Tag: event management software

Ditch Disjointed Tools and Workflows with Event Planning Software

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

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

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

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

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

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

What is Event Planning Software? 

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

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

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

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

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

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

Read more: 5 Ways to Streamline Your Corporate Event Planning

 

What are the Benefits of Using Event Scheduling Software?

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

⏱️ Saves you considerable time 

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

👍 Keeps you organized

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

📈 Boosts productivity 

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

✨ Increases event attendance

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

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

 

What are the Top Features of Event Management Solutions?

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

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

Event registration and ticketing

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

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

Schedule and speaker management

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

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

Event marketing automation

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

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

Event website builder

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

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

Multi-event management

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

Read more: How to Manage Multiple Events at Once

Virtual and hybrid event capabilities

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

Event reporting capabilities

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

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

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

 

Event Planning Software FAQs

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

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

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

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

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

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

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

 

Work Smarter, Not Harder with Event Planning Software

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

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

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

Book a Call

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!

    Book a demo

    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.

    How to Plan a Successful Trade Show: 10 Key Elements

    • Event Management
    • July 9, 2024
    Essential Elements of a Successful Trade Show

    Trade shows are a golden opportunity for companies to shine. With 84% of attendees holding buying power (according to Exhibitor Online), these events help exhibitors generate leads, drive sales, and put their solutions directly in front of their target audience.

    For hosts, a knockout trade show is an A+ marketing move. It strengthens your company’s brand presence, unveils new offerings, and facilitates those coveted face-to-face interactions. Exhibitors get a chance to stand out, reel in prospects, and give hands-on demos that make an impact.

    And let’s not forget attendees! They gain exclusive access to industry insights, networking opportunities, and the opportunity to explore a smorgasbord of products and services in one convenient location.

    Done right, a seamlessly executed trade show can spark major business wins: increased sales, deeper customer connections, and a serious boost in brand awareness. This post lays out 10 key elements that, combined with trade show software like Attendease, will help you plan an awesome trade show. Let’s dive in!

    What Are the Benefits of Hosting a Tradeshow?

    Trade shows are a smart move for businesses, offering valuable opportunities for hosts, exhibitors, attendees, and sponsors alike. Let’s take a closer look at how each key player can benefit from a well-executed trade show:

    Benefits for your company

    Hosting a successful trade show puts your company in the spotlight. We’re talking major street cred and brand recognition in your industry— just look at the Consumer Electronics Show (CES). Hosted by the Consumer Technology Association, this event has become a globally recognized launchpad for the latest tech innovations.

    Benefits for exhibitors 

    For exhibitors, trade shows are a golden ticket to connect with a concentrated pool of qualified leads and potential customers who are ready to buy what they’re selling. Face-to-face interactions let them impress prospects with live product demos, gather valuable feedback, and forge lasting business relationships.

    At the SEMA Show, for instance, automotive aftermarket exhibitors get to rub elbows with over 132,000 buyers from around the globe!

    Benefits for attendees

    Attendees score an all-access pass to explore an exciting range of products, services, and cutting-edge industry trends— all under one roof. They can chat with experts, attend educational sessions, and network with peers and potential partners.

    Benefits for sponsors

    Trade shows help sponsors promote their brands and align themselves with a specific industry or major event. Secure a prominent sponsorship spot, and companies can amplify their visibility and reach their ideal audience with laser-sharp precision. Plus, it’s common for sponsors’ logos and branding to appear on promo materials (whether digital or physical) and event signage. 

    Read more: Strategies to Increase Event Sponsorship: How to Get More Sponsors

    10 Essential Elements of a Successful Trade Show

    Planning a successful trade show takes careful planning and preparation. Keep reading for 10 crucial elements that every trade show needs to have: 

    Element #1: An awesome venue

    Nailing the perfect trade show venue is your first job. The space sets the tone for the entire experience. 

    When scoping out potential locations, keep an eye out for facilities with ample square footage to accommodate exhibitors, attendees, and any speakers or special events on your agenda.

    Convenient transit options and nearby hotels make life easier for travelers. Loading docks, freight elevators, and a flexible layout that allows for creative booth configurations are key logistical considerations. On-site amenities like WiFi, A/V equipment, catering, and even parking can seriously elevate the attendee experience.

    Don’t forget to assess the venue’s branding opportunities, too. Can you plaster your logo everywhere? Are digital signage and promotional spaces available? Small details like this elevate your trade show from just “nice” to an absolutely unforgettable event.

    Need help finding the perfect venue? Find an EventUp venue near you!

