6 Easy Ways to Facilitate Networking At Your Next Healthcare Event

Event Management News

May 21, 2024

For many healthcare professionals, the real value of a conference lies in networking.

Healthcare conferences and seminars provide opportunities to reconnect with existing colleagues. They also provide valuable ways to meet new partners, clients, and friends. Some people may not attend a healthcare event expressly to network, but almost everyone will agree that networking is beneficial.

As an event planner in healthcare, it’s up to you to incorporate easy and effective networking opportunities into your event program. Not sure where to start? Don’t worry—we’ve got you covered.

In this article, we’ve compiled 5 ways you can facilitate networking at your next event without breaking a sweat. You’ll also learn how event software for healthcare can make networking even easier for your attendees—and for you. Let’s dive in!

6 Ways to Build Networking into Your Healthcare Event

Creating networking opportunities for healthcare professionals doesn’t have to be complicated. Here are 6 ways to facilitate networking at your next healthcare conference or seminar.

1. Make sure your conference planning app has social integration

When planning your healthcare event, consider using a conference planning app that integrates with social platforms.

Not sure which solution to choose? Start by reflecting on what would make networking easier for your attendees.

For instance, an integration with LinkedIn can provide valuable insights into who is attending, which companies or organizations they represent, and connections attendees may already have with them. This can save attendees time and effort as they prioritize who they’d like to connect with during the conference.

When your conference planning app has social capabilities, attendees can begin networking before the event, use it to network during the event, and continue to network even after the event.

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

2. Adapt the traditional format to include networking-focused activities

Meeting someone influential or inspiring is a major draw for many conferencegoers. As the saying goes, “Your network is your net worth.”

With this in mind, you can adapt the format of your healthcare conference to improve the chances that attendees will make valuable connections.

We recommend using a “speed dating” format. In short, attendees are paired with each other based on differences in discipline and job seniority in order to forge connections that would normally be unlikely (e.g. experienced and early-career healthcare professionals). Each pair has a predetermined amount of time to chat before being ushered to their next pairing.

The key idea is that adapting the standard conference format to include networking-focused activities can benefit everyone involved.

3. Provide attendees with a mobile-friendly, interactive schedule

Another way to help your attendees network is to provide them with an interactive schedule they can access from their mobile devices.

Allowing your attendees to build their schedules on the fly gives them the ability to prioritize their itinerary and optimize their time—including where and when to network.

EventUp Planner (formerly Attendease) delivers interactive, mobile-friendly schedules as a feature of your event website. This means your attendees can access their schedules without needing to download an app!

Giving attendees full control of their conference timetable allows them to make informed choices about which networking opportunities to pursue. Plus, access to their schedules means attendees can discover moments to network they might not have otherwise known about.

LEARN MORE: How to Boost Engagement During Healthcare Meetings and Events

4. Create an online community for your attendees

Extend the networking possibilities past the duration of your healthcare conference by creating an online community.

Through an online community, group, or forum, your attendees have the opportunity to cultivate professional connections even before they arrive at the event.

First, choose a service to host the community or commission a developer to create a custom solution. Your attendees can log in and fill out professional profiles they will share with the rest of the community. They can reach out to other attendees, browse the list of who will be in attendance, and get an idea of who might be a valuable connection.

Once the conference is over, attendees can stay connected and keep the fruitful conversations going!

5. Design the layout and setup of the conference with networking in mind

Another consideration is the layout and setup of the conference space itself—especially breakout areas.

Areas where people congregate, like tea and coffee stations, influence networking because people naturally gravitate towards them. The shape, size, and placement of these points have an effect on how easy it is to start, join, or leave a conversation.

The key is to build a space that encourages movement. If people are sedentary, there will be fewer opportunities to network. So instead of having fixed seating, for instance, we recommend having high-top tables or modular seating so that attendees can easily move around the space.

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

6. Host dedicated networking sessions or activities

Finally, consider setting aside specific time slots in the conference schedule purely for networking. This could take the form of:

Networking lunches or dinners where attendees are seated strategically to encourage new connections
Cocktail hours or receptions focused on mingling
Topic-based roundtable discussions that group attendees by interests
Organized networking walks, runs, yoga classes, etc. to combine wellness and networking

The key is carving out dedicated time where the sole focus is on the attendees meeting each other. This removes the pressure of having to network on top of absorbing content from lectures and panels.

