Tag: event planning

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

  • Event Management
  • April 30, 2024
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 survey: send a survey after your event to learn how attendees enjoyed each of the sessions and speakers. This will provide you with quality intel to decide on what to focus on for your next event. 

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

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

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

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

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

Event Agenda Examples

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

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

Leverage Attendease to Create an Effective & Engaging Event Agenda

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

Learn More!

Healthcare Event Planning: Evaluating Your Liability with Waivers

  • Event Management
  • April 18, 2024
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!

Learn More!

6 Killer Revenue-Boosting Ideas for Your Next Fundraising Event

  • Event Management News
  • April 16, 2024
6 Killer Revenue-Boosting Ideas for Your Next Fundraising Event

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

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

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

What is a Charity Auction? 

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

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

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

6 Ideas to Accelerate Auction Fundraising 

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

1. Invest in the Right Auction Software 

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

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

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

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

2. Incorporate Social Fundraising 

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

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

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

3. Tap Ambassadors to Support Your Fundraising Plan 

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

There are three steps to successful ambassador fundraising: 

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

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

GET THE FREE CHECKLIST: How To Boost Event Registration

4. Create an Event Microsite 

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

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

Then, include information about the items available for bidding: 

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

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

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

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

The different types of platforms nonprofits can use for multichannel marketing, repeated below
  • Social media
  • Your website
  • Email
  • Text messaging
  • Direct mail
  • Print ads
  • Flyers
  • Radio or TV slot 

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

5. Add Raffles to Spike Giving. 

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

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

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

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

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

6. Gamify Your Event  

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

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

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

Implement Six Revenue-Boosting Strategies To Amplify Your Charity Auction

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

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

Make Fundraising Easier with Event Software

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

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

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

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7 Stress-Free Ways to Scale Your Event Program

  • Event Management
  • April 4, 2024
7 Stress-Free Ways to Scale Your Event Program

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

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

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

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

7 Ways to Scale Your Events Without Stress

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

  1. Establish clear goals and objectives

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

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

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

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

  1. Leverage event management software

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

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

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

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

  1. Build a strong events team

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

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

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

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

  1. Streamline event logistics and operations

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

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

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

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

  1. Embrace scalable venues and formats

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

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

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

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

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

  1. Engage in continuous feedback and improvement

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

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

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

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

  1. Budget strategically

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

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

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

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

Event Management Software Helps You Scale With Ease

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

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

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Engaging Your Event Team: 5 Tips for Boosting Morale

  • Event Management
  • February 29, 2024

You’re a few months away from what you hope to be a show-stopping event for your association’s members. While you can hardly wait for the day to come, you know there’s still a lot to get done in the meantime—from locking down the perfect venue to developing attention-grabbing marketing materials that drive registrations. Effectively engaging your event team ensures they maintain the focus and motivation they need to excel in their roles.

In this guide, we’ll reveal some top tips for supporting your event team and paving the way for an unforgettable event. Here’s what we’ll cover:

  1. Clearly outline roles and expectations.
  2. Promote wellness among your event team.
  3. Make sustainable decisions.
  4. Check in with your event team often.
  5. Practice gratitude.

By keeping your event team engaged to the finish line, you’ll set your next event (and future events to come) up for a resounding success.

1. Clearly outline roles and expectations.

Minimize confusion and maximize productivity by clarifying which people get assigned to which roles. Doing so empowers your staff and volunteers to confidently deliver on expectations without waiting for more specific guidance or conflicting with someone else’s responsibilities.

For instance, let’s say that you’re preparing to host a hybrid event, like a conference or networking session. Your event team will likely include the following roles:

  • Event Manager. This individual oversees your event planning as a whole, coordinating with various team members to ensure that everything proceeds smoothly. They’ll create a timeline for your planning and managing the event budget.
  • IT Specialist. This team member will leverage your event software to ensure that both in-person and virtual attendees have a pleasant experience at your event. They’ll help with setting up video and audio and, during the event itself, assist with any technical issues or questions.
  • Digital Engagement Coordinator. Virtual attendees may find it more challenging to make connections when they can’t engage in face-to-face interactions. Therefore, it’s crucial to have dedicated strategies to keep them engaged. The digital engagement coordinator will send live polls, conduct Q&As, and manage the chat room during your event.
  • Marketing and Communications Manager. Promoting your upcoming event is vital to securing as many event registrations as possible. The marketing and communications manager will craft eye-catching marketing materials like social media posts and video clips to drum up excitement leading up to your event. Additionally, they can cover follow-ups like thank-you messages and event recaps.
  • Sponsorship Coordinator. Sponsorships can provide essential funding to cover your event expenses and enhance your event’s overall quality. This team member will be responsible for securing event sponsors and cultivating long-term, productive relationships with them by maintaining communication throughout and following the event.

Always opt for more communication than less—not just with your team but with the individual volunteers who will be helping out on the day of the event as well. Ensure they have clear roles tailored to their strengths and interests, whether checking guests in at a conference or collecting donated running shoes for a good cause.

2. Promote wellness among your event team.

Wellness is emerging as an increasing priority among both companies and associations. You want your team members to put in their best effort when preparing for your upcoming event, but this shouldn’t come at the cost of their health and well-being.

There are several widespread wellness benefits that you can offer to your event team and all your association employees, including:

  • Flexible working arrangements
  • Mental health services and resources
  • Gym membership
  • Wellness workshops

Demonstrate to your event team that you’re invested in them as individuals, not just for performance in their roles. It can go a long way toward building loyalty, reducing burnout, and retaining their skills and talent for years to come. Additionally, by ensuring your team is taking care of themselves, you can be confident they’ll feel their best and deliver when the event date rolls around.

3. Make sustainable decisions.

According to Gallup, 71% of Americans worry “a fair amount” to “a great deal” about the environment. Chances are, many of your event team members and future attendees fall into this category. Engaging in sustainable practices at your association is not only an essential aspect of good corporate citizenship. It can attract more socially conscious employees, volunteers, and members.

Encourage your team to make sustainable decisions during event planning, such as:

  • Choosing a venue that uses renewable energy sources.
  • Offering a virtual attendance option to reduce the carbon footprint.
  • Providing event materials in a digital format.
  • Adding recycling bins throughout your venue.

At the same time, there are plenty of sustainable initiatives that you can organize for your association as a whole. For instance, you could hold educational workshops for staff and members to attend or plan regular recycling events. Sneakers4Good suggests creatively boosting your environmental impact by collecting and donating gently used running shoes.

4. Check in with your event team often.

While each event team member has their tasks and responsibilities, they must be able to work cohesively to achieve your overarching event goals. 89% of HR leaders agree that ongoing peer feedback and check-ins are critical for successful outcomes.

