Author: Alexis Clemons

Ditch Disjointed Tools and Workflows with Event Planning Software

  • Event Management
  • 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.

 

Worker 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.

Book a Call

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

5 Ways to Streamline Your Corporate Event Planning

  • Event Management
  • EventUp Planner Contributor
  • August 26, 2024
A group of individuals enjoying beverages at an event.

Corporate event planning is notoriously labor-intensive, with planners often reinventing the wheel for each new event. From the tedium of manual registration and spreadsheet wrangling to the headache of juggling different tools for websites, email marketing, agenda builders, and more… It’s a recipe for frustration and overwhelm. 

Yet, putting on a seamless, branded event experience is essential for driving sales, cultivating relationships, and elevating your company’s profile. 

The good news? There’s a better way that doesn’t involve burning the midnight oil. 

Corporate event management software streamlines everything into one efficient platform—simplifying processes, connecting scattered workflows, and automating monotonous tasks. With EventUp Planner, corporate event planners can cut down on busywork while leveling up their events.

Say goodbye to repetitive, time-consuming tasks— this blog explores 5 ways you can  streamline planning corporate events. Let’s dive in!

What is Corporate Event Planning?

    Corporate event planning is the process of strategizing, organizing, and executing events hosted by companies and organizations. These events can vary greatly in size and complexity, taking place in-person, virtually, or in a hybrid format.

    Here’s a brief overview of common examples of corporate events:

    Conferences and seminars

    Academic or professional conferences and seminars allow companies to share industry knowledge, thought leadership, and best practices. These events foster networking, education, and building a brand’s reputation.

    Product launches

    Product launch events generate buzz and media attention around new product or service offerings. They drive awareness, sales, and establish the company as an innovator.

    Roadshows

    Roadshows bring products, services, and brand experiences directly to audiences across multiple cities or regions through a series of smaller localized events.

    Trade shows and exhibitions

    These large-scale industry gatherings allow companies to showcase products or services, connect with prospects, meet with partners/vendors, and assess competitors.

    Corporate trainings

    Internal training events help upskill employees, communicate policy changes, reinforce best practices, drive engagement, and facilitate team building.

    Webinars

    These online seminars or presentations allow companies to share expertise, product information, and thought leadership with audiences globally.

    Read more: How to Host a Successful Webinar – The Ultimate Guide

    Why is Corporate Event Planning Important?

    Corporate events require significant time, effort, and financial investment. But when planned and executed well, they’re powerful business tools that can drive a wide range of impacts.

    Effective corporate event planning helps achieve meaningful outcomes and results. Well-organized events can:

    • Generate leads and sales opportunities
    • Increase brand awareness and perception
    • Foster customer loyalty and nurture relationships

    From increasing revenue to improving workplace culture, thoughtfully planned corporate events allow companies to accomplish strategic objectives and accelerate growth.

    What are the Challenges of the Corporate Event Planning Process?

    Planning corporate events is complex—they’re filled with numerous potential challenges that require event planners to be organized and adaptable. 

    First, aligning the event objective with organizational goals while staying on budget is an ever-present balancing act. Plus, juggling the diverse needs of event stakeholders—from leadership to vendors, sponsors, and more—demands skilled coordination.

    1. Finding and booking an appropriate event venue

    2. Creating and adhering to a realistic event budget

    3. Staffing the event properly and managing volunteers

    4. Negotiating with vendors and adhering to their policies

    5. Successfully promoting the event and driving registrations

    6. Delivering engaging attendee experiences that keep people coming back

    Engaging attendees and delivering memorable experiences gets more complicated as virtual and hybrid events continue to soar in popularity. Tech troubles can arise around platform selection, audio/visual quality, and attendee engagement. 

    Finally, anticipating and tackling curveballs like changing requirements, budget cuts, scheduling conflicts, tech malfunctions, understaffed teams, and more is par for the course.

    5 Ways to Streamline Corporate Event Planning

    Corporate event planners have a lot on their plates—from negotiating with venues and vendors to designing memorable experiences that “wow” attendees. 

    Thankfully, corporate event management software like EventUp Planner is making it easier than ever for planners to get things done while keeping everyone happy.

    1. Create standard operating procedures (SOPs)

    Standard operating procedures (SOPs) document established processes and best practices for carrying out complex operations. 

    Having clear SOPs for your event planning duties offers numerous benefits, such as:

    • Ensuring consistency and quality across events
    • Serving as a training tool for new hires
    • Preventing vital details from slipping through the cracks

    SOPs can also streamline time-consuming processes like: negotiating venue and vendor contracts; coordinating travel and lodging details; building out event websites and registration paths; and more. 

