Tag: Tech & Tools

Is Event Software Worth It? How to Get Leadership Buy-In

  • Event Management
  • EventUp Planner Contributor
  • December 3, 2024
Leadership Buy-in on software

Planning and executing a corporate events program is no simple task. 

From managing registration lists and building an event website, to scheduling sessions and marketing the event… the logistics never end. Many corporate event managers quickly become overwhelmed by having to jump between so many different tools and tedious manual processes.

Does this sound familiar? If so, you’re not alone!

While event management software has become increasingly popular, convincing stakeholders to invest in an all-in-one platform can be an uphill battle. Decision-makers may be hesitant due to perceived costs or be skeptical about the real benefits.

The truth is, implementing the right event software saves your team significant time and money in the long run.

By the end of this post, you’ll have a clear understanding of the key advantages of using event management software and how to make a compelling case to your leadership team. Let’s dive in!

The Hidden Costs of Not Using Event Software

While continuing to rely on manual methods and disconnected tools may seem like the path of least resistance, there are substantial hidden costs to this approach. 

Let’s take a look at some of the biggest drains on resources and missed opportunities:

1. Lost time and productivity

Team members’ time and productivity take a major hit when they have to jump between various platforms for different event tasks. These inefficient workflows can lead to wasted hours and increased frustration.

2. Increased third-party fees

Beyond that productivity loss, paying for multiple third-party tools like social media and email marketing services, event website builders, and other one-off platforms can really add up. Those fees really cut into your event’s budget.

3. Greater likelihood of manual errors

With so many manual processes involved, it’s easy for important details to slip through the cracks. One missed deadline or last-minute fire drill can derail your entire event. Not only does this look unprofessional, but missed opportunities have real impacts on revenue.

4. Missed revenue opportunities

Speaking of revenue, having no centralized system to track attendee registrations, check-in rates, and event participation metrics means leaving money on the table. You’re shooting in the dark without good data to guide decision-making.

5. Employee burnout and high turnover rates

Ultimately, these inefficiencies contribute to employee burnout and high turnover/low retention rates on events teams. Constantly struggling with tedious tasks makes it tough to stay engaged and motivated.

The real hidden cost? Being outpaced and out-performed by competitors using new technology to run lean, insight-driven programs that wow attendees.

GO DEEPER: 5 Ways to Streamline Your Corporate Event Planning

 

Is Event Software Worth It? A Look at the ROI

The hidden costs of relying on manual processes and disconnected tools are substantial. But an all-in-one event management platform like EventUp Planner eliminates these drains on company resources while driving greater ROI. 

In the next sections, we’ll dive into the specific ways EventUp Planner saves your company valuable time and money.

How event management software saves your team time ⌚️

One of the biggest time drains for corporate event managers is juggling multiple different tools and platforms for every event. 

EventUp Planner eliminates this inefficient juggling act by centralizing every core planning process into an all-in-one event command center.

  • With simple drag-and-drop design tools, creating on-brand event websites and email campaigns is a breeze. No more wrestling with code! 
  • Save hours of manually building and revising your event schedule. Instead, drag and drop sessions, speakers, and rooms for your meeting or event. Catch scheduling conflicts in real-time and automatically push schedule changes to your website, mobile event app, and more.
  • Easily monitor sign-ups without clunky spreadsheets—our live registration tracking dashboards have you covered. 
  • The ability to clone and replicate previous events and brand assets makes it easy to whip up new events on the fly. 

By consolidating every core event planning workflow into one modern platform, your team will regain significant chunks of their workweek. No more wasted time or headaches juggling various tools—just simple efficiency from start to finish.

READ MORE: How to Conduct a Needs Assessment to Find the Best Event Planning Software

How event tech saves money in the long run 💰

Say goodbye to paying fees for multiple third-party tools and platforms. With EventUp Planner’s all-in-one capabilities, your budget goes further.

  • No need to hire expensive outside designers and developers. Your in-house team can easily create beautiful, on-brand websites and emails with our simple drag-and-drop tools.
  • Our fair pricing model beats paying per-registration fees that quickly add up for large events. With EventUp Planner, you can run unlimited events for one flat fee, making it a great choice for teams hosting multiple events at once.
  • Streamlining inefficient manual processes also cuts labor costs. Let automation and templates handle tasks like scheduling, reminders, check-ins, and reporting.
  • Speaking of reporting, centralized data on registrations and attendance unlocks new revenue opportunities through insights on your biggest draws and gaps! Insight-rich KPIs are your best friends.
  • As your events program grows, EventUp Planner allows you to effortlessly clone previous events without the redundant setup time. It’s never been easier to expand your reach and scale up your corporate events program. 

By consolidating everything into one cost-effective solution, the efficiencies gained allow the savings to stack up over time.

CHECK OUT: How to Bring Event Costs Down Using Corporate Meeting Planning Software

Event Management Software Cost: Making Your Case to Stakeholders

When pitching an event management platform to key stakeholders, take a strategic approach to build a strong business case.

➡️ First, frame event tech as an investment, not a cost. An event management platform isn’t just an expense—it delivers quantifiable return on investment.

➡️ Quantify the potential cost and time savings to get buy-in. Crunch the numbers on inefficiencies eliminated, labor optimized, and revenue opportunities unlocked.

➡️ Emphasize the competitive disadvantage of sticking with manual methods. Your corporate events can’t afford to fall behind more efficient competitors.

➡️ If using legacy systems, note the opportunity costs of not modernizing. The costs of inaction add up quickly.

➡️ Suggest a pilot program to demonstrate the value before broader rollout. A trial makes the benefits tangible.

➡️ Inquire about flexible pricing and implementation options to find the right fit for your organization’s needs and timeline.

By coming prepared with real metrics and a step-by-step plan, you’ll be positioned to get stakeholder alignment on event management technology.

READ MORE: Everything You Need to Know About Event Management Software Pricing

Maximize Your Event ROI With the Best Event Planning Software

The advantages of using a modern event management platform are clear: 

  • Streamlined efficiency
  • Richer data insights
  • Substantial time and cost savings

… and the ability to effectively scale your corporate events program. 🚀

Bottom line: by consolidating every core event workflow into one platform, EventUp Planner eliminates wasted time and missed opportunities. It’s the smart long-term investment to save time, reduce costs, and deliver maximum impact from your events strategy. Schedule a demo today to experience the EventUp Planner difference!

Let's Talk!

Choosing the Right Event Management Software: Questions for Marketing and Project Managers

  • Event Management
  • EventUp Planner Contributor
  • November 14, 2024

As a project coordinator or marketing manager, you’ve likely been tasked with planning company and product events—even though event planning isn’t a core function of your role. Your boss wants improved workflows and better results…but provides little guidance on how to get there. You’re left scratching your head, wondering where to even start.

This disconnect is super common, but it doesn’t have to be insurmountable. 

