    Leverage your event management software to pull together and make sense of this dispersed but valuable info, and ensure that you’re hitting your key performance indicators (KPIs).

    How frequently should I update the attendee journey map for my events?

    Treat your journey map as a living document that’s regularly revisited and optimized based on attendee data and feedback. 

    At minimum, do a full analysis post-event to document successes and areas for improvement. Then tweak the map for better alignment with attendee needs for your next event cycle.

    What’s the ideal balance between attendee experience and logistical/operational needs?

    While you certainly need to account for logistics, the attendee’s wants, needs and journey should take priority when there are conflicts or tradeoffs to make. An exceptional experience that surprises and delights is what keeps attendees coming back year after year. Leverage your event planning software to improve operational efficiencies behind-the-scenes.

    Create a Better Attendee Experience with Leading Event Management Software

    Delivering an exceptional attendee experience means mapping out every interaction from initial awareness to post-event follow-up. But juggling all these touch points across formats is no easy feat.

    This is where event management software like EventUp Planner by Tripleseat really shines. 

    With EventUp Planner, you get all the tools to seamlessly visualize and optimize the complete attendee journey — whether your event is in-person, virtual, or hybrid. 

    From marketing automations and seamless registration, to agenda management and robust post-event analytics, EventUp Planner keeps engagement high while streamlining your process behind-the-scenes. 

    Don’t just “wing it” with your events — level up your attendee experience with comprehensive journey mapping powered by EventUp Planner.

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    How to Plan a Successful Fundraising Event: 10 Steps

    • Event Management
    • EventUp Planner Contributor
    • August 6, 2024
    2020 Event Strategy Guide

    Successful fundraising events are the lifeblood of many non-profit organizations and charities.

    A well-executed fundraiser can bring in much-needed funds, expand your organization’s supporter base, and ultimately make a bigger impact in the lives of those it serves.

    However, without proper planning, fundraisers can fall flat, failing to reach their financial goals and leaving organizers feeling discouraged.

    But fear not! Whether you’re a seasoned event planner or tackling your first fundraiser, this blog post will guide you through 10 easy-to-follow steps to ensure your next fundraising event is a resounding success.

    And with the help of the EventUp Planner event management platform, you’ll have the tools and support you need to pull off an unforgettable fundraiser that makes a real difference.

    Contents

    Here are 10 essential steps for planning a non-profit fundraising event:

    1. Define your cause, and set a fundraising goal
    2. Choose a type of fundraising event
    3. Define a realistic budget for your fundraiser
    4. Choose the perfect venue for your fundraiser
    5. Assemble your event team
    6. Secure sponsors for your fundraiser
    7. Spread the word on social media
    8. Register attendees and sell tickets
    9. Make donating easy
    10. Follow up and express gratitude

    How to Plan a Fundraising Event: 10 Steps for Non-profits

    Not sure how to plan a successful fundraiser? Don’t worry, we’ve got you covered with 10 simple steps that’ll take the guesswork out of event planning. Keep reading to explore each step in greater detail.

    Step 1: Define your cause, and set a fundraising goal

    Before diving into the planning process, it’s crucial to have a clear understanding of your fundraising event’s purpose and what you aim to achieve.

    Your goals may include raising a specific amount of funds, increasing awareness for your cause, or expanding your donor base.

    When it comes to setting a fundraising goal, it’s not enough to simply aim to “raise as much money as possible.” Instead, employ the SMART framework to create a well-defined, achievable target.

    SMART stands for Specific, Measurable, Attainable, Relevant, and Time-bound.

    For example, let’s say your non-profit organization focuses on providing educational resources to underprivileged children. A SMART fundraising goal could be: “Raise $50,000 (Specific, Measurable) through a charity auction event (Attainable) to fund the purchase of 500 laptops (Relevant) for students in need by the end of the fiscal year (Time-bound).”