Ensure that your event team feels supported at all times by:

  • Opening up channels for daily communication, such as Slack.
  • Scheduling weekly or bi-weekly meetings to share important updates.
  • Sending out an annual or bi-annual survey to collect feedback.

Be on the lookout for ways that you can better support your event team moving forward. For instance, they may identify a need to update your event equipment or adjust your marketing strategy in a way that allows you to improve future results.

5. Practice gratitude.

Developing a culture of gratitude at your association is an excellent way to build a tight-knit community of employees, volunteers, and members around your mission. While you know it’s common practice to thank attendees after your event, don’t forget to recognize all the hard work done by your event team!

eCardWidget’s employee recognition guide recommends several engaging options for thanking your event team, including:

  • Recognition awards or certificates
  • Social media shoutouts
  • Animated eCards
  • A wall of fame

Provide your event team with opportunities to recognize their peers for exemplary performance. It can be as simple as an eCard that they can fill out or a bulletin board that they can post positive comments.

Even after a well-executed event, keep engaging your event team members to solidify their morale and strengthen their bonds. Host a post-event debrief and discuss relevant event metrics such as attendance or virtual versus in-person engagement.
Then, take the opportunity to brainstorm ways you can boost your results moving forward. Doing so allows your event team to celebrate successes and develop a mindset for improving from one event to the next.

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14 New Trends in the Event Planning Industry for 2024

  • Event Management
  • February 27, 2024

What does 2024 hold for the events industry?

Thanks to rapid innovation and the global sharing of ideas entrenched in technology, event managers and planners have started experimenting with new methods and ideas in order to create the perfect blueprint for their events.

At the same time, the core of what makes a successful event remains the same: Events are about the experience, from start to finish (and beyond). People want to feel connected, they want to be entertained, and they want valuable content to take away with them.

Let’s take a look at the top event trends that will shape 2024.

Trend #1: Cross-Cultural Dishes & Menus

Food and beverage selections at events are becoming more cross-cultural. Today’s event menus include more diversity instead of sticking to one culinary genre. Southern-Indian fusion, Japanese with an Italian twist, Korean-Mexican mash-ups—2024 events will include ingredients, flavors, and styles from multiple cultures and cuisines.

Trend #2: The Art of Food Plating

Attendees expect more than good food from event dining experiences in 2024—they are also looking for how dishes and beverages are presented to them. It’s all about curating their eating experience.

The art of food plating, from arranging ingredients creatively to presenting photographic dishes, makes a significant impact on the attendee experience. Event planners and managers will need to pay attention to how food is served and plated to keep up with event industry trends in the coming year.

Trend #3: Unique Drink Presentations

In 2024, we’ll see attendees looking for unique event experiences—even in how their beverages are served. Drink trees will rise in popularity, as will serving drinks in pineapples or other unique objects.

Think of it this way: Instead of attendees grabbing a margarita, it’s more memorable if they can choose from multiple margarita flavors that are served in a tree-like stand.

Trend #4: Elevated Menus

QR code menus aren’t going anywhere in the hospitality and restaurant industries, but the current trend in the event planning industry requires looking above and beyond the expected.

Design-forward and elevated menus are in style for 2024 events. Personalized menus for attendees with curated choices, interesting flavors, and sophisticated selections will take over events catering in the coming year.

Trend #5: CBD-Infused Foods & Beverages

As cannabidiol (CBD) oil becomes legal in more and more states, it has become a popular addition to many 2024 event menus. CBD-infused drinks, seltzers, and dishes will be a common sight, and we expect CBD’s relaxing, calming benefits to heighten attendees’ enjoyment of an event.

Trend #6: Activity-Based Events

Pickleball and axe-throwing are no longer just for breweries. In 2024, we’ll see more activity-based events.

Games, contests, live music, and shows are a great way to get attendees engaged in and excited about the event. Whether it’s intimate private concerts or corporate volleyball games, expect to see more activities on the itineraries of events this year.

Trend #7: Artificial Intelligence (AI) Technology

New advances in AI technology are streamlining the everyday work of event planners and managers, improving organizational efficiency, and enhancing the overall experience for attendees.

We’ll see more and more event professionals use AI in a number of ways. Event planning apps and platforms will use AI and its advanced data collection abilities to make events more engaging and secure, as well as improve post-event analysis.

From AI-based chatbot concierge services that provide support for attendees to automated ticketing processes and 24/7 customer support, this emerging trend isn’t going anywhere.

Trend #8: Different Themes for Different Rooms

Every event needs a theme, but in 2024, the event industry is taking themes to a whole new level.

For larger events or events of any size involving multiple rooms, a new trend in event management is creating a different theme for each room. Giving each room its own unique theme or vibe is an innovative way to curate a truly unforgettable experience for attendees. We expect to see a rise in choose-your-own-adventure style event themes in the coming year.

Trend #9: Personalization Across the Entire Event Experience

Personalization is key to event success—and in today’s world of data-driven insights, advanced technology, and artificial intelligence, event managers and planners can offer personalization across the entire event experience.

Customizing each attendee’s experience so that it feels like the event was tailored to their specific needs can increase satisfaction as well as the likelihood they will attend an event in the future. From branded floor decals to personalized post-event email messages, creating a unique, tailored experience for guests leads to maximized results.

Event personalization is likely to continue impacting meetings and events in 2024.

Trend #10: Advanced Event Technology

Event technology platforms continue to advance, and we’ll see these new platforms and upgraded data-based technology used in events across industries this year. With advances in data collection and analysis, event technology can accomplish anything from tailoring attendee experiences to automating routine event planning tasks. 

By investing in event tech that collects and reports on more data, event managers can streamline the event planning experience as well as make the experience more enjoyable for attendees.

Trend #11: Diversity, Equity, & Inclusion

Diversity, equity, and inclusion (DE&I) initiatives will be imperative for successful events in 2024. With a growing focus on events that welcome and cater to diverse voices, ideas, and audiences, event managers and planners will invest more resources in DE&I in 2024. By prioritizing DE&I in the coming year (and beyond), event industry professionals can ensure that attendees from various walks of life are welcomed, catered to, and engaged.

Trend #12: Accessibility for All

Accessibility is more than a trend—it’s a requirement. Fortunately, in the last year, we’ve seen more and more event managers, venues, and planners center accessibility, and we expect to see the trend continue in 2024.

Whether it’s providing automatic closed captioning on speaker stages, creating sensory areas for attendees to take a break, hiring sign language interpreters, or ensuring venues exceed accessibility expectations, we will continue to see improvements in this area that create better event experiences for everyone.

Trend #13: Sustainability As a Foundation

In 2024, sustainability remains a top priority for event planners, managers, and attendees. Across industries, people expect sustainable and eco-friendly practices, materials, and initiatives to be the foundation of events and meetings.

