Using Account Hierarchy to Organize Finances During the Event Management Process

  • Event Management
Using Account Hierarchy to Organize Finances During the Event Management Process

Event planning and management is still growing and evolving as an industry. Research and Market’s report on the global events management market projects that it will reach $1.76 trillion by 2029 from a value of $936.14 billion in 2023. These figures aren’t surprising thanks to increased demand for in-person events in recent months as well as a rise in hybrid setups that incorporate both physical and virtual spaces. However, with more people seeking events management services to help organize these gatherings, it’s more important than ever for event planners and managers to pay attention to their finances

Account hierarchy is an excellent way for event managers to manage finances and improve the overall event management process. It ensures that every dollar is accounted for and used wisely by the right professionals and teams. 

What is account hierarchy?

An account hierarchy is a way of organizing accounts in a system and is typically used in businesses or organizations to show relationships between them. Softrax’s definition of account hierarchy notes that this structure aims to ease financial reporting, analysis, and management. When financial data is organized in a logical and consistent manner, it’s easier for event management teams to understand their financial status for better budget creation and decision-making. 

Organizing funds during the event planning process

Account hierarchies can look different depending on the organization and its needs. However, they typically include a chart of accounts (COA). A COA is an index of every account in an accounting system and can include account categories like assets, liabilities, equity, revenue, and expenses. As an events management business, you can also structure your account hierarchy based on projects or clients to track each event’s financial status. This can help you keep track of the budget of different events to ensure finances are flowing correctly and being used efficiently. 

When you know how much money is allocated to certain events and projects, and how the finances are utilized for each one, you can easily keep track of each one’s financial status and avoid overages or misusing funds. The improved organization makes managing event planning easier and ensures you stay within budget, even when managing multiple events at once

Risk management 

Events are often unpredictable (even with thorough planning), and these unexpected changes can affect your budget and finances. Insights from Forbes note that risk management ensures that the time and resources spent on the event are protected and still used efficiently despite new challenges.

The structure that an account hierarchy brings can help event management teams assess the financial status of the event and delegate tasks to responsible departments or teams for efficient decision-making. It can help you determine how to utilize funds to cover any emergency situations that may arise. With an account hierarchy, event managers can easily see how money is being handled to mitigate risks, removing the added stress that comes with the unpredictability of events. 

Streamlined productivity

Disorganization can easily throw your events management team into chaos. When money is on the line, this can lead to huge business impacts and can affect the success of your event. Organization and productivity are paramount for event management, and an account hierarchy can add more structure.

A clear hierarchy outlines which managers or teams have the authority or access to carry out certain financial decisions, saving time and preventing the misuse of funds. It also makes it easier to assign tasks or responsibilities to teams in charge of specific accounts. This prevents miscommunications and allows teams to know what they’re in charge of, streamlining decision-making and financial reporting to enhance productivity. 

This type of organization and task assignment is easily completed using corporate meeting planning solutions. Event planning software streamlines productivity and helps lower costs. Attendease empowers your events team with automation, organization, and easy communication tools that will save you time and cost, while improving efficiency.

Article contributed by Brianne Watson exclusively for eventupplanner.com

13 Event Ideas for Sales Kick-Off Meetings

  • Event Management
Event Ideas for Sales Kick-Off Meetings

Sales kick-off meetings (SKOs) are vital for driving success in your company’s sales team

These events bring together your company’s entire sales team from across the country to celebrate wins, reinforce company values, and equip attendees with knowledge and tools for the upcoming sales cycle. 

When done well, sales kick-off meetings foster unity, inspire confidence, and reignite the passion that fuels top performers.

When executed poorly, attendees leave feeling deflated and uninspired— definitely not what you want for your people!

So whether you’re a corporate event planner or a sales team leader, we’ll explore the crucial elements of planning a successful SKO. Keep reading for 13 creative event ideas to engage and inspire your sales force at your next sales kick-off meeting!

What is a Sales Kick-off Meeting?

A sales kick-off meeting (SKO) is an annual or semi-annual event where companies gather their entire sales organization. These meetings typically occur at the start of a new fiscal year or sales period and are held off-site, often at a hotel or conference center (though virtual options are rising in popularity). 

The primary objectives of an SKO are to provide product and strategy updates, set goals, rev up motivation, and align the sales team for the upcoming sales cycle!

Despite the rise of remote work, successful companies like HubSpot, Salesforce, and Adobe continue to invest in SKOs. These events remain relevant as they foster team camaraderie, offer valuable training opportunities, and create a shared sense of purpose and direction for the sales force.

Common agenda items at a sales kick-off meeting include:

READ MORE: 9 Things Attendees Actually Want From Your Next Event

What Does Every Sales Kick-off Event Need?

To create a truly impactful and memorable sales kick-off event, you need to incorporate several crucial pillars that cater to the diverse needs of your company’s sales force. Let’s explore these pillars in greater detail:

Reflection & celebration

A successful SKO should start by reflecting on the previous year’s achievements, challenges, and lessons learned. Whether individual or team-based, celebrating wins boosts morale and reinforces a positive sales culture! This recognition fosters a sense of accomplishment and motivation to continue striving for excellence.

Education

Providing comprehensive product and industry updates keeps your sales team informed and equipped to handle customer objections effectively. Educational sessions should cover new features, relevant competitors, and emerging market trends. Hands-on training and role-playing scenarios can level-up everyone’s skills. 

READ MORE: 35 Creative Product Launch Event Ideas to Try in 2024

Team engagement

You have great people on your sales team. Why not leverage them? The best sales kick-off events include collaboration, problem-solving, and relationship-building. Informal break-out sessions encourage the team to learn from each other and succeed together. Activities can range from team-based challenges to social events, fostering a sense of camaraderie and strengthening team bonds. 

Collaboration

Aligning the sales team with other departments— such as marketing, product development, and customer success— is essential for a cohesive customer experience. Cross-functional sessions and networking opportunities during the SKO encourage open communication, shared understanding, and improved collaboration throughout the year.

Energy

A successful SKO should be an energizing and motivating experience for your sales team. Incorporating high-energy elements, like dynamic keynote speakers, fun activities, and memorable celebrations, can create a contagious atmosphere of excitement and enthusiasm, propelling the sales team forward into the next sales cycle!

13 Creative Event Ideas for Your Next Sales Kick-off Meeting

Crafting an engaging and memorable sales kick-off event requires a blend of tried-and-true tactics and innovative approaches. Here are 13 creative event ideas to inspire your next SKO and leave a lasting impression on your sales team:

Interactive product demos and gamification

Instead of traditional product presentations, engage your sales team through interactive demos and gamified challenges. Divide attendees into teams and have them compete in product-based quizzes, role-playing scenarios, or scavenger hunts, fostering friendly competition and hands-on learning.