    Element #2: An intuitive and optimized layout

    With your venue locked in, it’s time to create a trade show layout that keeps attendees moving smoothly from booth to booth while enticing exhibitors with prime real estate. A well-designed floor plan is a delicate balancing act.

    Tradeshows should offer a variety of booth options to suit exhibitors’ needs and budgets— from spotlight-stealing island booths to affordable inline spaces. But don’t go overboard here; leave plenty of open space for attendees to mill about freely. Nobody wants to feel like they’re squeezing through a crowded subway car!

    Transform dead zones into lively hubs by strategically placing lounges, concessions, and sponsored activation areas throughout the venue. Get creative with intelligent zoning (for instance, grouping exhibitors by product category creates a natural traffic flow). 

    With an intuitive layout offering the best of both worlds, your trade show will be an immersive experience that wows attendees and exhibitors alike. 

    Element #3: Trade show software

    Planning and executing a flawless trade show is no easy feat. However, having the right event management software in your corner can make this monumental task way simpler. 

    Don’t go it alone—streamline every aspect of your event with an all-in-one platform that handles it all.

    From trade show registration software to schedule management, marketing automation, and comprehensive reporting, Attendease puts every vital tool at your fingertips. Our best-in-class event planning software lets you check many tasks off your list with just a few clicks!

    With Attendease as your event command center, you’ll free up time to focus on the details that truly elevate your trade show from just “nice” to a wildly successful, buzz-worthy experience. No more scrambling—just streamlined operations and happy exhibitors, sponsors, and attendees.

    Get the free guide: Master The Art Of Choosing The Right Event Management Platform

    Element #4: Engagement activities 

    You’ve nailed the venue and layout. Now it’s time to get attendees pumped with engagement activities that keep the energy high!

    Spice things up with gamification elements like a scavenger hunt or a trade show passport that encourages attendees to visit different exhibitor booths.

    Offer prizes and incentives (who doesn’t love free swag?) for completed passports to encourage maximum booth circulation. You could even gamify things further with a tradeshow-themed game app that unlocks exclusive content or entries into a raffle for a grand prize. 

    Get sponsors involved by offering premium branded prizes or letting them host activation areas along the engagement trail. With a little creativity, you’ll transform your trade show into an interactive space that attendees won’t want to leave. Now that’s how you deliver an unforgettable experience!

    Element #5: A solid crisis management plan

    Even with careful planning, unexpected emergencies can happen at any trade show. That’s why having a comprehensive crisis management plan is crucial for planners and venues alike. Collaborate closely with your venue’s team to understand their safety protocols and chain of command should an incident occur.

    Key considerations to address in your crisis plan include:

    • Natural disasters (severe weather, earthquakes, etc.)
    • Security threats (active shooter, bomb threat, etc.)
    • Power outages or technical failures
    • Medical emergencies
    • Crowd control and evacuation procedures

    Don’t forget to also establish a clear communication strategy for notifying exhibitors, attendees, staff, and emergency personnel. Plan ahead by evaluating your liability. With a robust crisis management plan in place, you’ll be prepared to respond swiftly and mitigate risks, ensuring your trade show prioritizes safety above all else.

    Element #6: A comprehensive marketing plan

    A successful trade show deserves a marketing strategy to match. Creating a comprehensive plan that leverages multiple channels is key to driving awareness and attendance. Here are some important marketing channels to consider: 

    Social media

    An active social presence lets you promote exhibitors, tease special activations, give sponsor shout-outs, and build major buzz around your event. Strategic hashtagging and influencer collaborations can amplify your reach.

    Paid ads

    Paid advertising allows you to expand your trade show’s visibility based on your desired budget and targeting parameters across social media and search engines. 

    Email marketing

    With higher ROI than social media, email marketing enables direct communication with attendees through compelling content and strategic automation.

    Event website

    A dedicated trade show website serves as a comprehensive information hub, providing attendees with everything they need to know—from exhibitor lists to session schedules and registration details.

    Traditional channels

    While digital reigns supreme, traditional channels like print ads, flyers, and radio spots still hold relevance for reaching location-specific audiences or demographics that respond well to these tactics.

    Element #7: A proper exhibitor kit

    A comprehensive exhibitor kit is a must-have for ensuring your vendors have all the resources they need to make a splash at your trade show. This handy packet streamlines planning and sets clear expectations, allowing exhibitors to focus on delivering awesome experiences.