Choosing the right event management software can revolutionize your processes for putting on successful, highly profitable events. The trick is asking the right questions to find the best event planning software for your company’s needs.

In this blog, we’ll cover key considerations for choosing the right event management software so you can make an informed decision. With the right tool, you’ll be equipped to deliver awesome events from start to finish—while saving time, reducing headaches, and maximizing ROI in the process. Let’s dive in!

Step #1 – Identify Your Company’s Specific Needs

Before searching for event management tools, it’s crucial to clearly define your event planning requirements and objectives. Having a clear “why” will shape how you’ll leverage and get the most out of the software.

Are you looking to improve online ticket sales or boost registrations? Or perhaps you’d like to segment and personalize your marketing communications to improve your outreach. Setting these goals from the start provides a roadmap for your search.

To identify your company’s specific needs, ask yourself key questions like:

  • What types of events do I typically organize (corporate meetings, conferences, trade shows, etc.)?
  • How many events do I manage per year on average?
  • What are the typical sizes of these events in terms of number of attendees?
  • What are the biggest pain points or areas for improvement in my company’s current event planning process?

Getting granular about your event objectives and current challenges allows you to pinpoint must-have features and capabilities. With a clear picture of your requirements, you’ll be better equipped to vet solutions and find top event management software aligned with your company’s goals.

LEARN MORE: How to conduct a needs assessment to find the right event management software

 

Step #2 – Understand Which Features Your Company Needs

With so many options on the market, it can feel overwhelming trying to choose the right software for your company. Once you’ve clarified your goals and objectives for using the software, the next step is carefully considering which features will be most valuable for your specific needs. 

As you evaluate event management software providers, keep an eye out for these key features that can dramatically improve your processes:

✅Event website and landing pages. Create branded, mobile-responsive websites and  landing pages to promote your events without the need for coding or developers!

✅Event registration and ticketing. Enable self-service registration and payments directly on your event website for a smooth pre-event experience.

✅Scheduling and speaker management. Easily build out detailed schedules and session tracks with workflows that save time and energy. 

✅ Event marketing automation. Streamline all email communications and nurture campaigns to boost registrations. Automatically send out personalized emails based on attendee interests and behaviors. 

✅ Insightful reporting and analytics. Gain invaluable insights from registration numbers, attendee interests, revenue data, and more to make data-driven decisions to improve your future events.

Take stock of which features will be most impactful for your company’s events. Perhaps automated marketing is the biggest timesaver, or maybe hybrid event capabilities is non-negotiable. Prioritize the must-have capabilities based on your specific needs and goals to narrow your search for top event management software.

CHECK OUT: How to get internal buy-in when you’re considering switching event management software

 

Step #3 – Evaluate the User Experience

Top event planning software with tons of features won’t make your job easier if it’s overly complicated or cumbersome to use.

A user-friendly interface with intuitive navigation is essential for streamlining your workflows and ensuring adoption across your team—whether it’s your event marketing coordinator, team members from across departments, or your leadership team. 

When evaluating potential software solutions, ask yourself:

  • Is the software easy to learn and use without extensive training?
  • Does it offer mobile accessibility for planning on-the-go?
  • Can the interface and branding be customized for a cohesive experience?
  • What training/onboarding resources are included to get started?
  • How responsive is the vendor’s support team?
  • Does it integrate with other tools my team uses?
  • Can user permissions be customized by role?
  • Is there a trial period to properly test the user experience?

Prioritizing ease-of-use ensures your event management software becomes an asset for your entire team rather than a headache. An exceptional user experience drives productivity.

GO DEEPER: Vetting event management technology for ease of use before you buy

 

Step #4 – Consider Your Needs for Integration and Data Management

As a project or marketing manager, you likely rely on various tools for different aspects of your role. Ensuring your new event management software can seamlessly integrate with existing solutions is crucial for maintaining efficient workflows.

Data security, privacy, and compliance are also paramount when handling attendee information and financial transactions. You’ll want reassurance that any platform you adopt meets rigorous security standards.

When vetting potential software vendors, be sure to ask:

  • Does it integrate with my company’s CRM, marketing, and analytics tools? Payment gateways?
  • How does the vendor ensure data privacy and security?
  • Is the platform compliant with relevant regulations (e.g., GDPR)?
  • Can data be exported in common file formats if needed?
  • What data backup and recovery protocols are in place?
  • How can user roles and permissions be configured?
  • What support is provided for implementation and data migration?

The right combination of connection, security, and control over your data ensures the best possible experience for your team and for attendees. 

EXPLORE: 7 steps to secure your event ticketing process & registration

Step #5 – Assess Scalability and Support

Your event planning needs will evolve as your company grows and your event portfolio expands. Choosing an event management solution with the scalability to accommodate increasing volumes and complexity is crucial to avoid costly repercussions down the road.

Equally important is having a reliable support system to ensure you’re set up for long-term success! Look for vendors that provide comprehensive training resources, responsive technical support, and a clear product roadmap that considers your future requirements.

When evaluating potential software providers, be sure to ask:

  • Can the software handle multiple events and increased attendee numbers?
  • Does it offer functionality to support more advanced event types?
  • What training resources are available for admins and end-users?
  • How is customer support provided (live support, knowledge base, etc.)?
  • What is the vendor’s track record for product updates and innovation?
  • How are pricing models structured for predictable cost management?

Prioritizing scalability and excellent support ensures your event management platform grows with your company. 

READ MORE: How to manage multiple events at once

 

Get the Best Event Planning Software on the Market

Choosing the right event management software is essential for streamlining your processes and achieving ambitious event goals.

Don’t settle for a subpar solution that creates more headaches than it solves. Take the time to thoroughly assess your needs and ask the right questions during your evaluation process.

At EventUp Planner, we’re passionate about empowering companies like yours to deliver exceptional events efficiently and profitably. Our team of experts is ready to guide you in selecting the best-fit software to power events, no matter how big or small. Book a demo today to get started!

Let's Talk!

Manage your entire event portfolio and drive down the cost per event with each additional event you execute. EventUp Planner has flat-fee pricing, with no surprises.
  • For all meeting and event types
  • For all event sizes
  • For all functional teams
  • For all use cases
Book a call with our team to learn how EventUp Planner fits your needs.

Tips and Tools for Managing Event Schedules

  • Event Management
  • EventUp Planner Contributor
  • November 13, 2024

Remember the days of wrestling multiple spreadsheets to manage your event schedule? The constant back-and-forth emails, the nagging worry about double-booked sessions, and that sinking feeling when you discover a scheduling conflict minutes before your event goes live… 😱

For many event professionals, these scenarios still represent their daily reality. 

The complexity of modern event management demands a smarter approach. Consider the moving parts — concurrent sessions, hybrid formats, real-time updates, the need to coordinate speakers across different time zones, etc. Traditional event scheduling methods simply weren’t designed to handle these challenges!

