6 Powerful Ways to Make Event Promotion Easy for Speakers

Event Management News

June 28, 2024

As an event professional, it can be all too easy to get lost in the details.

Logistics, ticket sales, and tight timelines can fill up your list of priorities…fast. But it’s important to remember that your speakers can be your greatest asset when it comes to the overall success of your event.

Speakers are usually happy to promote an event. But if they have to work too hard to help spread the word, your event could fall to the bottom of their to-do list.

Simplifying the process and equipping your speakers with the right tools to promote your event will not only boost exposure, but will help to fill seats—a mutually beneficial outcome!

In this post, we’ll explore 6 tried-and-true strategies to make event promotion simple for your speakers. Event management technology is your BFF in the process. Let’s get into it.

Why Invest in Speaker Relations?

Prioritizing speaker relations is crucial for corporate event planners looking to deliver an exceptional experience.

First, your speakers are the heart and soul of your event. You create a win-win scenario by equipping them with the tools, guidance, and platforms to effectively promote your event. Your speakers gain valuable exposure and establish themselves as thought leaders. In turn, your event benefits from their amplified reach and credibility!

Further, cultivating strong speaker relations fosters a sense of community and loyalty. Your event gains a positive reputation—making it a coveted opportunity for industry experts and thought leaders.

Remember, your speakers are your brand ambassadors. Investing in their success is an investment in the long-term growth and reputation of your events program.

6 Strategies to Encourage Speakers to Promote Your Event

Don’t pull your hair out trying to get speakers to promote your event. Here are 6 ways to make event promotion easier for your speakers:

Make your speakers the stars of your event

Everyone appreciates proper recognition, from the newest speaker to the most established industry personality.

Shine the spotlight on your speakers by prominently featuring their headshot, bio, and topic on your event website.

Leverage the following marketing channels to showcase your amazing speakers and pump up your promotion efforts:

Paid advertising
Press releases
Industry mailers
Social media posts
Company blog posts
Email blasts

Remember to collect the social media handles of your speakers during the planning process so you can tag them in your posts. This is the easiest way to encourage them to share your carefully-crafted event messaging without having to write the captions themselves!

Pro tip: Prepare a media kit for each speaker well in advance of the event. This kit should include visual content in different formats that include the speaker’s headshot, key event details, appropriate hashtags and social media handles, and your event branding.

Invest marketing dollars to promote your speakers

To truly amplify your speaker lineup, you need to leverage paid promotion strategies. From social media advertising to influencer collaborations, these tactics can stretch your marketing dollars for maximum impact.

Consider investing in targeted Meta ads highlighting your top speakers’ expertise and accomplishments. For B2B audiences, LinkedIn Sponsored Content is another great option. You could also partner with industry influencers to cross-promote through sponsored posts and affiliate codes.

At INBOUND 2022, for example, HubSpot allocated significant ad spend towards promoting its lineup of heavyweights like Barack Obama and Viola Davis.

Don’t let your lineup go unnoticed! Strategic paid promotion increases your reach beyond your existing followers.

Provide speakers with engaging content to use

Provide your speakers with shareable, eye-catching content in all the right formats for sharing on social media. (This is where preparing a media kit comes in handy.)

Even better, partner up with speakers to create content together! Consider going live together on socials to do a “meet the expert” session or run a pre-conference Q&A period.

You could also ask your speakers to guest-write blog posts about their topic to give attendees a taste of what’s to come. These posts will come in handy for adding value to your email marketing campaigns.

To set your speakers up for success, make sure they have access to the appropriate hashtags you’d like them to use as well as correct social media handles (including sponsors, if applicable).

Supply each speaker with a customized promo code

Leverage your speakers’ platforms to boost event registration.

Your speakers have already built trust and loyalty with their audience. Make it easy for them to promote your event to their fanbase, friends, and family with a customized promo code.

This code could offer a small discount for event tickets, or even offer a limited 2-for-1 deal. This will not only provide your speakers with a friendly way to self-promote, but it’ll also provide you with a way to track the source of ticket purchases!

The key is to make sure the offer truly appeals to the speaker’s audience. Don’t hesitate to ask speakers for their input on what they think their audience will appreciate the most.

(P.S. Make sure to supply your speakers with a few discretionary tickets to gift to fans, friends, or family. Everyone appreciates a friendly audience!)

Ghostwrite your speakers’ promotional posts

Let’s be real: your speakers already have a lot on their plate, especially if they’ve been in the game for a while.