    An effective exhibitor kit should be distributed at least one month prior and include the following:

    • Exhibitor manual with all rules, regulations, and deadlines
    • Floor plans and booth assignment details
    • Move-in/move-out instructions and schedule
    • Event staff and venue contact information
    • Shipping and material handling information
    • Order forms for booth services (electrical, internet, catering, etc.)
    • Marketing opportunities like show guides and sponsorships

    By equipping exhibitors with these materials upfront, you’ll avoid last-minute fires and keep operations running smoothly. A little preparation goes a long way in facilitating a world-class trade show experience!

    Element #8: Clear and engaging maps & venue signage

    Well-designed maps and signage ensure attendees and exhibitors can effortlessly navigate your trade show. But why just make them functional when you can elevate them into an engaging experience?

    Integrate interactive map features like augmented reality (A/R) activations to build excitement as guests find their way around. Highlight key exhibits, lounges, and sponsored spaces through vibrant graphics and bold design elements. Don’t forget both print and digital versions—your trade show app software is the perfect place for a mobile-friendly map!

    Prevent aimless wandering by strategically placing signage at all entrances, cross-sections, and washroom corridors. Get creative with custom illustrations, your company’s branding, and fun directional cues for an on-brand atmosphere.

    By making maps and signage clear, fun, and experiential, you’ll keep attendees effortlessly flowing from one can’t-miss destination to the next.

    Element #9: The right entertainment 

    A little entertainment can go a long way in keeping the energy high at your trade show. The right act, performer, or activity elevates the overall atmosphere into a fun experience that attendees will fondly remember. 

    When selecting entertainment, consider your industry and audience first. Here are a few options to explore:

    • Corporate comedians or improv troupes (professional services, B2B)
    • Dance performers or acrobats (hospitality, tourism, fitness)
    • Live music acts or DJs (music, nightlife, lifestyle brands)
    • Video game competitions or esports (technology, gaming)
    • Celebrity meet-and-greets (media, entertainment, consumer products)

    Whether it’s interactive, audible, or just plain fun to watch, the right entertainment injects serious energy and creates buzz-worthy moments. An energized trade show experience = happy attendees and exhibitors.

    Element #10: Catering and refreshments 

    Providing catering and refreshments isn’t just about keeping people fed and hydrated. It’s a savvy way to encourage attendees to stay longer, plus it creates informal networking opportunities and increases overall satisfaction in the event. 

    When vetting caterers, seek ones with experience handling large-scale events and the staffing/equipment to serve thousands efficiently. Variety is also key—offer a wide selection of cuisines and dietary options to cater to every palate. And don’t forget beverages! Well-stocked bars and plentiful coffee and water stations are a must.

    The right caterer will collaborate with you on creative ways to integrate F&B activations throughout your floor plan, like sponsored snack stations or themed bars that double as Instagram-worthy hangouts. Because fed, happy attendees make for productive, memorable trade shows!

    Planning an Amazing Trade Show: FAQs

    Now that you know the key elements of a successful trade show, let’s dive into some frequently asked questions:

    How long does it take to plan a trade show?

    General wisdom states that you should start the planning process 12-18 months in advance for the best possible experience. The more lead time, the better for securing venues, selling booths, and rolling out your marketing campaigns. 

    How much does it cost to organize a trade show?

    While costs can vary greatly based on size, location, and scope—typically ranging from $15,000 for smaller shows to over $1 million for major expos and conventions—the potential returns make trade shows an extremely valuable investment. 

    By connecting face-to-face with your target audience, you can drive brand awareness, generate high-quality leads, boost sales, and strengthen customer loyalty—delivering substantial ROI.

    Why should I use trade show software to run my event?

    Leveraging all-in-one event management software like Attendease streamlines every aspect of planning—from online registration to email communication, sponsorship management, reporting, and more. 

    How can trade show software help me market and promote my event?

    Built-in email marketing, social sharing, customizable registration paths, and more equip you with all the tools needed to drive awareness and process registrations from a centralized platform. All this is available to you (plus more) on Attendease! 

    Make Your Trade Shows Even Better with Event Management Software

    Planning a great trade show doesn’t have to be difficult. 

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

    • Template and automate key workflows (create once, clone as needed)
    • Simplify planning and management of your trade show across team members 
    • Consolidate reporting in one dashboard
    • Deliver a fully-branded trade show experience

    Attendease is the event planner’s Swiss army knife for a reason. If you’re curious about how we can help make your next trade show a stress-free success, get in touch with us today. 

    Book A Call

    Healthcare Event Planning: 5 Best Practices for Advocacy Events

    • Event Trends
    • May 2, 2024
    Advocacy Events: 5 Best Practices for Generating Support

    With corporate social responsibility (CSR) on the rise, one of the ways your healthcare organization can spread the word and generate support is through CSR events—specifically advocacy events!

