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

Event Management

EventUp Planner Contributor
December 3, 2024

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.

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.

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!

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:

Plan deadlines that actually make sense
Assign clear responsibilities to your team
Track progress in real-time
Spot potential problems before they become disasters

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	Launch your marketing campaigns Open event registration Confirm and contract speakers Set up your registration system Plan session tracks and agenda Design floor plans Start monthly team check-ins
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

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

Digital Accessibility in Event Planning: Common Pitfalls & Best Practices

Event Management

EventUp Planner Contributor
October 29, 2024

In the event industry today, accessibility extends beyond wheelchair ramps and sign language interpreters.

With 1.3 billion people globally requiring accessible websites, the digital component of events has become crucial for true inclusivity. Yet, a startling 90% of websites remain inaccessible to people with disabilities, creating significant barriers to participation.

As events increasingly blend in-person and digital experiences, ensuring technological accessibility isn’t just good practice— it’s essential for reaching your entire audience.

At EventUp Planner, we believe that every person should be able to access, understand, and navigate event websites. That’s why we’ve achieved both Americans with Disabilities Act (ADA) compliance and VPAT certification, making our event management software fully accessible to all users.

Let’s explore how accessible event planning software can create truly inclusive event experiences for all participants.

Understanding Digital Accessibility in Events

Digital accessibility in events encompasses every touchpoint where attendees interact with technology. This includes event websites, registration forms, scheduling tools, and virtual event platforms.

While many organizations focus on physical accessibility, digital accessibility is equally important for creating truly inclusive events.

The gold standard for digital accessibility is the Web Content Accessibility Guidelines (WCAG) 2.1 Level AA compliance. These guidelines ensure that content is:

Perceivable – Information must be presentable to users in ways they can perceive
Operable – Interface components must be operable
Understandable – Information and operation must be understandable
Robust – Content must be robust enough to be interpreted by various assistive technologies

Industry certifications like Voluntary Product Accessibility Template (VPAT) provide formal verification of compliance.

FREE CHECKLIST: A Guide to Creating Inclusive & Accessible Events

Essential Features for Planning Accessible Meetings and Events

Planning an accessible meeting or event? Let’s explore 3 must-have accessibility features in your event technology:

Event website accessibility

Your event website is often the first point of contact for attendees, making it crucial that everyone can access and understand the information presented. A truly accessible website removes barriers for users with various disabilities while creating a better experience for all visitors.

Modern, accessible event websites must include:

Screen reader compatibility for users with visual impairments
Keyboard navigation for those unable to use a mouse
Proper heading structure and semantic HTML

Additionally, visual accessibility features are essential for users with different needs:

Alternative text for images to convey visual information
Sufficient color contrast for readability (meeting WCAG 2.1 standards)
Resizable text without loss of functionality or layout disruption

Event registration form accessibility

Registration forms represent a critical point where accessibility issues can lead to abandoned registrations and frustrated users. Ensuring your forms are accessible means creating a simple, intuitive experience for everyone.

Essential event registration form features include:

Clear, logical layout and instructions
Error messages that are easy to understand and locate
Support for keyboard navigation
Compatibility with form auto-fill features

To enhance user confidence and completion rates, your forms should also offer:

Clear indication of required fields
Multiple contact method options
Progress indicators for multi-step forms
Automatic saving of partially completed information

CHECK OUT: 4 Easy Ways to Boost Event Registration by 20%

Event calendar and scheduling tool accessibility

Event schedules can get complicated, but that doesn’t mean they should be hard to use! Your scheduling tools need to work for everyone, no matter how people access them.

Key event scheduling tools should include:

Support for multiple time zones with clear display options
Integration capabilities with personal calendar tools
Clear visual and text-based interface (that works with screen readers)
Easy-to-use session selection and registration

To take the scheduling experience one step further, your event scheduling platform should also provide:

Waitlist management for full sessions
Automated notifications for schedule changes
Alternative format downloads (PDF, plain text, etc.)
Conflict detection and resolution tools

Digital Accessibility Examples and Best Practices

Let’s explore some event accessibility examples and implementation best practices at all stages of the attendee journey.

Pre-event planning

Getting accessibility right from the start saves time and creates a better experience for everyone. Many accessibility issues can be prevented by making smart choices early in the planning process, particularly when it comes to your technology choices.

Here are some important steps to take care of before your event:

Choosing VPAT-certified event planning software (like EventUp Planner 👋)
Testing all digital touchpoints with accessibility tools, e.g. screen readers
Creating clear, easy to find accessibility statements for your event
Providing multiple registration options with proper support

For example, you can use EventUp Planner’s pre-built accessible templates to create registration forms that work seamlessly with screen readers while also offering support over phone and email.

During the event

Live events require real-time accessibility support because technical issues or accessibility barriers need immediate attention. Having a plan for immediate assistance helps ensure all attendees can participate fully throughout the event.

Key considerations during your event:

Dedicated technical support team for accessibility issues
Multiple formats for presentation materials
Clear signage and wayfinding in large print (both digital and physical)

Note: When running virtual events or hybrid events, accessibility needs are even more technology-dependent and require careful monitoring and support. Ensure every attendee can access, participate in, and engage with your event by providing multiple ways to join sessions, interact with content, and get support. At minimum, this means offering live captioning, clear navigation, accessible materials, and trained technical support staff who can quickly address accessibility needs.

After the event

The end of your event is just the beginning of creating better experiences for future events! Gathering and reviewing accessibility feedback helps you continually improve and shows attendees you value their input.