Expert panel discussions

Bring in a diverse panel of industry experts, thought leaders, and successful sales professionals to share their insights, experiences, and best practices. Encourage attendees to participate in Q&A sessions and networking to keep the knowledge flowing. 

Immersive virtual reality (VR) experiences

Leverage the power of virtual reality to transport your sales team into simulated customer environments or product demonstrations. VR can provide a unique and memorable way to showcase your offerings, empathize with customer pain points, and practice sales techniques. 

Sales pitch competition

Challenge your sales team to showcase their skills in a sales pitch competition. Divide attendees into teams and assign them hypothetical products or services to pitch. Invite internal or external judges to provide feedback, in turn fostering healthy competition and skills development.

Escape room team-building

Escape rooms promote collaboration, problem-solving, and communication. Rent out an escape room venue or create your own on-site experience, dividing attendees into teams to solve puzzles and challenges together!

Charity volunteer time

Incorporate a philanthropic element into your kick-off event by organizing a volunteer event for a local charity or non-profit organization. This not only gives back to the community but also encourages bonding and a shared sense of purpose beyond sales.

Sales Olympics or Field Day

Inject some friendly competition and physical activity into your SKO by organizing a “Sales Olympics” or field day. Set up different athletic or skills-based challenges, from tug-of-war to obstacle courses, allowing attendees to unleash their competitive spirit and bond over shared physical activity. 

Sharing success stories

Invite top-performing sales reps or company leaders to share how they have overcome challenges and achieved results. Storytelling can be a powerful tool for inspiration and motivation, especially when stories come from peers or thought leaders. 

Improv comedy workshops

Improv workshops can be an excellent addition to a sales kick-off event. These interactive sessions teach valuable skills like active listening, thinking on your feet, and adapting to unexpected situations—all crucial skills for successful sales pros!

Sales mastermind sessions

Facilitate peer-to-peer learning and knowledge sharing during your sales kick-off event. Divide attendees into small groups based on experience levels, territories, or product lines, and encourage them to discuss best practices, challenges, and strategies. These sessions can be moderated by sales leaders or top performers, creating a collaborative space for continuous learning and growth.

Live music or comedy performance

Add an element of entertainment and energy to your SKO by booking some live music or a comedy act. These can serve as uplifting breaks between sessions or as part of evening social events, helping to create a fun and memorable atmosphere for attendees.

Wellness activities

Prioritize the well-being of your sales team by incorporating wellness activities into your agenda. Options could include yoga or meditation sessions, healthy cooking demonstrations, or outdoor team-building activities like hiking or a nature walk.

Sales awards gala or red carpet event

End your kick-off event on a high note by hosting an awards gala or red-carpet event to recognize and celebrate top-performing sales representatives, teams, or leaders. This is the perfect opportunity for attendees to dress up, let loose, network, and commemorate their achievements in style.

The Benefits of Running a Virtual Sales Kick-off Meeting

While in-person sales kick-off meetings offer unparalleled opportunities for team bonding, organizing them annually can be a logistical and financial challenge. 

Fortunately, modern event management technology has paved the way for virtual SKOs, providing companies with a flexible and cost-effective alternative, especially in the era of remote work.

Virtual SKOs make it easier to bring dispersed sales teams together without the need for travel or venue costs. This format offers several benefits, including:

  • Cost savings. Virtual SKOs eliminate costs associated with venue rental, travel, accommodations, and catering. 
  • Increased accessibility. Remote attendees can participate from anywhere, reducing barriers to attendance and ensuring no one misses out on crucial information and training.
  • Flexibility and convenience. Virtual event software allows for seamless integration of pre-recorded content, live sessions, and on-demand access, accommodating different time zones and schedules.
  • Reduced environmental impact. By eliminating travel, virtual SKOs contribute to a lower carbon footprint, aligning with corporate sustainability goals.

Plus, virtual event software offers live polls, breakout rooms, and gamification, ensuring your team still gets valuable opportunities for networking and bonding. 

GET THE FREE GUIDE: Implementation Guide for Virtual Events

Top FAQs about Sales Kick-off Meetings

How far in advance should I plan a sales kick-off meeting?

It’s generally recommended to start planning your SKO at least 6-9 months in advance. This allows ample time for securing venues, coordinating speakers and activities, and ensuring proper communication and promotion to your sales team. 

What’s the ideal duration for a sales kick-off meeting?

While there’s no one-size-fits-all answer, most successful SKOs range from 2-4 days. This timeframe provides sufficient opportunities for training, team-building activities, and social events without overwhelming attendees.

How can I ensure high attendance and engagement at our SKO?

Promote the event well in advance and communicate the value proposition to attendees. Incorporate interactive elements, gamification, and networking opportunities into the agenda. You could also consider offering incentives or recognition for participation and engagement.

How can I measure the success and ROI of our sales kick-off meeting?

Set clear goals and metrics beforehand, such as increased product knowledge, improved sales skills, or strengthened team cohesion. Collect feedback from attendees through surveys and follow up on tangible outcomes like improved sales performance or customer satisfaction scores in the following months.

What are the benefits of using event management technology for a virtual SKO?

Event management software like EventUp Planner offers numerous advantages for virtual SKOs, including seamless live streaming, interactive features (polls, Q&A, breakout rooms), on-demand content access, and comprehensive analytics. These tools can enhance engagement, networking, and overall experience for remote attendees.

LEARN MORE: Continuing the Conversation: Keeping Attendees Engaged After a Virtual Event

Supercharge Your Events with Leading Event Management Software

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

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
  • Unlimited events and attendees
  • No per-registration fee
  • No percentage of ticket sales

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

Keep Your Event Staff Motivated to Excel: 4 Top Strategies

  • Event Management
A group of individuals enjoying beverages at an event.

Event planners and staff members have fast-paced roles with many responsibilities, from establishing event ticket prices to acquiring auction items to setting up the venue. This can result in them feeling stressed, overwhelmed, and eventually burned out.

That’s why it’s your business’s responsibility to implement strategies that encourage them to create events that support your company’s goals. But where do you begin?

This guide will cover the four top strategies you should use to motivate staff members and ensure they stay passionate about their roles. With the right approach, your event staff will be excited to come to work to plan and host events that draw in more revenue for your business.

1. Prioritize employee engagement

Employee engagement is an increasingly important concept that organizations of all kinds are prioritizing. This term refers to an employee’s emotional commitment to their organization—the more engaged they are, the more they care about their work and company. As a result, highly engaged employees are also highly motivated to work hard, which is especially important for event staff.