The networking-centric time slots could be optional so attendees who prefer can use them as free time. But for many, having it built into the agenda may be the nudge they need to prioritize meeting others.

Simplify Your Healthcare Event Planning with a Powerful Suite of Tools

With endless opportunities to network online, healthcare conferences must provide an experience that offers real value to attendees. Networking opportunities need to be front and center.

Encourage healthcare professionals to gather with ease. From small to large and complex events, plan and manage all of your events with one flexible platform: EventUp Planner by Tripleseat. Book a quick demo to learn more about how our complete event management software and automation platform can help you plan your next healthcare event with ease.

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

Event Management

May 14, 2024

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

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

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

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

Understanding Your Healthcare Audience for Effective Event Planning & Marketing

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

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

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

What are the demographics of potential healthcare event attendees?

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

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

Tailor content around addressing common problems and concerns.

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

Align event deliverables with your audience’s goals.

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

Strategic Pre-Event Healthcare & Medical Event Planning Strategies

1. Define Your Goals

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

2. Set a Budget

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

3. Find Healthcare Event Spaces

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

4. Secure Event Partners & Sponsors

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

5. Start Marketing Your Event

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

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

Healthcare & Medical Event Marketing Strategies

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

1. Develop Targeted Campaigns & Messaging

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

2. Leverage Digital Platforms

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

3. Cross-Promote Your Event

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

4. Encourage Word-of-Mouth

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

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

Innovative Healthcare & Medical Event Formats & Spaces

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

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

Panel Discussions

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

Workshops

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

Case Study Presentations

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

Networking Events

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

Hybrid Events

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

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

Integrating Technology into Healthcare & Medical Event Planning

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

User-Friendly Medical Event Software

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

Virtual Reality & Augmented Reality

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

Medical Conference Apps

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

Live & On-Demand Content

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

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

Optimizing the Attendee Experience at Healthcare & Medical Events

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

1. Design Functional Healthcare Event Spaces

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

2. Provide Healthy Options & Comfort to Attendees

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

3. Make Your Event Easy

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

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

Exhibitor Best Practices for Healthcare & Medical Events

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

1. Invest in Eye-Catching Booth Designs

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

2. Attract Traffic Through Interactive Displays

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

3. Tailor Sponsorship Packages

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

4. Collect Contact Information

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

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

Measuring Healthcare & Medical Event Success

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

KPIs & Goals

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

Event Data

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

Post-Event Surveys

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

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

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

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

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

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

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

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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.

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

Event Management

April 30, 2024

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

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

What Is an Event Agenda?

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

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

When Should You Create an Event Agenda?

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

What Should Be Included in an Event Agenda?

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

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

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

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

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

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

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

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

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

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

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

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

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

Why Should You Create an Event Agenda?

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

Organization & Structure

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

Time Management

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

Communication

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

How to Make an Agenda for an Event

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

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

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

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

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

2. Call out for Event Speakers

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

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

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

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

4. Keep Your Event Agenda on Schedule and on Time

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

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

5. Create a Multi-Track Event Agenda

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

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

6. Watch for Event Agenda Overlaps

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

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

7. Plan for Space Transition between Event Sessions

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

8. Gauge Attendee Interest with Event Surveys

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

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

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

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

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

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

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

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

Event Agenda Examples

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

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

Leverage Attendease to Create an Effective & Engaging Event Agenda

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

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7 Stress-Free Ways to Scale Your Event Program

Event Management

April 4, 2024

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

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

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

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

7 Ways to Scale Your Events Without Stress

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

Establish clear goals and objectives

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

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

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

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

Leverage event management software

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

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

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

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

Build a strong events team

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

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

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

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

Streamline event logistics and operations

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

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

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

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

Embrace scalable venues and formats

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

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

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

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

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

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

Engage in continuous feedback and improvement

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

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

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

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

Budget strategically

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

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

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

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

Event Management Software Helps You Scale With Ease

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

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

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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:

Clearly outline roles and expectations.
Promote wellness among your event team.
Make sustainable decisions.
Check in with your event team often.
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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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

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How to Create Highly Effective Sales Conversations at Events

Event Management

January 30, 2024

Events offer tremendous opportunities to generate leads and move prospects along the sales funnel. Yet it’s surprising how many people struggle to start meaningful conversations that result in an adequate number of potential leads and sales to pay off the costs and overcome the challenges of event marketing.