    With everything documented, there’s no need to start from scratch for each new event.

    2. Assemble an event team and delegate responsibilities

    As the saying goes, “it takes a village” to pull off successful events. 

    Don’t try to do everything yourself. Instead, assemble a cross-functional event team and divide responsibilities based on skills and capacity. 

    Plus, event management software like EventUp Planner makes it easy to centralize important files, share updates, assign tasks, and ensure everyone stays accountable. Read more: Engaging Your Event Team: 5 Tips for Boosting Morale

    3. Create templates for everything

    Why reinvent the wheel for each element of every single event? Having pre-built templates for common materials saves you tons of time and effort. 

    Top items that you should consider templatizing include a master event planning timeline, core email communications (save-the-dates, registration confirmations, reminders, post-event surveys), brand guidelines, event websites, and run-of-show schedules.

    Simply load the template, make your event-specific adjustments, and you’re ready to go! No need to start from scratch each time.

    4. Use cloning to its full potential

    Like templates, cloning allows you to duplicate entire event components with the click of a button—then tweak as needed for the new event. 
    For example, EventUp Planner makes it simple to clone previous event websites, email marketing campaigns, registration forms, and more instead of rebuilding them from the ground up. This handy capability prevents redundant work and maintains consistency across your event portfolio.

    5. Automate to innovate

    Manual processes waste valuable time and mental energy that you could devote to higher-impact tasks. 

    Smart event automation systematically handles repetitive duties so you can focus your efforts on strategic priorities and personal touches that truly move the needle. Common operations ripe for automation include marketing campaigns, registration workflows, attendee communications, post-event surveys, and more. 
    Plus, with all of your data consolidated in one system, it’s easier to make informed, data-driven decisions about where to invest time and resources.

    How to Choose the Right Corporate Event Management Software

    Choosing the right corporate event management software helps you work smarter, not harder. To make an informed decision, we recommend conducting a comprehensive needs assessment with all relevant stakeholders.

    Get started by asking yourself questions like:

    • What types of events do I plan (conferences, trade shows, meetings, etc.)? Make sure the software can handle the specific event formats you work with.
    • What is the typical size and complexity of my events? The software should be able to scale to accommodate your event sizes.
    • Do I need virtual/hybrid event capabilities? If so, look for robust virtual event management tools.

    If you’re looking for corporate event software that checks all these boxes and more, look no further than EventUp Planner.

    Transform Your Events with the Best Event Management Software

    You’ve got enough on your plate. Make your job easier, not harder with corporate event software. 

    EventUp Planner allows you to plan and manage all of your events in one flexible platform, from the small to the large and complex.

    Ready to learn how to streamline your workflows and do more with less? Book a call with our team today!

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    Top Tips for Leveraging Branding Throughout Your Nonprofit Organization’s Event

    • Event Management
    • EventUp Planner Contributor
    • August 22, 2024
    Group of people listening to a speaker in an auditorium.

    Branding is a crucial part of any organization’s success. Effective branding helps supporters remember who you are, builds an identity for your nonprofit, and boosts your marketing and advertising results. Over time, you can communicate that identity with just a logo or mission statement— for example, think about the feelings, values, and ideologies that come to mind when you see the Nike logo or hear the brand’s slogan.

    To strengthen your nonprofit’s brand identity, it’s important to weave your unique logo, mission statement, messaging, and other branded elements into everything you do, including your events. Events offer many opportunities to leverage the power of effective branding, from sharing invitations via direct mail to selling merchandise with your logo. 

    In this guide, we’ll explore how you can use cohesive branding to your advantage during each stage of the fundraising process to drive event success. Let’s begin!

    Phase 1: Planning

    Planning your event is the most important part of the process. As Funds2Orgs’ guide to fundraising event planning highlights, this step will make or break your event’s ability to “drive revenue, expand your reach, and strengthen existing supporters’ connections to your organization.”

    Keep your brand in mind during the following event-planning activities:

    Defining the event’s purpose and goals.

    Each of your fundraisers has some purpose or goal, such as raising money to pay for food and medical care for your animal shelter’s latest round of rescued puppies. Make sure there is a strong connection between your event’s purpose and your brand identity.

    Creating event materials.

    First, decide whether your nonprofit will use its standard branding or create a custom brand just for the event (like the American Cancer Society’s Relay for Life). Then, plan how you’ll feature the branding on event materials like the event website, signage, tickets, packets, and more. For virtual or hybrid events, experiment with creative ways to incorporate your brand into the experience, such as designing a custom Zoom waiting room with branded graphics.