To improve employee engagement, address the root causes of disengagement, which include:

  • Minimal training. Create a thorough onboarding program so all new employees learn what they need to know to handle their responsibilities. Document any processes relevant to their work and make those resources available so they can refer to them whenever required.
  • Lack of communication and feedback. Clearly communicate your expectations to your event staff for their performance and the event they’re planning. Establish clear metrics to evaluate them and regularly update them on their performance. Have regular one-on-one meetings with event staff members so that they can ask questions, ensuring you all stay on the same page.
  • Isolation. Despite working as part of a team, your event staff may feel isolated in their work and disconnected from coworkers. Encourage them to get to know each other outside of their responsibilities. For example, if you know that multiple event staff enjoy running, start a company running club to facilitate connections.

Additionally, you may look into other ways to increase engagement at your company. Many CSR statistics demonstrate that corporate social responsibility is a great way for employees to become more connected with their business—for example, 93% of employees think that companies should lead with purpose, and 55% of employees say that they would take a lower salary to work for a socially responsible company.

Philanthropic initiatives provide a concrete framework for employees to give back to the community, instilling a greater sense of purpose and leading to heightened motivation and engagement at work.

For example, let’s say you start a company running club. In that case, Sneakers4Good suggests donating running shoes for your CSR initiatives. This allows you to recycle gently worn, used and new shoes, showing your employees that your business is committed to sustainability. Employees who value sustainability will appreciate your dedication to this cause and feel more connected to your organization.

2. Promote healthy work-life balance

Although event staff are extremely busy, that shouldn’t mean they must sacrifice their work-life balance. While some periods (especially the days leading up to large events) will be much busier and they’ll be expected to put in more hours than usual, they should be able to establish a balance between their professional and personal lives on a day-to-day basis.

To help them create that balance, encourage them to:

  • Take breaks. Employees who regularly step away from their desks report 43% more overall satisfaction than their peers. Allow employees to take a quick 10-minute stroll or breather when they feel overwhelmed by their responsibilities.
  • Take time off. Most employees are allowed a certain amount of paid time off as part of their compensation. They should take this time to rest and recharge, allowing them to return to work feeling refreshed and energized.
  • Make space for their hobbies. Your business can also incentivize employees to participate in their hobbies in their personal time. This might mean providing a wellness stipend for gym memberships, starting a monthly book club, and hosting paint-and-sip sessions.

Having the opportunity to disconnect fully from work allows employees to focus on themselves and reduce their stress. Then, when they return to work, they’ll be more motivated to plan stellar and creative events that help push your business’s goals forward.

3. Delegate event tasks to other teams

Event staff handle many tasks, from developing event agendas to booking entertainment. However, some tasks may fall in a grey area between teams. If your event team members are feeling overwhelmed, delegate some of those grey-area tasks to other teams. These tasks may include:

  • Developing event microsites, which a web development team can handle.
  • Soliciting sponsors through your sponsorship team.
  • Creating marketing materials that your marketing team can handle.

Since event staff usually manage multiple tasks or even multiple events at once, this strategy can help ensure their workload remains manageable and lower stress levels. After all, high stress is correlated with a slew of negative effects, including headaches, sleep problems, and fatigue. A streamlined workload will result in less stress and more motivation to work hard.

4. Show employee appreciation for their work

Everyone wants to be recognized for their achievements. By regularly showing your appreciation for your employees, you communicate that you value their contributions and see their hard work. This positive reinforcement will make employees feel good about themselves and motivate them to excel.

Here are a few ways you can show recognition to your employees:

  • Send recognition cards. Purchase cards from your local grocery store and write a heartfelt letter to top-performing employees, thanking them for all they do for your business.
  • Encourage peer-to-peer recognition. Recognition doesn’t need to just come from managers and business directors. eCardWidget recommends fostering a culture of peer-to-peer recognition, where employees feel empowered to show appreciation for each other, resulting in more frequent appreciation for all employees.
  • Host employee appreciation events. This is one event you shouldn’t ask your event team to plan! You can host an appreciation event just after the close of a big event to celebrate a promotion or to recognize a work anniversary. For an extra fun twist, choose an engaging event idea to inspire employees to attend, such as a wine and cheese night or a mini-golf tournament.

Employee appreciation can also go beyond work achievements. Don’t be afraid to celebrate other occasions as well, such as birthdays, holidays, life milestones, and more.

Empower employees to do their best work with proven strategies 

In today’s workplace culture, simply providing the framework for employees to do work is not enough. You need to empower them to do their best work by creating a workplace they can thrive in. With these strategies, you’ll ensure that after sending out post-event surveys for your organization’s annual gala, your event staff will still be excited about jumping into planning your next event.

Hosting a Webinar? Here’s What to Do Before, During, and After the Event

  • Attendease
  • Event Management

Webinars have become more common in the past few years as more professionals and companies have started working remotely and maintaining flexible work arrangements. As such, it’s safe to say that virtual events are here to stay. After all, these enable businesses and professionals to interact with more people from different regions and easily market new products and services globally. Webinars are also starting to feel more like in-person events thanks to the use of emerging technologies like augmented reality. It’s thus no surprise that the market for virtual events is valued at $78.53 billion (C$104.99 billion), with North America having the highest demand for it in the world.Though it can benefit your business despite its remote nature, a webinar can only be successful if it’s hosted properly. If you want to host better webinars, here are some things to do before, during, and after the event:

Before The Webinar

Polish your outline

To familiarize yourself with the program’s flow, prepare an outline of the webinar. This should indicate the entire agenda, include bullet points of what you need to discuss during specific segments, and highlight important details you need to remember—such as a speaker’s credentials. For the best effect, be sure to practice your role throughout the outline before hosting the webinar itself. Familiarize yourself with correctly pronouncing names when you speak about a certain topic or activity, and eliminate the “uhms” and “errs” you may say in between sentences. That way, you can improve your tone, liveliness, and speed for a smoother hosting experience.

Exploring the Future of Virtual Exhibitions for Hybrid Businesses

  • Event Management
Exploring the Future of Virtual Exhibitions for Hybrid Businesses

The past few years have witnessed a seismic shift in business operations, with remote and hybrid working patterns becoming increasingly prevalent. 

Virtual events, once seen as a temporary solution, have evolved into a viable and often preferred alternative to traditional in-person meetings. Webinars and digital exhibitions, in particular, have undergone a transformative few years, with organizers and attendees alike recognizing the benefits and challenges of the digital format. 

This article explores the reasons for hosting virtual events, and how even companies who maintain a physical presence have needed to adapt to accommodate the hybrid approaches adopted by the majority of companies. As a result, businesses and fundraising organizations are embracing virtual events to stay connected, engage with audiences, and present their products and services.

Benefit from Hosting Virtual Exhibitions

One of the most significant advantages of virtual exhibitions is their ability to transcend geographical boundaries. Participants from around the world can attend and engage with exhibitors without the need for costly travel arrangements. This not only broadens the reach of the event but also fosters greater inclusivity and accessibility.