To meet the demand for sustainable events, the events industry has made huge leaps toward environmental consciousness. From making venues more sustainable and reducing waste to offering plant-based menus and using recyclable materials, the events industry will keep the spotlight on sustainability.

Trend #14: Immersive Technologies & Experiences

Immersive technologies like augmented reality (AR) and virtual reality (VR) make it possible to transform how attendees, speakers, exhibitors, and guests experience events. With AR technology, attendees can take 3D tours, view interactive layouts and maps, participate in scavenger hunts, and more. VR technology reveals an entirely new virtual world where guests can interact and engage with presentations, booths, and each other.

We expect to see new, exciting, and fun immersive technologies influence events in 2024 and beyond.

Incorporate New Event Planning Trends into Your 2024 Events with Help from EvenUp Planner

If you’re looking for an event planning partner, turn to EventUp Planner (formerly Attendease).

EventUp Planner is one of the leading names in the field of all-in-one event management software. Offering all the key features needed to stay relevant in 2024, EventUp Planner provides event managers and planners with an intuitive, seamless, and convenient digital experience that goes hand-in-hand with live, virtual, and hybrid events.

Contact us or book a free demo today to learn more about how EventUp Planner’s complete event management software and automation platform can help you plan your next event.

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

  • 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.

Handbook #2 – A Comprehensive Guide To Event Reporting

  • Event Management
  • February 22, 2024

For event planners, success is largely measured by the data gained before, during, and after an event. Event organizers are tasked with creating memorable experiences that resonate with attendees, but meeting business objectives and proving value through metrics is often how you win the budget for next year. Because of this, accurate event analytics and reporting are a must for most event organizers to prove event success beyond traditional attendee surveys and anecdotal feedback.

Welcome to “A Comprehensive Guide to Event Reporting.” In this handbook, we’ll explore the art of event reporting and its role in ensuring that your events are memorable for attendees and meeting company objectives. From understanding the key performance indicators (KPIs) to crafting a data-driven marketing strategy, we’ll walk you through data and reporting during initial event planning and post-event evaluation.

Attendease Handbook: A Comprehensive Guide To Event Reporting

Download the guide: A Comprehensive Guide To Event Reporting!

Learn more about:

  • 7 KPIs That Will Help You Prove Event Success
  • Measuring Event Success from Pre- to Post-Event
  • What to Look For in Your Website Analytics
  • Registration Analytics That Shouldn’t Be Overlooked
  • Advanced Event Analytics To Take Your Event to the Next Level
  • Creating a Data-Driven Marketing Strategy with All That You’ve Learned
Get the handbook!

Why A Sustained Events Program Outweighs One Big Event

  • Event Management
  • February 15, 2024

Moving away from “one event to rule them all”

Hosting “one big event” is often seen as the pinnacle of corporate event planning. Splashy annual events generate immense excitement and engagement, often bringing a short-term economic and publicity boost to the city they’re hosting in.

However, there are downsides to putting all of your event eggs into one basket. Infrastructure and operations are costly, not to mention that attendee engagement tends to fall drastically once the event is over. That’s why more event planners are shifting their strategy to sustained events programs.

A sustained events program refers to hosting multiple smaller events throughout the 

year rather than putting all your resources into one major event.

This blog will explore the advantages of taking a sustained approach to corporate events, including greater audience retention, improved brand visibility, and more effective resource management. If this sounds like a lot of work, fret not—modern event organizing software has your back. 

Read on to learn why consistent smaller events deliver better long-term results compared to infrequent blockbusters!

Why The Shift Towards Sustained Events In Modern Event Planning Strategies?

The excitement and prestige of hosting “one big event” is often considered a major draw for cities and organizations. Events like the Olympics or the Super Bowl are still seen as pinnacles of success that bring global attention—and rightfully so. 

The positive publicity and tourism revenue that these events attract makes them hard to resist. Cities and countries still compete fiercely to host these infrequent yet high-profile events.

However, external factors are challenging the idea that hosting one large event per year is the ideal strategy…As the costs of infrastructure, operations, and security continue to rise, managing the huge risks and debts associated with major one-time events is becoming less feasible.

Further, the rise of social media and digital platforms has made large audiences more fragmented. This necessitates more targeted outreach. Relying solely on a mass event model has become less effective for reaching specific audiences. 

That’s why offering more consistent, smaller events targeted to niche audiences has become increasingly popular in the events world. The costs and risks are lower, while more regular touchpoints with audiences throughout the year make relationship-building that much easier. 

Plus, sustained event programs allow for brand visibility to grow incrementally over time rather than to dramatically spike and fall. 

Modern events programs recognize that delivering value regularly to engaged subgroups drives better long-term results compared to chasing infrequent large events. This shift in strategy has been accelerated by modern event coordination software, which makes it easier to manage ongoing events at scale.

Advantages Of A Sustained Events Program

Maintaining an ongoing events program provides several advantages compared to relying on large, infrequent events. Let’s explore the benefits!

Easier to maintain momentum post-event

With a sustained events model, you stay connected with your audience through regular touchpoints over the course of a year. This makes it easier to nurture relationships and continue engagement beyond any individual event.

In contrast, with infrequent major events, you must rebuild momentum almost from scratch every single time. Attracting people to commit their time and money to the next big event happening in a year or two is challenging. There are fewer opportunities to keep people engaged in between.

A sustained program allows flexibility in event formats and content. Interspersing large conferences with intimate seminars, workshops, and happy hours accommodates diverse interests and learning styles. Not to mention that it’s easier to satisfy the growing desire for a mix of virtual and in-person (AKA hybrid) events. This variety keeps people energized and likely to keep returning!

Improved brand visibility over time

Companies like South by Southwest and Adobe have successfully utilized sustained events programs for years. Adobe runs hundreds of targeted events annually, allowing them to engage diverse stakeholders—from employees to brand partners, customers, and beyond. The boost in visibility and goodwill generated by delivering value consistently over time is immense.

With consistent events, it’s easier to analyze performance and fine-tune your strategy. Detecting patterns and trends across multiple happenings provides insights that isolated events simply cannot. This enables continuous improvement, further empowering you and your events team over the long haul.

Best Practices For Running Sustained Events

Let’s explore proven tactics to help make an ongoing events program successful. Taking advantage of modern event management solutions with personalization capabilities and helpful metrics can help overcome potential hurdles.

Embrace modern event management solutions

Modern organizing software makes it easy to seamlessly run sustained events at scale. All-in-one platforms like Attendease by Tripleseat provide powerful tools for registration, marketing, logistics, reporting, and more.

Integrated solutions reduce manual processes, provide deeper insights through in-depth reporting, and enable faster execution and replication. Automation features like website templates and email marketing also save you and your team valuable time and effort.

Event organizing software also enhances audience engagement before, during, and after events through custom event apps, instant replay features, and interactive virtual components. Features like webinars and live stream capabilities further nurture relationships between in-person happenings.