    Step 2: Choose a type of fundraising event

    Next, it’s time to select the type of fundraising event that best aligns with your goals. There are lots of fundraising event options to choose from, including:

    • Charity auctions
    • Gala dinners
    • Walkathons or fun runs
    • Golf tournaments
    • Silent auctions
    • Benefit concerts
    • Crowdfunding campaigns
    • Peer-to-peer fundraising events

    Considering your SMART goal from Step 1, a charity auction event would be a great choice. Charity auctions provide an engaging atmosphere where attendees can bid on unique items or experiences, with the proceeds directly benefiting your cause!

    Here are some other crucial factors to consider when selecting the type of fundraiser:

    Target audience

    Your target audience is the group of people most likely to support your cause and attend your event. Understanding their preferences, interests, and behaviors will help you select an event type that resonates with them and encourages them to get involved.

    • For example, if your non-profit organization supports a cause that primarily appeals to young professionals, you might consider hosting a trendy and interactive event like a silent auction combined with a cocktail party.

    On the other hand, if your target audience consists mainly of older, more traditional supporters, a formal gala dinner with a live auction and keynote speaker might be more appropriate.

    Available resources

    Your resources include your budget, staff, volunteers, time, and any in-kind donations or partnerships you may have access to. Keeping these resources in mind will help you choose an event type that you can successfully execute without overextending your organization.

    • For instance, if you have a limited budget and a small team of volunteers, hosting a large-scale gala dinner might not be the most practical choice. 

    Instead, you might opt for a more manageable event type, such as a peer-to-peer fundraising campaign or a small-scale charity auction, which requires fewer resources and can still be effective in reaching your fundraising goals.

    Timeframe

    The amount of time you have will greatly influence the type of event you can realistically organize and how elaborate it can be.

    If you have a short timeframe, such as a few weeks or a couple of months, it may be challenging to organize a large-scale event like a gala dinner or a golf tournament. 

    • In this case, you might opt for a simpler event type, such as a virtual fundraising campaign, a small-scale auction, or a peer-to-peer fundraising initiative, which can be planned and executed within a shorter time frame.

    On the other hand, if you have a longer timeframe—say six months to a year—you may be able to take on a more complex event type that requires more extensive planning and preparation.

    Step 3: Define a realistic budget for your fundraiser

    Before you start drilling down into the details of your fundraiser, you need to establish a realistic budget. Your available resources will greatly influence the type of experience you can create for your attendees.

    To get started, work closely with your organization’s stakeholders, including your finance team and key decision-makers, to determine a budget that aligns with your fundraising goals and overall financial situation.

    Here are some top tips for building a realistic budget for your fundraiser event:

    • Identify all potential expenses, including venue rental, catering, decorations, entertainment, and marketing costs.
    • Research and compare prices from multiple vendors to ensure you’re getting the best value for your money.
    • Prioritize expenses based on their impact on the attendee experience and your fundraising goals.
    • Look for opportunities to secure in-kind donations or sponsorships to offset some of your expenses.
    • Build in a contingency fund (typically 10-15% of your total budget) to cover any unexpected costs that may arise.

    Step 4: Choose the perfect venue for your fundraiser

    With a clear understanding of your event budget, it’s time to find the perfect venue for your fundraiser! The EventUp marketplace has over 15,000 venues to choose from, and it’s free to browse and book.

    The venue sets the tone for your event and can greatly influence the overall attendee experience. The ideal venue should create an atmosphere that puts people in the giving spirit and reinforces the importance of your cause.

    So, when choosing a venue for your fundraiser, consider the following factors:

    • Capacity. Ensure the venue can comfortably accommodate your expected number of attendees.
    • Location. Choose a venue that is easily accessible and convenient for your target audience.
    • Amenities. Verify that the venue has the necessary amenities, such as catering facilities, audio-visual equipment, and parking.
    • Ambiance. Select a venue that aligns with your event theme and creates the desired atmosphere for your fundraiser.
    • Cost. Ensure that the venue fits within your event budget, including any additional fees for services or equipment.