Instead of quietly hoping that your speakers will say the right thing, why not equip them for success with pre-written content?

Speakers will be more likely to share if the posts are pre-written and easily shareable. We recommend preparing a series of sample cut-and-paste social media captions in addition to the media kit we mentioned above. Be sure to include event hashtag(s), sponsor handles, and ticket purchase links.

Ghostwriting posts for your speakers makes sure all content they share is on-brand and aligned with your overall marketing strategy.

Pro tip: Depending on the speaker, they may already have a promotional team that creates their content. Offer to collaborate with their team to create engaging on-brand content that checks all the boxes!

Make event management technology work for you

By now you have some ideas for setting up your speakers for success. But how the heck are you going to pull it all together?

That’s where event management software comes in.

Platforms like Attendease by Tripleseat have made event promotion easier for speakers and organizers. With features like social integrations, custom event apps, and pre-event digital networking capabilities, there are more ways than ever to connect and engage with attendees—before, during, and after your event.

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

Effortlessly Manage Your Speakers with Event Management Software

Encouraging your speakers to promote your event doesn’t have to feel like pulling teeth.

By simplifying the sharing process for your speakers, you can boost event awareness, increase ticket sales, and even access more metrics to analyze and improve your efforts. That’s a win!

Looking for event planning software that makes multi-speaker management a breeze?

Consider Attendease by Tripleseat. Our platform is trusted by teams running some of the world’s biggest, most exciting, design-forward and tech-advanced events.

Book a demo today to find out how we can make your next event a resounding success!

Learn More!

Smart Glasses Are On the Rise: Can They Help With Event Planning?

Event Management

May 16, 2024

Technology is constantly evolving, and various industries are delving into and exploring innovations and digital solutions. The event sector is no exception, as event planners and managers are starting to experiment with tech to enhance events and the planning process. In fact, many event trends for 2024 are skewing heavily toward the digital world. Artificial intelligence (AI) streamlines event planners’ workflow, boosts operational efficiency, and enhances event experiences for attendees. Immersive technologies like augmented reality (AR) and virtual reality (VR) are also shifting how participants experience events, taking them to whole new virtual realms beyond the event venue. However, a new innovation is also making waves in various industries, making tech like AI, AR, and VR more portable and even hands-free.

Smart glasses are emerging as potential game-changers for various industries, and the demand is surging—the smart eyewear market is set to hit $10.6 billion in 2024. This burgeoning form of wearable technology allows wearers to bring visual and audio capabilities, AR and VR features, or AI tech wherever they go, with no need to pull out a device or wear bulky goggles. But can this new tool benefit the meticulous world of event planning? The answer is a promising yes, with some considerations event planners and managers should keep in mind.

What Are Smart Glasses?

Smart glasses are wearable devices that can perform various tech capabilities. Some smart glasses are equipped with open-ear speakers to allow wearers to listen to music and take phone calls, and some have cameras for hands-free photo and video taking. Other smart glasses can have AR or mixed reality technology that projects digital content into the user’s field of vision. Many smart glasses models are also designed to look like regular sunglasses or eyeglasses, allowing them to blend into the wearer’s look and provide a discreet and fashionable experience so they can be used in public without drawing attention.

Here’s how smart glasses can be used for event planning and beyond:

Quick Event Documentation

Documenting and sending photos and videos to other event staff or team members can be a source of stress on top of other crucial tasks. Smart glasses can make it much easier for event planners to capture things from their point of view without having to pull out a phone or bring around a heavy camera. The Ray-Ban Meta smart glasses showcase how the latest models can take high-quality photos, record videos, and even live stream on social media using voice commands so busy event professionals can keep their hands free for other tasks. These can be helpful in the planning stage when exploring venue options, picking out potential decor, documenting the set-up process, and more. The glasses can easily send pictures and videos to other staff who aren’t present, keeping them in the loop. These smart glasses can also be used to snap quick shots of the event or broadcast it onto Meta’s platforms like Facebook and Instagram. It also helps that the glasses look like a classic pair of Ray-Ban Wayfarers, keeping the look discreet and stylish no matter where you use them.

