Tag: healthcare events

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.

How to Boost Engagement During Healthcare Meetings and Events

  • Event Trends
  • April 23, 2024
Use these seven tips to boost engagement during your corporate meetings and events.

We get it—internal meetings and events aren’t usually healthcare professionals’ favorite workplace activities. 90% of employees feel that meetings are “costly” and “unproductive.” But there are many scenarios where these internal meetings are inevitable, especially when it comes to running a well-oiled healthcare organization. 

To get around this, focus on making your healthcare events as engaging and worthwhile as possible. You can use the same planning strategies you use to prepare for external presentations—such as virtual events or conference speeches—to boost attendee engagement. 

From captivating your audience with a good story to creating on-brand and visually appealing slides for your presentations, we’ve compiled this list of tried and true strategies for making healthcare events something employees actually forward to rather than dread. 

In all cases, thorough planning is your friend. Event software for healthcare can make the process easier. Let’s dive in! 

7 Strategies to Enhance Events for Healthcare Professionals

Boost attendee participation at your next healthcare event by implementing these seven proven strategies:

1. Set Clear Objectives for all Presentations

It’s crucial that every presentation starts with a detailed plan and clear goal. You need a justifiable reason why you’re taking the time to pull team members from their duties and bring them together for a meeting—especially in a busy healthcare environment. 

When setting goals for the presentation, be clear about the purpose of the meeting, the intended result of the meeting, and any next actions you’d like attendees to take. 

For example, perhaps you’re planning a hospital fundraiser that you’d like employees to spread the word about. If so, the objective for your presentation would be to educate everyone on the upcoming fundraiser so they can share details with friends, family, and the local community. 

The intended result would be to create excitement about the fundraiser, including the intended use(s) for the raised funds, such as a new mental health wing or essential pediatric initiatives. 

At the end of your presentation, you’ll want to share the next steps you’d like attendees to take. That might look like a request for participation—like pledging to do a fitness challenge to raise funds—or a request to raise awareness, such as sharing about the event on social media. 

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

2. Start With a Story

One powerful tool to captivate your listeners is through storytelling. You can transform dry facts and figures into something memorable and impactful by simply telling a story before diving into the meat of your presentation.

For healthcare professionals, storytelling can effectively communicate complex ideas and evoke an emotional response. For instance, sharing a patient’s journey from diagnosis to recovery can illustrate the importance of early intervention and personalized care. 

But stories don’t always have to be serious! Sharing a humorous anecdote about a light-hearted workplace mishap—such as that one time you discovered a patient walking down the hallway completely naked—will resonate with colleagues while also illustrating the issue or topic you’re going to cover (e.g., the necessity of hospital gowns). 

In summary, storytelling allows you to humanize your content, making it relatable and understandable to your audience. Your colleagues will begin to look forward to your presentations, and your stories will become a topic of conversation at future events. 

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

3. Make it Brief to Ensure the Best Use of Everyone’s Time

Putting a multi-hour time block on your people’s calendars to cover a handful of topics probably isn’t the best use of everyone’s time. Here are some tips for keeping healthcare meetings concise in order to respect everyone’s time:

  • Send materials in advance. Distribute any necessary documents or information prior to the meeting, allowing attendees to review and come prepared.
  • Minimize distractions. Encourage participants to silence their devices and avoid unnecessary interruptions during the meeting (this is extra important for busy healthcare professionals!). 
  • Assign a timekeeper. Designate someone to monitor the time and keep the meeting on track. If conversations begin to veer off-topic, this person will gently guide the discussion back to the agenda.
  • Allocate specific time slots for each agenda item. Assign realistic time for each topic and adhere to these limits.
  • Encourage concise communication. Ask participants to be brief and to the point when sharing their thoughts or updates.
  • Summarize action items and decisions. Conclude the meeting by briefly restating any key takeaways, action items, and decisions made.
  • Follow up with a concise summary email. After the meeting, send a brief email recapping the main points and next steps to ensure everyone is on the same page.

But don’t sweat if you don’t cover everything. You can always provide additional information and answer follow-up questions later on or simply reserve them for the next meeting. 

By implementing some of these strategies, you and your colleagues can make the most of your valuable time and collaborate more effectively to deliver exceptional patient care.

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

4. Present Data Clearly and Concisely

If you’re presenting data during your presentation, focus on the most important metrics and let attendees explore the fine details on their own time afterward. Also, be sure to present the data in an easily digestible format. Infographics or charts make it easier to see data points in context. 

For example, if you’re trying to convince your healthcare organization to upgrade its event management software, you might present data about how your organization can increase its ROI by using a better tool. You could show charts that demonstrate the negative impacts of your current event software (or lack thereof), and the potential cost savings and efficiency boost that a new solution could offer.