    Developing a central theme or message.

    Determine how you’ll communicate that connection to your supporters. Incorporate this message into all of your planning documents, especially your marketing plan. With features such as a drag-and-drop email builder and the ability to clone templates, EventUp Planner makes it simple to add your organization’s logo and branded copy to all of your event documents.

    Keeping your brand in mind during the planning phase builds a strong foundation for the rest of the campaign. Shaping your event around your nonprofit’s identity and mission is much easier than trying to bend your brand around a mismatched fundraiser.

    Phase 2: Promotion

    During this phase, focus on spreading the word about your event to attract attendees. Reinforcing your branding in your marketing campaigns is crucial, particularly when you’re reaching out to donors through multiple communication channels (or balancing multiple events). Strong branding makes your communications more recognizable, trustworthy, and memorable. 

    When your supporters can trust the email, social media post, or advertisement inviting them to your event, they’ll be more likely to attend. To establish this credibility and cultivate brand recognition, your organization should:

    1. Develop a unified visual identity by incorporating your logo, brand colors, and fonts into each marketing message. This includes emails, flyers, posters, digital graphics, videos, and more. If the event has its own branding, make sure to add your nonprofit’s primary logo to these materials as well.

    2. Try using brand storytelling, a technique that involves creating a narrative around your brand to build emotional connections with your supporters. For example, the clothing retailer Patagonia has an ongoing program called Worn Wear in which customers can trade in and buy used Patagonia items to offset clothing waste. This aligns with their branding as an environmentally-conscious, outdoor gear brand.

    3. Always keep branding consistent across various communication channels. As Allegiance Group + Pursuant’s nonprofit digital marketing guide explains, this consistency is what will boost recognition the most among your supporters. Event planning tools like EventUp Planner can keep your event / fundraiser on-brand using handy features like an intuitive website builder, pre-built templates, and easy cloning functions.

    Remember not to limit your focus on branding to just the visual elements. Your brand also extends to your messaging, which is influenced by your mission, values, promises to your beneficiaries and supporters, and other related concepts. In other words, your promotions shouldn’t just look like they belong to your nonprofit—they should also sound like your nonprofit.

    Phase 3: Execution

    Once it’s time for the event, you should have all of your event materials ready, finalize an agenda of activities for supporters, and expect plenty of attendees. To reinforce your branding at this stage, prioritize the following elements:

    1. Environment: Ensure your event venue reflects your brand identity by using branded signage, banners, displays, and booths. Match your decor to both your brand and the event type (e.g., using tablecloths and floral arrangements at a gala and balloons and streamers at a charity race). To encourage more engagement, consider adding links or scannable QR codes to signage that lead attendees to your website, donation page, or social media accounts.

    2. Experience: Offer a consistent experience that aligns with your values, from registration to the close of the event. For example, you might send attendees a heartfelt thank-you note when they register for the event, share a reminder email that tells the story of one of your beneficiaries, and have volunteers embody your brand values when interacting with supporters.

    You can also enhance attendees’ experiences by offering interactive activities that immerse them in your brand. An organization dedicated to bringing clean water to those with limited access could set up an activity that allows attendees to walk through a day in the life of a beneficiary. Or, it might offer a mini volunteer opportunity such as assembling water filter kits to send to those in need.

    Phase 4: Follow-up

    Your work isn’t done when the event ends. Now, it’s time to dive into your event analytics and follow up with attendees.

    Start by sharing personalized, branded thank-you messages with everyone who attended- sincerely thank them for their support, and leverage donor segmentation to tailor each message to their giving level and preferences. In addition to visual branding, clarify how their support and attendance at the event are promoting your brand values.

    Consider reaching out to attendees for feedback as well. Share surveys that ask them about what went well and how you could improve. Add a question or two to gauge how well you communicated your brand, such as, “Are you aware of our core mission and values?” Event management software like EventUp Planner makes sending post-event communications and surveys an easy and painless process.

    From planning your event to thanking attendees for their support, your branding should feature prominently during each step of the campaign. This gives each attendee a cohesive, positive experience with your nonprofit and frequently reminds them of who you are and what you stand for. As you refine your brand and infuse it into your marketing efforts, you’ll strengthen your nonprofit’s reputation as a trustworthy organization dedicated to social good.

    Learn more about how EventUp Planner can help your nonprofit organization plan, manage, and track your events, without breaking your budget. Set up a free demo with our team today!