Hands-Free Communication

Miscommunications can throw a wrench into your plans, causing disruption in the event planning process. Smart glasses can help manage communication woes, making it easier for you to get in touch with team members, suppliers, vendors, clients, and more. No more scrambling for your phone—you can discreetly communicate and access information with a simple voice command or touch gesture. If you need to make or take an urgent call, you can command your glasses to dial someone or pick it up, and you’ll be able to hear them through the speakers. You can also send someone a text message if you can’t ring them. Being able to quickly contact someone hands-free can make it easier to properly discuss any plans or issues while managing other tasks, allowing for efficient and smooth event planning.

Enhanced Event Visualization

In the early stages of event planning, it can help visualize how a venue looks when it’s set up for the event to ensure that the space is appropriately decorated or can help direct the flow of attendees. Instead of relying on mental notes and tape measures when visiting a potential venue, you slip on your smart glasses. AR capabilities can overlay a digital blueprint of your envisioned event layout. Furniture placement, stage design, and even décor details appear before your eyes using 3D models, allowing you to virtually walk through the perfected space and make adjustments on the fly. This AR feature can revolutionize site visits and planning sessions, boosting efficiency and precision. Glasses like the Rokid Max AR Glasses can provide a wide display and project high-quality images and footage in your field of vision, enabling an immersive experience.

AI Assistant

If you’ve ever been stumped by a question or lack some information, smart glasses can provide the knowledge you need on the go. Some smart glasses, like Frames from Brilliant Labs, use AI software to assist the wearer, which is perfect for busy event professionals who need to maximize their time wisely. You can use voice commands to ask the glasses’ AI a question, search the web, identify landmarks, and even translate written and spoken speech. Smart glasses with AI capabilities can help fill in any gaps in information and make the planning process more detailed. If someone needs directions to the event venue, the glasses can identify any notable landmarks to direct people there. Need to do a quick search for a nearby decoration store or catering service? Smart glasses can look up information for you. These smart glasses can save time and effort and help you focus on more important tasks.

Benefits of Smart Glasses During Event Planning

While the potential is exciting, it’s essential to acknowledge the limitations of current smart glasses technology. Processing power and battery life are still evolving, which might restrict the complexity of event planning applications. Additionally, using smart glasses might raise privacy concerns for attendees, especially regarding data collection or recording. The widespread adoption of this relatively new technology may take time, especially since many smart glasses models are quite expensive and need more time to evolve.

Despite the challenges, the potential benefits of smart glasses for event planning are undeniable. As technology continues to develop, you can expect even more innovative applications to emerge. Event planners who embrace this technology early on can gain a significant advantage by streamlining their processes, maximizing efficiency, and creating truly unforgettable events.

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!

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

Event Management

March 26, 2024

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:

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

How to Manage Multiple Events at Once

Event Management

March 19, 2024

Handling multiple events at the same time is a unique challenge for corporate event planners.

When done well, running multiple events at once can help your organization scale its reach, increase engagement, and optimize resources. However, without proper planning and coordination, juggling multiple events can quickly become chaotic and overwhelming.

This post covers key strategies to help you manage multiple events at once—without pulling your hair out. With the right frameworks in place, it’s possible to deliver seamless, high-quality experiences for everyone involved, event after event.

We’ll also dive into how event management tools make your life easier through automation, cloning, and cross-team collaboration.

Read on to learn how to scale your corporate events program successfully!

Multi-Event Planning and Organization

Thorough planning and organization are crucial when running multiple events at once. Otherwise, it’s easy for things to slip through the cracks. Here are some proven strategies to set you in the right direction.

Establish clear objectives for each event

Every event you run should support a specific purpose tied to organizational goals. It’s crucial to outline the desired objectives for each event you’re managing at the outset to ensure strategic alignment.

For example, the goal of an annual conference might be to educate employees on new company initiatives for the upcoming fiscal year. A networking happy hour, on the other hand, may seek to strengthen relationships between sales team members.

Defining objectives will inform the decisions you make around content, activities, and resources for each event.

Create a master event calendar

When running multiple events, a centralized calendar listing all dates and deadlines will be your new best friend.

Follow these steps to create your master calendar:

List all events with their dates and locations.
Add key milestones like vendor booking deadlines and payment deadlines.
Include standing meetings and appointments with key stakeholders.
Identify conflicts or scheduling issues.
Assign team members to be accountable for milestones.
Build in buffer time for unexpected delays.
Regularly update the calendar with any date changes, new events, or task completions.

NEED HELP? Download our Event Marketing Calendar Template to manage all the moving pieces of your event from one unified place!

Prioritize Events

Not all events demand equal levels of your time and attention.