    Keep these factors in mind, and you’ll be well on your way to securing the perfect venue that sets the stage for a successful fundraising event.

     

    Read More: Introducing EventUp – The #1 Venue Marketplace

     

    Step 5: Assemble your event team

    To run a successful fundraising event, you need a winning team. 

    Begin by evaluating your internal resources and identifying team members from within your organization who can contribute their expertise and experience. 

    Consider building a cross-functional team that includes individuals from different departments, such as marketing, finance, and operations, to ensure a well-rounded approach to planning the big event.

    If you need additional support, recruiting volunteers can be a great way to expand your team. 

    Here are 5 practical tips to help you start the volunteer recruitment process:

    1. Clearly define volunteer roles and responsibilities to attract the right people.
    2. Reach out to your existing supporter base, including donors, past event attendees, and newsletter subscribers, to see if anyone is interested in helping out. 
    3. Use online platforms or local community forums to post volunteer opportunities.
    4. Partner with local schools, universities, or community organizations to tap into their volunteer networks.
    5. Host a volunteer information session to provide an overview of your organization and the event, and to answer any questions potential volunteers may have.

    With a great team in place, you’ll lay the foundation for a well-organized fundraiser event.

    Step 6: Secure sponsors for your fundraiser

    Securing sponsors for your fundraising event has numerous benefits. First, sponsors can help offset event costs, increase your event’s visibility, and lend credibility to your cause by associating their brand with your mission. 

    Plus, sponsors can provide in-kind donations, such as goods or services, which can further reduce your overhead expenses.

    Remember: when seeking sponsors, it’s essential to find businesses or organizations that align with your cause and share your values. This alignment ensures a mutually beneficial partnership and increases the likelihood of long-term support.

    Here’s a chart to spark ideas about who you could reach out to sponsorship:

     

    Organization Type Aligned Sponsors (Examples)
    Animal Welfare Pet stores, veterinary clinics, local animal shelters
    Education Bookstores, local school districts, libraries, museums
    Environmental Conservation Eco-friendly product retailers, sustainable restaurants, renewable energy companies, parks and recreation departments
    Healthcare Local hospitals, public health organizations, pharmacies, medical supply stores
    Youth Development Children’s media companies, local youth centers, Boys & Girls Clubs, scouting organizations, children’s retailers

     

    By identifying and securing sponsors that align with your organization’s mission, you can create valuable partnerships that support your fundraising goals and enhance the overall success of your event. Check out these strategies to increase event sponsorship and find more sponsors.

    Step 7: Spread the word on social media

    Social media is a powerful tool for spreading the word about your event, as it allows you to reach a wide audience, engage with your existing supporters, and attract new potential attendees.

    For event planners (and anyone in charge of planning an event) managing promotion themselves, we recommend the following:

    • Create a content calendar to plan and schedule your social media posts in advance.
    • Use a mix of informative posts, engaging visuals, and compelling calls-to-action to capture your audience’s attention.
    • Utilize relevant hashtags to increase your event’s visibility and reach a broader audience.

    For event planners with a dedicated marketing team member:

    • Collaborate with your marketing team to develop a comprehensive social media strategy that aligns with your overall event goals.
    • Leverage the expertise of your marketing team to create high-quality, branded content that effectively communicates your event’s value proposition.
    • Monitor social media metrics and adjust your strategy as needed to optimize engagement and reach.

    Regardless of whether you’re managing promotion yourself or have dedicated support, it’s important to start promoting your event well in advance. Be sure to engage with your audience by responding to comments and messages, and to continuously build excitement leading up to the event.

     

    Check Out: Event Marketing Calendar [Template]

     

    Step 8: Register attendees and sell tickets

    Next, it’s time to register attendees and sell tickets!