    How to Map Out the Event Attendee Journey: 5 Key Steps

    • Event Management
    • EventUp Planner Contributor
    • August 20, 2024

    Creating an amazing attendee experience is the key to a memorable event. But how can you ensure every single touchpoint meets and exceeds expectations?

    The answer lies in mapping out the complete event attendee journey.

    An attendee journey map is a visual representation of all the interactions and experiences your attendees will have before, during, and after your event. It allows you to get inside the minds of your attendees and proactively identify potential friction points to ensure a seamless experience.

    In this post, we’ll explore 5 steps for creating a magnetic event attendee journey map. By the end, you’ll be equipped to design an outstanding event experience that runs smoothly from start to finish.

    What Is an Event Attendee Journey Map, and Why Do I Need One?

    An event attendee journey map outlines every interaction and touchpoint your attendees will experience, from the moment they first hear about your event until after it ends. It charts the full process of how attendees discover, register, prepare for, travel to, participate in, and follow up after your event.

    Why do you need one? Because knowing your attendees’ thoughts and feelings at each stage is the key to creating an ah-mazing journey they won’t soon forget.

    Think about it — a corporate executive searching for an industry conference has totally different needs than a music lover looking for the hottest local concert. The executive may prioritize networking opportunities and educational sessions, while the concertgoer cares most about the lineup, venue experience, and merch.

    No matter if your event is in-person, virtual or hybrid, an attendee journey map ensures you design experiences that resonate with your specific audience:

    • Virtual and hybrid events require mapping digital touchpoints like email communications, online event registration and ticketing, and virtual event platforms.
    • In-person events need to account for logistical details like venues, travel, accommodations, and the on-site experience.

    The format may change, but comprehensively mapping the full event attendee journey is what lets you level-up the attendee experience!

    What Are the Benefits of Mapping Out the Event Attendee Journey?

    Mapping out the event attendee journey pays major dividends — both for your team and for attendees. Here are some key benefits:

    Benefits for you and your team:

    Benefits for your attendees:

    • Ensures attendees interact with your event in their preferred channels and formats
    • Delivers personalized journeys that resonate with their wants and needs
    • Builds excitement and anticipation at every stage
    • Reduces frustrations and potential negative experiences
    • Cultivates long-lasting engagement that extends beyond the main event

    The biggest benefit? An attendee journey map enables a truly attendee-centric strategy vs. a company- or profit-centric approach.

    Too often, events are designed primarily around a company’s needs or goals with the attendee as an afterthought. But putting attendees at the center from start to finish leads to outstanding experiences that keep them coming back. 

    Moreover, an event management platform with attendee journey mapping baked in allows you to visualize the experience through their eyes. In turn, you’ll be able to make data-driven decisions on the right:

    • Messages to send (and when)
    • Platforms and channels to utilize
    • Offerings, activities, and engagement opportunities to provide

    The result is a thoughtfully crafted journey that exceeds expectations at every turn.

    5 Steps to Mapping out a Thoughtful Event Attendee Journey

    Crafting an exceptional attendee journey involves understanding and optimizing for 5 key stages. Here’s how to apply them to your next event:

    1. Awareness

    This is where potential attendees first learn about your event. Your goals are generating buzz and educating them on what to expect.

    For large conferences or roadshows, some common awareness activities include:

    • Social media promotion and influencer collabs
    • Paid digital advertising
    • Direct mail campaigns
    • PR/earned media efforts

    For smaller virtual events like webinars or trainings:

    No matter the format, think top-of-funnel brand awareness strategies that pique curiosity.

    2. Consideration

    Now that your target audience is aware, it’s time to nurture them with more detailed information so they can evaluate if your event is a good fit. Again, consideration activities vary by event type:

    For in-person conferences and seminars:

    For virtual events:

    • Downloadable event guides or agenda overviews
    • Sneak preview videos
    • Messaging that highlights interactivity and accessibility

    But don’t just promote willy-nilly! Target your nurturing based on observed interests and behavior using your event management software.

    3. Decision

    You’ve raised awareness and nurtured leads. Now’s the time to motivate commitment and conversion using your event registration tool:

    • Limited-time offers or early bird pricing
    • Seamless, frictionless registration paths
    • Prominent calls-to-action and social proof
    • The ability to purchase passes and add-ons

    Remove any barriers to registration, whether technical challenges, convoluted flows, or lack of payment options. Your event registration platform is your best friend here.

    4. Retention

    So they’ve registered — awesome! But nurturing the event attendee journey doesn’t stop here. Now you need to retain their interest and excitement. Here’s how:

    At this stage, it’s important to stay top-of-mind and keep building anticipation right up until showtime. 