Or, you might be analyzing event data to identify opportunities to engage your audience better at your next event. You can assess the main takeaways—such as attendance rates, attendee feedback surveys, and social media engagement analytics—to develop a new marketing plan with your team for your next event. 

5. Brand Your Meeting Materials to Your Organization

All internal communications should be uniformly branded, such as your presentation materials, training resources, or emails. This keeps your materials organized and easy to read. Plus, it’s easier to maintain external branding standards when your team is already used to keeping internal communications cohesive!

Here are some ideas for how to brand your meeting materials: 

  • Incorporate your healthcare organization’s logo and color scheme. Consistently use your company’s logo and official color palette across all meeting materials, including presentations, handouts, and agendas, to reinforce brand recognition and create a cohesive look.
  • Use branded templates. Don’t reinvent the wheel. Develop a set of branded templates for presentations, documents, and other materials that feature your organization’s logo, colors, and fonts. This ensures a professional and consistent appearance across all internal communications.
  • Include your healthcare organization’s mission or tagline. Integrate your company’s mission statement, vision, or tagline into your meeting materials to remind attendees of the organization’s purpose and values.
  • Feature employee photos and success stories. Incorporate photos of your team members and highlight employee achievements or success stories in your presentations and handouts to create a sense of pride and belonging within your organization.
  • Use branded visual elements. Develop a library of branded visual elements that align with your organization’s style guide, such as icons, illustrations, or infographics. Use these elements consistently throughout your meeting materials to enhance visual interest and reinforce your brand identity.

These strategies will help you create a strong, cohesive brand identity that resonates throughout your organization, fostering a sense of unity in all your healthcare meetings and events. 

LEARN MORE: How to Design the Perfect Event Registration Landing Page

6. Encourage Attendee Feedback

Gathering employees for a meeting offers an effective opportunity to collect feedback and new ideas. 

Let’s say you’re a Corporate Responsibility Consultant hosting an event with a hospital and some of its key stakeholders to identify strategic initiatives for the upcoming year. You might ask attendees to brainstorm event ideas to support the program. Or, you might ask for feedback on how their corporate volunteer program is going. 

Allowing attendees to speak up during your meeting and make their voices heard can make your presentation that much more engaging and productive.

7. Provide Relevant Materials After the Meeting

After your presentation, send attendees any data charts, slideshows, or supplemental materials. If the meeting was virtual, you might want to record it to let any employees who couldn’t attend watch the presentation after the fact. 

It’s also important to answer any follow-up questions employees may have after the meeting. Creating open lines of communication and providing transparency about any decisions that impact employees is key to promoting a positive work environment. 

Healthcare professionals should leave your internal meetings and events clear on the next steps they should take or how the information presented will impact them going forward.

Streamline Healthcare Event Planning with EventUp Planner (formerly Attendease)

When it comes to healthcare meetings and events, time is valuable. More time in meetings means less time caring for patients. 

Spend everyone’s time wisely by preparing a constructive agenda that includes plenty of time for healthcare professionals to speak up and engage with the topic. You’ll offer your colleagues a better experience, and everyone will work more productively toward achieving your organization’s goals! Put your healthcare events on autopilot with EventUp Planner. Our all-in-one platform provides helpful tools to uncomplicate your events through drag-and-drop functionality, built-in templates, automation, and intuitive data reporting. Book a demo today!

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

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

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!

5 Tips to Streamline Web Communication for Healthcare Events

  • Event Management
  • March 5, 2024
A person types on a laptop, with just their hands showing

It’s no secret that people are turning to online resources more and more frequently to answer their health questions. 77% of people use search engines during the patient journey, and about 7% of all daily searches are health-related. 

That’s why your healthcare website can be an effective tool for raising awareness of your organization’s offerings, including your event opportunities. Healthcare audiences are already used to receiving healthcare information online, making your website a natural place to spread awareness of upcoming events. 

This guide reviews our top tips for streamlining your healthcare web design to better communicate about your upcoming engagement opportunities. 

1. Create event-related blog content 

Content marketing is an effective way to spread awareness about your organization’s opportunities without being too overt. According to Kanopi, healthcare content marketing involves “developing relevant, useful, educational online content to generate interest in a brand’s products or services and acquire and retain new customers.”