Here’s how you can improve future events from an accessibility standpoint:

Collect accessibility-specific feedback through post-event surveys
Make recorded content available with proper accessibility features (such as closed captioning on all video content)
Internally, document lessons learned and areas for improvement
Share accessibility ‘wins’ with key stakeholders and outline specific plans for future improvements

Remember: If your organization is truly committed to fostering inclusive events, it should treat accessibility as an ongoing process rather than a one-time effort. This means regularly auditing digital platforms to identify areas for improvement, updating accessibility statements as new features are implemented, and ensuring team members are trained in current best practices.

Plus, staying informed about evolving accessibility standards and regulations helps your company maintain compliance while continuously enhancing the user experience for all attendees. 👍

Common Accessibility Pitfalls to Avoid in Events

Even the most well-intentioned event planners can stumble when it comes to digital accessibility. Being aware of these common mistakes can help you create more inclusive events from the start:

Poorly designed registration forms 📝

Plenty of organizations lose potential attendees at the registration stage by using forms that frustrate users with accessibility needs.

Common issues include required mouse interaction, timing out without saving progress, and form validation errors that aren’t clearly explained to screen reader users.

Inaccessible calendar invites 🗓️

Event organizers often overlook the accessibility of calendar invites and scheduling tools.

Sending calendar invites in formats that don’t work with screen readers, failing to include time zones clearly, or not providing alternative ways to add events to personal calendars can exclude many participants.

Not testing virtual platforms beforehand 🖥️

Many organizations choose virtual event platforms based on features alone, without ever testing their accessibility features. This can lead to discovering major accessibility barriers during the event itself, when it’s too late to make changes.

Ignoring mobile accessibility 📱

With more people accessing events via mobile devices, failing to test the accessibility of your event website and materials on mobile platforms can exclude a significant portion of your audience. This includes not checking how forms and interactive elements work on mobile screen readers.

Forgetting about cognitive accessibility 🧠

In the rush to address physical and sensory requirements, organizations sometimes overlook cognitive accessibility.

This includes using complex navigation on their event website, failing to include clear instructions at various stages of the attendee journey, or not providing enough time for users to process information and complete tasks without systems timing out.

Not planning for technical support 🧑‍💻

Many events lack dedicated accessibility support, leaving users with assistive technology to figure things out on their own. Without clear instructions for accessing help or support staff trained in accessibility features, attendees can feel stranded when technical issues arise.

Making event documents inaccessible 📄

Running a webinar? Sharing presentations and materials in inaccessible formats is a frequent oversight. This includes posting PDFs that aren’t properly tagged for screen readers, using images without alt text, or sharing spreadsheets that don’t make sense when read linearly by assistive technology.

To avoid these pitfalls, keep the following things in mind:

✅ Test your entire event journey with various assistive technologies

✅ Create clear documentation for accessing support

✅ Build extra time into your planning process for accessibility testing

✅ Train your team on accessibility best practices

✅ Have backup plans in place for if/when accessibility features fail

✅ Get feedback from users with different accessibility needs

Remember, accessibility isn’t just a checklist to complete. Instead, it’s an ongoing commitment to creating inclusive experiences for all attendees.

The Business Case for Digital Accessibility

Making your events accessible isn’t just the right thing to do—it’s a smart business decision.

With 1.3 billion people globally requiring accessible websites, organizations that prioritize accessibility tap into a significant market opportunity.

Plus, many sectors now mandate accessibility compliance: government agencies require VPAT certification, educational institutions must meet accessibility standards, and healthcare organizations need compliant solutions for patient engagement.

Beyond compliance, accessible events drive better business outcomes. Organizations typically see improved brand reputation, increased participant engagement, and broader market reach.

Make Your Events More Accessible with EventUp Planner

Creating truly accessible events shouldn’t be complicated.

EventUp Planner makes compliance straightforward with built-in accessibility features that meet WCAG 2.1 Level AA standards. From our ready-to-use event websites to our intuitive registration forms, every feature is designed with accessibility in mind.

Our commitment to accessibility means you get:

WCAG 2.1 Level AA compliant templates and forms
Screen reader compatibility across all features
Adjustable color contrast and text size options
Full keyboard navigation support
Accessible calendar tools and event scheduling

Ready to make your events more accessible? Let’s have a conversation about how EventUp Planner can help your organization create inclusive experiences for all attendees.

Book a call

Corporate Holiday Party Planning Checklist

Event Management

EventUp Planner Contributor
October 15, 2024

The holiday season is just around the corner, and that means it’s time to start planning the annual company party! As an event planner, you know these festive celebrations are a great way to boost employee morale, show appreciation, and bring your team together.

But let’s be real — organizing a fun and memorable corporate holiday party that lives up to expectations can be stressful. There are so many moving pieces to juggle, from nailing down the budget and finding the perfect venue, to coordinating catering, entertainment, décor, and everything in between.

The good news? With some early planning and the right tools in your corner, you can avoid holiday headaches. Having a detailed holiday party planning checklist keeps you organized and on track every step of the way. 🙌

In this guide, we’ll walk through our recommended timeline covering exactly when to start planning your company’s holiday party, and the crucial tasks to check off your list along the way.

When to Start Planning Your Office Holiday Party

The earlier you kickstart your holiday party planning, the better. We recommend getting started at least 2-3 months in advance. This may seem like a long runway, but trust us — giving yourself this buffer pays off big time!