    5. Loyalty

    Even once your event wraps, look for opportunities to foster long-term loyalty and engagement:

    The goal? Keeping your event burned in their memory as an outstanding, irreplaceable experience.

    FAQs about Mapping a Thoughtful Event Attendee Journey

    Does the event format (in-person, virtual, or hybrid) significantly change the attendee journey map?

    The core stages of the attendee journey remain the same regardless of your event’s format. However, virtual and hybrid events require mapping different touch-points and channels vs. traditional in-person events. 

    For example, digital channels like email, virtual event software, and online registration become critical for nurturing virtual attendees. 

    For in-person events, you’ll build more logistical details and info about the on-site experience into your map. 

    How should the journey map differ for big events like large annual conferences versus smaller, more internal events?

    With bigger events like conferences, the awareness and consideration phases are more extensive as you’re marketing to a wider audience. More touchpoints are required for activities like social promotion, email nurturing, webinars, etc. 

    For internal meetings, your colleagues are already aware, so nurturing can be more lightweight through channels like the company intranet, team messaging platforms, and calendar invites. 

    Regardless of scale, each segment of your map carries different priorities.

    What data should I collect and analyze for event attendee journey mapping?

    Every interaction is an opportunity for data collection.

    Website engagement, email open/click rates, social sentiment, session ratings, in-app survey responses — they all provide insightful attendee behavioral data. 

    Leverage your event management software to pull together and make sense of this dispersed but valuable info, and ensure that you’re hitting your key performance indicators (KPIs).

    How frequently should I update the attendee journey map for my events?

    Treat your journey map as a living document that’s regularly revisited and optimized based on attendee data and feedback. 

    At minimum, do a full analysis post-event to document successes and areas for improvement. Then tweak the map for better alignment with attendee needs for your next event cycle.

    What’s the ideal balance between attendee experience and logistical/operational needs?

    While you certainly need to account for logistics, the attendee’s wants, needs and journey should take priority when there are conflicts or tradeoffs to make. An exceptional experience that surprises and delights is what keeps attendees coming back year after year. Leverage your event planning software to improve operational efficiencies behind-the-scenes.

    Create a Better Attendee Experience with Leading Event Management Software

    Delivering an exceptional attendee experience means mapping out every interaction from initial awareness to post-event follow-up. But juggling all these touch points across formats is no easy feat.

    This is where event management software like EventUp Planner by Tripleseat really shines. 

    With EventUp Planner, you get all the tools to seamlessly visualize and optimize the complete attendee journey — whether your event is in-person, virtual, or hybrid. 

    From marketing automations and seamless registration, to agenda management and robust post-event analytics, EventUp Planner keeps engagement high while streamlining your process behind-the-scenes. 

    Don’t just “wing it” with your events — level up your attendee experience with comprehensive journey mapping powered by EventUp Planner.

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    How to Plan a Successful Fundraising Event: 10 Steps

    • Event Management
    • EventUp Planner Contributor
    • August 6, 2024
    2020 Event Strategy Guide

    Successful fundraising events are the lifeblood of many non-profit organizations and charities.

    A well-executed fundraiser can bring in much-needed funds, expand your organization’s supporter base, and ultimately make a bigger impact in the lives of those it serves.

    However, without proper planning, fundraisers can fall flat, failing to reach their financial goals and leaving organizers feeling discouraged.

    But fear not! Whether you’re a seasoned event planner or tackling your first fundraiser, this blog post will guide you through 10 easy-to-follow steps to ensure your next fundraising event is a resounding success.

    And with the help of the EventUp Planner event management platform, you’ll have the tools and support you need to pull off an unforgettable fundraiser that makes a real difference.

    Contents

    Here are 10 essential steps for planning a non-profit fundraising event:

    1. Define your cause, and set a fundraising goal
    2. Choose a type of fundraising event
    3. Define a realistic budget for your fundraiser
    4. Choose the perfect venue for your fundraiser
    5. Assemble your event team
    6. Secure sponsors for your fundraiser
    7. Spread the word on social media
    8. Register attendees and sell tickets
    9. Make donating easy
    10. Follow up and express gratitude

    How to Plan a Fundraising Event: 10 Steps for Non-profits

    Not sure how to plan a successful fundraiser? Don’t worry, we’ve got you covered with 10 simple steps that’ll take the guesswork out of event planning. Keep reading to explore each step in greater detail.

    Step 1: Define your cause, and set a fundraising goal

    Before diving into the planning process, it’s crucial to have a clear understanding of your fundraising event’s purpose and what you aim to achieve.