Additionally, online exhibitions offer cost-effective solutions for both organizers and exhibitors. According to one study, the average cost per attendee for a virtual event is $23, compared to a far higher cost of $1,129 per delegate for a physical event. The elimination of physical venue rental fees, staffing requirements, and logistical expenses can result in substantial savings, allowing for a more efficient allocation of resources. For entrepreneurs and SMEs on a limited budget, such savings are worth realizing.

Virtually showcase an Engaging Product 

One of the key advantages of virtual exhibitions is the ability to showcase products, such as large or complex equipment that benefits from being viewed, experimented with in a controlled and immersive environment. For some organizers, virtual events eliminate spatial limitations, enhancing the demonstration of specific items which can be crucial. In industries such as sports, fitness, or commercial equipment, virtual exhibitions offer a unique opportunity to highlight their offerings in a way that prioritizes viewer engagement and provides a sales-focused demonstration.

Set a Virtual Stage

When preparing for a virtual exhibition, it’s essential to carefully plan and design the digital space. This includes considering the spatial requirements for showcasing larger equipment or products that require a specific setup. For example, golf simulators with unique ceiling-based monitors would be difficult to reach and operate in person, making a virtual demonstration more practical. Digital events also ensure a higher number of people will view and understand these types of product demos that are harder to depict in physical arenas. 

Virtual events are an opportunity to create a replica of the desired exhibition space, from a sporting arena or remote location that can’t easily be illustrated, or translated realistically, in physical event spaces. For efficient product launches, therefore, businesses can meticulously plan their digital layout, flooring, and surrounding areas to design an outstanding viewing experience for attendees.

To create a memorable online event, exploring and experimenting with virtual reality (VR) and augmented reality (AR) technologies can be a vantage point. Businesses can create impressive immersive and interactive product demonstrations that allow attendees to experience and inspect products up close. Using simulations and on-screen graphics shows interested buyers how to operate large equipment while being guided by experienced product specialists. They also allow oversized products and gadgets to be shown in a realistic, safe, and immersive setting.

Promote Unique Selling Points

Virtual exhibitions are an excellent opportunity for businesses to showcase their products detailed and unique selling points. They incorporate interactive elements, such as 360-degree product views, close-ups, and real-time demos, that invite attendees to see the product’s best features and how they work in practice.

Whatever you’re showcasing at an online event, there are multiple ways to organize a creative product launch to ensure those winning attributes really stand out to attendees. For smaller products, virtual exhibitions offer the chance to present intricate details and unique features that might be challenging to convey in a traditional setting. Attendees can zoom in, rotate, and explore products from various angles, gaining a deeper appreciation for their design and functionality.

Facilitate Online Engagement and Interaction

While virtual exhibitions may lack the face-to-face interactions of traditional events, they can still foster engagement and interaction through innovative approaches. While virtual exhibitions present numerous advantages, they also come with their own set of challenges. Technical issues, such as unstable internet connections or compatibility problems, can disrupt the flow of the event and diminish the overall experience.

People are less likely to pay attention during an online event with 67% of workers admitting to being distracted so it’s important to capture and keep viewers’ attention. This is why planning to engage in live chat functions, Q&A sessions, and digital product demonstrations can create opportunities and encourage attendees to ask questions, provide feedback, and engage with product experts in real-time.

Likewise, interactive quizzes or challenges encourage attendees to actively participate and learn about their products in an engaging and entertaining manner. It’s also important to promote products effectively and foster meaningful connections with attendees and prospective buyers during and after a virtual event.

Future of Virtual Exhibitions

As the event industry continues to evolve, it is crucial to reflect on the lessons learned from the rapid adoption of virtual exhibitions. Organizers and businesses alike must remain agile and adaptable, continually refining their approaches based on participant feedback and emerging best practices. Similarly, ensuring accessibility and inclusivity should remain a top priority. Virtual exhibitions offer an opportunity to reach a broader audience, but organizers must be mindful of potential barriers, such as languages, disability accommodations, and digital literacy gaps.

While the convenience and cost-effectiveness of virtual events are undeniable, organizers must strive to replicate the energy and excitement of in-person gatherings through the creative use of technology and interactive elements. Event organizers and businesses must remain at the forefront, utilizing emerging tools and techniques to create immersive, engaging, and inclusive experiences.

By planning regular virtual events, businesses can position themselves for success in an ever-changing hybrid and workplace landscape. For those willing to embrace change and reimagine the way they connect with audiences, there are fantastic opportunities to stand out from the crowd. Find out how to streamline your online meetings and events in one easy-to-use virtual event management platform.

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

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

How to Host a Successful Webinar: The Ultimate Guide

  • Event Management
Measuring event KPIs

Webinars have become more common in the past few years as more professionals and companies have started working remotely and maintaining flexible work arrangements. As such, it’s safe to say that virtual events are here to stay. After all, these enable businesses and professionals to interact with more people from different regions and easily market new products and services globally. Webinars are also starting to feel more like in-person events thanks to the use of emerging technologies like augmented reality. It’s thus no surprise that the market for virtual events is valued at $78.53 billion (C$104.99 billion), with North America having the highest demand for it in the world.

Though it can benefit your business despite its remote nature, a webinar can only be successful if it’s hosted properly. To host better webinars, here are some things to do before, during, and after the event.

What Is a Webinar?

True to its name—a portmanteau of ‘web’ and ‘seminar’— a webinar is a virtual event where knowledge sharing, teaching, discussion, and networking take place online in real time. Like other online events, webinars have emerged as increasingly popular tools for organizations everywhere.

But why are webinars so popular? The answer lies in their versatility and accessibility. Webinars offer multiple benefits, including lead generation, increased brand visibility, audience education, and relationship building. Best of all, they are cost-effective, convenient, and often have the potential to reach a larger audience than in-person events.

Benefits of Hosting a Webinar

Here are some benefits of hosting a webinar:

  • Reach: Webinars allow you to connect with a global audience regardless of geographical barriers.
  • Engagement: Webinars offer interactive features like Q&A sessions, polls, and chats to enhance audience engagement.
  • Expertise Showcase: Webinars position you as an authority in your field and showcase your knowledge and expertise.
  • Lead Generation: Webinars are effective for generating leads as attendees willingly provide their contact information to register.
  • Cost-Effective: Compared to physical events, webinars are often more cost-effective because they don’t require a venue, catering, or travel expenses.
  • Convenience: Attendees can join from the comfort of their homes or offices, increasing accessibility.
  • Data Collection: Webinar platforms often provide analytics that allows you to gather valuable data on attendee behavior and interests.
  • Content Repurposing: Webinars can be recorded and repurposed into blog posts, social media content, or downloadable resources to maximize their value.
  • Networking: Webinars facilitate networking opportunities among attendees, speakers, and sponsors, fostering valuable connections.
  • Sales and Conversions: Webinars can be used as a platform to showcase products or services, leading to increased sales and conversions.