    Effectively managing this stage of the event planning process ensures a well-attended event while maximizing your fundraising potential.

    To streamline this process, consider using event registration software like EventUp Planner. EventUp Planner offers a powerful online event registration and ticketing platform that seamlessly integrates with your event website, allowing attendees to register without ever leaving your site. 

    Some of the main benefits of using EventUp Planner for registration include:

    • Ability to manage pricing categories, promo codes, and group passes
    • Advanced form features, such as conditional logic and custom fields
    • Support for multiple event types, including in-person, virtual, and hybrid events
    • Secure payment gateway system that accepts multiple payment types and currencies

    Creating a seamless and enjoyable registration experience for your attendees teases the larger event to come. EventUp Planner can help you get there.

     

    Read More: 4 Easy Ways to Boost Event Registration by 20%

    Step 9: Make donating easy

    To maximize your fundraising efforts, make the donation process as simple and convenient as possible.

    First, include prominent “Donate Now” buttons on your event website and social media pages, and consider creating a dedicated virtual donation page that highlights your mission and impact. 

    Next, provide multiple donation options that cater to different preferences and circumstances at the fundraiser itself. Consider using common donation tools like GoFundMe, Text2Give, PayPal, and others. 

    Remember to offer virtual donation options for attendees who cannot attend your event in person but still wish to support your cause. 

    By making donating easy and accessible, you’ll encourage more people to contribute to your fundraiser, even if they can’t be there in person!

    Step 10: Follow up and express gratitude

    After your fundraiser event, it’s essential to follow up with attendees, sponsors, and volunteers to express your heartfelt gratitude for their support. Doing so not only shows your appreciation but also helps build lasting relationships and increases the likelihood of future support.

    Consider sending personalized thank-you emails or handwritten notes to each individual, highlighting the impact of their specific contribution.

    In addition to expressing gratitude, use this opportunity to collect valuable feedback about your event. Send out a brief survey or questionnaire to gather insights on what attendees enjoyed most, what could be improved, and what would make them more likely to participate in future events.

    By actively seeking and incorporating feedback, you can continuously refine your fundraising strategies and create even more successful events in the future.

    Pull off an Awesome Fundraiser with EventUp Planner

    Planning a successful fundraiser doesn’t have to be rocket science.

    Instead, create an amazing experience that everyone will love while staying sane along the way with tools to:

    • Template and automate key workflows to make multi-event management easier
    • Simplify planning and management of your complex events across team members
    • Support in-person, online, and hybrid events with one platform
    • Create fully branded event experiences

    EventUp Planner is a planner’s Swiss army knife for a reason! 

    Our team believes that fundraising and charity events shouldn’t be expensive. That’s why we offer plans that fit all kinds of budgets. Your team will benefit from the time savings of EventUp Planner’s handy features, without breaking the bank. If you’re curious about how we can help make your next fundraiser a stress-free success, book a call with us today.

    Transform Your Events and Drive Pipeline Using EventUp Planner

    Let’s explore how to streamline your events journey from start to finish. Book a call with our team today to get started.

    How to Plan a Successful Trade Show: 10 Key Elements

    • Event Management
    • July 9, 2024
    Essential Elements of a Successful Trade Show

    Trade shows are a golden opportunity for companies to shine. With 84% of attendees holding buying power (according to Exhibitor Online), these events help exhibitors generate leads, drive sales, and put their solutions directly in front of their target audience.

    For hosts, a knockout trade show is an A+ marketing move. It strengthens your company’s brand presence, unveils new offerings, and facilitates those coveted face-to-face interactions. Exhibitors get a chance to stand out, reel in prospects, and give hands-on demos that make an impact.

    And let’s not forget attendees! They gain exclusive access to industry insights, networking opportunities, and the opportunity to explore a smorgasbord of products and services in one convenient location.