    By partnering with local businesses and other for-profit enterprises looking to make an impact, you’re opening your organization to receiving support and much-needed funds.

    Advocacy events are important for your healthcare organization because they help spread awareness of your mission and bring the community together. These events can also double as advertising, making them extremely valuable for your local business partner(s). 

    In this article, we’ll cover 5 best practices for running a successful advocacy event for your healthcare organization. Let’s get started!

    Table of Contents

    1. Set clear goals for your advocacy events
    2. Personalize all promotional communications
    3. Center the attendee experience
    4. Consider virtual or hybrid advocacy events
    5. Measure the support generated

    Healthcare Events and Corporate Social Responsibility: A Perfect Fit

    Did you know that consumers are more likely to purchase goods and services from socially responsible companies? That’s why corporate social responsibility (CSR) initiatives are often used to differentiate businesses from their competitors. 

    These initiatives allow businesses to give back to the community, make a difference, and build a positive brand image that resonates with consumers. 

    And what’s an initiative that most businesses can get behind? Healthcare. 

    So whether your organization has been around for years or it’s just starting out, healthcare event planning can make a huge impact on your fundraising efforts. 

    You never know until you ask. Plus, you might be surprised by just how many local businesses are eager to partner with your healthcare organization to create mutual benefit and impact. 

    5 Tips for Planning Healthcare Advocacy Events

    Convinced that CSR can help your healthcare organization broaden its reach? Here are 5 tips to keep in mind when planning your next advocacy event. 

    1.   Set clear goals for your advocacy event

    It’s common to set goals for fundraising events and to set additional goals if your event is focused on advocacy. 

    Ask yourself the following questions to kickstart the process:

    • How many conversions are we aiming for?
    • Are we planning on funneling attendees toward becoming donors, volunteers, or both?
    • How long do we want our new relationships to last?
    • Will there be media coverage, and what do we hope to gain from it?

    Consider these goals in the context of the type of event that you plan on hosting. A peer-to-peer event such as a swim-a-thon is suited to advocacy and fundraising, as supporters will share their fundraising pages, spreading awareness and bringing in donations. That means that advocacy goals for this type of event can be higher than those of, for example, a bake sale fundraiser.

    You’ll want to communicate with your local business partner about their event goals so that you’re on the same page. 

    LEARN MORE: Need fresh ideas for your next healthcare event? We’ve got you covered. 

    2.   Personalize all promotional communications

    You’ll want to help your local business partner promote your advocacy event by creating promotional communications they can use. These communications can go to their employees and customers, as well as to your organization’s members and their networks. 

    You can personalize these messages by:

    • Using the recipient’s preferred name. Some individuals want to be addressed by their first name or a nickname, whereas others will be more receptive if you use their title and last name, so make note of these preferences.
    • Leveraging employee and customer interests. If your local business partner knows that some of their employees or customers would be particularly interested in an event, make sure to address that in your communications to them.
    • Examining the recipient’s advocacy history. If your partner’s employees or customers have a history of volunteering, advocating in the community, donating to healthcare organizations, or attending healthcare fundraising events, they will be more receptive to attending advocacy events for your organization. 

    You can make personalization easier by segmenting employees and customers into groups based on common interests and characteristics. This helps you send more targeted communications, resulting in a higher chance of success!

    LEARN MORE: Review our top tips for streamlining your healthcare website to better communicate about your upcoming events. 

    3.   Center the attendee experience

    Although the event’s primary goal is to increase awareness of your cause, it’s still important to ensure attendees have a positive experience. Center the attendee experience by doing the following:

    • Make registration easy. You’ll want to make event registration simple and convenient to encourage more people to attend. You can make the registration page mobile-friendly and have a simple ticket purchase system.
    • Choose an event that supporters would enjoy. Consider both your supporters and your event partner’s employees, and decide on an event that both groups would be happy to attend. You can even survey supporters and employees to determine what events they’d enjoy.
    • Keep presentations short and sweet. Presentations are often held at advocacy events to educate attendees on your cause and operations. However, these presentations can distract from the main activities of the event. Keep them concise so attendees can absorb the information and go back to enjoying the event.
    • Pick interactive activities. Games, performances, virtual reality experiences, and other interactive activities keep attendees engaged throughout the event!

    Remember that just because the event is meant to help your organization doesn’t mean the attendees your event partner brings can’t have a great time. Communicate with your event partner to brainstorm events that all attendees would enjoy and fit into their CSR initiatives.