In this guide, we’ll explore how modern event schedule management has evolved and share practical solutions for streamlining your event scheduling. So whether you’re organizing a single-day conference or a multi-day hybrid event, you’ll discover how having the right tools and strategies can make all the difference. Let’s explore!

What Is Event Scheduling and Why Does It Matter?

Event scheduling is more than just deciding when things happen. It’s the strategic process of organizing all your event elements — from keynotes to breakout sessions, networking breaks to meal times — into a cohesive timeline that maximizes attendee engagement and increases your chances of event success.

Whether you’re planning a small webinar or a multi-day conference, effective scheduling can make or break your event. A well-crafted event schedule keeps attendees engaged, speakers prepared, and things running smoothly. It helps you manage resources efficiently, prevent conflicts, and create natural flow throughout your event.

Most importantly, good scheduling sets the foundation for exceptional attendee experiences. When your schedule works, everything else falls into place!

CHECK OUT: Event Agendas for Multi-Session Events

 

Common Challenges in Event Scheduling

Think managing a single event timeline is tough? Try juggling multiple sessions, speakers, and room assignments — all while keeping your sanity intact!

Here are the scheduling headaches we hear about most from event planners:

😵 The domino effect

One small schedule change triggers a cascade of updates across your entire event. Suddenly you’re frantically messaging speakers, updating room assignments, and hoping you haven’t missed anything crucial in the process.

😵 Double-booking dilemmas

Oops! You’ve accidentally scheduled your keynote speaker for two breakout sessions at the same time. Or worse — assigned two different sessions to the same room. Without a bird’s-eye view of your schedule, these conflicts are way too easy to miss.

😵 No real-time updates

Your event website shows one schedule, your printed materials show another, and your mobile app? That’s displaying something completely different! Keeping everything in sync feels like an impossible task.

😵 Capacity crunches

Popular sessions are overflowing while others sit half-empty. Without proper capacity management and waitlist capabilities, you’re left scrambling to accommodate disappointed attendees.

Here’s the thing: these challenges aren’t just annoying — they’re costing you valuable time and potentially damaging your event’s reputation. But don’t worry! In the next section, we’ll explore how modern scheduling tools are changing the game… 💪

7 Must-Have Features in Event Schedule Software

When it comes to event scheduling, it’s about working smarter, not harder. The right event schedule builder can transform your planning process and help you deliver better events!

Moving beyond spreadsheets and manual updates, today’s event scheduling software offers features that streamline your workflow: 

Real-time updates 

Say goodbye to scrambling to fix errors when your schedule updates instantly across all platforms. 

  • Changes sync automatically across your event website and mobile app
  • No more “version control” nightmares
  • Attendees always see the latest, most accurate schedule

Drag-and-drop flexibility

Transform the way you build schedules with intuitive drag-and-drop functionality that makes timeline management a breeze!

  • Move sessions around with a simple click and drag
  • Visualize your entire schedule in a dynamic grid
  • Quickly adjust timings without rebuilding the whole schedule

Built-in conflict resolution

Sleep better at night knowing your software automatically catches scheduling conflicts before they become problems.

  • Instant alerts if you try to double-book a speaker or session
  • Room capacity monitoring at a glance
  • Automatic waitlist management when sessions fill up

Multi-session management

Take control of complex events with event schedule software designed to handle multiple tracks, rooms, and speaker schedules simultaneously.

  • Handle concurrent tracks with ease
  • Set up room capacities and waitlists
  • Control access to VIP or restricted sessions
READ MORE: How to Manage Multiple Events at Once

Bird’s eye view

Get a comprehensive overview of your entire event timeline in one glance, making it easier to spot gaps and optimize your event program.

  • See your entire event schedule in one dynamic grid
  • Identify and address scheduling gaps quickly
  • Monitor multiple sessions across different rooms and times

Website and mobile integration

Create a seamless attendee experience by connecting your event schedule directly to your website and event app.

  • Publish your schedule directly to your event website
  • Mobile-friendly display across all devices
  • Automatic updates whenever changes occur
GO DEEPER: How to Create an Event Website + Best Event Website Examples

Custom branding options

Make your schedule look as professional as your event with branded design elements that match your company’s style.

  • Add your logo and brand colors
  • Create consistent event styling
  • Design professional-looking schedules that wow attendees

Now that you know what features to look for in event schedule software, let’s explore some event scheduling best practices!

Best Practices for Event Schedule Management

Success in event scheduling comes down to timing and communication. Here are the essentials that seasoned planners swear by:

✅ Start early

Begin building your schedule framework at least 3 months before your event. Lock in keynote speakers first, then arrange breakout sessions around these anchors. This gives you plenty of time for adjustments without last-minute stress.

✅ Perfect your timing

Keep sessions to 45-60 minutes maximum — anything longer and you’ll lose attendees’ focus and engagement. Build in 15-minute buffers between sessions for room transitions and bio breaks. For virtual components, consider adding extra transition time for tech setup.

✅ Master change management

Maintain one master schedule as your single source of truth. When changes occur, update this first, then let your scheduling software automatically sync changes across all platforms. Keep a clear record of who requested changes and why.

✅ Communicate clearly

Share draft schedules with speakers early for feedback. Send automated notifications to attendees about schedule updates. Keep stakeholders in the loop about major changes through regular check-ins.

CHECK OUT: Presenting at Webinars: What Speakers Should Know

✅ A well-managed schedule sets the foundation for your entire event. Build in flexibility, and your event will run more smoothly. Next, let’s explore how to maximize scheduling tools when managing more complex events.

Advanced Scheduling Tips for Complex Events

Even with powerful event schedule software in your toolkit, complex events require strategic planning. Let’s dive into proven techniques that will help you manage multi-day and multi-track events like a pro!

Multi-day events

Success with multi-day events starts with breaking your schedule into manageable daily blocks. Schedule your highest-priority sessions during peak attendance times, typically mid-morning and early afternoon. 

Don’t forget to account for different time zones if you’re running a hybrid or virtual component, and always build in flexibility between days for setup and breakdown.

Simultaneous sessions

The key to managing concurrent sessions is balance. Avoid scheduling similar topics against each other to prevent audience overlap, and strategically distribute your popular speakers across different time slots. When planning multiple tracks, consider room proximity and match room sizes to expected attendance numbers.

Speaker coordination

Keep your speakers happy and prepared by creating dedicated prep rooms and building in adequate breaks between their sessions. Always schedule technical checks before each presentation, and maintain a list of backup speakers for those inevitable last-minute changes. A well-supported speaker delivers a better experience for everyone!

Room allocation tactics

Smart room management can make or break your event flow. Designate overflow spaces for popular sessions and plan realistic transition times based on room distance. Consider potential audio bleeding between nearby spaces, and always keep a few flexible spaces in your back pocket for last-minute adjustments.