    Done right, a seamlessly executed trade show can spark major business wins: increased sales, deeper customer connections, and a serious boost in brand awareness. This post lays out 10 key elements that, combined with trade show software like Attendease, will help you plan an awesome trade show. Let’s dive in!

    What Are the Benefits of Hosting a Tradeshow?

    Trade shows are a smart move for businesses, offering valuable opportunities for hosts, exhibitors, attendees, and sponsors alike. Let’s take a closer look at how each key player can benefit from a well-executed trade show:

    Benefits for your company

    Hosting a successful trade show puts your company in the spotlight. We’re talking major street cred and brand recognition in your industry— just look at the Consumer Electronics Show (CES). Hosted by the Consumer Technology Association, this event has become a globally recognized launchpad for the latest tech innovations.

    Benefits for exhibitors 

    For exhibitors, trade shows are a golden ticket to connect with a concentrated pool of qualified leads and potential customers who are ready to buy what they’re selling. Face-to-face interactions let them impress prospects with live product demos, gather valuable feedback, and forge lasting business relationships.

    At the SEMA Show, for instance, automotive aftermarket exhibitors get to rub elbows with over 132,000 buyers from around the globe!

    Benefits for attendees

    Attendees score an all-access pass to explore an exciting range of products, services, and cutting-edge industry trends— all under one roof. They can chat with experts, attend educational sessions, and network with peers and potential partners.

    Benefits for sponsors

    Trade shows help sponsors promote their brands and align themselves with a specific industry or major event. Secure a prominent sponsorship spot, and companies can amplify their visibility and reach their ideal audience with laser-sharp precision. Plus, it’s common for sponsors’ logos and branding to appear on promo materials (whether digital or physical) and event signage. 

    Read more: Strategies to Increase Event Sponsorship: How to Get More Sponsors

    10 Essential Elements of a Successful Trade Show

    Planning a successful trade show takes careful planning and preparation. Keep reading for 10 crucial elements that every trade show needs to have: 

    Element #1: An awesome venue

    Nailing the perfect trade show venue is your first job. The space sets the tone for the entire experience. 

    When scoping out potential locations, keep an eye out for facilities with ample square footage to accommodate exhibitors, attendees, and any speakers or special events on your agenda.

    Convenient transit options and nearby hotels make life easier for travelers. Loading docks, freight elevators, and a flexible layout that allows for creative booth configurations are key logistical considerations. On-site amenities like WiFi, A/V equipment, catering, and even parking can seriously elevate the attendee experience.

    Don’t forget to assess the venue’s branding opportunities, too. Can you plaster your logo everywhere? Are digital signage and promotional spaces available? Small details like this elevate your trade show from just “nice” to an absolutely unforgettable event.

    Need help finding the perfect venue? Find an EventUp venue near you!

    Element #2: An intuitive and optimized layout

    With your venue locked in, it’s time to create a trade show layout that keeps attendees moving smoothly from booth to booth while enticing exhibitors with prime real estate. A well-designed floor plan is a delicate balancing act.

    Tradeshows should offer a variety of booth options to suit exhibitors’ needs and budgets— from spotlight-stealing island booths to affordable inline spaces. But don’t go overboard here; leave plenty of open space for attendees to mill about freely. Nobody wants to feel like they’re squeezing through a crowded subway car!

    Transform dead zones into lively hubs by strategically placing lounges, concessions, and sponsored activation areas throughout the venue. Get creative with intelligent zoning (for instance, grouping exhibitors by product category creates a natural traffic flow). 

    With an intuitive layout offering the best of both worlds, your trade show will be an immersive experience that wows attendees and exhibitors alike. 

    Element #3: Trade show software

    Planning and executing a flawless trade show is no easy feat. However, having the right event management software in your corner can make this monumental task way simpler. 

    Don’t go it alone—streamline every aspect of your event with an all-in-one platform that handles it all.

    From trade show registration software to schedule management, marketing automation, and comprehensive reporting, Attendease puts every vital tool at your fingertips. Our best-in-class event planning software lets you check many tasks off your list with just a few clicks!