    4.   Consider virtual or hybrid healthcare events

    Hybrid and virtual charity events are becoming more popular in today’s increasingly technology-focused world. These events have many benefits when compared to traditional in-person events, such as:

    • No distance limitation. Since the event is virtual, supporters from all over the country or world can attend.
    • Greater outreach. Because individuals from different locations can attend your virtual event, your local business partner will be able to reach a wider audience.
    • Convenience. Supporters can attend your virtual event from their homes, making it a convenient option.

    To ensure that attendees have a positive event experience, make sure to add interactive virtual activities, use music to set the mood, and interact with the attendees using the chat function. That way, you get all of the benefits of a hybrid or virtual advocacy event and the connection of an in-person event.

    LEARN MORE: Engage more supporters and grow your audience with virtual fundraising events. 

    5. Measure support generated

    After the event is over, help your local business partner out by measuring the support generated from their employees and customers. With this data, you can help them quantify their impact on your organization—and use this information to improve the future events you run together. 

    Take a look at the following metrics:

    • Newsletter sign-ups
    • Volunteer registrations
    • Donations

    These metrics all represent some form of conversion from attendee to supporter. By watching these metrics, you’ll be able to assess how successful the event was in advocating for your cause and gaining supporters. You’ll also help your local business partner understand the impact they helped create, which they can use as part of their marketing materials!

    Event software for healthcare makes it easy to measure success from pre- to post-event. 

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

    While advocacy events can create a large impact for your healthcare organization, there’s no need to be stressed about making sure that the event runs perfectly. Simply implement the best practices above to make the most of your advocacy events, allowing you to foster a positive and mutually beneficial relationship with your local business partner!

    Eager to streamline your healthcare event planning? Look no further than Attendease by Tripleseat. From small to large and complex events, it’s never been simpler to plan and manage all of your events in one flexible platform. Book a call today and discover how Attendease by Tripleseat helps you optimize your event management.

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

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

    Learn More!

    4 Proven Event Formats for Launching Your Next Pharmaceutical Product

    • Event Management News
    • April 25, 2024
    Apple event 2021

    This is an exciting time for your pharmaceutical company. 

    You’ve spent countless hours doing R&D, passed all regulatory requirements, and you’re finally ready to bring a revolutionary new product to market. But whether this is your first launch or your fiftieth one, you know this phase is only the beginning. 

    An engaging introduction to the market is crucial for your new product’s success. So, how do you effectively engage your audience, increase brand awareness and trust, and ensure your product starts off on the right foot—all at the same time? 

    You plan a successful product launch event.

    In this guide, we’ll explore the ins and outs of planning a memorable pharmaceutical event to launch your next product. Let’s dive in! 

    What Is Experiential Marketing, and Why Does It Matter?

    Whether you’ve gawked at the lineups outside an Apple Store the week after an Apple Event or stumbled upon a unique pop-up during your lunch break, one thing is for certain: experiential marketing is more popular and more effective than ever!

    Experiential marketing—sometimes also referred to as event marketing—consists of direct, one-on-one engagement with the consumer in a branded offline or hybrid experience. 

    At its core, experiential marketing encourages interactivity, engages the consumer’s senses, and helps to promote a positive, humanized brand impression that can be seen, heard, and felt.

    Pharmaceutical companies can learn from the success of companies like Apple who use event marketing to generate serious buzz and sell out their new products. 

    GET THE HANDBOOK: Not sure how to choose the right event management platform for your needs? Don’t worry, we’ve got you covered. 

    Key Considerations for Pharmaceutical Event Planning

    The first thing you should consider is the type of event that would ultimately make your launch more successful. The key is to create something that your audience will find engaging, informative, and memorable.

    For instance, if your audience is healthcare professionals, you might consider a webinar series to launch your product and provide training. Or if you’re looking to connect with the general public, a virtual press conference with medical experts might work best.  

    In general, pharmaceutical launch events typically involve a combination of educational presentations, panel discussions with experts, and media engagement to generate awareness and interest in the new product. 

    Pharmaceutical Product Launch

    4 Top Formats for Your Next Pharmaceutical Event

    Next, let’s discuss the best event formats for your next pharma product launch: 

    1. Keynote Event

    Delivering a keynote address at a major conference is a powerful way to launch your latest pharmaceutical product. This format allows you to showcase your latest innovation on a prominent stage, often in front of thousands of healthcare professionals, researchers, and industry leaders!

    A compelling keynote typically features a charismatic speaker—such as a renowned expert or company executive—who delivers an engaging presentation that highlights the groundbreaking science, clinical benefits, and patient impact of the new product. 