Look for personalization and data-driven insights

Personalization capabilities combat attendee fatigue over time by delivering tailored experiences. For example, Attendease helped geographic information systems company Esri develop a custom event app to serve up a personalized agenda and content recommendations to thousands of its attendees. This keeps each event feeling fresh and relevant.

Robust data and insights gathered across all events further support personalization efforts. Identifying popular speakers, topics, and networking activities allows your events team to modify future programming based directly on audience analytics.

Surveys also provide crucial attendee feedback to incorporate into your next event. This diversity in content and format sustains engagement by consistently adapting to audience needs.

Learn to manage resources effectively

A deliberate strategy focused on key performance indicators (KPIs) allows sustained event programs to maximize their ROI. Tracking registration and attendance, attendee satisfaction and engagement, lead generation, and marketing reach provide quantifiable metrics for optimization.

Powerful reporting functionality also enables insightful comparison across your entire catalog of events. This helps identify successful venues, sponsors, and program formats to replicate. In turn, you’re better able to manage resources wisely, which saves money and enables continuous improvement over time!

Scale Up Your Events With Winning Event Coordination Software

Running a sustained events program means easier relationship building, greater brand visibility over time, and better resource management compared to one-off large-scale events. As the landscape of event marketing continues to evolve, integrating hybrid elements and diverse event formats can provide additional value to attendees. 

Don’t worry; modern event management solutions have your back. Tools that offer robust reporting and seamless personalization make it easier to successfully run regular events at scale.

Simplify the complexity of managing your multiple events throughout the year with a powerful platform like Attendease by Tripleseat. Our suite of registration, marketing, reporting, and personalization tools empowers you to run a sustained events program without a hitch. Book a demo today!

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Strategies to Increase Event Sponsorship: How to Get More Sponsors

  • Event Management
  • February 15, 2024

Event sponsorship can make or break the success of a corporate event. 

The right sponsors provide critical financial resources, boost credibility, and expand reach and exposure. For corporate event planners, identifying and securing event sponsors is an essential yet challenging undertaking.

This article will explore proven techniques and strategies for how to get sponsors for an event. You’ll learn creative approaches to align sponsor and event goals, how to craft compelling proposals and target sponsors, as well as how to nurture ongoing partnerships. 

With the strategies outlined here, you can elevate your events and build fruitful sponsor relationships that deliver value well beyond the event itself!

Understanding Sponsorship Objectives

The first step is understanding potential sponsors’ goals and expectations. Corporate sponsors invest in events for strategic reasons, not just as a favor. 

Common objectives include:

  • Increased brand awareness and visibility
  • Making connections with target demographics
  • Lead generation opportunities
  • Thought leadership positioning
  • Driving product sales

Once you’ve identified a prospective event sponsor’s goals, you can align your event’s purpose and offerings accordingly. Demonstrate how their sponsorship will provide ROI and help them achieve their desired outcomes. 

A mutually beneficial approach, where both parties’ needs are met, builds strong partnerships.

Creating A Compelling Event Proposal

An engaging sponsorship proposal is crucial for securing partners. Your proposal should clearly convey key details about the event, audience, and benefits to sponsors.

Follow these tips for creating a winning event sponsorship proposal:

  • Introduce your company and credentials. Briefly describe your business, experience level, and successes running events. This establishes credibility upfront.
  • Provide event details. Include the date, location, expected attendance, and event purpose/theme. Outline the agenda and program so sponsors can get a feel for the event. 
  • Describe target demographics. Show how the audience for your event aligns with the sponsor’s target market. Provide details on job roles, industries, seniority levels, and other relevant attributes.
  • Highlight unique value. Convey why this event is a prime, one-of-a-kind sponsorship opportunity for maximum exposure.
  • Outline sponsorship benefits. List specific, tangible assets the sponsor will receive, like speaking sessions, booth space, logo placement, social media mentions, attendee access, and other brand visibility perks.
Where all your events come together

Building A Strong Brand For Your Event

A compelling brand is a vital part of how to get sponsors for an event—especially ones focused on branding and visibility. Your brand should communicate excellence, professionalism, and what makes your event unique.

To convey a consistent look and feel, you need to maintain the same color scheme, logo placement, design elements, and messaging across platforms. 

Showcase past successes by displaying logos of satisfied sponsors and partners while quantifying achievements like revenue, leads generated, and brand awareness. 

Make sure to develop polished assets like brochures, one-pagers, presentations, and other promotional materials aligned with your brand style.

By cultivating a strong and appealing event brand, sponsors will be eager to align with your offerings.

How To Target The Right Sponsors

With countless potential sponsors to contact, zeroing in on the right partners is critical. 

Follow this three-step process to make sure you’re going after the right people: 

1. Identify prospects aligned with your event

Research companies: 

  • In your event’s industry/space
  • Whose products/services will interest your attendees
  • With target demographics matching your audience

Make a list of relevant companies that check all the boxes for your event. Plan your outreach schedule and follow-up activities. 

2. Evaluate sponsors’ goals and needs

Review their current initiatives, challenges, and marketing objectives. Assess if your event matches their requirements for awareness, lead generation, etc. This will help you position your event as solving an important problem for their company. 

3. Tailor your proposal

One size does not fit all, and every proposal should be tailored to individual sponsors. Make sure to emphasize the details that matter most to each prospect. Show how their needs will be met through sponsorship. 

This process might sound tedious, but taking the time to identify and vet prospects strategically will lead to a better response from event sponsors. You’ve got this!

Offer Diverse Sponsorship Packages

Providing varied sponsorship levels allows you to appeal to more companies. Each level should have varied benefits and costs to fit any budget.

Standard packages to consider include: 

Title sponsorship

The most prominent level is aligned with the event name and brand. Perks may include:

  • Logo integrated into event name and promotions
  • Speaking opportunity at opening or closing
  • Prime exhibit booth space
  • Full-page ad in the program
  • Lead generation access
  • Social media co-branding

Presenting sponsor

This is a second-tier opportunity with strong brand visibility. Benefits can include:

  • Logo on all event signage and materials
  • Booth in a preferred location
  • Verbal recognition from the stage
  • Half-page ad in the program
  • Limited social media co-branding

Supporting sponsor

This is an entry-level package ideal for vendors. This level typically includes: 

  • Logo on the event website
  • Standard exhibit booth
  • Quarter-page ad in the program
  • Social media mentions

You can meet an event sponsor’s needs by offering bundles to suit different budgets and goals. Be open to further customizing these packages as well. 

Leveraging social media and digital marketing

Social media and digital marketing are invaluable tools for promoting your sponsors. 

First, event sponsors should be spotlighted in event hashtag campaigns on X and other platforms. 

Another tactic is to create Facebook or LinkedIn groups where sponsors can engage with attendees. Work with sponsors to develop co-branded ads and organic social content. 