Early planning helps you avoid unnecessary stress and last-minute scrambling. It also lets you lock in the best venues and vendors before dates get snatched up. Plus, you can explore all your options without feeling rushed, negotiate better rates, and have ample time for promoting and building excitement around the event.

Following a clear timeline with key milestones makes holiday party planning easier and more enjoyable. Give yourself the gift of peace of mind this holiday season, knowing no balls will get dropped as the event gets closer. That’s where a handy checklist comes in!

Now, let’s go over the ideal timeline for starting—and completing—your holiday party planning.

CHECK OUT: 6 Ways Event Planning Software Makes Holiday Party Planning Stress-Free

Holiday Party Planning: 3 Months Out

It’s time to pin down the big-picture details for your corporate holiday party — securing the date, venue, vendors, and more!

[ ] Pick a date

When it comes to the office Christmas party, aim for Thursday, Friday, or Saturday evenings in late November or early December. This ensures your event doesn’t conflict with employees’ personal holiday commitments or travel plans. Send save-the-dates ASAP so people can block it off. Check in with company leadership and VIP guests to make sure they can attend before you finalize the date.

[ ] Finalize and approve the budget

Before going any further, get final approval on your holiday event budget. Knowing your financials upfront is key for finding venues and vendors within your price range. No one wants surprises when the bills start rolling in!

[ ] Assemble a party planning committee

You don’t have to go it alone. Instead, get support by leaning on your colleagues in other departments. Having multiple perspectives helps you cater to different needs and tastes when selecting things like food, décor, and entertainment.

Plus, you can divide up tasks and conquer your to-do list more efficiently. Just make sure to set clear roles and deadlines — regular planning meetings and project management software will help.

[ ] Brainstorm fun event ideas and party themes

Will this be a formal event — like a classic Winter Wonderland party — or a more casual get-together? Does your team prefer tried-and-true holiday themes like an ugly sweater party, or something fresh and unique? Use polls and surveys to get input and build excitement early on.

Tired of the same old corporate events? Check out our list of top party ideas: 75 Event Ideas to Inspire Your Next Event

[ ] Research and book your event venue

The holidays are a very busy time, so event spaces get booked up fast. Start your venue research and site tours as early as possible to lock down your first choice location and preferred date.

When vetting potential venues, make sure to have a clear idea of your needs — estimated guest count, layout preferences (space for dining, dancing, live band, etc.), audio/visual and staging requirements, and any other must-haves. Having these details nailed down will make it easier to find venues that can accommodate.

Pro tip: For holiday parties, pay close attention to parking availability and proximity to public transit. Making it convenient for attendees will make sure as many people as possible can partake in the celebrations!

[ ] Research and select vendors

The holidays are a busy period for vendors as well, so start your research and booking process early. Popular caterers, live bands, DJs, and other entertainment acts can get scooped up fast this time of year. Aim to have your top vendor choices confirmed and under contract at least 2-3 months out.

When evaluating vendors, get quotes from multiple companies and compare pricing, services, and availability. Read reviews, check out portfolios, and don’t hesitate to ask for references from other clients. If possible, do food tastings or meet vendors in person to get a true sense of what they can provide.

Need to find the perfect venue? Check out EventUp—the top marketplace for finding unique party venues!

Holiday Party Planning: 1 Month Out

Next, it’s time to firm up all the finer details that will make your holiday party a night to remember! At this stage, you’ll want to lock in your guest list, send official invitations, and get the ball rolling on logistics.

[ ] Confirm guest list and send invitations

By now, you should have a good estimate of how many employees, plus-ones, VIPs, and other guests to expect. Double check that guest list and get those invitations out the door!

Design something fun and festive that builds excitement. Use animated GIFs, a creative holiday theme, or even a video invite to really grab attention. Tools like EventUp Planner make it easy to manage your guest list, send reminders, and track RSVPs all in one place.

[ ] Create a plan for party supplies and decorations

What supplies will you need for activities, décor, and gifts? Create a detailed checklist to stock up on any materials, props, and other items you need to make the event pop.

[ ] Book fun activities

Book activities that’ll keep the vibe high all night long — think festive photo booths with props, candy carts, gift wrapping contests, and more!

Other company holiday party activity ideas:

Ugly sweater or festive outfit contests
Gift exchange or Secret Santa
Holiday trivia or games (Christmas movie quotes, sing-offs, etc.)
Gingerbread house building or decorating contests
Chocolate or hot cocoa bars
Toy or donation drives
Casino stations
Holiday karaoke

[ ] Book necessary equipment and rentals

Solidify any equipment needs like audio/visual equipment, lighting, staging, furniture, or décor rentals at least a month in advance. If you plan to have professional event photography or videography, book these vendors as well.

[ ] Prepare holiday swag, giveaways, and gifts

Who doesn’t love taking home party favors and goodies? If you plan to give out any swag or gifts, work with vendors and sponsors to get these ready to go ahead of time.

[ ] Finalize the event program

By the 1-month mark, you should have a clear run of show locked in. This includes a detailed schedule for things like:

Guest arrival and check-in
Speeches or award presentations
Entertainment showtimes
Food and beverage service
Special activities or surprises planned
Transportation and parking logistics
Breakdown and clean-up

It’s easy to build a detailed run of show with EventUp Planner’s intuitive timeline builder. You can visualize the full event schedule, book speakers, and make live updates as needed to keep the evening on track.

Holiday Party Planning: 1 Week Before

With only a couple weeks until the Christmas party, it’s time to dive into the nitty-gritty details and final checks. This is when your planning really starts to come together!