Track management

Successful track management is all about creating clear pathways for your attendees. Use color-coding in your event schedule software to make different tracks instantly recognizable. Balance content difficulty throughout the day, maintain consistent session lengths within tracks, and create natural flow between related sessions.

Remember: complex events don’t have to be complicated. With the right tools and strategies, you can confidently manage even the most intricate event schedules while keeping your stress levels in check.

GO DEEPER: Top 8 Things to Remember When Managing Multiple Events

 

Master Your Event Scheduling with EventUp Planner

Event management software transforms the way event planners work, turning hours of manual work into time and headaches saved.

From real-time syncing to automated conflict prevention, these tools give you the confidence to handle events of any size or complexity.

EventUp Planner brings together everything you need into one intuitive platform:

  • Build professional schedules with drag-and-drop simplicity
  • Update your event website instantly when changes occur
  • Manage multiple tracks and sessions effortlessly
  • Automatically prevent scheduling conflicts

Ready to revolutionize your event scheduling? Book a demo and discover how EventUp Planner can streamline your planning process!

Master Event Planning with a Workback Schedule Template

  • Event Management
  • EventUp Planner Contributor
  • November 6, 2024

Picture this: You’ve just landed your dream role in event planning, and your first major project is right around the corner. The excitement is real, but so is the pressure to deliver a great event. With countless moving parts, deadlines, and stakeholders to manage, where do you even begin? 

This is where an event planning workback schedule can help! Whether you’re organizing a corporate conference, a product launch, a holiday party, or a training seminar, this handy tool turns overwhelming project timelines into bite-sized, actionable steps.

Today’s events are more complex than ever. That’s why seasoned planners rely on workback schedules to stay on top of their (growing) to-do lists. 

In this article, we’ll walk you through everything you need to know about event workback schedules. Plus, we’ll show you how to skip the learning curve with our ready-to-use template. Let’s dive in!

(Psst, ready to ditch disjointed tools and workflows to work smarter, not harder? EventUp Planner can help.) 

What is a Workback Schedule for Events?

Think of an event workback schedule as a GPS for event planners. Instead of starting at the beginning and working forward, you start with your event date and work backwards, mapping out every task that needs to happen along the way.

A workback schedule helps you:

Here’s why it’s called a “workback” schedule: You begin with your event date (let’s say December 1st) and work backwards to today. Need to order supplies? That goes in 6 weeks before. Sending final attendee communications? That’s 1 week before. Starting venue research? That might be 4 months before.

The beauty of this approach is that it ensures you’re not leaving important tasks until the last minute. Every deadline is set with purpose, giving you and your team plenty of breathing room to deliver an amazing event.

Benefits of Using an Event Workback Schedule

Using a workback schedule transforms your event planning in 3 key areas: time management, team coordination, and risk control.

Time management ⏰

A workback schedule helps you allocate the right amount of time for each task. Marketing emails need multiple rounds of review? Your schedule accounts for that. Venue contracts take weeks to finalize? It’s built into the timeline. 

This strategic planning helps you avoid the dreaded last-minute rush and keeps your project running smoothly.

Coordinating with your team 🤝

Clear task ownership means your team always knows who’s responsible for what. Your schedule shows exactly who needs to complete each task and when, making it easy to track progress and identify bottlenecks. Plus, when a team member is out of office, others can quickly see what needs attention.

Risk management 🚨

Spot potential issues weeks or months before they impact your event. A workback schedule reveals task dependencies — like needing final registration numbers before confirming catering orders. This advance warning gives you time to develop backup plans and adjust timelines when needed.

The best part? You don’t need to figure out all these moving pieces on your own! Our event workback schedule template includes built-in activity types that can be customized to your event.

Creating Your Event Planning Workback Schedule

Thinking about creating your own event workback schedule? Here are the top things to keep in mind:

Essential components of your event workback schedule

Every effective workback schedule includes these core elements:

✅ Key milestones. Start with your major deadlines — things like venue confirmation, registration dates, and marketing campaign launches. These become your anchor points for all other tasks.

✅ Task breakdowns. Break large projects into smaller, more manageable tasks. Instead of just “launch registration,” include steps like “set up registration platform,” “create confirmation emails,” and “test registration process.”

✅ Dependencies. Map out which tasks depend on others. For example, you can’t send speaker confirmation emails until you’ve finalized the agenda. Understanding these connections helps prevent scheduling conflicts.

✅ Team assignments. Clearly note who owns each task. This includes both internal team members and external vendors and volunteers, ensuring everyone knows their responsibilities.

 

Event workback schedule timeline planning

The key to successful timeline planning is working backwards from your event date. Here’s a very basic framework to get you started:

Timeline Activities
6+ months before
  • Lock in your venue and date
  • Set your event budget and ticket pricing strategy
  • Research and book vendors (A/V team, catering, etc.)
  • Create your event branding and key messaging
  • Build your event website
  • Develop sponsor packages
3-6 months before
1-3 months before
  • Send regular marketing emails
  • Coordinate vendor requirements and deadlines
  • Create event content (presentations, handouts, etc.)
  • Set up event app
  • Plan staff schedules
  • Order event supplies and materials
  • Start bi-weekly team check-ins
Final month
  • Send final attendee communications
  • Conduct technical rehearsals
  • Confirm all vendor deliverables
  • Create backup plans for critical elements
  • Print badges and materials
  • Build check-in stations
  • Start weekly team check-ins
Final week
  • Host speaker orientation
  • Complete venue walkthrough
  • Test all technical systems
  • Prepare registration materials
  • Brief on-site staff
  • Start daily team check-ins

 

Remember: Every event is different, so adjust these timelines based on your event’s size and complexity. To build a complete plan, make sure to download our robust event workback schedule template, which includes customizable timeframes that you can adapt to your specific needs.

 

Best Practices for Your Event Workback Schedule

Follow these proven strategies to make your workback schedule work harder for you:

Regular updates matter!

Block 15 minutes each morning to review and update your schedule. A workback schedule is only effective when it reflects reality. Add notes about completed tasks, adjust deadlines if needed, and flag any concerns early.

Keep your team connected

Share your workback schedule with everyone involved in your event. Use it during team meetings to guide discussions and track progress. When everyone works from the same timeline, you avoid confusion and duplicated efforts. 

Build in buffer time (seriously)

Add extra time for tasks that typically run long or depend on others. If you think something will take two weeks, schedule three. This extra cushion helps absorb unexpected delays without derailing your entire timeline.

Use digital tools to work smarter, not harder

Skip the spreadsheet chaos. Modern event planning software (like EventUp Planner) lets you:

  • Update tasks in real-time
  • Set automatic reminders
  • Track changes and progress
  • Access your schedule anywhere
READ MORE: Ditch Disjointed Tools and Workflows with Event Planning Software

Adjust as you go

Your workback schedule isn’t set in stone. As you learn more about your event needs, update your timeline. Moving a deadline? Make sure to check for any dependent tasks that might need adjusting, too.