How to Host a Webinar: What to Do Before the Webinar

1. Determine the purpose, audience, and objectives for your webinar

Like any great event, hosting a successful webinar begins with careful planning. By asking yourself ‘what,’ ‘who,’ and ‘how to host a webinar,’ you’ll be well on your way to running a great webinar.

The ‘what’ is the purpose of your webinar. Whether you’re looking to educate your attendees about a new product, share industry insights, or provide training, the topic of your webinar must offer value while being relevant and interesting to your attendees.

Next, define your target audience. Knowing ‘who’ you’re speaking to will help you tailor your content, format, and promotional efforts. For example, a tech-savvy audience might prefer a more interactive session with live chat, while a more traditional audience may be more comfortable with a simpler, lecture-style presentation.

The ‘how’ pertains to specific, measurable objectives for your webinar. Consider engagement goals such as the number of attendees or potential leads you’d like to generate.

2. Set up an efficient webinar hosting environment

Once you have clarity on the above, the next step is choosing a suitable webinar platform. Make sure you choose a webinar platform that fits your needs, considering its ease of use, features, and pricing.

An efficient hosting environment will minimize interruptions, especially if you live in a busy household or neighborhood. Move to a quiet area far from people and vehicles to reduce noise. Check if your lighting is sufficient to illuminate your face so webinar attendees can see you clearly. Next, ensure your desk is ready so you don’t have to adjust your space and disrupt the webinar as you host. Keep your headphones, mouse, and keyboard close by. If you need to, use a laptop stand to prop your laptop (and the event’s attendees) to eye level so you can ensure consistent eye contact for engagement and stay comfortable even amid longer webinars. Logitech’s Casa Pop-Up Desk is an excellent choice for this, which comes with everything from a laptop stand and a wireless keyboard to a tracking pad.

3. Pick a date and time for your webinar

Pick a date and time that will work best for your target audience, and craft a compelling title and description for your event website. This is your first chance to grab the attention of potential attendees!

4. Polish your webinar outline

Having an in-depth roadmap is key when learning how to host a webinar! Before you begin developing content, create a detailed outline. This will help you think through the process, ensuring your webinar’s content flows logically and covers all key points.

The webinar outline should indicate the entire agenda, include bullet points of what you need to discuss during specific segments, and highlight important details you need to remember—such as a speaker’s credentials. For the best effect, be sure to practice your role throughout the outline before hosting the webinar itself. Familiarize yourself with correctly pronouncing names when you speak about a certain topic or activity, and eliminate the “uhms” and “errs” you may say in between sentences. That way, you can improve your tone, liveliness, and speed for a smoother hosting experience.

5. Create and organize your webinar content

Once your outline is complete, it’s time to prepare your presentation materials, whether slides, videos, or infographics. Looks do matter here. Your materials should reinforce your main message while also being visually appealing to your audience. Developing a seamless, aesthetically pleasing presentation can take time. To ensure you’re on track with all preparation tasks, create a comprehensive timeline and stick to it diligently to avoid last-minute chaos.

If your topic lends itself to it, consider inviting an industry expert as a guest speaker. This can add credibility to your event and increase audience interest, taking your webinar to the next level.

Finally, since webinars depend heavily on technology, technical glitches can be a major setback. Always conduct dry runs prior to the event to test your webinar platform, your internet connection, and all audio-visual equipment to ensure smooth functioning during the actual event.

6. Market and advertise your webinar

Now that your webinar is taking shape, it’s time to create some buzz! Create an appealing landing page or registration form to gather attendee information and track sign-ups. This serves two purposes: as an entry point for potential attendees and as a vessel to collect relevant attendee information and evaluate the effectiveness of your promotional efforts.

Make the most of all the digital marketing tools at your disposal! Depending on your target audience, direct email marketing, social media, and your website can become powerful allies in your promotional efforts. No matter the platform, be sure to share relevant content that builds anticipation and funnels traffic to your registration page so you can track the results.

Don’t underestimate the power of your existing professional network and communities. They can be instrumental in spreading the word! If you’re looking to extend outside your own network, however, it’s never a bad idea to explore collaborations with relevant influencers or businesses for cross-promotion. Offering incentives like early bird or affiliate discounts can stimulate registrations further—after all, everyone loves a good deal!

7. Make yourself look professional

According to the LEMP article “Dressing Etiquette for Webinars,” donning the proper attire will establish your credibility and authority as a host. That can help you maintain audience engagement and respect throughout the webinar. When it comes to clothing, wear a plain shirt—preferably with a collar—so you look sharp and polished, and iron it beforehand to get rid of wrinkles. However, avoid wearing distracting patterned fabrics, especially if you’re using a virtual background for the webinar. If you need vision correction, make sure you get prescription glasses with a simple design and color, like rectangular or round shapes with plain black or metal frames, for a more professional look. If you are wearing headphones, ensure you get headset-compatible glasses like the Versace VE3293 or Oakley OX5152 Wire Tap 2.0, which have thin arms that can fit snugly under the earpads. Finally, keep makeup light and ensure it focuses on areas that can appear pale on screen, like your cheeks. Apply blush and lipstick for a lively look that is perfect for a webinar host. However, avoid shimmery makeup that can make unflattering light bounce off your face.

How to Host a Webinar: What to Do During the Webinar

8. Kickstart your webinar with an intro and overview

When the big day finally arrives, kickstart your webinar with an engaging introduction and provide an overview of what your attendees can expect using your previously created outline as an agenda.

9. Present clear, interactive content

Keep in mind that the key to a successful webinar is clear, well-structured, and interactive content. No matter the topic, your content should always be organized and presented with clarity. Multimedia elements such as videos, animations, or live demonstrations can significantly enhance the user experience and engagement.

Webinars also thrive on audience interaction. Including polls, live chats, or Q&A sessions can help keep your audience engaged. However, your audience’s time is important, so make sure you respect it by managing your time effectively and staying on schedule.

10. Bring your personality to your hosting responsibilities

Attendees would enjoy watching and listening to someone engaging and relatable. Otherwise, they may not stay for the whole event if you’re monotonous. After introducing your background, credentials, and expertise, ask the attendees questions, like what they know about the webinar’s topic or things they’re hoping to learn from the event. You can also give your own answers as examples so they’re compelled to share their own. That way, participants will be more interested in the webinar’s topic and potentially remain just as engaged in the event as it goes on.

11. Boost attendees’ participation and engagement

Some attendees may still hesitate to participate when the main event starts—like when a speaker gives a presentation or hosts an activity. Since it’s a virtual event, they may be less interested in sharing ideas with strangers or communicating with fellow attendees. To address this, make your virtual event more engaging by gamifying participation. Turn interactions into a scorable system, where they can win things like gift certificates or extra entries for raffle prizes at the end of the event. This interactivity can encourage them to answer questions and share their insights throughout the webinar more frequently.