    Your goals may include raising a specific amount of funds, increasing awareness for your cause, or expanding your donor base.

    When it comes to setting a fundraising goal, it’s not enough to simply aim to “raise as much money as possible.” Instead, employ the SMART framework to create a well-defined, achievable target.

    SMART stands for Specific, Measurable, Attainable, Relevant, and Time-bound.

    For example, let’s say your non-profit organization focuses on providing educational resources to underprivileged children. A SMART fundraising goal could be: “Raise $50,000 (Specific, Measurable) through a charity auction event (Attainable) to fund the purchase of 500 laptops (Relevant) for students in need by the end of the fiscal year (Time-bound).”

    Step 2: Choose a type of fundraising event

    Next, it’s time to select the type of fundraising event that best aligns with your goals. There are lots of fundraising event options to choose from, including:

    • Charity auctions
    • Gala dinners
    • Walkathons or fun runs
    • Golf tournaments
    • Silent auctions
    • Benefit concerts
    • Crowdfunding campaigns
    • Peer-to-peer fundraising events

    Considering your SMART goal from Step 1, a charity auction event would be a great choice. Charity auctions provide an engaging atmosphere where attendees can bid on unique items or experiences, with the proceeds directly benefiting your cause!

    Here are some other crucial factors to consider when selecting the type of fundraiser:

    Target audience

    Your target audience is the group of people most likely to support your cause and attend your event. Understanding their preferences, interests, and behaviors will help you select an event type that resonates with them and encourages them to get involved.

    • For example, if your non-profit organization supports a cause that primarily appeals to young professionals, you might consider hosting a trendy and interactive event like a silent auction combined with a cocktail party.

    On the other hand, if your target audience consists mainly of older, more traditional supporters, a formal gala dinner with a live auction and keynote speaker might be more appropriate.

    Available resources

    Your resources include your budget, staff, volunteers, time, and any in-kind donations or partnerships you may have access to. Keeping these resources in mind will help you choose an event type that you can successfully execute without overextending your organization.

    • For instance, if you have a limited budget and a small team of volunteers, hosting a large-scale gala dinner might not be the most practical choice. 

    Instead, you might opt for a more manageable event type, such as a peer-to-peer fundraising campaign or a small-scale charity auction, which requires fewer resources and can still be effective in reaching your fundraising goals.

    Timeframe

    The amount of time you have will greatly influence the type of event you can realistically organize and how elaborate it can be.

    If you have a short timeframe, such as a few weeks or a couple of months, it may be challenging to organize a large-scale event like a gala dinner or a golf tournament. 

    • In this case, you might opt for a simpler event type, such as a virtual fundraising campaign, a small-scale auction, or a peer-to-peer fundraising initiative, which can be planned and executed within a shorter time frame.

    On the other hand, if you have a longer timeframe—say six months to a year—you may be able to take on a more complex event type that requires more extensive planning and preparation.

    Step 3: Define a realistic budget for your fundraiser

    Before you start drilling down into the details of your fundraiser, you need to establish a realistic budget. Your available resources will greatly influence the type of experience you can create for your attendees.

    To get started, work closely with your organization’s stakeholders, including your finance team and key decision-makers, to determine a budget that aligns with your fundraising goals and overall financial situation.

    Here are some top tips for building a realistic budget for your fundraiser event:

    • Identify all potential expenses, including venue rental, catering, decorations, entertainment, and marketing costs.
    • Research and compare prices from multiple vendors to ensure you’re getting the best value for your money.
    • Prioritize expenses based on their impact on the attendee experience and your fundraising goals.
    • Look for opportunities to secure in-kind donations or sponsorships to offset some of your expenses.
    • Build in a contingency fund (typically 10-15% of your total budget) to cover any unexpected costs that may arise.

    Step 4: Choose the perfect venue for your fundraiser

    With a clear understanding of your event budget, it’s time to find the perfect venue for your fundraiser! The EventUp marketplace has over 15,000 venues to choose from, and it’s free to browse and book.

    The venue sets the tone for your event and can greatly influence the overall attendee experience. The ideal venue should create an atmosphere that puts people in the giving spirit and reinforces the importance of your cause.

    So, when choosing a venue for your fundraiser, consider the following factors:

    • Capacity. Ensure the venue can comfortably accommodate your expected number of attendees.
    • Location. Choose a venue that is easily accessible and convenient for your target audience.
    • Amenities. Verify that the venue has the necessary amenities, such as catering facilities, audio-visual equipment, and parking.
    • Ambiance. Select a venue that aligns with your event theme and creates the desired atmosphere for your fundraiser.
    • Cost. Ensure that the venue fits within your event budget, including any additional fees for services or equipment.