[ ] Confirm final details with all vendors

Touch base with every vendor — from the catering service to the rentals company — to confirm final head counts, delivery timelines, set-up and strike requirements, and any other key details. If possible, do a full venue walk-through with vendors to ensure everyone understands logistics like load-in access, staging areas, and more.

[ ] Test technical equipment

If you’re planning on having live music or speeches as part of the evening’s events, you’ll want to cover your bases with audio, visual, and lighting checks. Work closely with the venue’s technical team to make sure all equipment is installed and working properly beforehand.

Have backup plans in place just in case, like spare mics, playlists on a laptop, and your vendor contacts on speed dial.

[ ] Review run of show and key day-of roles

By now you should have a final, confirmed run of show for the entire event. Go over this in detail with your planning committee. Leave no questions unanswered about when/where everything is happening, vendor arrivals, etc. Then assign staff or volunteer roles and duties for setting up, checking in guests, managing different activity areas, and more. You got this!

Streamline Holiday Party Planning with Event Management Software

As you’ve seen, having a detailed holiday party planning checklist keeps you organized every step of the way.

Need more support? Leading event planning tools like EventUp Planner allow you to streamline and centralize the entire party planning process. Easily build event schedules, manage guest lists, automate your event communications, and more — all in one place.

Say good-bye to disjointed tools and endless email threads! Our intuitive tools eliminate stress so you can focus on creating memorable holiday celebrations that people will be talking about for years to come. 🎄

See for yourself how EventUp Planner simplifies party planning from start to finish by booking a free demo with one of our experts today.

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

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

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

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

Event Trends

EventUp Planner Contributor
October 11, 2024

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.

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.

6 Ways Event Planning Software Makes Holiday Party Planning Stress-Free

Event Management

EventUp Planner Contributor
October 8, 2024

While the holiday season still feels far away, savvy event planners know that early Fall is the best time to kick-start their holiday party planning.

Corporate holiday parties, gala dinners, and annual celebrations are right around the corner… and to create truly memorable holiday experiences, you need to begin locking in venues, vendors, catering, and entertainment ASAP.

But the yearly holiday planning process also brings its own unavoidable set of headaches and logistical fires to put out. 😵‍💫

As you start building out your holiday event to-do list, you’re probably searching for tips and tools to make the process a little easier to manage this time around. Integrated event planning software could be the secret weapon your team needs. Let’s explore how!

Why Should I Use Event Management Software for Holiday Party Planning?

Company holiday parties are about more than just eating, drinking, and being merry. These celebrations play an important role in:

✅ Boosting employee morale

✅ Recognizing team achievements

✅ Connecting colleagues across departments

✅ Reinforcing the corporate culture

A memorable, well-planned holiday party can leave a positive lasting impression — which in turn increases employee engagement and retention. 🎉

But a poorly planned event with logistical snafus can have the opposite effect… putting a dent in the company’s reputation and culture. Yikes!

That’s why it’s so important for planners to have reliable tools for cutting through the chaos of guest lists, venue details, floor plans, and all the other moving parts of holiday events. Using event planning software gives planners control and visibility over each core pillar of the planning process, from beginning to end.

6 Software Features You Need for Holiday Party Planning

EventUp Planner has powerful features that make the corporate holiday party planning process easier. Let’s explore!

Create fun, custom holiday event websites and online registration pages

EventUp Planner lets you create branded event websites and registration pages for your holiday party. Our platform acts as the central hub with all your event details, messaging, media uploads, and more! You can easily build custom event registration forms to gather details like meal preferences or if kids are attending. Best of all, you can clone these pages to use again each year rather than rebuilding from scratch.

Seamlessly manage your guest list and invitations

Easily upload your full guest list from an existing contact database or spreadsheet. Then, create beautiful, branded digital invitations and send them out en masse. EventUp Planner tracks all responses and manages the RSVP list automatically. When it’s event day, check-in tools let you quickly verify arrivals — no more wrestling with big paper lists!

CHECK OUT: 75 Event Ideas to Inspire Your Next Event

Leverage marketing automation to send out email campaigns

With just a few clicks, you can create an automated email campaign for your corporate holiday party. Send initial invitations, reminders for RSVPs, and build hype with eye-catching branded emails. After the event, automatically share a survey to collect feedback from attendees. This gives you invaluable insights for improving next year’s holiday party.

Manage schedules for extensive holiday events or multi-day celebrations

Many companies host extensive celebrations with award ceremonies, speakers, performances, and more. EventUp Planner’s scheduling tools make it easy to meticulously plan out every session, presentation, and special event within the larger holiday schedule — especially for multi-day holiday celebrations! You can assign rooms/venues, times, speakers, and more.

(Psst, need to find the perfect event space? Check out EventUp.com.)

Provide virtual and hybrid holiday event options

Holiday parties don’t have to be 100% in-person anymore. EventUp Planner allows you to create easy, engaging virtual experiences or hybrid events, too. You can livestream the in-person holiday party online, or create separate on-demand virtual experiences like live-streamed performances, demos, and more. It’s a great option for engaging remote employees!

GO DEEPER: How to Make Virtual Events More Interactive and Engaging

Master day-of-event management

When it’s time for the big holiday party, you’ll be confident everything runs smoothly. The event team can use the mobile app to share real-time updates and communicate with attendees. Digital check-in gets guests quickly through the door. Plus, powerful surveying tools allow you to collect feedback during and after the event.