Ready to put these tips into action? Start with our pre-built event workback schedule template. It includes all these best practices — we’ve done the hard work for you.

Download Your Free Event Workback Schedule Template

Events are complicated enough as it is. A well-structured workback schedule helps you work smarter, not harder. 👍

Skip the trial and error of building your own workback schedule from scratch. Our template includes:

  • Common activity types
  • Customizable deadlines and assignments
  • Space for team collaboration
  • Status update tracking

Download our free event workback schedule template and start planning smarter today!

Get the FREE Template

Higher Education Event Strategies: Utilizing Texts for Your Alumni Event Fundraising Strategy

  • Event Trends
  • EventUp Planner Contributor
  • October 11, 2024
texting strategies for fundraising

As your university’s alumni go about their days leading teams, conducting research, and making an impact on the world, they may forget about the invitation they got to your next fundraising event. The email might sit in their inbox for weeks before they open it, only to realize then that the event already passed.

A text message, however, will cut right through the noise and get your alumni’s attention moments after you send it.

Your alumni want to give back to the university that gave so much to them, but they’re busy people. Meet them where they are by incorporating texts into your event fundraising strategy. In this quick guide, we’ll cover several ways you can use SMS for alumni fundraising events, explore tips for writing impactful higher education text messages, and even provide some examples that you can copy and paste. Let’s get started!

Why use texts for event fundraising?

Let’s face it—your event guests are already on their phones. Text messages help you engage them exactly where they are, drawing their attention back to your fundraiser and increasing overall engagement.

According to Mogli’s SMS marketing guide, text messaging works for all different types of audiences because of this channel’s:

  • 98% open rate. This metric is astounding compared to other communication channels (just compare it to email’s 35.63% average open rate). Almost all of your recipients will open the texts you send them, meaning you can easily share event reminders, fundraising appeals, and updates that you know will reach alumni.
  • 19% click-through rate. Not only will the vast majority of recipients read your texts, but about one in five will click on the links you send. Whether that’s a registration link, survey, or donation request, high click-through rates mean more alumni engagement with your events.
  • Easy, fast engagement opportunities. Reading every word in an email is a big ask for busy alumni. Text messages, on the other hand, are short and sweet, encouraging guests to read and respond to your requests immediately.

On top of all these benefits, text messages are extremely flexible. You can use texts for everything from fundraising appeals to feedback collection to thanking volunteers. These messages can be casual or formal, sent to one or many recipients, and even open the door for authentic one-to-one conversations. 

Using texts to improve every stage of your fundraising event

To successfully add texts to your event fundraising strategy, think about the entire attendee journey. Alumni hear about your event, decide to attend, participate in your activities, then reflect on their experience—and you can engage them with texts at each of these pivotal moments. Let’s break down how.

Before: Text marketing

The marketing strategies you use leading up to your event will determine not only how many registrations you secure, but how many alumni come to the event ready and excited to donate. 

While you shouldn’t rely on texts for your entire marketing strategy, using them to send quick reminders, event teasers, and updates will help you connect with alumni and boost excitement for the event. Incorporate texts into a holistic multichannel strategy to prepare alumni to give.

For instance, you might send a formal invite to alumni via email or direct mail, then follow up with a text that says “The date of our annual alumni fundraising gala is set! Check your inbox to learn more.” Or, you could send weekly texts leading up to your auction that provide sneak peeks of special items and links to your event landing page.

During: Guest engagement

Sending texts during the event itself can boost participation and fundraising results. Remind guests to give, point them to virtual engagement opportunities, celebrate milestones, or send event logistics to help them navigate your space.

Take a look at these example texts to see what your engagement strategy might look like:

  • Darlene, you’re officially checked in! Click here to access the event schedule, map, and fundraiser details. And don’t forget to have fun 💃
  • Hi Ana, we hope you enjoyed the first day of Alumni Weekend. Don’t forget about the events still to come. Can we count on your donation tomorrow?
  • 📣 Last call for silent auction bids 📣 You only have ten minutes to get your final bids in—act fast to make sure you win the items you want! 
  • Thanks for joining virtually, Evan! As you watch the livestream, don’t forget to check out our live fundraising thermometer and leaderboard here. Have you donated yet?

For both in-person and virtual events, text messages like these can bring alumni’s attention back to your fundraiser and encourage them to stay actively engaged. Think about any moments of your event when guests might get distracted, such as towards the end of the auction portion, and draft messages to re-engage them.

After: Fundraising follow-up

Finally, send text messages after the event ends to thank and follow up with guests. Prompt follow-up helps you show appreciation for the alumni who attended and encourages them to give again in the future.

Use SMS to send follow-up messages like:

  • Personalized thank-you messages for all guests and donors.
  • Reminders that there’s still time to donate if they didn’t do so at the event.
  • Post-event surveys for collecting feedback.
  • Updates on the event’s total fundraising revenue and what it will go toward.

You can easily send these personalized messages at scale with the help of text automation. For instance, the best text marketing apps enable you to create strings of messages that automatically populate with donor information from your database, such as their names and donation amounts.

Tips for crafting alumni fundraising texts

When it comes to actually writing the event text messages themselves, there are a few best practices you should keep in mind:

  • Personalize whenever possible. To make personalization easier, Double the Donation suggests segmenting your alumni based on shared characteristics like giving level or class year.
  • Shoot for 160 characters or less. Keeping your messages short ensures that they don’t get split into multiple texts by some carriers and that alumni can understand what you’re asking them to do with just a glance.
  • Ask questions to encourage responses. Ending your texts with a question invites alumni to respond directly, boosting their engagement. 
  • Give a clear next step. Explain what you would like alumni to do next (i.e., RSVP for your event, donate, or fill out a survey) and provide a link so they can take action easily.

Refer back to these tips each time you draft a message for your event fundraising strategy, and take note of which strategies work best. If you realize that asking a certain question increases text response rates, for instance, incorporate it into more messages going forward!

Engaging alumni before, during, and after events is easier with the right tools. Check to see if your university’s CRM or marketing software supports text messaging, or consider investing in a specialized solution that comes with robust automation and reporting features. With a scalable system and the best practices we discussed, you’ll be able to engage more alumni with texts in no time.

 

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10 Winning Strategies for Increasing Event Ticket Sales Online

  • Event Management
  • EventUp Planner Contributor
  • October 9, 2024

Filling seats is your biggest priority and your biggest challenge as an event planner. Potential attendees have a smorgasbord of options, meaning competition for their attention is fierce. It’s normal to be left wondering— how can I stand out and sell more tickets?

The good news is, the event ticketing market is booming. Revenue in the U.S. event tickets market is projected to reach $36.26 billion in 2024 and grow at a 2.85% annual rate through 2028. This represents a huge opportunity for savvy planners to capture their share of ticket sales!