Send email blasts highlighting sponsors with links to their websites and social profiles. You can also consider running Google/Facebook ads with sponsor information targeted to your attendee demographics.

Event sponsor logos, descriptions, and calls to action (CTAs) should be prominently featured on your event website. 

Make sure to track impressions, clicks, and other metrics to showcase the results sponsors will achieve by partnering with you.

Networking And Relationship-Building

Strong relationships are integral to fruitful event sponsorships. 

You can cultivate rapport with sponsors in engaging ways. Consider hosting pre-event meetups where sponsors, organizers, and key attendees can connect face-to-face. 

During the event, spotlight sponsors from the podium and personally recognize their contributions so they feel truly appreciated. Arrange for sponsors to interact with attendees through booths, lounge areas and by participating in session Q&As. 

After the event, send out surveys to solicit sponsor feedback on how to improve their experience. Schedule one-on-one meetings to learn how sponsors prefer to engage with attendees. And don’t forget to send personal thank you notes to sponsors after the event to show your gratitude!

By continually nurturing these relationships before, during, and after your events, you’ll establish trust and loyalty with sponsors that pay dividends through mutually beneficial partnerships.

Providing Value Beyond The Event

The event itself is just one small part of keeping sponsors happy. You need to get creative in providing value to sponsors even after the event concludes. 

Send event photos and videos to sponsors for use in their own marketing efforts. Make sure you provide attendee demographics, contact details, and survey data to sponsors as agreed upon.

You could also feature sponsor content and thought leadership in post-event email newsletters to keep them top of mind. Another idea is to co-create blog posts with sponsors on topics relevant to your audience to position them as industry experts. 

Next, start planning future events with the sponsor early on and collaborate to outline shared goals for growing the partnership. 

This additional exposure and connection after the event drives ROI for sponsors over the long term—and they’ll have you to thank. 

Measuring And Demonstrating ROI

Proving a sponsorship’s tangible impact through data is tremendously powerful. Be sure to:

  • Track real-time analytics on booth traffic, branded ad clicks, and other metrics at the event.
  • Conduct surveys to quantify changes in brand perception, purchasing intent, and other impacts.
  • Calculate total impressions across platforms like social, email, and the event app.
  • Pull attendance demographics, sales figures, and other statistics demonstrating results.

Fact-based proof of sponsorship ROI will make securing their partnership next year a breeze.

Sustaining Long-Term Partnerships

The best event sponsorships are mutually beneficial and span multiple events and years. To maintain longevity, you need to check in with sponsors to ensure they remain satisfied regularly. 

Have open discussions about what’s working well and what could be improved so you can adapt the partnership to meet their evolving needs. Offer first rights for sponsorships of your upcoming events to show commitment. Develop tiered loyalty programs with special perks and discounts for repeat sponsors to keep them engaged. Send appreciation gifts or donations to causes important to the event sponsor to show you truly care. 

By continuously evaluating and enhancing the sponsorship through open communication, you demonstrate your dedication to shared, long-term success with your sponsors.

Create Case Studies And Highlight Success Stories

Concrete examples of successful past sponsorships provide tremendous influence for securing new partners. You should compile compelling case studies and testimonials that bring the partnerships to life. 

Showcase the positive outcomes and ROI delivered for sponsors. Include specific metrics like website traffic, leads collected, sales won, and brand recall that quantify the impact. Use glowing reviews from sponsor leadership and team members that highlight their excitement. Demonstrate how the event furthered the sponsor’s objectives and vision. 

Prospects want social proof, so by spotlighting real-world results and anecdotes from satisfied sponsors, you provide the trust and validation needed to show you can deliver value.

Build Win-Win Sponsor Relationships With Attendease

Event sponsorship is clearly complex but immensely rewarding when done right. With a strategic approach, you can align sponsor goals with event offerings for mutually beneficial partnerships. 

Event sponsorship is all about strategy and relationship-building. With the techniques outlined in this guide, you now have the insights to attract and retain high-impact sponsors. As a result, you can elevate your events and unlock partnership opportunities that help your organization thrive!
Attendease by Tripleseat provides an all-in-one event management platform to seamlessly coordinate events, engage attendees, and nurture sponsor relationships over the long term. Book a demo today!

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75 Event Ideas to Inspire Your Next Event

  • Event Trends
  • February 13, 2024

Event planning is no small feat, especially when it comes to corporate meetings and functions. A successful event requires thoughtful organization, creative vision, and seamless execution.

Why Unique & Fun Event Ideas?

Unique and fun events not only attract more attendees but also increase engagement, brand loyalty, and positive word-of-mouth marketing. They provide a platform for networking, creativity, and innovation, leaving a lasting impression on guests and making the event more memorable and impactful.

But dreaming up unique, inspiring themes and event ideas takes time and imagination. When you’re already overwhelmed with planning the logistics, it can be a challenge to brainstorm something that will wow your attendees.

That’s why we have compiled this extensive list of unique event ideas to take the guesswork out of planning your next function. With so many diverse themes to choose from, you’re sure to find the perfect one to make your event engaging and truly memorable. Let’s dive in!

Table Of Contents

Corporate Event Ideas

Corporate events are a chance to boost engagement, make valuable connections, and invest in your team’s development. With the right activities and experiences, your next event will motivate, unite, and inspire.

1. Team-building activities

Escape the office to engage in team-building activities like outdoor scavenger hunts, trivia games, and relay races. These activities spark creativity, improve communication, and build trust between colleagues. Plus, there’s nothing quite like a fun challenge to break down barriers and bring out everyone’s competitive spirit. 

2. Outdoor adventure challenges

Outdoor adventures lead to inside jokes and shared memories that bring teams closer together. Unique event ideas like hiking tips, high ropes courses, and wall climbing challenge attendees to think strategically, build trust, and foster resilience—not to mention enjoy some fresh air and sunshine!

3. Escape room experiences

Escape rooms require close collaboration, effective communication, and leadership under pressure. Their immersive nature forces teams to work together, leverage their strengths, and improve their weaknesses. Plus, escaping the room brings out everyone’s competitive spirit and creates shared memories that bond the team.

4. Professional development workshops

Liven up professional development workshops with interactive elements like small group activities, role-playing, and open discussions. Allow attendees to choose topics most useful to them ahead of time to customize the experience. Or gamify workshops with points and prizes to add some friendly competition to the mix.

5. Networking events

Networking events connect employees across departments and roles over drinks, snacks, or activities for sharing ideas, collaborating, and forming valuable connections. Group activities like scavenger hunts, trivia, or bingo to break the ice. Also, remember to mix up groups frequently so people meet new contacts.