82% of consumers feel more positively about a company after engaging with their custom content, making content marketing a useful strategy for promoting upcoming events. Consider developing the following types of blog content to generate excitement for your engagement opportunity: 

  • A Q&A with your event chair or organization’s executive director
  • FAQs that cover what to expect from the event and explain the event’s purpose
  • Videos providing a behind-the-scenes look at the event and what goes into setting it up
  • A photo essay sharing images from last year’s event

Post on your blog regularly leading up to the event (at least two or three times a week) with reminders and updates to maintain enthusiasm and engagement. You can also easily share these blog posts via email or social media for even more engagement opportunities.

2. Ensure your event landing page has all the crucial information

When potential event attendees land on your website, they’ll want to know the logistics of your event. That means you should offer a user-friendly event landing page that covers the where, when, and why of the experience. 

Along with information about the event’s date, time, and location, include additional details such as: 

  • The event’s purpose. Make it clear why you’re hosting the event, whether to raise funds for your organization, spread awareness about a health issue, or show appreciation to donors, patients, or healthcare professionals. 
  • Ticket information. List your event’s ticket price or pricing tiers. Describe the benefits attendees will receive at different levels, such as access to a VIP section or complimentary food and drinks. 
  • Information about how to participate in the event’s virtual component. If you’re planning a hybrid or virtual event, include details about how to access the event’s livestream or troubleshoot any technical issues. 
  • Details about becoming a corporate sponsor. 360MatchPro’s guide to corporate sponsorships recommends adding information about reasons to support your event, sponsorship levels, and the benefits of each sponsorship tier. Sponsorship benefits often include event naming rights, inclusion in marketing materials, and social media shoutouts before, during, and after the event. 

If a single landing page isn’t enough to cover the full details of your event, consider creating a microsite instead. These are sub-websites linked to your organization’s main website that include a cluster of web pages covering just one topic. Microsites can be a great way to go more in-depth about what to expect from your event while still staying connected to your organization’s branding. 

3. Make it easy for event audience members to register online

Your event registration form is the tool audience members will use to RSVP or buy tickets for your event. This form should be as straightforward as possible to create a positive experience for attendees and communicate the need-to-know information ahead of time. 

Your registration form should be:

  • Mobile-responsive. Your event registration page should be simple to complete from a mobile device. Incorporate large fonts, easily touchable buttons, and clear calls to action (CTAs) to help users navigate the form. 
  • Accessible. Disabilities affect billions of people worldwide, making it critical to design your registration page with accessibility considerations in mind. For example, about 300 million people across the globe are colorblind, meaning they have difficulties distinguishing the difference between certain colors and shades. That means strong color contrast and bold, readable fonts are an absolute must for your online registration form. 
  • User-friendly. User-friendliness is an important quality of healthcare and hospital web development because it lends credibility to your website. Ensure your event registration form is as user-friendly as possible by making it easy to find on your website and only including necessary questions. 

Make sure attendees are automatically sent an email after completing the form to confirm their registration. Provide a ticket and receipt as needed and include contact information that attendees can use to reach out with any questions before the event.  

4. Cross-promote your event on multiple platforms

Using multiple platforms to communicate about your upcoming event increases the chances that more potential attendees will see your promotions and register for your event. 

Plus, a robust online presence on multiple platforms can reflect positively on your healthcare organization as a whole. For example, 81% of consumers view a strong social media presence as an indication that a hospital offers cutting-edge technologies. 

Promote your event blog posts and microsite using channels such as: 

You can also promote your website content to a wider audience by creating Google Ads. These are paid ads that appear at the top of search results pages for keywords relevant to your event. For example, if you’re holding a fundraising 5K event to support your hospital’s patients, you could create Google Ads targeting the keyword “local 5K races.” 

If your healthcare organization is a nonprofit, you could be eligible to receive a free $10,000 in Google Ad spending via the Google Ad Grants program. This program can greatly reduce your marketing spend, helping you save money while still reaching a broader audience. 

5. Give event attendees a way to provide feedback

Your post-event communications are just as important as pre-event messages. After your event concludes, foster ongoing engagement with attendees by expressing your appreciation for their involvement. One of the most effective ways to show your gratitude is by allowing attendees to submit feedback via your website. 

Offer an online survey or poll as well as an email address they can use to send in their thoughts and comments. Ask attendees to provide input on:

  • What went well at the event
  • What could be improved
  • What would inspire them to attend again
  • Whether they would recommend your event to a family member or friend

Follow up with attendees via email to thank them for their input, address common concerns, and outline the strategies you’ll use to ensure next year’s event aligns with their feedback. 

Your event communication and promotion strategy can make or break your event’s success. Streamlined event communications help drive qualified event leads by ensuring audience members have the information they need to determine whether your event is right for them. Following these tips ensures that your healthcare organization can provide a positive attendee experience from the very beginning of the event process.

Learn How To Manage Healthcare Events