    For example, at the 2017 American Academy of Dermatology (AAD) Annual Meeting, Novartis delivered a keynote address to launch their new psoriasis treatment, Cosentyx. The presentation featured impressive efficacy data and patient testimonials, generating buzz and excitement among dermatologists in attendance. 

    Keynote addresses are ideal for hybrid events, as many are live streamed to reach a global audience. So if you’re looking for a way to elevate your brand and inspire a highly targeted audience of healthcare professionals, a keynote with a strong media focus is ideal.

    LEARN MORE: 35 Creative Product Launch Event Ideas to Try This Year

    2. Industry Trade Shows and Conferences

    Trade shows and conferences are the perfect place to connect with healthcare professionals, industry experts, and potential partners or investors. These events provide an ideal platform to showcase the latest drugs, therapies, and medical devices your company has to offer. 

    For example, the American Society of Clinical Oncology (ASCO) Annual Meeting—the world’s largest oncology conference—is a prime venue for pharmaceutical companies to present clinical trial results and introduce new cancer therapies. 

    Consider setting up exhibits, delivering presentations, and holding press conferences to generate interest in your product among the medical community and media. 

    Plus, by engaging with healthcare professionals and industry leaders at these events, your company can effectively raise awareness about your new product and establish valuable connections within the industry. It’s a win-win!

    3. Virtual Press Conference

    When launching a new pharmaceutical product, consider hosting a virtual press conference. Doing so allows you to effectively reach a wide audience of journalists, healthcare professionals, and industry stakeholders. 

    A well-organized virtual press conference typically includes presentations by company executives, medical experts, and key opinion leaders, followed by a Q&A session. 

    For example, Biogen held a virtual press conference in June 2020 to announce the FDA approval of their Alzheimer’s drug, Aducanumab. The event included presentations by company executives, medical experts, and patient advocates, discussing the drug’s potential to slow cognitive decline in early-stage Alzheimer’s patients.

    Ultimately, virtual press conferences allow your company to deliver a compelling narrative around your new product, generate media coverage, and build excitement among relevant stakeholders—all without breaking the bank. 

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

    4. Webinar Series

    Webinars are another powerful format to launch your latest pharmaceutical product. This format allows you to deliver in-depth, informative content that showcases the science behind your new product while providing valuable insights to medical experts. 

    A well-structured webinar series typically consists of multiple sessions spread over a period of time, each focusing on a specific aspect of the new product, such as its mechanism of action, clinical trial results, and patient management strategies. 

    Gilead Sciences, for instance, successfully launched its hepatitis C medication, Harvoni, in 2014 through a series of educational webinars. These events highlighted the drug’s high efficacy and convenient single-pill regimen, providing healthcare professionals with the knowledge and confidence to prescribe the new treatment. 

    By leveraging event management software, a webinar series can help your company educate and engage with healthcare professionals and ultimately drive the adoption of your new product. 

    LEARN MORE: Best Practices for Hosting a Webinar Event

    Uncomplicate Your Pharma Event Planning with Event Management Software

    Launching a new pharmaceutical product requires careful planning and execution.

    By choosing the right event format—whether it’s a keynote address, trade show exhibit, virtual press conference, or webinar series—you can showcase your product’s unique features, share compelling clinical data, and establish your company as a leader in the field. 

    Need a helping hand with your pharmaceutical event planning? Attendease provides a powerful suite of tools to manage all of your events—large and small—in one place. 

    Learn more today!

    Learn More!

    Does Your Appearance Matter When Hosting a Webinar?

    • Event Management
    • April 2, 2024
    Does Your Appearance Matter When Hosting a Webinar?

    In recent years, professional communication has undergone a significant transformation. According to industry reports, virtual events have increased almost 1000% since the beginning of 2020, and webinars have become a powerful platform for knowledge sharing and networking. Previously, we’ve discussed tips on how to host your first webinar, covering steps such as developing content and spreading the word about your event. Today, we’ll be taking a look at whether your appearance matters as a host, sharing tips on dressing to establish credibility and shaping brand perception. After all, webinars are a highly visual medium, and how hosts present themselves can make all the difference in capturing and retaining audience attention.

    Why your appearance matters when hosting a webinar

    A Forbes article written by sociologist Tracy Brower highlights a study from the journal Social Psychological and Personality Science, which found that when you dress in a more professional way, you tend to perceive yourself as having more power. It also helps you identify more with the people around you and enhances your ability to think more effectively. Meanwhile, other studies have shown that formally dressed individuals are rated as more competent because professional attire communicates maturity, capability, and success.