    Keep these factors in mind, and you’ll be well on your way to securing the perfect venue that sets the stage for a successful fundraising event.

     

    Read More: Introducing EventUp – The #1 Venue Marketplace

     

    Step 5: Assemble your event team

    To run a successful fundraising event, you need a winning team. 

    Begin by evaluating your internal resources and identifying team members from within your organization who can contribute their expertise and experience. 

    Consider building a cross-functional team that includes individuals from different departments, such as marketing, finance, and operations, to ensure a well-rounded approach to planning the big event.

    If you need additional support, recruiting volunteers can be a great way to expand your team. 

    Here are 5 practical tips to help you start the volunteer recruitment process:

    1. Clearly define volunteer roles and responsibilities to attract the right people.
    2. Reach out to your existing supporter base, including donors, past event attendees, and newsletter subscribers, to see if anyone is interested in helping out. 
    3. Use online platforms or local community forums to post volunteer opportunities.
    4. Partner with local schools, universities, or community organizations to tap into their volunteer networks.
    5. Host a volunteer information session to provide an overview of your organization and the event, and to answer any questions potential volunteers may have.

    With a great team in place, you’ll lay the foundation for a well-organized fundraiser event.

    Step 6: Secure sponsors for your fundraiser

    Securing sponsors for your fundraising event has numerous benefits. First, sponsors can help offset event costs, increase your event’s visibility, and lend credibility to your cause by associating their brand with your mission. 

    Plus, sponsors can provide in-kind donations, such as goods or services, which can further reduce your overhead expenses.

    Remember: when seeking sponsors, it’s essential to find businesses or organizations that align with your cause and share your values. This alignment ensures a mutually beneficial partnership and increases the likelihood of long-term support.

    Here’s a chart to spark ideas about who you could reach out to sponsorship:

     

    Organization Type Aligned Sponsors (Examples)
    Animal Welfare Pet stores, veterinary clinics, local animal shelters
    Education Bookstores, local school districts, libraries, museums
    Environmental Conservation Eco-friendly product retailers, sustainable restaurants, renewable energy companies, parks and recreation departments
    Healthcare Local hospitals, public health organizations, pharmacies, medical supply stores
    Youth Development Children’s media companies, local youth centers, Boys & Girls Clubs, scouting organizations, children’s retailers

     

    By identifying and securing sponsors that align with your organization’s mission, you can create valuable partnerships that support your fundraising goals and enhance the overall success of your event. Check out these strategies to increase event sponsorship and find more sponsors.

    Step 7: Spread the word on social media

    Social media is a powerful tool for spreading the word about your event, as it allows you to reach a wide audience, engage with your existing supporters, and attract new potential attendees.

    For event planners (and anyone in charge of planning an event) managing promotion themselves, we recommend the following:

    • Create a content calendar to plan and schedule your social media posts in advance.
    • Use a mix of informative posts, engaging visuals, and compelling calls-to-action to capture your audience’s attention.
    • Utilize relevant hashtags to increase your event’s visibility and reach a broader audience.

    For event planners with a dedicated marketing team member:

    • Collaborate with your marketing team to develop a comprehensive social media strategy that aligns with your overall event goals.
    • Leverage the expertise of your marketing team to create high-quality, branded content that effectively communicates your event’s value proposition.
    • Monitor social media metrics and adjust your strategy as needed to optimize engagement and reach.

    Regardless of whether you’re managing promotion yourself or have dedicated support, it’s important to start promoting your event well in advance. Be sure to engage with your audience by responding to comments and messages, and to continuously build excitement leading up to the event.

     

    Check Out: Event Marketing Calendar [Template]

     

    Step 8: Register attendees and sell tickets

    Next, it’s time to register attendees and sell tickets!

    Effectively managing this stage of the event planning process ensures a well-attended event while maximizing your fundraising potential.

    To streamline this process, consider using event registration software like EventUp Planner. EventUp Planner offers a powerful online event registration and ticketing platform that seamlessly integrates with your event website, allowing attendees to register without ever leaving your site. 

    Some of the main benefits of using EventUp Planner for registration include:

    • Ability to manage pricing categories, promo codes, and group passes
    • Advanced form features, such as conditional logic and custom fields
    • Support for multiple event types, including in-person, virtual, and hybrid events
    • Secure payment gateway system that accepts multiple payment types and currencies

    Creating a seamless and enjoyable registration experience for your attendees teases the larger event to come. EventUp Planner can help you get there.