12. Finish with a strong call-to-action

Finally, end the webinar with a strong call to action. For example, you could invite your audience to sign up for your newsletter, purchase a new product, or register for the next session.

How to Host a Webinar: What to Do After the Webinar

13. Send a follow-up email

It’s key to extend your relationship with your audience beyond the event. Send a thoughtful follow-up email thanking your attendees with relevant downloadable assets, resources, or recordings from the event.

14. Distribute post-webinar surveys

There’s always room for improvement, especially when hosting virtual events. After it’s over, release a survey asking the attendees what they liked about the event and if they have any suggestions and tips for upcoming webinars. This gives you an idea of what you should continue doing as the host, what you need to improve, and what practices you should stop doing altogether. You can send a link to the survey in the webinar chat before people leave, post it on your website, or email it to confirmed attendees.

15. Make the webinar available after the event

Although webinars are live events, many attendees (and non-attendees) will appreciate having access to the program. This can help them review some points, take notes, or use the webinar for future reference. Upload the recorded webinar on your website or platforms like YouTube. You can also send the attendees a link via email so they’re notified that they can access the webinar for personal use.

Hosting a webinar takes a lot of work and professionalism. By following these tips, you can be a better and more engaging host for your next virtual event.

Where to Host a Webinar

Hosting a webinar can be a powerful way to share knowledge and foster relationships. But a truly successful webinar experience requires thoughtful planning and seamless execution—and creating that seamless webinar experience doesn’t have to be stressful!

With Attendease, you can manage everything—from your event website, registration, and communications to event day and beyond—all from one platform.

Attendease helps:

  • Eliminate the need for multiple tools
  • Reduce the risk of human error
  • Cut back on resources needed to host your events
  • Keep all your data for all your events in one place

Host a Successful & Engaging Webinar with Attendease

Looking for a webinar hosting platform? Attendease removes the complexity of managing multiple webinars using an online webinar platform. Attendease allows you to manage your entire webinar lifecycle from one platform. From registration to email communication, sponsorship management, and reporting, you’ll have everything you need at your fingertips.

Want to learn more? Book a call today!

Smart Glasses Are On the Rise: Can They Help With Event Planning?

  • Event Management
Smart Glasses Are On the Rise: Can They Help With Event Planning?

Technology is constantly evolving, and various industries are delving into and exploring innovations and digital solutions. The event sector is no exception, as event planners and managers are starting to experiment with tech to enhance events and the planning process. In fact, many event trends for 2024 are skewing heavily toward the digital world. Artificial intelligence (AI) streamlines event planners’ workflow, boosts operational efficiency, and enhances event experiences for attendees. Immersive technologies like augmented reality (AR) and virtual reality (VR) are also shifting how participants experience events, taking them to whole new virtual realms beyond the event venue. However, a new innovation is also making waves in various industries, making tech like AI, AR, and VR more portable and even hands-free. 

Smart glasses are emerging as potential game-changers for various industries, and the demand is surging—the smart eyewear market is set to hit $10.6 billion in 2024. This burgeoning form of wearable technology allows wearers to bring visual and audio capabilities, AR and VR features, or AI tech wherever they go, with no need to pull out a device or wear bulky goggles. But can this new tool benefit the meticulous world of event planning? The answer is a promising yes, with some considerations event planners and managers should keep in mind.

What Are Smart Glasses? 

Smart glasses are wearable devices that can perform various tech capabilities. Some smart glasses are equipped with open-ear speakers to allow wearers to listen to music and take phone calls, and some have cameras for hands-free photo and video taking. Other smart glasses can have AR or mixed reality technology that projects digital content into the user’s field of vision. Many smart glasses models are also designed to look like regular sunglasses or eyeglasses, allowing them to blend into the wearer’s look and provide a discreet and fashionable experience so they can be used in public without drawing attention.

Here’s how smart glasses can be used for event planning and beyond:

Quick Event Documentation

Documenting and sending photos and videos to other event staff or team members can be a source of stress on top of other crucial tasks. Smart glasses can make it much easier for event planners to capture things from their point of view without having to pull out a phone or bring around a heavy camera. The Ray-Ban Meta smart glasses showcase how the latest models can take high-quality photos, record videos, and even live stream on social media using voice commands so busy event professionals can keep their hands free for other tasks. These can be helpful in the planning stage when exploring venue options, picking out potential decor, documenting the set-up process, and more. The glasses can easily send pictures and videos to other staff who aren’t present, keeping them in the loop. These smart glasses can also be used to snap quick shots of the event or broadcast it onto Meta’s platforms like Facebook and Instagram. It also helps that the glasses look like a classic pair of Ray-Ban Wayfarers, keeping the look discreet and stylish no matter where you use them.

Hands-Free Communication

Miscommunications can throw a wrench into your plans, causing disruption in the event planning process. Smart glasses can help manage communication woes, making it easier for you to get in touch with team members, suppliers, vendors, clients, and more. No more scrambling for your phone—you can discreetly communicate and access information with a simple voice command or touch gesture. If you need to make or take an urgent call, you can command your glasses to dial someone or pick it up, and you’ll be able to hear them through the speakers. You can also send someone a text message if you can’t ring them. Being able to quickly contact someone hands-free can make it easier to properly discuss any plans or issues while managing other tasks, allowing for efficient and smooth event planning. 

Enhanced Event Visualization

In the early stages of event planning, it can help visualize how a venue looks when it’s set up for the event to ensure that the space is appropriately decorated or can help direct the flow of attendees. Instead of relying on mental notes and tape measures when visiting a potential venue, you slip on your smart glasses. AR capabilities can overlay a digital blueprint of your envisioned event layout. Furniture placement, stage design, and even décor details appear before your eyes using 3D models, allowing you to virtually walk through the perfected space and make adjustments on the fly. This AR feature can revolutionize site visits and planning sessions, boosting efficiency and precision. Glasses like the Rokid Max AR Glasses can provide a wide display and project high-quality images and footage in your field of vision, enabling an immersive experience. 

AI Assistant

If you’ve ever been stumped by a question or lack some information, smart glasses can provide the knowledge you need on the go. Some smart glasses, like Frames from Brilliant Labs, use AI software to assist the wearer, which is perfect for busy event professionals who need to maximize their time wisely. You can use voice commands to ask the glasses’ AI a question, search the web, identify landmarks, and even translate written and spoken speech. Smart glasses with AI capabilities can help fill in any gaps in information and make the planning process more detailed. If someone needs directions to the event venue, the glasses can identify any notable landmarks to direct people there. Need to do a quick search for a nearby decoration store or catering service? Smart glasses can look up information for you. These smart glasses can save time and effort and help you focus on more important tasks. 