In this post, we’ll explore 10 proven strategies that leverage event ticketing software and your event communications to sell more tickets. When implemented effectively, these strategies allow you to maximize your reach and ultimately sell out your events. 🎉

Let’s dive in!

How to Increase Ticket Sales for Events? Check out these 10 Tips!

Make sure you’re on the right track to drive ticket sales with the following strategies. Plus, learn how event registration platforms like EventUp Planner make it easier to promote your event and sell tickets online.

Create a winning pricing strategy

Nailing your ticket prices is crucial for making sales. Price too high and you risk driving attendees away. But price too low and you risk leaving money on the table. Ideally you want to take an approach that maximizes sales while still appearing valuable to potential attendees.

One way to find that sweet spot is by offering flexible bundles and packages tailored to different audience segments: 

  • Tiered pricing for basic, premium, and VIP levels
  • Group discounts for larger parties
  • Bundled packages with added extras like merch or experiences
  • Dynamic pricing based on demand

Creating a sense of urgency through limited-time pricing and low ticket availability can also boost conversions. Advertise early bird discounts or things like “50% off tickets this week only!” to capitalize on the fear of missing out. (But use this tactic sparingly—using scarcity or urgency can get old really fast.)  

Once you’ve perfected your pricing, use event ticketing software to easily sell tickets online. EventUp Planner has top features like different pricing categories, promo codes, and group passes—making it super easy to implement your ideal pricing structure.

Promote your event on social media

Social media is a fantastic way to get your event out there and reach a larger audience. The key is concentrating on the two or three social media platforms your target attendees use most. Ensure these are places your people actually spend time, and tailor the content you share to that specific audience and platform.

Here are some more best practices to keep in mind when selling tickets using social media: 

  1. Create engaging content. Stand out with creative videos, behind-the-scenes sneak peeks, and other share-worthy content tailored to each platform’s native style. For Instagram, design eye-catching graphics and Reels. On TikTok, recreate trending challenges related to your event theme.
  2. Encourage user-generated content (UGC). Incentivize attendees to organically share about your event through contests, branded hashtags, and photo ops! Award prizes for the best fan photos/videos using #YourEventHashtag.
  3. Use hashtags and geotags. Increase the chance of your event being discovered by using relevant location-based and interest-based hashtags that your target audience follows. (For example, #NYCevents or #TechConference)
  4. Engage with your followers. Don’t just broadcast—reply to comments, re-share user posts, go live, and stir up conversation around your event. This builds buzz and a sense of community.
  5. Run targeted ads. Run paid ads to laser-target your ideal attendee personas across social platforms using their specific interests, behaviors, locations, etc.
  6. Offer contests and giveaways. Drive engagement through giveaways for free tickets, VIP upgrades, or event merch and experiences. For example: “Like and tag 3 friends for a chance to win VIP passes!”
Need help streamlining your social media promotion? EventUp Planner allows you to schedule and automate social media campaigns and posts through integrations with marketing platforms you already use! Plus it’s easy to capture user-generated content through branded hashtags, then re-share through automated workflows.

Use email marketing to its full potential 

Email marketing allows you to tap into your existing customer database and retarget people who have already expressed interest in your event. This warm audience is far more likely to convert compared to cold outreach. Email is also highly measurable, letting you optimize campaigns for maximum ticket sales!

Here’s how to get the most out of email marketing for your event: 

  1. Segment your list and personalize event communications. Don’t blast the same generic email to everyone. Segment your email list by factors like demographics, interests, previous attendance, etc. Then, personalize emails with dynamic content tailored to each segment for higher engagement. (For example, market VIP packages differently to past VIP buyers.)
  2. Promote special offers. Entice signups by promoting early bird pricing, group discounts, package deals, and other special offers through dedicated email campaigns. This exclusivity drives purchasers to buy early.
  3. Capture abandoned carts. Set up automated remarketing flows that re-engage prospects who started but didn’t complete registration. A simple “Forgot something in your cart?” can help recover lost sales.
  4. Use clear CTAs. Every email should have a clear, prominent call-to-action (CTA) driving users to purchase tickets through your event website or registration page. Make it obvious and frictionless to convert.
  5. Testing and optimization. A/B test elements like subject lines, copy, CTAs and imagery to see what resonates best with your audience. Then double down on the highest performers while continually optimizing.

 

Email marketing getting you down? Use EventUp Planner to create fully-branded email templates once and then reuse those designs across all email campaigns, saving time and energy! Our platform lets you segment email lists to send personalized, timely messages to specific audience segments at optimal times.

Collaborate with influencers and industry experts

Expand your event’s reach by partnering with relevant influencers, industry experts, and thought leaders. The goal is to leverage their existing followings by having them promote your event—through endorsements, takeovers, guest content, and more—in order to sell more tickets.

  • For social media, you can co-create promotional videos, Instagram Reels, or TikTok challenges featuring the influencer. Have them go live to hype up the event, share behind-the-scenes sneak peeks, or run a joint giveaway for free tickets.
  • Enlist influencers for dedicated email campaigns where they introduce the event to their subscriber list. Or have them contribute guest content for your email newsletters.
  • You can also run co-branded ads together or negotiate affiliate marketing deals where they earn a commission for any tickets sold through their unique referral link or code.

The key is identifying influencers and experts highly relevant to your event niche and audience. Their authenticity and sway over your target market is incredibly valuable.

Optimize your website and landing pages

Your website and event landing pages are prime real estate for converting browsers into ticket buyers. 

Ask yourself the following questions to evaluate their effectiveness: 

✔ ️ Is the website easy for visitors to use and find what they need?

✔ ️ Are there clear, prominent calls-to-action like “Get Tickets Now” on every main page?

✔ ️ Is the website mobile responsive and optimized for mobile purchases?

✔ ️ Do pages load quickly to minimize abandoned carts?

✔ ️ Does the site incorporate social proof like testimonials or badges showing the number 

     of tickets sold?

✔ ️ Is there comprehensive, up-to-date event info and an FAQ section?

✔ ️ Is the online checkout process streamlined and secure?

Even small tweaks to these factors can dramatically improve your website’s ability to drive ticket purchases! Test relentlessly to find the ideal user experience.

READ MORE: How to Create an Event Website + Best Event Website Examples

Expand your reach through Search Engine Optimization (SEO)

Search engine optimization (SEO) is the practice of optimizing your website and content to rank higher in search results for relevant keywords. For events, utilizing SEO can increase your online visibility and, in turn, your ticket sales.

Here’s how to get started: 

  1. First, conduct keyword research to identify high-value search terms like “[event name] tickets” to target. Then, optimize your website pages, title tags, and meta descriptions with those keywords. 
  2. Next, create and publish regular blog content that utilize the keywords you’ve identified. (Your event descriptions on the website should include the keywords, too.) 
  3. From there, try to earn backlinks from reputable sites (e.g. event association or sponsors’ websites) through outreach and partnership building. 
  4. Finally, make sure your website or landing page(s) load quickly and function properly on mobile devices. 