6. Speed networking sessions

Rotate pairs through quick 5-10 minute exchanges that focus on mentorship, partnership building, or lead generation. Moderators keep conversations flowing with prompts and timers. By practicing exchanging valuable info quickly, attendees grow their network and make meaningful connections in a lively, fast-paced setting.

7. Industry-specific conferences

Keep teams on top of the latest industry trends and innovations. Industry conferences also provide valuable opportunities for networking and bringing back knowledge to the company. Keep the energy high with movement breaks, social events, and local flavors like venue tours. The goal is active participation, not just passive listening.

8. Keynote speakers on future trends

An impactful keynote speaker should do more than present data—they need to tell a compelling story that motivates action. Bring in a dynamic, forward-thinking leader who weaves in surprising anecdotes, asks thought-provoking questions, and provides concrete takeaways. Focus the topic on an emerging trend or issue directly relevant to attendees.

9. Interactive tech displays and demos

Interactive displays and demos enable people to learn by doing. Have knowledgeable reps from developers and partners available to answer questions one-on-one and walk through tailored use cases. Set up immersive simulations that transport people into future scenarios enabled by the tech.

10. Implement eco-friendly policies

Make sustainability a priority by implementing eco-friendly policies that reduce environmental impact. Simple changes like providing attendees with reusable containers and utensils, minimizing printed materials in favor of digital, and reducing food waste enable events to model green best practices. 

11. B Corp social responsibility initiatives

Showcase your values through social responsibility initiatives that empower attendees. Host projects like building community gardens, restoring wildlife habitats, or assembling care packages for at-risk groups. Facilitate panels where social entrepreneurs can pitch for investment funds based on attendee votes. Provide takeaways for creating change within teams and workflows. 

Download our Guide for Corporate Event Professionals
Download our Guide for Corporate Event Professionals

Social Event Ideas

Social events offer a chance for teams to have fun, bond outside of work, and give back together. Themed parties, community engagement initiatives, and group volunteering activities are just some examples of unique event ideas that can boost morale, strengthen relationships, and demonstrate values beyond the bottom line. 

12. Themed parties

Themed events add an extra layer of excitement and fun compared to standard corporate parties. Popular themes like decades parties, costume parties, and masquerade balls give attendees guided inspiration for decor, music, activities, food, and dress code.

13. Decades-themed parties

Decades-themed parties transport guests back in time to eras like the Roaring 20s, Disco 70s, or Hip Hop 90s. Decorations, music, entertainment, photo booths, contests, and food can all match the time period. Attendees will have a blast dressing up to immerse themselves in the experience fully! 

14. Costume parties

Costume parties around a broad theme, like heroes and villains, movie characters, or mythical creatures, encourage creativity and a sense of humor. Seeing executives and managers dressed as fairytale characters levels the playing field for silly bonding. Contests reward outstanding costumes, while on-site photography captures the fun.

15. Masquerade balls 

Masquerade balls evoke an air of mystery and sophistication. Attendees wear elegant masks and ball gowns or tuxedos for a glamorous evening of music, dancing, and mingling. This builds intrigue leading up to the big reveal of familiar coworkers behind the masks.

16. Community engagement events

Community engagement events come in many forms, from fundraising drives to volunteer projects. Skills-based volunteerism allows attendees to contribute their professional expertise through initiatives like pro bono consulting, workshops, coaching, and more. Contributing services and funding for local needs fosters goodwill and pride. 

17. Charity fundraisers

Charity fundraising events leverage a company’s resources and employee passion to drive significant donations benefiting a cause. Popular options include formal galas, sports competitions, variety shows, and crowdfunding campaigns. 

Tip: Display a progress thermometer at the event so attendees can visualize the impact in real time.

18. Volunteer events

Get attendees to roll up their sleeves together for local projects that make a positive impact. Build days with organizations like KABOOM! or Habitat for Humanity brings people together to construct playgrounds and housing. Or, lend a hand at local animal shelters through dog walking, grooming, and facility maintenance to align people around shared values and purpose.

19. Community clean-up projects

Small actions add up to make the community cleaner, safer, and more livable. Lead a trash clean-up effort at a local beach or park—make sure to provide supplies like trash bags, gloves, and pickers. Or, sort and pack donations like clothing, school supplies, or groceries for distribution agencies supporting families in need.

Educational Event Ideas

Providing educational experiences is a strategic investment in your team’s growth and success. From speaker series to hands-on workshops, these ideas for educational events build critical skills, inspire innovation, and support professional development.

20. Speaker series

Speaker series offer thought-provoking perspectives from influential voices that motivate teams and generate ideas. Keynotes from industry experts, inspirational speakers, and thought leaders all engage audiences through compelling storytelling. Their words challenge assumptions and create room for new ideas that energize teams.

21. Industry experts

Industry experts share insider knowledge that helps teams stay on the leading edge. Speakers across sectors like technology, business, healthcare, and more provide targeted insights for key roles. Industry leaders should aim to deliver tangible takeaways, and practical knowledge attendees can immediately apply on the job.

22. Inspirational speakers

Inspirational speakers empower teams to overcome obstacles and achieve more. Their stories of persevering through challenges motivate people to raise their performance. Attendees should walk away feeling energized, empowered, and ready to accomplish more—personally and professionally. 

23. TED-style talks

TED-style talks deliver big ideas in short, powerful speeches ranging from technology to creativity to social issues and more. These bite-sized thought-provoking talks often lead to engaging debates and fascinating conversations afterward.

24. Workshops and seminars

Want to really get hands-on? Immersive workshops and seminars provide memorable learning experiences through skills practice, expert-led discussions, and collaboration. Breakout sessions, role-playing, case studies, and group activities allow for practice and reinforcement, so attendees walk away fully equipped to implement what they’ve learned.

25. Skill-building workshops

Skill-building workshops offer interactive training in areas like leadership, communication, strategic thinking, and other core competencies. Breakout sessions and role-playing allow for practice and feedback. Teams return with enhanced capabilities that improve productivity and job satisfaction. 

26. Educational seminars

Bring in subject matter experts to share the latest research, case studies, and best practices on relevant industry topics. Seminars range from deep dives into emerging tech to broader topics like diversity and inclusion best practices, leadership techniques, and more. Teams gain the insights and knowledge to stay competitive.

27. Leadership development workshops

Leadership development workshops strengthen individual capacity for coaching, mentoring, strategic planning, budgeting, and managing teams. Leaders gain insights to empower their people and drive results. Roleplay common scenarios, explore case studies and encourage collaboration to solve real issues. 

28. Networking opportunities for women in science

Want to address the challenges women face in STEM? Dedicated panels, workshops, and networking receptions build community, strengthen skills, and provide mentorship and support—ultimately empowering women to overcome obstacles as they advance in the field.

29. Panel discussions

Panel discussions bring multiple perspectives around a topic, issue, or trend to the stage for lively debate and the exchange of ideas. A moderator guides the conversation and draws insights from diverse experts. Attendees appreciate seeing viewpoints challenged in real-time, and they gain a nuanced understanding of complex issues. 