    With Attendease as your event command center, you’ll free up time to focus on the details that truly elevate your trade show from just “nice” to a wildly successful, buzz-worthy experience. No more scrambling—just streamlined operations and happy exhibitors, sponsors, and attendees.

    Get the free guide: Master The Art Of Choosing The Right Event Management Platform

    Element #4: Engagement activities 

    You’ve nailed the venue and layout. Now it’s time to get attendees pumped with engagement activities that keep the energy high!

    Spice things up with gamification elements like a scavenger hunt or a trade show passport that encourages attendees to visit different exhibitor booths.

    Offer prizes and incentives (who doesn’t love free swag?) for completed passports to encourage maximum booth circulation. You could even gamify things further with a tradeshow-themed game app that unlocks exclusive content or entries into a raffle for a grand prize. 

    Get sponsors involved by offering premium branded prizes or letting them host activation areas along the engagement trail. With a little creativity, you’ll transform your trade show into an interactive space that attendees won’t want to leave. Now that’s how you deliver an unforgettable experience!

    Element #5: A solid crisis management plan

    Even with careful planning, unexpected emergencies can happen at any trade show. That’s why having a comprehensive crisis management plan is crucial for planners and venues alike. Collaborate closely with your venue’s team to understand their safety protocols and chain of command should an incident occur.

    Key considerations to address in your crisis plan include:

    • Natural disasters (severe weather, earthquakes, etc.)
    • Security threats (active shooter, bomb threat, etc.)
    • Power outages or technical failures
    • Medical emergencies
    • Crowd control and evacuation procedures

    Don’t forget to also establish a clear communication strategy for notifying exhibitors, attendees, staff, and emergency personnel. Plan ahead by evaluating your liability. With a robust crisis management plan in place, you’ll be prepared to respond swiftly and mitigate risks, ensuring your trade show prioritizes safety above all else.

    Element #6: A comprehensive marketing plan

    A successful trade show deserves a marketing strategy to match. Creating a comprehensive plan that leverages multiple channels is key to driving awareness and attendance. Here are some important marketing channels to consider: 

    Social media

    An active social presence lets you promote exhibitors, tease special activations, give sponsor shout-outs, and build major buzz around your event. Strategic hashtagging and influencer collaborations can amplify your reach.

    Paid ads

    Paid advertising allows you to expand your trade show’s visibility based on your desired budget and targeting parameters across social media and search engines. 

    Email marketing

    With higher ROI than social media, email marketing enables direct communication with attendees through compelling content and strategic automation.

    Event website

    A dedicated trade show website serves as a comprehensive information hub, providing attendees with everything they need to know—from exhibitor lists to session schedules and registration details.

    Traditional channels

    While digital reigns supreme, traditional channels like print ads, flyers, and radio spots still hold relevance for reaching location-specific audiences or demographics that respond well to these tactics.

    Element #7: A proper exhibitor kit

    A comprehensive exhibitor kit is a must-have for ensuring your vendors have all the resources they need to make a splash at your trade show. This handy packet streamlines planning and sets clear expectations, allowing exhibitors to focus on delivering awesome experiences.

    An effective exhibitor kit should be distributed at least one month prior and include the following:

    • Exhibitor manual with all rules, regulations, and deadlines
    • Floor plans and booth assignment details
    • Move-in/move-out instructions and schedule
    • Event staff and venue contact information
    • Shipping and material handling information
    • Order forms for booth services (electrical, internet, catering, etc.)
    • Marketing opportunities like show guides and sponsorships

    By equipping exhibitors with these materials upfront, you’ll avoid last-minute fires and keep operations running smoothly. A little preparation goes a long way in facilitating a world-class trade show experience!

    Element #8: Clear and engaging maps & venue signage

    Well-designed maps and signage ensure attendees and exhibitors can effortlessly navigate your trade show. But why just make them functional when you can elevate them into an engaging experience?