While SEO is free organic traffic, pay-per-click (PPC) ads allow you to “pay-to-play” at the top of search results immediately. A combined SEO and PPC strategy can maximize your visibility. 👍

CHECK OUT: Everything You Need to Know about SEO for Event Websites

Harness sponsorships and strategic partnerships

Selling tickets is a numbers game. The more people you reach, the more tickets you’ll sell. 

That’s why appealing to the warm audiences of event sponsors and strategic partners can be such a powerful strategy. You don’t need to invent a new audience— you simply need to access ones that already exist!

Every time a sponsor cross-promotes your event to their social media following or email lists, you’re gaining access to an entire new audience of potential attendees. Increase your event’s perceived credibility and value by highlighting sponsors prominently on your event website, in your email campaigns, and via social media campaigns.

Strategic partnerships with complementary businesses, media outlets, non-profits, and local organizations also expand your online reach. For example, events focused on specific industries or interests can team up with relevant professional associations or membership organizations. Those groups then promote the event through their newsletters, websites and communications, driving ticket purchases from their membership base.

LEARN MORE: How to Get More Sponsors for Your Next Event

Implement a referral program

Implementing a referral program is a brilliant way to incentivize your existing attendees and fans to become brand ambassadors, driving more online ticket sales!

The benefits include:

✅ Increasing word-of-mouth marketing

✅ Reaching new audiences through trusted recommendations

✅ Lower acquisition costs compared to other marketing channels

Here are a few tips to successfully implement a referral program: 

  • Offer desirable rewards like free or discounted tickets, VIP upgrades, event merchandise, or other valuable incentives
  • Make it easy to share and track unique referral links
  • Promote the program through email campaigns and your event website
  • Gamify your referral program with rewards tiers and leaderboards for added motivation

Even simple referral efforts can provide a huge sales boost when you mobilize your loyal audience.

Host webinars and live Q&A sessions

Hosting webinars and live Q&A sessions allows you to connect directly with potential attendees and sell more tickets online. 

These interactive sessions provide a forum to dive deeper into event details, address common questions and concerns, and build excitement. Attendees get their queries resolved in real-time, instilling confidence to purchase!

Choosing an intuitive virtual event software makes it easy to set up and run webinars. EventUp Planner has interactive engagement tools like live polls, Q&A chat box, and more to provide an ‘in-person’ feel to your webinar.

Tap into your network

Don’t overlook the powerful marketing potential of your own network when selling event tickets online! Tap your event team, vendors, sponsors, and partners to help generate buzz:

  • Ask them to share promotional emails and social posts with their contacts
  • Have them directly reach out to colleagues, clients, members, or subscribers
  • Connect with related local businesses, organizations, or meetup groups
  • Get support from industry associations or non-profit partners in your space

An event’s success relies on a village of supporters; leverage your extended network by making them brand ambassadors. Their relationships can drive more ticket purchases than advertising alone.

Boost Ticket Sales with Event Ticketing Software 🚀

When it comes down to it, there are tons of strategies for selling more tickets online. The key is to work smarter, not harder so you can reach your revenue targets—without losing your sanity. 

Enter EventUp Planner. 

Our leading platform makes it easier to create custom registration forms and manage submissions so that you can spend time promoting your event. Plus, our tools for event communications and marketing make it easier to sell more tickets with less stress. 

Ready to learn how an online event ticketing system can make selling tickets easier? Book a demo of EventUp Planner today!

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Why Event Management Solutions Need Strong Fundamentals Over Shiny Features

  • Event Trends
  • EventUp Planner Contributor
  • October 7, 2024

The events industry is at a crossroads. 

As Michelle Russell describes, “The pandemic served as a wake-up call to the meetings industry, but perhaps we’ve hit the snooze button. Rendered impossible by COVID, face-to-face events have since returned with a vengeance — and in all too many cases, in rinse-and-repeat mode.” 

This begs the question: What needs to change in the post-pandemic world to ensure the events industry thrives?

At the same time, we’re noticing a general discussion in the industry about disjointed event technology and its costs. 

This is due, in part, to the proliferation of software options over the last two decades. The software boom has had major benefits, but this new era of technology has led to new challenges.

Case in point: Alex Ponomarev’s article about the disjointed software dilemma adds an insightful perspective. 

Ponomarev states, “Essentially, we’re solving the same problems I was working on 20 years ago, only the variety of tools that need integration and interoperability is much larger” (emphasis added). 

He points out that, despite claims otherwise, more software has actually created more manual work. 

To illustrate this point, Ponomarev shares a made-up employee scenario: “Mike” receives an assignment from his boss. He uploads a presentation file to Google Drive, adds the assignment to Asana, emails the client with the file, creates a meeting that auto-syncs with the CRM, and logs notes in Notion. 

Despite leveraging multiple tools, Mike spends as much time—if not more—juggling these systems as he does on the actual client work.

The financial implications of this dilemma are staggering. If this fictitious company has 100 employees earning $60,000 per year and half of their time is spent on manual work across disjointed systems, the company is losing $3 million annually in productivity costs.

Left unchecked, the financial drain from disjointed systems can take a significant toll. From reduced profits and growth opportunities to struggling to keep up with nimbler competitors, decreased employee morale, and an uphill battle to scale, excess manual work from so-called “time-saving software” can limit a company’s full potential. 

“Companies are rightly investing billions in IT to try to solve these problems,” Ponomarev acknowledges. “But it requires a holistic approach to systems integration and workflow automation. There are no simple plug-and-play solutions.”

Again, the main problems with software proliferation are integration and interoperability. The bottom line: Failure to solve these problems costs companies millions. 

This leads us to the thesis that if technology is going to provide a meaningful solution for the events industry, it needs to focus on the core fundamentals of event planning, not on shiny new innovations.

More technology alone is not the fix. Better technology is the fix.

There are more options available for event planning software than ever before, all making similar claims—saving time, money, and headaches through centralization and automation. 

Event software companies are adopting an “everything and the kitchen sink” approach to product features in order to stand out in a sea of sameness. Because more is automatically better, right?

However, when it comes to event management software, only a subset of features are used by all event planners: registration, communication, and scheduling. 

When it comes to identifying event management tech that’ll actually deliver on its promises, we want to pose the following questions:

1. When it comes to event planning software, are more features always better? Or is there an argument to be made that fewer, better features is more important?

2. If you’re a planner who has purchased event scheduling software with all the bells and whistles, are you truly getting the outcome you’re looking for? Is the software actually making your job easier? 

It’s our view that excellent events rely on strong fundamentals. This takes us back to Ponomarev’s point about working on the same problems as 20 years ago, but with more software options than ever before. 

This is why EventUp Planner focuses on the core pillars of event planning and improves those workflows. It doesn’t look to solve problems just to solve them, or create problems where they don’t exist. You get what you actually need to do your job better and more efficiently. 