Technology And Innovation Event Ideas

Ready to fuel innovation, inspire tech enthusiasts, and spark big ideas? Our lineup of technology and innovation events engages developers, IT pros, and techies alike through friendly competition, collaboration, and discovery. 

30. Hackathons

Hackathons are intensive 24-48 hour events where cross-functional teams collaborate to build creative solutions for business challenges and opportunities. Be sure to provide themes, datasets, hardware, and mentors so attendees can rapidly bring ideas to life. The immersive, competitive format fuels creativity and skills development. 

31. Coding competitions

Coding competitions are fast-paced contests where programmers flex their skills in solving complex algorithms, logic puzzles, and coding challenges. Attendees can participate solo or in teams. The competitive format lets coders showcase their abilities for prizes, prestige, and job opportunities.

32. App development challenges

Find tech-driven solutions to unique or pressing challenges. App development challenges bring developers together to conceptualize, build, and pitch mobile or web apps to a captive audience. The winning team gets a chance to see their app go live!

33. Robotics competitions

Bring together engineers to code robot players that go head-to-head in live matches. Competitors program robots with capabilities like speed, dexterity, motion planning, and environmental sensing. Matches take place in front of enthusiastic crowds and are often broadcast to share the action.

34. Tech expos

Get attendees to explore the latest innovations up close and personal at an interactive tech expo. Booth staff provide demos of leading-edge technology like VR/AR and AI, showcasing new possibilities for work and play. 

35. Product launches

Product launches are exclusive events to showcase new software, apps, devices, and platforms before they hit the mainstream market. These events give people an early look at anticipated tech along with demos of new capabilities and features. 

36. Demo sessions

Demo sessions showcase emerging technologies in an interactive setting. Guided demonstrations let attendees explore innovations like autonomous vehicles, smart city simulations, VR, and more. Participants leave with tangible examples of how to evaluate and use new technologies.

37. Startup showcases

Bring together promising startups to pitch their innovative solutions for the chance to secure investment and partnerships. These “shark tank” style presentations give startups a platform to demonstrate their unique technologies and business models. Like the TV show, expert judges and the audience evaluate strengths and weaknesses.

Arts And Culture Event Ideas

Immerse attendees in creative expression and provide memorable experiences that highlight diverse talents, foods, and practices from around the world.

38. Art exhibitions

Let attendees wander through galleries displaying works by renowned and emerging artists. Exhibitions range from traditional paintings and sculptures to avant-garde multi-media installations and tactile pieces. Experts provide insights into techniques, history, and symbolism within featured works.

39. Local artist showcases

Looking to amplify the local community? Bring together fresh works from local painters, sculptors, jewelers, photographers, and more! Attendees can meet creators and learn their stories while finding that perfect piece to take home. 

40. Interactive art installations

Engage your attendees’ senses with mesmerizing art pieces that react to motion, touch, and sound. Consider light columns that change color and pattern when people walk between them, or projections triggered by body movements that turn people into performers. Attendees will make memories and get amazing pictures for the ‘gram. 

41. Art and wine tastings

Invite attendees to sip wine and enjoy light refreshments while exploring different mediums and styles. Gallery guides provide insights into key pieces and the stories behind them. Between sips, guests have opportunities to chat about their favorite pieces and discover new artists. 

Tip: Use a portion of the proceeds to fund local arts education programs.

42. Cultural festivals

Cultural festivals promote traditions, performances, and food from around the globe. Multiple stages come alive with acts like Chinese acrobats, Polynesian dancers, Bollywood singers, and Irish dancers. Performers share stories behind their practices and what their heritage means to them, building cross-cultural bonds.

43. International food festivals

Let attendees sample traditional dishes from different cultures at food stall stations. Attendees can taste authentic pad thai, chicken tikka masala, empanadas, German sausages, and other traditional dishes all under one roof. Cooking demonstrations and menus provide education on staple flavors and ingredients.

44. Music and dance festivals

Bring people together for nonstop live entertainment. Multiple stages come alive with DJs, dance troupes, and more. Headliners get crowds on their feet while emerging talent gains exposure. In between sets, guests can learn dance fundamentals from skilled instructors. 

45. Cultural exchange events

Help build empathy and understanding between people from different walks of life. Panel discussions, storytelling sessions, meals, and open conversations encourage relationships between people from various cultures, beliefs, and backgrounds.

46. Live demonstrations of traditional crafts

Watch artisans demonstrate pottery making, glass blowing, embroidery, and other specialized crafts honed over generations. Unique examples include Japanese woodblock printing, Navajo weaving, Italian leatherworking, and French macaron making. 

47. International food and beverage stations

Travel the world one bite at a time! Themed buffet stations offer authentic dishes, snacks, and beverages from diverse cuisines. Imagine tapas, sushi, curries, and poutine all in one place. Friendly cultural ambassadors provide samples and discuss cultural influences.

48. Hands-on art workshops

Get creative with workshops that teach painting, jewelry making, pottery, origami, flower arranging, and other fun crafts. Workshops should appeal to all skill levels, even complete beginners. Instructors demonstrate key skills step-by-step before letting attendees showcase their creativity. Plus, everyone gets a unique memento to take home!

Health And Wellness Event Ideas

Foster employee well-being through events that promote positive lifestyle changes. Health and wellness gatherings build community while providing tools to improve physical, mental, and emotional health.

49. Fitness challenges

Friendly fitness competitions incentivize employees to move more. Encourage individuals or teams to track steps, exercise minutes, or activity goals for prizes like gift cards, trophies, and bragging rights! Leaderboards and challenges add motivation.

50. Charity runs/walks

Gather attendees for a feel-good group run or walkathon supporting an important cause like cancer research or homelessness. Choose from 5Ks, tough mudders, marathons, and more based on abilities. Fundraising adds a sense of purpose.

51. Yoga or meditation retreats

Help participants find inner calm with guided yoga, tai chi, or meditation sessions surrounded by the beauty of nature. Instructors lead relaxing classes focused on breathing, mindfulness, and gentle movements to reduce stress. Encourage attendees to practice these relaxation techniques in their everyday lives.

52. Wellness expos

Showcase options for healthier living through vendor booths, demos, and tastings. Speakers share their stories of achieving better health through different methods and practices. Get a massage, sample superfoods, take a strength test, and more! Attendees walk away with inspiration and resources to lead healthier lives.

53. Mental health awareness events

Host an event that breaks down stigma and fosters understanding around mental well-being in the workplace. Small group sessions led by trained facilitators provide a judgment-free zone for employees to talk about their mental health. Clinical experts lead workshops on building resilience, finding purpose, and overcoming challenges.