Corporate Holiday Party Planning Tips & Considerations

While an event management platform streamlines the holiday planning process tremendously, planners should still keep a few key considerations in mind.

Budgeting is always a big factor — be sure to set clear budgets by line item and avoid overspending.
Venue management is another major pain point during the holidays when places book up quickly. Leverage venue sourcing features to easily search by your date, capacity, location requirements and start booking venues before they’re gone.
Food and beverage planning is critical, too. Build out custom registration forms to capture dietary restrictions and meal preferences ahead of time.
Finally, expect the unexpected with inclement weather or other unplanned issues. Use EventUp’s communication tools to keep attendees updated in real-time via email, SMS, the mobile app, and the event website. With the right planning and tools in place, you’ll be ready for any holiday party hurdles!

How to Plan a Company Holiday Party: FAQs

How do I create and send invitations to my entire company?

With EventUp Planner, you can easily upload your employee email list or sync with your company’s contact database. Then use the invitation manager to create branded digital invitations and send them out en masse with just a few clicks.

How do I collect RSVPs and any special requirements like dietary restrictions?

EventUp Planner’s registration features allow you to fully customize the RSVP process with forms to capture details like meal preferences, food allergies, plus-ones, etc. Guests can RSVP and provide this info digitally, so you’ll have a crystal clear idea of what to expect.

How can I update guests about schedule changes or other important details?

Leverage email marketing tools to send timely updates to all invitees about changes to things like times, locations, speakers, etc. You can also post updates directly to your custom event website and share via the mobile event app.

What’s an easy way to share event details company-wide?

Create a custom-branded event website as a one-stop shop for all holiday party info — schedules, venue details, speakers, and more! The website can be integrated into your company intranet and calendars, too.

How do I find and book the right venue for my holiday party?

EventUp.com is a free, browsable marketplace that allows you to search venues by location, capacity, amenities, pricing and more to find the perfect fit.

How can I collect feedback to improve for next year’s holiday party?

EventUp Planner makes it easy to create post-event surveys with custom questions. You can share the survey via automated email campaigns as well as push notifications through the app and website.

Make Holiday Party Planning Easier with Event Planning Software

Save time and kiss holiday party planning stress goodbye with EventUp Planner’s powerful event planning software. Our all-in-one platform gives you full control to execute memorable holiday celebrations from start to finish. Get ready to wow your team this holiday season — book a free demo today!

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Book a free demo with one of our experts to learn how easy it is to get started with EventUp Planner, and maximize your events’ potential today.

Rethinking Event Marketing: Takeaways from Seth Godin’s ACTIVATE Event Discussion

Event Management News

EventUp Planner Contributor
October 1, 2024

Our team recently attended ACTIVATE by Gleanin, a virtual event that helps event professionals improve their marketing efforts. ACTIVATE provides actionable tips, tricks, and advice that event marketers can put into practice immediately. The event includes a variety of lightning talks that last no longer than 10 minutes, all with the goal of helping event professionals cut through the noise and improve their marketing results.

During this most recent event, Seth Godin- a renowned thought leader in event marketing- shared valuable insights into event marketing strategies and community building. His advice focused on moving beyond traditional methods and embracing more impactful approaches. Here are the key takeaways that we found particularly insightful.

Insightful Topics from Seth Godin’s ACTIVATE Discussion

Industrialization of Events: Events have become standardized, resulting in “pretty good” experiences that lack uniqueness. Seth emphasized the need to “de-industrialize” and make events unforgettable.
Rethinking Event Marketing: Traditional promotion often fails, especially for average conferences. Instead, focus on creating an environment that facilitates deep connections between attendees, sparking the “magic” that keeps them coming back. Events with waiting lists succeed due to the genuine experiences happening within.
The Power of Word-of-Mouth: Seth highlighted the power of word-of-mouth marketing, citing his own blog as an example. Attendees should leave your events so inspired that they share their experiences with others, turning attendees into promoters.
Building Network Effects: Events thrive when attendees are excited to bring others along. Design your events with a community-first approach, improving not only the event but also the lives of those who attend together.

Key Takeaways

Create Remarkable Events: Events should be designed in such a way that they don’t need heavy promotion. Instead, they should stand out through the unique interactions and connections they foster among attendees.
Word-of-Mouth Over Traditional Marketing: Successful events encourage attendees to spread the word organically. If an event delivers a compelling experience, it will naturally generate buzz.
Curate Community-Driven Experiences: Shift away from mass-appeal events. Instead, curate intimate and meaningful experiences that foster a strong sense of community and spark long-term relationships.
Leverage AI Tools: Use AI tools like Claude.ai, Gemini, and others, to strategize, brainstorm, and refine event concepts, enhancing creativity and improving the overall event design.

Additional Tips that Event Marketers Can Put Into Practice

Read “This Is Marketing” by Seth Godin: To deepen your understanding of modern marketing strategies.
Hire a Coach: A coach can facilitate honest discussions about your event strategies and help refine your approach.
Leverage Claude.ai: Utilize AI tools like Claude.ai to challenge ideas and improve the overall planning and execution of your events.
Join Purple Space: Engage in Seth’s Purple Space community for ongoing support, networking, and sharing among marketers who prioritize generosity and non-anonymity.

Seth’s message was clear: successful events focus on building remarkable experiences that create strong communities and inspire attendees to do the promotion for you. By leveraging AI tools and shifting from mass appeal to curated, community-driven experiences, event marketers can break through the noise and leave lasting impressions. At EventUp Planner, we believe it’s possible to work smarter, not harder, with the help of technology. That’s why we love discussions like Seth’s, which help event professionals keep up with the latest technology and trends, while delivering practical tips that you can put into practice today.