     

    Read More: 4 Easy Ways to Boost Event Registration by 20%

    Step 9: Make donating easy

    To maximize your fundraising efforts, make the donation process as simple and convenient as possible.

    First, include prominent “Donate Now” buttons on your event website and social media pages, and consider creating a dedicated virtual donation page that highlights your mission and impact. 

    Next, provide multiple donation options that cater to different preferences and circumstances at the fundraiser itself. Consider using common donation tools like GoFundMe, Text2Give, PayPal, and others. 

    Remember to offer virtual donation options for attendees who cannot attend your event in person but still wish to support your cause. 

    By making donating easy and accessible, you’ll encourage more people to contribute to your fundraiser, even if they can’t be there in person!

    Step 10: Follow up and express gratitude

    After your fundraiser event, it’s essential to follow up with attendees, sponsors, and volunteers to express your heartfelt gratitude for their support. Doing so not only shows your appreciation but also helps build lasting relationships and increases the likelihood of future support.

    Consider sending personalized thank-you emails or handwritten notes to each individual, highlighting the impact of their specific contribution.

    In addition to expressing gratitude, use this opportunity to collect valuable feedback about your event. Send out a brief survey or questionnaire to gather insights on what attendees enjoyed most, what could be improved, and what would make them more likely to participate in future events.

    By actively seeking and incorporating feedback, you can continuously refine your fundraising strategies and create even more successful events in the future.

    Pull off an Awesome Fundraiser with EventUp Planner

    Planning a successful fundraiser doesn’t have to be rocket science.

    Instead, create an amazing experience that everyone will love while staying sane along the way with tools to:

    • Template and automate key workflows to make multi-event management easier
    • Simplify planning and management of your complex events across team members
    • Support in-person, online, and hybrid events with one platform
    • Create fully branded event experiences

    EventUp Planner is a planner’s Swiss army knife for a reason! 

    Our team believes that fundraising and charity events shouldn’t be expensive. That’s why we offer plans that fit all kinds of budgets. Your team will benefit from the time savings of EventUp Planner’s handy features, without breaking the bank. If you’re curious about how we can help make your next fundraiser a stress-free success, book a call with us today.

    Transform Your Events and Drive Pipeline Using EventUp Planner

    Let’s explore how to streamline your events journey from start to finish. Book a call with our team today to get started.

    Attendease is now EventUp Planner: Same Amazing Features, New Identity

    • Product News
    • Alexis Clemons
    • August 1, 2024

    The events industry has undergone a significant transformation over the past few years, driven by evolving technologies, changing attendee expectations, and the growing complexity of event logistics. For event planners (and anyone in charge of planning events), this means it’s increasingly challenging to manage every detail, from coordinating vendors and budgets to ensuring a seamless experience for attendees. As the industry’s demands continue to rise, it becomes harder to keep everything on track and deliver outstanding events.

    At Attendease, it’s always been our goal to provide planners with powerful yet intuitive tools that enable them to plan, manage, and simplify processes every step of the event planning journey. When Attendease was acquired by Tripleseat in 2023, it was a natural fit because of our shared mission to deliver innovative solutions that empower event professionals. As we joined the Tripleseat family of leading event management software, we were introduced to EventUp: the largest online venue directory with more than 17,000 restaurants, hotels, and unique spaces. EventUp streamlines the event planning process by bringing the best venues across the US into one marketplace. Designed with corporate and social event planners in mind, EventUp allows planners to browse and book the perfect venue for their event in only a few clicks. 

    With that in mind, we are pleased to announce that Attendease will become EventUp Planner. 

    The name change reflects our mission of elevating the event management experience and building a complete ecosystem for planners, from finding a venue to planning and promoting the event. As events grow more complicated and expectations rise, the EventUp ecosystem will ensure that event professionals have an easy solution to streamline the events journey from start to finish. Planners will use the EventUp marketplace to find the perfect venue for their event, and then easily move into EventUp Planner to build their event website, manage registrations, schedule the agenda, promote their event, and track performance.

    Yes, we have a new name, but we’re maintaining our mission of empowering planners to create outstanding attendee experiences and drive community engagement. Our award-winning product and 5-star customer service will continue to deliver an exceptional experience to our customers.

    As the event industry continues to evolve, we remain dedicated to delivering innovative solutions that empower event professionals with cutting-edge tools to better manage their time and stay ahead of the curve.

    Transform Your Events and Increase Revenue Using EventUp Planner

    Let’s explore how to streamline your events journey from start to finish. Book a call with our team today to get started.