Benefits of Smart Glasses During Event Planning

While the potential is exciting, it’s essential to acknowledge the limitations of current smart glasses technology. Processing power and battery life are still evolving, which might restrict the complexity of event planning applications. Additionally, using smart glasses might raise privacy concerns for attendees, especially regarding data collection or recording. The widespread adoption of this relatively new technology may take time, especially since many smart glasses models are quite expensive and need more time to evolve. 

Despite the challenges, the potential benefits of smart glasses for event planning are undeniable. As technology continues to develop, you can expect even more innovative applications to emerge. Event planners who embrace this technology early on can gain a significant advantage by streamlining their processes, maximizing efficiency, and creating truly unforgettable events.

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

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

Healthcare Event Planning & Marketing Strategies: Ideas for Every Size and Type of Healthcare or Medical Event

  • Event Management

Events are a critical channel for healthcare organizations to engage with their key audiences. 

From large-scale medical conferences to intimate seminars, events enable healthcare event planners to strengthen relationships, generate leads, and position their brands as thought leaders.

However, producing successful healthcare events takes thoughtful planning and preparation. You must consider your target audience carefully, create compelling messaging, leverage the right technologies, and design memorable attendee experiences. 

In this blog, we’ll explore best practices and innovative ideas to make your next healthcare event a resounding success, no matter the size or format.

Understanding Your Healthcare Audience for Effective Event Planning & Marketing

The first step in planning any successful event is gaining a crystal-clear understanding of your target audience. Ask yourself these key questions:

Who are the key stakeholders for this healthcare or medical event?

Consider physicians, hospital administrators, medical society members, patients, policymakers, and other healthcare professionals.

What are the demographics of potential healthcare event attendees?

Age, gender, specialty, geography, seniority level, and other attributes will impact their needs and interests.

What healthcare or medical challenges and pain points does this audience face?

Tailor content around addressing common problems and concerns.

How can your event enhance their healthcare or medical knowledge, skills, and professional opportunities?

Align event deliverables with your audience’s goals.

Thorough audience research and analysis will allow you to design healthcare events that truly resonate with your attendees.

Strategic Pre-Event Healthcare & Medical Event Planning Strategies

1. Define Your Goals

Before diving into the logistics of your healthcare event, it’s essential to define success clearly. What are your measurable goals? More registrations, greater brand awareness, increased members? Clear objectives are crucial.

2. Set a Budget

Next, build a realistic event budget—factor in venue, food and beverage, A/V, staffing, speakers, promotion, etc. Build in contingency funds for unexpected expenses.

3. Find Healthcare Event Spaces

Then, find the right venue for your audience size, event format, and budget. The space can make or break the experience.

4. Secure Event Partners & Sponsors

Finally, focus on securing reputable partners and sponsors, which can offset costs while expanding your reach.

5. Start Marketing Your Event

Once logistics are set, start promoting your event. Early and enthusiastic marketing gets attendees excited to register right away.

Thoughtful healthcare event planning ahead of time prevents headaches later on. With these items taken care of, you’ll pave the way for success!

Healthcare & Medical Event Marketing Strategies

Promoting your healthcare event in a crowded industry takes creativity. How will you rise above the noise and convince your audience to devote their valuable time to attending?

1. Develop Targeted Campaigns & Messaging

Start by developing truly unique, compelling messaging. Don’t just send generic invitations—craft targeted campaigns that speak directly to your audience’s problems and interests. For physicians, highlight CME credit opportunities, renowned speakers, and insights into emerging treatment. Hospital administrators emphasize innovative approaches to improve the patient experience. 

2. Leverage Digital Platforms

Next, leverage digital platforms to connect with your audience. Cultivate a social media presence and run digital ads focused on their location and healthcare interests. Tap into email lists from past events or affiliated organizations to reach engaged subscribers.

3. Cross-Promote Your Event

Partnerships expand your promotion power. Identify reputable healthcare organizations or professional associations that share your audience and see if they’d be willing to cross-promote your event. Their website banners, email blasts, and social media posts can reinforce your outreach. 

4. Encourage Word-of-Mouth

Don’t underestimate good old-fashioned word-of-mouth! Identify healthcare thought leaders to share their genuine excitement for your event. Their personal recommendations go a long way with peers and followers.

With the right mix of creativity, digital savvy, and partnership building, you can design a healthcare event marketing strategy that successfully cuts through the noise. 

Innovative Healthcare & Medical Event Formats & Spaces

Healthcare events don’t have to follow the standard conference or trade show formats. Some of the most unique and memorable events break the mold completely! 

As you brainstorm concepts, consider event formats encouraging engaging discussions, interactive demonstrations, and relationship-building among attendees.

Panel Discussions

Organizing a panel discussion on a pressing topic in healthcare allows attendees to gain insights from multiple expert perspectives. The panelists can share their views and debate differing opinions while the audience better understands the nuances.

Workshops

Workshops and roundtable sessions also lend themselves well to audience participation. Attendees can ask questions and raise issues for a collaborative group problem-solving experience.

Case Study Presentations

If you want to showcase real-world successes, invite speakers from healthcare organizations to deliver case study presentations. By detailing their own experiences step-by-step, they provide actionable takeaways attendees can apply to their own lives and careers.

Networking Events

Networking is often a primary goal for event participants. Consider organizing speed networking events, designated meetups around shared interests or specializations, or fun social activities. Spontaneous, organic conversations lead to meaningful professional connections!

Hybrid Events

Hybrid events blend physical and virtual elements to increase flexibility, reach, and engagement for remote and in-person attendees. 

The main point is that cookie-cutter conference formats are not the only option. Think outside the box and craft healthcare events truly tailored to your audience! The end result will be greater engagement, idea-sharing, and relationship-building among attendees.

Integrating Technology into Healthcare & Medical Event Planning

Thoughtfully integrating technology elevates healthcare events, but with so many options, where do you start?

User-Friendly Medical Event Software

Consider user-friendly event management software like EventUp Planner that centralizes registrations, logistics, websites, and reporting in one platform. 

Virtual Reality & Augmented Reality

Virtual reality (VR) and augmented reality (AR) are on the rise, too. These immersive technologies transport attendees into simulated healthcare settings to practice techniques or visualize concepts. The hands-on nature boosts engagement and retention.

Medical Conference Apps

Medical conference apps are another innovative way to deepen attendee interactivity. From agendas to speaker information, networking, and exhibitor interactions, branded mobile apps make events more seamless, personalized, and engaging.

Live & On-Demand Content

Live streaming and on-demand content allow virtual attendees worldwide to participate in real-time or view later. These tools broaden reach and extend your event’s shelf life.

The key is determining which technologies align with your healthcare event goals and integrating them thoughtfully into the experience. With the right platforms and tools, the technology should fade into the background, enabling greater engagement and connection. Download our free guide to choosing an event management platform for tips on finding the tech that’s right for you.