    Integrate interactive map features like augmented reality (A/R) activations to build excitement as guests find their way around. Highlight key exhibits, lounges, and sponsored spaces through vibrant graphics and bold design elements. Don’t forget both print and digital versions—your trade show app software is the perfect place for a mobile-friendly map!

    Prevent aimless wandering by strategically placing signage at all entrances, cross-sections, and washroom corridors. Get creative with custom illustrations, your company’s branding, and fun directional cues for an on-brand atmosphere.

    By making maps and signage clear, fun, and experiential, you’ll keep attendees effortlessly flowing from one can’t-miss destination to the next.

    Element #9: The right entertainment 

    A little entertainment can go a long way in keeping the energy high at your trade show. The right act, performer, or activity elevates the overall atmosphere into a fun experience that attendees will fondly remember. 

    When selecting entertainment, consider your industry and audience first. Here are a few options to explore:

    • Corporate comedians or improv troupes (professional services, B2B)
    • Dance performers or acrobats (hospitality, tourism, fitness)
    • Live music acts or DJs (music, nightlife, lifestyle brands)
    • Video game competitions or esports (technology, gaming)
    • Celebrity meet-and-greets (media, entertainment, consumer products)

    Whether it’s interactive, audible, or just plain fun to watch, the right entertainment injects serious energy and creates buzz-worthy moments. An energized trade show experience = happy attendees and exhibitors.

    Element #10: Catering and refreshments 

    Providing catering and refreshments isn’t just about keeping people fed and hydrated. It’s a savvy way to encourage attendees to stay longer, plus it creates informal networking opportunities and increases overall satisfaction in the event. 

    When vetting caterers, seek ones with experience handling large-scale events and the staffing/equipment to serve thousands efficiently. Variety is also key—offer a wide selection of cuisines and dietary options to cater to every palate. And don’t forget beverages! Well-stocked bars and plentiful coffee and water stations are a must.

    The right caterer will collaborate with you on creative ways to integrate F&B activations throughout your floor plan, like sponsored snack stations or themed bars that double as Instagram-worthy hangouts. Because fed, happy attendees make for productive, memorable trade shows!

    Planning an Amazing Trade Show: FAQs

    Now that you know the key elements of a successful trade show, let’s dive into some frequently asked questions:

    How long does it take to plan a trade show?

    General wisdom states that you should start the planning process 12-18 months in advance for the best possible experience. The more lead time, the better for securing venues, selling booths, and rolling out your marketing campaigns. 

    How much does it cost to organize a trade show?

    While costs can vary greatly based on size, location, and scope—typically ranging from $15,000 for smaller shows to over $1 million for major expos and conventions—the potential returns make trade shows an extremely valuable investment. 

    By connecting face-to-face with your target audience, you can drive brand awareness, generate high-quality leads, boost sales, and strengthen customer loyalty—delivering substantial ROI.

    Why should I use trade show software to run my event?

    Leveraging all-in-one event management software like Attendease streamlines every aspect of planning—from online registration to email communication, sponsorship management, reporting, and more. 

    How can trade show software help me market and promote my event?

    Built-in email marketing, social sharing, customizable registration paths, and more equip you with all the tools needed to drive awareness and process registrations from a centralized platform. All this is available to you (plus more) on Attendease! 

    Make Your Trade Shows Even Better with Event Management Software

    Planning a great trade show doesn’t have to be difficult. 

    Instead, create an amazing experience that everyone will love while staying sane along the way with tools to:

    • Template and automate key workflows (create once, clone as needed)
    • Simplify planning and management of your trade show across team members 
    • Consolidate reporting in one dashboard
    • Deliver a fully-branded trade show experience

    Attendease is the event planner’s Swiss army knife for a reason. If you’re curious about how we can help make your next trade show a stress-free success, get in touch with us today. 

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