54. Workshops and seminars

Help employees develop healthy habits across all aspects of their lives. Consider bringing in financial advisors to provide tips on effectively managing money or nutritionists to offer guidance on meal planning and mindful eating. These sessions should send attendees away with clear, actionable strategies relevant to daily life.

55. Group therapy sessions

Group therapy sessions led by skilled professionals provide a safe space for employees to discuss concerns and receive support. Sessions are kept small to allow for intimate sharing. The facilitator establishes ground rules of confidentiality and listening without judgment. Attendees realize they are not alone in facing life’s challenges.

56. Mindfulness and stress-relief activities

Empower attendees with simple yet powerful ways to calm the mind and body during hectic workdays. Guided mindfulness sessions teach breathing techniques for finding calm. Adult coloring books provide a low-pressure creative outlet to occupy wandering minds during breaks. People return focused and uplifted.

57. Building a supportive workplace culture

A supportive organizational culture is built through intentional efforts to foster community, belonging, and care for one another. Host team-building activities to strengthen connections. Volunteer days give back to causes that matter. Shared meals, outings, and social events build rapport.

58. Strategies for managing stress and burnout

Provide attendees with practical tips for recognizing and reducing stress and burnout through seminars and resources. Seminars can cover time management, setting boundaries, goal planning, and building resilience. These sessions will help employees take control of their well-being and find fulfillment while avoiding chronic stress.

Seasonal And Holiday Event Ideas

Liven up the calendar with festive gatherings throughout the year to foster camaraderie and boost engagement.

59. Holiday-themed parties

Deck the halls and get in the spirit by celebrating seasonal holidays like Independence Day, Halloween, and Christmas. Go all out with food, games, decorations, costumes, and music centered around the holiday theme. These festive staples build goodwill and create lasting memories.

60. Halloween costume contests

Check out colleagues’ creative side by encouraging Halloween costumes at work. Offer prizes for categories like funniest costume, most original costume, and best group theme. Host activities like mummy wrapping contests, monster trivia, or creepy photo booths to get everyone involved in the fun.

61. Christmas tree lighting ceremonies

Gather employees and families to ring in the holidays with a magical tree-lighting event. Carolers, treats, photo ops with Santa, and holiday crafts add to the nostalgia. Trees could be decorated based on specific themes and remain up for seasonal cheer throughout the office.

62. New Year’s Eve galas

Why wait for midnight? Host a glamorous New Year’s Eve-themed gala for employees at any time. Break out black tie apparel, festive party hats, noise makers, and bubbles for toasting. Decor, cuisine, music, and countdowns set the scene to celebrate new beginnings.

63. Seasonal festivals

Tap into the energy of the solstices with lively festivals for the spring equinox, summer solstice, fall equinox, and winter solstice. Align activities, decor, food, and music around each season’s themes and traditions. 

64. Spring garden parties

Celebrate seasonal rebirth with a spring celebration in lush outdoor spaces. Entertain with floral centerpieces, butterfly releases, egg hunts, herb planting, springtime treats, and music from string quartets. Shake off winter with the sights and smells of spring!

65. Summer beach festivals

Bring the ocean to the office with a beach bash featuring tropical decor, limbo contests, leis, sunglasses, and more. The endless summer vibes make for laidback fun among colleagues, regardless of the season. Bonus points if you work somewhere with an actual beach nearby!

66. Fall harvest celebrations

Pay homage to the season of the bounty with fun harvest activities. Set up pumpkin carving, pie-eating contests, hayrides, and autumnal floral arrangements. Serve up classic fall dishes (hello, mashed potatoes!), baked goods, hot ciders, and other tasty treats to get people in the mood.

67. Outdoor garden games and activities

Make the most of warm seasons by gathering colleagues outside for fun games and activities. Consider bocce ball, croquet, volleyball, frisbee, capture the flag, relay races, or tug of war. Getting into the playful spirit builds rapport among teams.

Miscellaneous Event Ideas

Round out your event calendar with creative gatherings beyond standard meetups. Unique venues, interactive installations, pop-up parties, and modern twists on traditional events all make for memorable and Instagram-worthy experiences.

68. Unique venues

Go beyond typical hotel ballrooms and convention centers. Unique venues like art galleries, museums, gardens, historic buildings, and breweries add character to events that attendees won’t soon forget. Match the setting to your theme or purpose for maximum impact. 

Tip: Need help finding the perfect event space? EventUp has you covered with a robust marketplace of venues. 

69. Rooftop parties

Soak in gorgeous skyline views at chic open-air rooftop bars and lounges. These modern venues are perfect for cocktail receptions, posh dining, dancing, mingling, sunset toasts, and more. Rooftop parties provide scenic backdrops above the hustle and bustle below.

70. Historic site events

Take guests on a trip back in time by hosting events at storied museums, mansions, gardens, and other historic spaces. Costumed actors, decor from the era, and period-appropriate food all add old-world charm. 

71. Pop-up events

Stage a surprise event in an unexpected public space to surprise and delight attendees. Consider flash mobs, outdoor concerts, theater acts, or impromptu games in parks and plazas. Passersby take pause, have fun, and ask, “What’s this all about?”

72. Interactive experiences

Engage your attendees’ senses with interactive components people can see, touch, hear, smell, and even taste. Ideas include digital graffiti walls, augmented reality coloring books, ball pits, personalized scent bars, and immersive sound environments. Interactivity brings events to life!

73. Virtual reality experiences

With VR headsets, attendees can explore captivating worlds like deep seas, outer space, fantastical realms, and simulations tailored to your brand or event theme. This next-level digital interactivity offers perspectives they couldn’t have otherwise.

74. Augmented reality scavenger hunts

Turn your next event into a high-tech scavenger hunt by having attendees use a special app to find virtual objects around the venue. Players scan special markers to unlock AR surprises, clues, and challenges, testing their knowledge in fun ways.

75. Interactive art installations

Surprise and delight attendees with interactive displays triggered by sound and motion. As people weave between responsive columns, their movements create dazzling patterns. Interactive installations become creative “playgrounds” at events.

Seamlessly Execute Your Next Event

Planning your next corporate event takes creativity, strategic thinking, and tireless coordination. But with so many innovative options to choose from, you’re bound to find the perfect theme that will make your next event stand out. 

This guide covered event categories ranging from health and wellness events ideas to seasonal celebrations and technology and innovation events. The key is choosing ideas and themes that align with your company’s values and purpose.

At EventUp Planner by Tripleseat, our all-in-one event management platform streamlines coordination so you can focus on creating exceptional experiences. From online registration to branded apps and on-site badging, we provide the tools to manage your catalog of events from start to finish seamlessly.

Don’t waste time juggling multiple vendors and spreadsheets. EventUp Planner provides a simplified, intuitive solution that enables flawless execution. See how we can make your next event a success! Request a demo today.

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