When it comes to any event-based lead generation, speaking and listening are far more important than simply turning up. Attending and expecting leads and sales to blossom out of thin air is a pipe dream, at best. While holding an exhibition, leading a seminar, conducting a session, or giving a presentation accomplishes more of what you need to generate initial interest, you need to maximize every interaction, whether active or passive.

Stuck for inspiration on how to start meaningful, powerful sales conversations at your next event? Look no further than this article. The tips and strategies outlined below will help you captivate audiences, build rapport, qualify leads, and nurture relationships during and after events, whatever your function is.

Make Yourself Visible

Of course, certain slots may be available to deliver keynote sessions or presentations at an expo, trade show, or networking event. But if there is one available to you, consider taking the opportunity to deliver a short and impactful session, as you never know what leads could be waiting in the wings.

Dynamic presentations will make your audience instantly recognize you and leave a positive impression, and they will be more inclined to speak to you after the session concludes. Captivating and engaging speakers who have mastered the art of executive presence and leadership will likely find more prospects reaching out post-event, opening a variety of potential sales avenues.

Even if you’re not speaking, take advantage of the opportunities you have to attend sessions and ask questions. Doing so will improve your visibility and, bilaterally, make more people recognize you.

Craft Thoughtful Messaging

Captivating your audience, however big, is crucial to opening sales doors. Every conversation should boil down to a carefully crafted message, value proposition, and solution. Ensure you demonstrate the types of people or businesses you help, the problems you solve, and what makes you unique and stand out from the rest.

Refine this into an evocative, meaningful, outcome-focused elevator pitch that you can memorize and convey with enthusiasm and passion. The foundations will make dialogue between potential leads and yourself more compelling and purposeful.

Adopt an Active Mindset

Many attendees will instinctively adopt a passive mindset; in other words, they will politely listen, move on, and do little else. Being proactive and fully leaning into and embracing conversations will help you stand out and, in many ways, help them overcome initial barriers of uncertainty.

Initiate small talk, ask thoughtful questions, and demonstrate that you’re actively listening by referencing details they may have mentioned in passing. Depending on the event, attendees will likely seek providers, products, and services from vendors to help them with specific problems. You can show a sincere interest if you can uncover these through active networking and conversation. Even if they may not be your ideal customer, they may be able to refer you to someone who is.

Leverage the Power of Body Language

It’s widely debated that most communication comes from non-verbal cues, but there’s reason to believe it’s a significant conversation driver. Conscious body language is crucial for connecting with prospects meaningfully and making a positive impression.

Maintain friendly eye contact, face people directly, avoid looking over shoulders, and subtly mirror their posture and mannerisms. If they seem closed off or reserved, it may indicate that they wish to end the conversation. If they are exhibiting welcoming signs that encourage open conversation, approach them with some friendly small talk to begin with.

Keep Conversations Flowing

Once a conversation begins, work intuitively to transition an off-topic discussion to business matters. A typical innocuous example would be asking the subject why they’re attending the expo or conference or whether they’ve had any worthwhile conversations. From this, you can ask pertinent and non-invasive questions to drill down on their specific pain points or day-to-day problems that require solutions.

You can naturally weave in expertise and authority through retellings of client success stories without overwhelming them with forceful tactics and sales jargon. If you manage to engage with prospects in a 15-minute conversation where you can convey experience and credibility, and there seems to be a genuine interest to carry things on further, give them a business card or some printed sales material and invite them for a chat down the line. Consider printing case studies and testimonials for added effect, as these are known to drive leads.

Overcome Objections Positively

Throughout your interactions with attendees, some conversations will whittle down to one or several sales objections, which are straightforward to overcome. Prospects may mention that they have tight budgets, a lack of authority to make critical business decisions, or incumbent suppliers tied to long contracts, to name just a few.