How to Make Virtual Events More Interactive and Engaging

Event Trends

EventUp Planner Contributor
September 19, 2024

Virtual events offer convenience, cost savings, flexibility, and far fewer overheads and logistics to manage. They are a great option for various types of events, from conferences and trade shows to networking sessions and webinars. With the right technology, the organization process can be easy and hassle-free.

Although virtual events offer a variety of benefits, one common challenge that event managers face is keeping attendees, participants, and guests engaged from behind their screens. Luckily, there are some innovative tech ideas that you can incorporate into your next virtual event to ensure your audience remains attentive, interacts with the speaker, and leaves inspired.

Types of Virtual Events

When we discuss virtual business events or gatherings, we’re talking about any type of occasion that can be supported on a digital platform. The global virtual events sector was valued at roughly $78.53 billion in 2023 and is expected to grow at a CAGR of 18.8% between 2023 and 2030, according to Grand View Research statistics.

These events can vary drastically, including (but not limited to):

Webinars and training sessions
Conferences, expos and trade shows
Workshops and interactive classes
Business networking meetings
Social occasions (birthdays, weddings, and parties)

With attendee locations a non-issue, much higher flexibility, and fewer upfront costs to manage, event planners and guests alike recognize the benefits of virtual events. That said, engagement on a virtual platform can be the biggest challenge. Attendees sitting and staring at a screen constantly can be prone to distractions, affecting their experience.

Additionally, some virtual event platforms can be prone to digital interference, equipment failure, and glitches. Some platforms in the past have been prone to data breaches, leading many to seek alternatives with reputable security patching and incident response procedures, to safeguard their data.

Some users also find virtual events a bit more impersonal, making it challenging to create a sense of belonging and foster a personal connection among attendees.

With this in mind, what can event organizers do to make their virtual events – whatever the occasion – more interactive and personable while bridging technological gaps?

Enhance Interactivity Through Technology

The key to making virtual events more interactive lies in choosing an event platform and utilizing the best possible features to your advantage. Incorporating more technology into your events can be the biggest driver in keeping your audience engaged, creating more personable responses, and cultivating a collective sense of belonging.

With the right technology, you can also ensure that participant data is safeguarded and properly used, which will undoubtedly require some essential due diligence before you plan your event.

Here are some innovative ways to incorporate interactive elements into your events.

QR Codes. These codes can serve many purposes, from polls and Q&A sessions to post-event surveys. You can utilize QR codes to create fun games or send audience members to specific pages on your website. When attendees use their phones to locate the right resources, event sessions or networking spaces, it bridges an easy technological gap.
Personalized Messaging. You can create tailored messages for your attendees via the chat box and other messaging features. Consider collecting feedback in real-time from attendees via the chat, so that you can follow up later with a personalized email. You can even use this data to recommend one-on-one or small group networking meetings with like-minded attendees who are a good ‘data match’, or who share similar goals from attending.
Interactive Live Streaming. Live streaming can be a great way to capitalize on a physical event – such as a product launch, a sales expo, or a trade show session – and let a wider audience get in on the action. You can cater to both in-person and virtual attendees, offering real-time polls and surveys face-to-face and via your live-streaming platform. You can time your speech or presentation with on-screen graphics that trigger at the right moment, or based on audience input. If you hold live Q&A sessions with real-time messaging and response facilities, you’ll be casting a much wider net.

Broader Strategies for Increasing Event Engagement

While virtual event technology forms the backbone of interactive events, it is not the sole contributor to an engaged audience. You should consider broader strategies that encourage active participation throughout the event, particularly if it lasts several hours.

Remember to build anticipation and foster a sense of connection before your event begins. Allow plenty of time for a ‘buzz’ to build, which you can do through a mixture of pre-event social media posts and paid ads, email campaigns, website blogs, and delivering printed materials when interacting with partners, sponsors, or prospective attendees.

Decide how much you want to divulge ahead of your event, as a large portion of intrigue might hinge on surprises or unpredictability. Depending on the occasion, some participants may prefer knowing what to expect by looking at a timetable or schedule. This will allow them to plan accordingly, and attend specific portions of the event that matter most to them. Alternatively, to encourage participation from as many people, offer plenty of alternative options so they can maximize their time and get the most out of their attendance.

Offering plenty of interactive workshops, networking opportunities, and social elements through your virtual event platform is key to keeping your audience engaged throughout. You can encourage connections and conversations among attendees by creating dedicated breakout rooms, speed networking sessions, or areas where they can socialize during breaks.

If your event relies on group participation, ensure that there is sufficient digital space and resources where participants can practice skills in real-time, or get hands-on with their engagement. Fostering collaborative problem-solving sessions using virtual whiteboards and team spaces is a great way to encourage active participation among attendees.

Ensuring Online Safety and Data Protection

Security plays a pivotal role in virtual event engagement, which is why choosing the right platform is crucial. Event planners can ill afford to overlook security and privacy, as these are becoming increasingly at-risk due to insufficient security knowledge and practices.

When choosing your platform, opt for ones with robust security features and end-to-end encryption. Where possible, implement multi-factor authentication (MFA) to verify attendees and restrict unauthorized access. MFA adds a layer of security that can block 99.9% of cyber attacks from compromised accounts.