Optimizing the Attendee Experience at Healthcare & Medical Events

Beyond your educational content, healthcare event attendees look for experiences that optimize comfort, engagement, and networking. These “soft” elements create memories that linger after the industry insights fade.

1. Design Functional Healthcare Event Spaces

Carefully design event spaces for functionality and flow. Allow easy navigation between CME sessions, exhibits, catering, and networking areas. Build in ample time to connect between presentations.

2. Provide Healthy Options & Comfort to Attendees

Provide healthy food options to maintain energy levels throughout long conference days. Ensure sufficient comfortable seating and standing room based on MD/RN attendance—factor in ergonomics for 10+ hour days on your feet. To promote wellness, consider offering massages, fitness classes, or guided meditation breaks.

3. Make Your Event Easy

Remember to make the experience effortless. Intuitive wayfinding signage helps avoid confusion in large convention centers. Easily accessible staff and resources address real-time questions or needs.

Lastly, gather attendee feedback through post-event surveys and meetings. This allows you to continuously enhance the healthcare event experience and align with your audience’s preferences.

Exhibitor Best Practices for Healthcare & Medical Events

For sponsors and exhibitors, healthcare events provide unmatched opportunities to directly engage key decision-makers and buyers. But how do you maximize the value of your participation?

1. Invest in Eye-Catching Booth Designs

First, invest in eye-catching booth designs that reflect your healthcare brand. Motion graphics, clean aesthetics, product demos, and modern lighting enhance your presence.

2. Attract Traffic Through Interactive Displays

Next, attract traffic through interactive displays. Showcase new medical devices, offer free samples, or demonstrate telehealth platforms. Remember: attendees gravitate toward immersive experiences!

3. Tailor Sponsorship Packages

Consider tailoring sponsorship packages for greater visibility throughout the event. Signage, lanyards, charging stations, etc. — all provide opportunities to integrate your brand creatively.

4. Collect Contact Information

Remember to collect attendee contact info through surveys, appointments, gamification, contests, and other touchpoints. Follow up promptly to convert conversations into sales.

With smart pre-planning, a coordinated strategy delivers measurable ROI while strengthening brand awareness among your customers.

Measuring Healthcare & Medical Event Success

Once your healthcare event is over, careful evaluation provides valuable insights to guide future success. But how do you measure beyond anecdotal impressions?

KPIs & Goals

Start by comparing performance against the pre-defined KPIs tied to your goals. Did you achieve the expected increase in registrations or brand awareness? Quantify it.

Event Data

Analyze event data beyond impressions. Website traffic, actual registrations, and attendance, session participation, lead capture metrics, exhibitor scans, and more provide hard numbers.

Post-Event Surveys

Next, survey all attendees to uncover what resonated and what missed the mark. Consistently measuring and benchmarking data over time is crucial. Each event should build on the last, continuously improving.

Avoid relying on hunches or assumptions when assessing the impact of your healthcare event. Quantifiable KPIs, usage metrics, and audience feedback paint a clear picture of strengths to leverage going forward and areas needing refinement. The insights pave the way for even greater success next year.

Plan Remarkable Healthcare & Medical Events with EventUp Planner (formerly Attendease)

We hope these tips and ideas provide a helpful starting point as you plan your next healthcare event. 

To combine all these elements seamlessly under one platform, we recommend EventUp Planner—an intuitive, easy-to-use event management solution purpose-built for modern healthcare event planners.

  • Simplified healthcare event promotion
  • Robust tools and templates
  • Seamless registration management
  • No-code event website building
  • Analytics & reporting
  • …and much more! 

No matter the size or format of your event, EventUp Planner provides the flexibility and power you need to deliver healthcare events that engage, educate, and inspire. Ready to make your healthcare events truly memorable? Book a demo today!

Let's Talk!

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

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

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

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

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

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

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

What Is an Event Agenda?

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

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

When Should You Create an Event Agenda?

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

What Should Be Included in an Event Agenda?

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

  • Event Title and Date: Clearly state the name of the event and the date(s) it will take place.
  • Start & End Times: Specify the start and end times for each session or activity to ensure everyone knows when to arrive and depart.
  • Session Titles or Descriptions: Provide titles or brief descriptions for each session, presentation, or activity planned for the event.
  • Speaker or Presenter Names: Include the names and titles of individuals who will be leading each session or presentation.
  • Location or Room Assignments: Specify the venue or room where each session will take place to help attendees navigate the event space.
  • Breaks & Networking Opportunities: Schedule breaks, meal times, and networking sessions to allow attendees time to rest, refuel, and connect with others.
  • Special Instructions or Requirements: Communicate any special instructions, such as dress code, equipment needed for workshops, or pre-registration requirements for certain sessions.
  • Q&A or Discussion Times: Allocate time for audience questions, discussions, or interactive elements within sessions, if applicable.
  • Closing Remarks or Wrap-Up: Include a section for closing remarks or a summary to formally conclude the event.
  • Contact Information: Provide contact information for event organizers or staff in case attendees have questions or need assistance during the event.
  • Sponsorship Recognition: Acknowledge any sponsors or partners supporting the event, if relevant.
  • Social Media Hashtags or Handles: Encourage attendees to engage with the event on social media by including relevant hashtags or handles.

Why Should You Create an Event Agenda?

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

Organization & Structure

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

Time Management

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

Communication

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

How to Make an Agenda for an Event

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

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

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

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

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

2. Call out for Event Speakers

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

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

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

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

4. Keep Your Event Agenda on Schedule and on Time

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

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

5. Create a Multi-Track Event Agenda

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

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

6. Watch for Event Agenda Overlaps

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

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

7. Plan for Space Transition between Event Sessions

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

8. Gauge Attendee Interest with Event Surveys

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

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

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

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

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

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

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

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

Event Agenda Examples

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

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

Leverage Attendease to Create an Effective & Engaging Event Agenda

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

Healthcare Event Planning: Evaluating Your Liability with Waivers

  • Event Management
event waiver for non profit events

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

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

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

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

Why are Waivers Important for Healthcare Events? 

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

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

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

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

How Can Online Waivers Help My Healthcare Organization Avoid Liability? 

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

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

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

Provide Flexibility

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

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

The list goes on. 

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

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

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

Securing Attendee Signatures 

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

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

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

Inform Event Attendees

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

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

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

Waivers can include descriptions of important details like: 

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

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

Encourages Event Registration

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

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

Here are a few examples: 

  • Include a link during registration. Include a link to your waiver within your registration form if you want to be sure all your participants sign prior to submitting their registration. 
  • Create a QR code. Use QR codes in your marketing materials like email newsletters, social media posts, or a day-of poster to give individuals a mobile-friendly option. 
  • Set up a waiver kiosk. Include some kiosks at your event to ensure guests who haven’t yet completed the waiver can still complete it and enter the event having signed.  

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

Streamline Healthcare Event Planning with Attendease

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

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