Rather than view these as a dead end, welcome them as an opportunity to stay connected and informed. Emphasize that you are happy to find the best solution for their needs, even if that cannot materialize straight away. Provide reassurance through convincing and compelling client testimonials and stats on deliverables, with no emphasis on costs or bottom lines. Aim to end each chat on a positive note.

Collect and Nurture Leads Strategically

When a discussion reaches its natural conclusion, if you deem the person a suitable lead for you, politely request their contact details in a way that offers them further value. Suggest forwarding details on additional client case studies or examples of projects completed for them to review at their own pace or an email recapping recommendations you’ve discussed in person for their reference. This gives you and them a meaningful reason to connect post-event.

Load leads into your CRM system and trigger personalized, bespoke follow-up conversations to progress your discussions and topics of interest. Events are just the starting point to garner potential attendees in your database, but after the event, you can uncover their intentions.

When they return to their routines after the event, their mindsets and attitudes may drastically differ from how you engage with them. Tailor your lead generation and follow-up messaging accordingly, based on the conversation(s) you have with each prospect after the event. If there is genuine recall and interest, adapt your strategy to give them everything they need to make an informed decision.

With careful preparation and a firm strategy, corporate events can become a huge driver of quality leads for brands across industries. Prioritize meaningful conversations and intentionally guide prospects through your funnel in the ways outlined above to see improved quantity and quality of leads right off the bat.

Plan. Launch. Amaze – with Attendease

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

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From Clicks to Connections: The Event Attendee Journey Demystified

Event Management

December 7, 2023

Technology has transformed nearly every aspect of event planning and execution. From initial event discovery to post-event follow-ups, attendees expect seamless digital experiences that enhance their journey before, during, and after an event.

Technology should facilitate meaningful connections in the digital age—not hinder them. While event planners adopt the latest tech tools, keeping the attendee experience at the heart of each touchpoint along the event journey is crucial.

With strategic and thoughtful technology integration, events can nurture attendee engagement, collect valuable data, and build loyal communities centered around shared interests and values.

Let’s explore how technology shapes the modern event attendee journey and demystify this evolving landscape!

The Pre-Event Stage: From Event Discovery to Registration

Long before stepping foot at an event, an attendee’s journey begins online. Event discovery and registration set the tone for their first impressions.

Online Conference Discovery

In a sea of event options, standing out is a challenge. Strategic search engine optimization (SEO) ensures an event website appears at the top of Google searches.

Optimizing page titles, metadata, URLs, content, and backlinks for target keyword phrases such as “industry event” makes your website more discoverable.

Social media essentially acts like a megaphone, amplifying your event’s message and reach. Promoting hashtags, running targeted ad campaigns, and partnering with influencers exposes your events to relevant audiences!

Mobile event apps and online directories also allow attendees to browse upcoming events on the go based on date, location, cost, industry, and other filters.

Seamless Event Registration

Once interested attendees find an event, the registration process needs to be seamless. Complicated multi-page forms lead to high abandonment rates—no one wants that!

Streamlined registration platforms like Attendease use intuitive interfaces and customizable components to gather essential info while keeping users engaged.

Integrating social media login options via platforms like Facebook, LinkedIn, or Google allows attendees to register quickly with just a click.

Finally, early bird ticket options, group discounts, and special promo codes incentivize users to commit to an event registration early on.

Preparing for the Event: Communication is Key

Leading up to the event, clear communication ensures your attendees know what to expect. Confirmation emails, reminders, and event guides set the right tone.

Event Confirmations and Digital Tickets

After registering, attendees want to receive confirmation emails and virtual tickets immediately. Quick confirmations build trust and confidence in the event experience.

Essential logistical details, like dates, location, agenda timing, required materials, and contact information, should be easy to find.

Log-in instructions and access links must be clearly highlighted for virtual events. Optimizing confirmations for mobile devices allows access on the go.

Furthermore, integrations with calendar apps enable your attendees to automatically add event dates, schedules, and other logistical details to their personal calendars. This makes staying organized effortless. Plus, these integrations send real-time updates if any event details change, so attendees always have the most up-to-date information!

Personalized Event Updates

Regular email updates get attendees excited leading up to the event while reinforcing key details. These messages can be personalized and automated based on attendee preferences and engagement.

For example, after registering, first-time attendees may receive more tips and introductory information than veterans of the event.