Ensure that participants are aware of – and consent to – data sharing while reinforcing the need for proper online etiquette. If you do require some audience data, be transparent about how it’s used and ensure all essential information is stored securely, not distributed unfairly, and deleted when no longer necessary.

Focusing on these strategies can ensure that your virtual event attendees remain interested in and connected to the event’s content. Your engagement strategies will influence how much they value and remember their experience from the beginning until the very end.

Remember that the goal is to create an environment where your virtual audience isn’t just absorbing content aimlessly. Encourage them to participate, learn, connect, and leave feeling inspired, valued, and entertained.

Planning any event – virtual or not – can be daunting, but with the help of EventUp Planner’s Virtual Studio and the ultimate guide for event planning, you can approach this task with confidence knowing that your participants will leave feeling inspired and that attending was well worth their time.

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Top 8 Things to Remember When Managing Multiple Events

Event Management

EventUp Planner Contributor
September 18, 2024

No matter how you slice it, managing multiple events requires planning superpowers. But being an event planning rockstar doesn’t mean your job is easy.

In a world where companies need to be more visible than ever—while event budgets keep getting smaller—successfully planning and executing multiple corporate events simultaneously can feel like pushing a boulder uphill.

Don’t worry; making your life easier as an event planner is totally our thing!

So whether you’re new to managing events or you’re looking to streamline your planning process, EventUp Planner has the tools and resources you need to flawlessly execute your entire events calendar— while avoiding conflicts and without compromising quality.

In this article, we’ll walk you through 8 tried-and-true strategies to make multi-event management much easier on you and your team members. Grab a cup of coffee, and let’s get started.

Prioritize and delegate
Automate and streamline your workflows
Leverage past relationships
Practice time management techniques
Use tools and technology to work smarter, not harder
Learn to effectively manage stress
Focus on the event day
Continuously learn and iterate

8 Tips to Successfully Manage Multiple Events at Once

If you’ve been an event planner for a long time, most of these tips shouldn’t come as a surprise. That said, there’s no harm in refreshing your knowledge— especially when it’s crunchtime!

If you’re new to the event planning game, these tips will help you get started on the right foot.

So whether it’s your first rodeo or your hundredth, keep reading to 8 proven strategies for managing multiple events at once.

Tip #1 – Prioritize and delegate

When juggling multiple events simultaneously, prioritizing events and tasks is key to maintaining timelines— and your sanity.

Start by evaluating your calendar and ranking events from most to least important based on factors like size, strategic value, and deadlines. Doing so allows you to allocate your limited time and resources optimally.

Next, seek out support. Remember, you can’t run multiple events alone, and there’s no shame in needing help—in fact, it’s necessary for success!

Look inside your organization to assemble a cross-functional team, leveraging diverse skill sets from marketing, ops, finance, and other relevant departments. Be sure to clearly define roles and responsibilities to avoid duplicating your efforts.

Need help cutting through the noise? The Eisenhower Matrix is a great tool for categorizing your tasks so you can prioritize your own workload and delegate lower priorities. With a skilled team sharing the load and a system for prioritizing your tasks, you’ll be able to execute multiple successful events without burning out.

Need ideas to set your event team up for success? Read more about how to motivate and engage your team in advance of the big day.

Tip #2 – Automate and streamline your workflows

The more events you’re juggling, the easier it can be to drop the ball. But don’t worry, we’re not going to let that happen to you!

That’s why automation is your BFF as an event planner. You only have so much brainpower to handle all the tasks on your plate, so why not set and forget some of them?

EventUp Planner has intuitive marketing automations designed to make your life easier by minimizing repetitive tasks. It’s super easy to:

Launch and promote your events
Interact with registrants
Track your campaigns

…all from one place.

Email marketing getting you down? Use EventUp Planner to create fully-branded email templates once and use them for all your email campaigns! Plus, you can easily segment your lists and send timely messages to the right people at the right time. Learn more about how email cloning can save you time when managing multiple events.

In sum, don’t reinvent the wheel when running multiple events. Standardize what you can, use templates and checklists to make your life easier, and make sure you’re using event management software with powerful automation capabilities.

Tip #3 – Leverage past relationships with vendors and sponsors

When planning multiple events at once, leveraging past relationships with vendors and sponsors you’ve enjoyed working with can be a major timesaver.

Not only does it shorten the learning curve, but you already know what to expect from a service and contract/policy standpoint—huge advantages when your bandwidth is stretched thin!

Here are some common vendors to consider re-engaging to jog your memory:

Venues (hotels, convention centers, restaurants)
Catering companies
Audio/visual production teams
Entertainment (speakers, performers, DJs, etc.)
Decor and design firms
Transportation and travel providers
Photography/videography teams
Etc.

Here’s an email template you can use to re-engage past vendors:

Subject: Upcoming Event Opportunities with [Company Name]

Dear [Vendor],

I hope this email finds you well! I wanted to reach out about some upcoming events we have on our calendar for [month/year]. As a vendor we’ve enjoyed working with in the past, we would be delighted to partner with you again.

[Provide brief overview of 1-2 major events and date ranges]

Your team’s [key strength – e.g. professionalism, attention to detail, creativity] really helped elevate our past events. If you’re available during these timeframes, I’d appreciate the chance to discuss how we may be able to collaborate again soon.

Please let me know your availability for a quick call or coffee meeting in the coming weeks. Thank you in advance!