To make your life easier, identify priority events such as the annual all-hands-on-deck conference, executive summits, or important training seminars. Dedicate more planning resources to these high-priority events to ensure they go off without a hitch.

By prioritizing your events, lower-stakes events won’t monopolize the bandwidth or resources needed for your company’s more strategic initiatives.

Efficient Resource Allocation

Running multiple events simultaneously requires that you carefully allocate resources—financial, human, and technological. Setting budgets, delegating tasks, and utilizing event management tools optimize how you distribute resources across your entire portfolio of events.

Budgeting and financial planning

Creating a master budget and then separating finances for each individual event prevents the co-mingling of funds—not to mention overspending on individual events!

Here are some best practices for managing budgets for multiple events:

Assign a specific budget to each event based on its scope, audience size, and organizational priority. Larger budgets go to high-priority events.
Consider opening individual bank accounts for each event, which can help you manage costs in real time.

Build approval protocols for expenses over a set threshold, especially for discretionary spending categories.
Regularly reconcile your projected versus actual costs and adjust budgets as needed.
Look for opportunities to save on bulk orders or multi-event vendor contracts.

Keeping event finances separate and organized from the beginning will save you time and headaches down the line.

Human resources management

Your team’s bandwidth is a precious resource when juggling multiple events.

Avoid burnout by delegating responsibilities among capable team members. Identify opportunities to cross-train employees for different event roles, such as registration support or speaker management. This flexibility prevents bottlenecks when someone is out.

It’s essential to treat your team members well to maintain morale and productivity across your demanding portfolio schedule.

Technology and tools

You know you don’t have to do everything manually, right?

Event management tools centralize planning and provide automation for repetitive tasks. This streamlines cross-event workflows such as:

Registration and ticketing
Email campaigns and reminders
Vendor and speaker management
Task assignment and tracking

Tools like Attendease by Tripleseat optimize data sharing across large teams and multiple events. With all information and workflows in one secure, cloud-based platform, you can maintain focus on strategic priorities rather than time-consuming manual tasks!

But with so many options, how do you choose? Download our step-by-step guide: Finding The Right Event Management Platform!

Communication and Coordination

Frequent, open communication keeps all parts moving across multiple events. Establish centralized channels to facilitate the quick, transparent exchange of information within and across your planning team.

Establish clear communication channels

Clear communication sets your team up for success by avoiding bottlenecks and information silos.

Consider implementing the following:

Set up shared mailboxes, Slack channels, or other platforms to house conversations, documents, and knowledge for each event planning team.
Determine meeting cadences and use agendas to stay on track.
Record decisions and action items in shared drives.
Share calendars widely to distribute real-time awareness of deadlines and dependencies.

With these structured channels, your team can exchange information quickly and transparently so that no details get lost.

Regular team meetings

Schedule standing team meetings to get status updates on all events. Use these meetings to foster open dialogue and quickly resolve any conflicts that arise.

Recurring touchpoints could include:

Daily standups to cover new action items, blockers, and quick wins.
Weekly check-ins to assess progress toward goals and address any roadblocks.
Monthly reviews of master calendars and budgets.

No matter the size of your team, regular check-ins will help you identify hurdles early and move forward as a unit.

Client and stakeholder communication

Keep clients and organizational stakeholders (like event sponsors) happy by looping them in on progress through regular touchpoints. This could include weekly or monthly email updates on timelines, budgets, and key metrics.

Gather their feedback early and often through surveys or calls. Immediately communicate any issues or risks that arise along with proposed solutions.

Post-event, share relevant highlights and testimonials to showcase value, getting them onboard for the next event.

Streamlining Event Processes

Look for ways to streamline planning across your portfolio of events. Consistent workflows increase efficiency and reduce the risk of missteps.

Standardize your processes

Don’t waste time and resources reinventing the wheel. Regularly review your event management workflows to identify opportunities for standardization.

Consider reviewing your processes for the following:

Vendor sourcing and contracting
Venue relationships and booking
Catering Policies
A/V equipment requests
Security procedures
Sponsorship and exhibitor requirements
Staffing and volunteer coordination

Checklists, timelines, and templates solidify best practices so that you can reliably execute your events each and every time.

FREE CHECKLIST: Is Your Event Management Software Empowering Your Team? Because empowered team members equals happy, engaged team members who take pride in putting on epic events!

Templates, templates, templates

If it isn’t broken, why fix it? Reuse successful agendas, floor plans, show schedules, and other program elements from past events.