This doesn’t mean that the events industry doesn’t need to change and that sacred cows don’t need to be culled. But in so many cases, the fundamentals of event planning remain the same. 

Nonetheless, you can’t throw more software to fix a problem that is caused by too much software in the first place. 

Instead, you can replace disjointed software with better, more integrated software that has already mastered the fundamentals. 

It’s time for the events industry to shake off its disjointed technology problem. EventUp Planner ensures you and your team are well supported with event management software that gets back to basics so you can focus on your true zone of genius. Learn more to see how others are bringing event fundamentals together.

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

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

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

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

The Importance of Event Reporting

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

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

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

Evaluate Event Performance

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

Learn What’s Working (& What’s Not)

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

Demonstrate the Value of the Event

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

Improve Attendee Experience

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

16 Key Event Metrics to Report & Analyze

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

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

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

1. Number of Registrants or Tickets Purchased

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

2. Total Attendance

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

3. Registrant Conversion Rate

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

4. Attendee Demographics

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

5. Gross Revenue

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

6. Return on Investment (ROI)

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

7. Budget Variance

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

8. Cost per Attendee

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

9. Social Media Engagement & Reach

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

10. Website Traffic

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

11. Mobile App Downloads & Activity

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

12. Engagement & Participation Levels

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

13. Number of Complaints & Issues Logged

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

14. Leads Generated

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

15. Attendee Satisfaction

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

16. Product Sales

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

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

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

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

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

 

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Ditch Disjointed Tools and Workflows with Event Planning Software

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

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

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

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

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

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

What is Event Planning Software? 

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

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

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

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

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

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

Read more: 5 Ways to Streamline Your Corporate Event Planning

 

What are the Benefits of Using Event Scheduling Software?

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

⏱️ Saves you considerable time 

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

👍 Keeps you organized

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

📈 Boosts productivity 

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

✨ Increases event attendance

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

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

 

What are the Top Features of Event Management Solutions?

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

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

Event registration and ticketing

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

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

Schedule and speaker management

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

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

Event marketing automation

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

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

Event website builder

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

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

Multi-event management

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

Read more: How to Manage Multiple Events at Once

Virtual and hybrid event capabilities

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

Event reporting capabilities

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

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

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

 

Event Planning Software FAQs

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

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

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

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

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

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

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

 

Work Smarter, Not Harder with Event Planning Software

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

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

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

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10 Free Event Planning Email Templates You Need

  • Event Management
  • August 27, 2024

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

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

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

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

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

Table of Contents

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

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

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

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

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

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

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

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

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

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

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

What Should I Include in My Event Emails?

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

Subject line

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

Examples of effective subject lines include:

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

Event details (date, time, location)

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

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

Call-to-action (CTA)

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

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

Examples of strong CTAs include: 

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

Your contact details 

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

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

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

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

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

Venue

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

Attendees

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

Speakers

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

Vendors

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

Event team, including volunteers

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

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

10 Helpful Event Planning Templates & Examples

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

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

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

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

Event Invitation Email Templates by Event Type

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

Conference and seminar

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

Dear [Attendee Name],

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

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

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

Here are the essential details for the event:

Date: [Event Date]

Time: [Start Time] – [End Time]

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

Agenda: [Link to Agenda]

Registration: [Link to Registration Page]

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

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

Best regards,

[Your Name]

[Your Title]

[Company/Organization Name]

[Your Email Address]

[Your Phone Number]

 

Product launch

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

Dear [Attendee Name],

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

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

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

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

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

Here are the essential details for the event:

Date: [Event Date]

Time: [Start Time] – [End Time]

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

Agenda: [Link to Agenda]

Registration: [Link to Registration Page]

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

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

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

Best regards,

[Your Name]

[Your Title]

[Company Name]

[Your Email Address]

[Your Phone Number]

 

Webinar

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

Dear [Attendee Name],

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

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

Our featured speakers include:

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

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

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

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

[Key Takeaway 1]

[Key Takeaway 2]

[Key Takeaway 3]

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

[Registration Link]

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

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

We look forward to seeing you at the webinar!

Best regards,

[Your Name]

[Your Title]

[Company Name]

[Your Email Address]

 

Corporate training

Invite employees to participate in exciting corporate training opportunities:

Dear [Attendee Name],

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

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

Our expert trainers will guide you through interactive sessions covering:

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

By attending this training, you will:

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

Here are the essential details for the event:

Date: [Event Date]

Time: [Start Time] – [End Time]

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

Agenda: [Link to Agenda]

Registration: [Link to Registration Page]

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

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

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

Best regards,

[Your Name]

[Your Title]

[Company Name]

[Your Email Address]

[Your Phone Number]

 

Fundraising event 

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

Dear [Attendee Name],

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

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

During the event, you can expect:

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

Here are the essential details for the event:

Date: [Event Date]

Time: [Start Time] – [End Time]

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

Dress Code: [Dress Code]

Ticket Price: [Price]

Registration: [Link to Registration Page]

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

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

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

Best regards,

[Your Name]

[Your Title]

[Non-Profit Name]

[Your Email Address]

[Your Phone Number]

 

Other Pre-Event Email Templates

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

 

Venue kick-off communications

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

Dear [Venue Contact Name],

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

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

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

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

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

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

Thank you for your time and assistance.

Best regards,

[Your Name]

[Your Title]

[Company Name]

[Your Email Address]

[Your Phone Number]

 

Vendor selection

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

Dear [Vendor Name],

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

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

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

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

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

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

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

Thank you for your consideration.

Best regards,

[Your Name]

[Your Title]

[Company Name]

[Your Email Address]

[Your Phone Number]

Attachments: [Event Brief.pdf]

 

Sponsors

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

Dear [Sponsor Name],

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

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

As a sponsor, you will benefit from:

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

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

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

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

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

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

Best regards,

[Your Name]

[Your Title]

[Company Name]

[Your Email Address]

[Your Phone Number]

Attachments: [Sponsorship Prospectus.pdf]

 

Post-Event Email Templates

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

 

Post-event thank you

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

Dear [Attendee Name],

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

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

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

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

[Survey Link]

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

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

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

Join our mailing list: [Mailing List Signup Link]

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

Visit our website: [Company Website]

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

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

Best regards,

[Your Name]

[Your Title]

[Company Name]

[Your Email Address]

[Your Phone Number]

 

Post-event feedback request

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

Dear [Attendee Name],

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

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

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

Please click on the link below to access the survey:

[Survey Link]

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

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

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

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

Best regards,

[Your Name]

[Your Title]

[Company Name]

[Your Email Address]

[Your Phone Number]

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

Put Your Event Planning on Auto-Pilot with EventUp Planner

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

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

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

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

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

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

✅ Create fully branded meeting and event experiences

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

Book a demo

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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.