Best regards,

[Your name and contact details]

When it comes to re-engaging past sponsors, it’s important to express gratitude for their previous support and reiterate the benefits of sponsorship. Here’s an email template you can use for sponsor outreach:

Subject: Sponsorship Opportunities – [Event Name(s)]

Dear [Sponsor Contact],

On behalf of [Company Name], I wanted to express our sincere appreciation for your sponsorship of our [past event] last year. Your contributions helped make the event a resounding success!

We’re excited to announce our [upcoming event(s) name and date range], where we’ll once again be hosting [target audience] to [core event objectives]. I’ve attached a sponsorship prospectus outlining this year’s packages and benefits, including [highlight 2-3 key benefits].

Your organization’s previous sponsorship meant so much to us. We would be honored to have your support again as we aim to [state 1-2 event goals]. Please let me know if you’d like to discuss these opportunities further.

Thank you for your consideration!

Sincerely,

[Your name and contact details]

Remember: maintaining strong vendor and sponsor relationships allows you to hit the ground running when planning multiple events rather than starting from scratch each time.

Tip #4 – Practice time management techniques

Time management is absolutely essential when juggling multiple events at once. With constant deadlines, meetings, and unexpected fires to put out, practicing smart time management techniques helps you stay on track while avoiding burnout.

Here are 4 of our favorite time management techniques for you to try:

The Pomodoro technique. Work in 25-minute distraction-free sprints, followed by 5-minute breaks.
Time blocking. Dedicate specific blocks for tasks like email, meetings, and solo work.
The 80/20 rule. Identify and prioritize the 20% of tasks creating 80% of results.
The two-minute rule. If a task will take less than 2 minutes, do it right away.

Everyone works differently, so experiment and stick with techniques that truly work for you. The right strategies can mean less rushing, fewer missed deadlines, and lower stress levels as an event planner.

It’s totally possible to show up as your best self for each event, no matter how packed your schedule is. Stellar time management can help you get there.

Tip #5 – Use tools and technology to work smarter, not harder

Effective project management is the backbone of successful event planning, especially when managing multiple events at once. Top project management tools like Asana, Monday.com, Trello, and Basecamp help keep your team organized and on the same page.

But communication is just as important. Tools like Slack enable real-time messaging across teams and locations, which is far more efficient than endless email chains.

To truly work smarter, leverage dedicated event management software that automates tedious processes like:

Event registration and ticketing
Event website design and launch
Speaker and schedule management
Interactive floor plans
Marketing automation
And more!

A leader in the event planning space, EventUp Planner consolidates these capabilities into one powerful platform—saving you hours and streamlining your entire event program.

With the right tools, you can effortlessly coordinate details, engage attendees, and execute flawlessly across all your events, every single time.

How do you find the right event management platform for your needs? Learn all abut the questions to ask and the steps to take.

Tip #6 – Learn to effectively manage your stress levels

It probably goes without saying, but as a busy event planner, you need to learn to effectively manage your stress levels. You can’t pour from an empty cup. Plus, frantic, overwhelmed leaders aren’t effective ones, and your team members need to be able to rely on you when it’s go-time (ditto for attendees and vendors).

Here are some practical tips for keeping stress at bay:

Practice mindfulness and meditation. Even 5-10 minutes per day can ground you.
Prioritize exercise and movement, even if it’s just a walk around the block.
Maintain a nutritious diet and stay hydrated to keep your energy up.
Set work-life boundaries; unplug after hours when possible.
Lean on your support system, whether friends, family, or a therapist.

When you make self-care a priority, you show up as your best self: calm, focused, and ready to tackle whatever challenges arise. Plus, an empowered, resilient event leader raises the entire experience for everyone.

Tip #7 – Focus on the event day

How do you eat a cheeseburger? One bite at a time. Approach your event with that same single-minded focus.

If you let your mind wander to the next event on your calendar or get bogged down putting out fires, you’ll miss valuable opportunities to make this event a success. Attendees will pick up on your distraction, your team may feel unsupported, and important details could slip through the cracks.

Here are some of our top tips for staying present on event day:

Do a mindfulness exercise in the morning to center yourself.
Limit digital distractions—silence notifications and check email at designated times only.
Rehearse your run-of-show and delegate duties to free your mental bandwidth.
Take regular breaks to rest, recharge, and nourish yourself throughout the day.
If issues arise, calmly troubleshoot and course-correct without getting frazzled.

The culmination of your hard work is finally here! By staying focused and mindful, you’ll be able to fully immerse yourself in the wonderful experience you’ve created.

Tip #8 – Continuously learn and iterate

Even when the event wraps up, the learning doesn’t stop there.

Insights from your people on the front lines are invaluable. Conduct a thorough debrief with your team, asking questions like:

What went well?
What didn’t?
What would you do differently next time?

Check in with stakeholders (leadership, sponsors, vendors, etc.) for their perspectives, too. Were their objectives met? What could be improved? This feedback is just as important.

Most importantly, gather attendee feedback through post-event surveys. Their opinions ultimately matter most—did you create an engaging, worthwhile experience? Let their candid input guide your future events.

Flawlessly Manage Multiple Events with the Best Event Management Software

Pulling off multiple events at once isn’t for fairweather event planners. But the challenges are completely surmountable with the right mindset, tools, and resources.

That’s where we come in.

At EventUp Planner, we’re dedicated to empowering planners to create outstanding attendee experiences while saving time and energy. Our all-in-one event management software helps you provide an amazing event experience for everyone involved—from pre-event to post-event, and beyond.

Curious about how we can help you seamlessly execute your entire events calendar? Book a free demo today!

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