    For virtual events that rely almost entirely on appearance rather than small talk and warm handshakes, presenting a polished look establishes your professionalism and credibility right from the outset. Every aspect of your image – from your clothing and grooming to your posture and facial expressions – sends subtle messages to your audience, shaping their perception of you and your message. So, here are some tips for dressing professionally for hosting a webinar. 

    Dress for your industry

    Your choice of clothing sets the tone for the webinar and communicates professionalism to your audience. Consider the nature of the webinar and your role as the host. If it’s a formal business event, opt for similarly formal attire such as a tailored suit for men or a polished pantsuit for women. Casual or semi-formal webinars call for business casual attire. For this, select a collared shirt like the Men’s Performance Button Polo by Kenneth Cole or the Gloria Vanderbilt Women’s Amanda Button-Front Shirt paired with dress pants or a skirt. No matter what, avoid loud, distracting prints and overly casual clothing such as t-shirts or jeans, as they may give the impression of unprofessionalism.

    Wear minimal accessories

    Making a fashion statement with accessories can be great in any non-professional scenarioIn any non-professional scenario, making a fashion statement with accessories can be great. However, when presenting a webinar, some accessories like chunky jewelry can serve as a distraction, especially if they’re shiny or make it’s shiny or makes a lot of noise with movement. Be smart and keep it simple when accessorizing. If you’re a glasses-wearer, pick glasses frames that look professional and stick to neutral colors like black, brown, or tortoiseshell. Consider frames that are classic and timeless instead of pairs that are trendy or flashy, such as the Caracas from Michael Kors or Frogface frames by Arnette. If you’re prone to glare or reflections from screens, invest in anti-glare lenses to improve visibility and reduce distractions during the webinar. 

    Consider your webinar background

    Think of your webinar’s background as an extension of your professional appearance. A survey of professionals supports this notion as video background evaluations parallel dress attire, with background sometimes judged to be more important than clothing choice. As such, choose a neutral and uncluttered background for your presentation that complements your attire. Avoid backgrounds that are too busy or messy, which can distract viewers. For this, it’s best to set up a dedicated space for hosting webinars with a professional backdrop.

    As the host, your appearance plays a pivotal role in setting the tone for your webinar and influencing how your audience perceives you and your message. By presenting yourself professionally, you establish credibility, create a positive brand image, and facilitate effective communication with your audience, ultimately contributing to the success of your webinar.

    Simplify the complexity of managing your webinars and virtual events with a powerful suite of tools

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

    Learn More!

    Image by Freepik

    5 Best Practices for Hosting a Virtual Fundraising Event

    • Event Management
    • March 28, 2024
    Three young professionals sitting at a table and looking at a laptop.

    If your organization is looking for a savvy way to engage more supporters and grow your audience, look no further than virtual events, which have become a staple in the nonprofit sector. In fact, event organizers rank virtual events as having increased registrations, greater ROI, and greater attendee engagement when compared to in-person events.

    We recommend hosting a few virtual events annually to leverage these benefits for your organization. And what better purpose do those events serve than helping your organization raise more funds?

    Whether you need help with your virtual fundraising event’s marketing strategy or selecting the right technology, this guide is here to help. In it, we’ll help you carefully plan your virtual event by going over five best practices. Through proper preparation, you’ll be able to push forward your event with confidence and meet your goals.

    1. Select the type of virtual event

    Just as there are many different types of in-person fundraising events, there are various virtual event ideas that you can use to maximize participation and secure donations for your mission. A few of them include:

    • Gala
    • A-thon style events, like a virtual walk-a-thon
    • Charity auction
    • Panels and webinars
    • Online workshops
    • Fundraising challenges

    When choosing which virtual fundraising event to host, consider what your audience of supporters and potential donors would be interested in. For example, if you are on the team of an animal shelter nonprofit, your supporters might be excited about a virtual walk-a-thon, as it’ll allow them to exercise with their pets. On the other hand, if you run a medical association, your audience might be more interested in a formal affair, such as a virtual gala.

    If you’re unfamiliar with virtual events and don’t feel confident about removing the in-person element entirely, don’t worry—consider hosting a hybrid fundraising event instead! When done correctly, these events give you the best of both event formats.

    2. Choose your event technology wisely

    After you’ve decided on what type of virtual fundraising event you’re hosting, you’ll need to purchase technology that facilitates a smooth planning and hosting process.

    At the very least, you’ll need a live-streaming tool, as most virtual events require some form of software that allows attendees to watch event proceedings. Additionally, depending on your organization’s needs, you may also need an application that allows attendees to stream themselves as well, such as for an online workshop event.