Push notifications via mobile event apps also remind attendees of important deadlines for travel, hotel bookings, agenda scheduling, and more.

For virtual attendees, creating online orientation guides walking them through the event technology provides reassurance and builds anticipation.

The Event Experience: Technology Touchpoints

Technology should facilitate meaningful connections and engagement at the event itself, not hinder them. Here are some key ways to streamline crucial event touchpoints with technology.

Event Check-In and Badge Retrieval

Long check-in lines frustrate attendees and cause delays. Contactless check-in technology offers solutions.

For instance, attendees can self-check in via QR codes that instantly pull up their registration data when scanned. RFID-enabled name badges also speed up diskless check-in.

Interactive Event Apps

Event apps enhance engagement before, during, and after an event. Features like interactive maps, agendas, messaging, and live surveys create a seamless experience for attendees.

Gamification through point systems and leaderboards incentivizes participation in live polls, surveys, social sharing, and other activities.

Matchmaking algorithms connect like-minded attendees for more meaningful networking. Customizable profiles allow for screening based on role, industry, interests, and goals.

During Q&A sessions, moderators can monitor questions and feedback coming in through the app. This facilitates dynamic audience interaction and participation!

Virtual Event Participation

Hybrid events must carefully interweave virtual elements with in-person activities so remote attendees don’t feel excluded.

Offering live streams, on-demand recordings, interactive virtual lounges, and custom-branded event apps allows virtual participants to fully immerse themselves in the experience.

Cutting-edge event technology like virtual reality (VR) and augmented reality (AR) takes remote participation to the next level. Attendees can join photorealistic virtual venues to network, visit exhibits, and more!

Gifting virtual swag bags filled with downloadable content, coupons, and samples from event sponsors also demonstrates value to virtual attendees.

Post-Event Follow-Ups: Building Relationships

The event journey doesn’t end when an event concludes! Post-event technology nurtures ongoing engagement with your community of attendees.

Post-Event Surveys and Feedback Forms

Instant feedback is invaluable for continuous improvement. Post-event surveys assess satisfaction, collect testimonials, and identify weaknesses.

However, survey fatigue is real. Limiting the number of questions and offering incentives like entry into a gift card raffle encourages participation.

Then, complete an in-depth analysis of survey data to fuel measurable changes for future events according to your attendees’ preferences.

Social Media Engagement and Sharing

Post-event social media campaigns keep the conversations going long after the event is over. Encouraging attendees to post photos, testimonials, memories, and feedback using designated hashtags sparks user-generated content (UGC) that can be re-shared to keep the buzz going!

Offering custom frames and filters for event photos and automated options to share posts about the event easily provides social sharing shortcuts.

Reviewing social media analytics provides valuable demographic data and helps quantify the success of your event through metrics like reach and engagement.

Targeted Email Campaigns for Future Events

Adding attendees to targeted email lists nurtures ongoing relationships. Use insights from surveys and analytics tools to segment recipients and personalize messaging.

For example, young professionals may be open to more networking opportunities, while VIPs expect exclusive invites and perks. Tailor your outreach accordingly.

Sending recap emails with highlights, photos, and recordings allows attendees to re-live memorable moments! Sharing event metrics like attendance numbers or raised funds excites people about the collective impact.

Post-event emails should promote next year’s event dates early on and offer alumni discounts or early registration perks to incentivize re-registration.

The Future of Technology and the Event Attendee Journey

As events continue to evolve, so will the technology shaping the attendee journey. Hybrid events will become the norm, requiring seamless integration of virtual and in-person experiences.

Data collection and analytics will get more sophisticated, revealing behavioral patterns to inform highly personalized engagement touchpoints along the event attendee journey.

Finally, artificial intelligence will power next-level matchmaking algorithms and virtual assistants to guide attendees, answer questions, and handle logistics.

While these innovations offer exciting possibilities, technology should ultimately facilitate human connections and engagement around shared interests—the heart of any successful event.

EventUp Planner (formerly Attendease) offers an intuitive end-to-end event management platform designed to streamline event logistics while keeping the attendee experience at the core. From registration to post-event follow-ups, EventUp Planner enhances engagement and connects your community.

Book a call to learn more about how EventUp Planner can optimize your event attendee journey!

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