    Other popular types of software you may find helpful for a virtual event include:

    Be sure to properly vet any new technology before you invest in it. Do this by checking reviews, reading testimonials, viewing case studies, and scheduling demos with the provider. Prepare a list of questions about the software ahead of time, and be sure to get them answered during your meeting.

    3. Strategically market your virtual event

    One of the core advantages of virtual events is that attendees are not limited by their geographic location. Another benefit is that your attendee limit is not limited by your venue. That means that you can host a much larger number of attendees than if you were hosting an in-person event. As a result, you must make the most of your marketing efforts to get as many people to attend as possible.

    As you determine how you’ll promote your virtual fundraising event to potential attendees, be sure to use marketing channels that allow for maximized visibility, such as:

    • Your website. Your nonprofit’s website is the first stop for any individual who wants to learn more about your organization and what you do. Take the opportunity to add links and call-to-action (CTA) buttons to your event information and registration pages to encourage supporters to attend.
    • Email. If you send email newsletters to subscribers, be sure to include details about your upcoming virtual fundraising event. Your email subscribers have already demonstrated their interest in your organization’s success and are therefore more likely to attend a fundraising event.
    • Social media. Promote your event through social media platforms such as Facebook, Instagram, and LinkedIn to maximize your outreach. Add the links to your event registration page within your post or directly on your social media profile so visitors can easily register to attend.

    Don’t be afraid to reach out to your established supporters through their preferred methods of communication as well! Direct mail and text messaging are also popular and valuable marketing channels that you can leverage to increase registrations for your virtual fundraising event.

    4. Keep supporters engaged throughout the event

    Although virtual fundraising events have great potential for keeping attendees engaged, you’ll need to work a little harder than with in-person events. There’s a level of separation between you and your attendees, and you’ll have to creatively overcome this barrier to keep your attendees’ attention.

    During the event, use the following strategies to keep attendee engagement high:

    • Gamification, such as leadership scoreboards or fundraising thermometers
    • Audience participation, such as creating breakout rooms
    • Interactive content, like polls and surveys
    • Live attendee chat systems

    If you’re struggling to keep attendees engaged, do your research to find additional tried-and-true methods employed by experts. Elevate recommends you do this by reading fundraising books, which impart a wealth of knowledge and can inspire your nonprofit with fundraising and engagement ideas.

    5. Follow up with attendees after the event

    To maximize the value of your event, don’t forget to follow up with attendees afterward. Thank your long-time supporters for their continued support, and steward any first-time supporters. Plus, show your gratitude to those who made a gift during the event.

    This is also a great time to solicit feedback on your fundraiser. MemberClicks recommends including the following questions in your post-event survey:

    • Overall, how would you rate the event?
    • What did you like most about the event?
    • What did you like the least about the event?
    • How could this event have been improved?
    • How likely are you to recommend our event to your peers?

    The answers to these questions are especially valuable if this is your first time hosting a virtual fundraising event. They’ll provide a springboard for you to make valuable changes that improve future events.

    Although virtual fundraising events may seem intimidating, they are similar to in-person events on a basic level. You need to plan thoroughly, attract attendees, delight them during the event, and strengthen your relationships after your event. Be sure to evaluate your virtual fundraising success through key performance indicators and your feedback survey so you can continue to grow and fulfill your mission.

    Simplify the complexity of managing your meetings and events with a powerful suite of tools

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    Learn More!

    Handbook #3: Master The Art Of Choosing The Right Event Management Platform

    • Event Management
    • March 26, 2024
    https://info.eventupplanner.com/master-the-art-of-choosing-the-right-event-management-platform

    A guide to shopping, evaluating, and onboarding the right software for your events and meetings business.

    There are four key factors to consider when looking for and implementing a new event management and meeting management tool to your software stack. This handbook will guide you through the four steps on how to find the right solution for your event needs, properly onboarding once you select the right tool, and finally, how to take full advantage of the platform so you get your money’s worth.

    Attendease Handbook: Master The Art Of Choosing The Right Event Management Platform

    Download the handbook: Master The Art Of Choosing The Right Event Management Platform

    Get the handbook

    Deep dive into four key factors when picking an event management software:

    1. 9 Critical Customer Success Factors to Consider When Shopping for an Event Management Tool
    2. Vetting Event Management Technology for Ease of Use Before You Buy
    3. How to Evaluate the Onboarding Process of Event Management Software Companies
    4. Get The Most From Your New Event Management Software Platform