For example, compile a master design folder with pre-approved branding assets and graphics to pull from. Or create a shared library of training materials if you host a recurring session across multiple events.

Templates accelerate the planning process so you can scale your events without wasting precious time and energy.

Contingency Planning

Despite the best-laid plans, you can expect surprises when managing multiple events. Identify potential risks ahead of time and develop contingency protocols to minimize disruption.

Identify potential risks

No one wants to plan for something to go wrong. But failing to do so can be disastrous for your event—not to mention your company’s reputation.

For each event, conduct a risk assessment to spot potential vulnerabilities across factors like venue (power outages, WiFi issues), vendors (delivery issues, staffing shortages), and attendance (lower than expected registration).

Depending on where you’re located, climate and local weather conditions can be a factor. Make sure you have a well-defined Plan B (or Plan C) in case things take a turn for the worse.

Crisis management

Similar to contingency planning, having emergency protocols in place is crucial for taking quick action in the case of a major issue.

Consider your protocols for evacuation procedures, crisis communications to attendees, clients, and leadership, and triggers for event cancellation or postponement.

Tip: These procedures are great candidates for standardization and templates, but they need to be reviewed regularly.

Having protocols in place ensures all team members understand how to respond in an emergency, especially if you’re not able to be present at every single event.

Event Technology and Automation

Technology and automation help you smoothly execute multiple events at scale. The right systems provide the data and workflow optimization needed across multiple events to deliver outstanding experiences every single time.

Event management solutions

Event management platforms like Attendease by Tripleseat centralize planning by providing:

Role-based permissions to control team access
Cloning capabilities to easily replicate events
Customizable forms to capture event data
Vendor and speaker management tools
Robust reporting and analytics

Software automation ultimately frees you from tedious manual data entry to focus on strategic priorities.

Registration and ticketing systems

Registration and ticketing are major pain points when running multiple events, but event management tools can alleviate common headaches with the following:

Branded registration pages and confirmation emails to provide a consistent experience
Flexible pricing and promotions that are tailored to your target audience(s)
Secure payment processing that reduces checkout frustration
Automated confirmation and reminder emails that improve communication with minimal effort
At-a-glance tracking and registration analytics that enable data-driven decision-making

When registration and ticketing are optimized, you stand out by providing smooth experiences that make attendees eager to RSVP. This enhances turnout across all your events!

Post-Event Evaluation and Feedback

Just because your events wrap up doesn’t mean the work is done! Gathering insights through post-event analysis and attendee feedback is crucial for continuously improving future events.

Post-event evaluation

After each event, ask your team reflective questions to identify areas of success and improvement, such as: Did we accomplish the intended goals and objectives? How can we enhance the agenda or program based on feedback? What did attendee surveys reveal about the experience? Were there any vendor or partner issues? Did we stay within budget?

Make sure to document your findings and takeaways in a shared drive so that they’re easy to reference when planning the next event.

Gather attendee feedback

Collecting feedback from attendees provides valuable insights into their experience of your events. This allows you to continuously enhance your events over time.

Here are a few ways to gather attendee feedback:

Exit surveys immediately after events
Follow-up email surveys a few days later
Focus groups, usually with an incentive
Social listening
Directly asking for testimonials

With feedback from multiple events, you can identify patterns and systematically improve recurring issues over your events portfolio.

Deliver Exceptional Events While Staying Sane Along The Way

Handling multiple events at once requires strategic planning, efficient execution, and continuous improvement. By following the best practices set out in this guide, you’ll be able to build the infrastructure to maintain a growing events portfolio successfully!

Standardizing and automating repetitive processes is key to executing multiple events well at scale. Attendease by Tripleseat is an all-in-one platform that provides robust tools to scale your events efficiently through automation, cloning capabilities, and cross-team collaboration.
Now is the time to level up your corporate events program—schedule a demo of Attendease’s event management solution today!

Schedule a Demo

Engaging Your Event Team: 5 Tips for Boosting Morale

Event Management

February 29, 2024

You’re a few months away from what you hope to be a show-stopping event for your association’s members. While you can hardly wait for the day to come, you know there’s still a lot to get done in the meantime—from locking down the perfect venue to developing attention-grabbing marketing materials that drive registrations. Effectively engaging your event team ensures they maintain the focus and motivation they need to excel in their roles.

In this guide, we’ll reveal some top tips for supporting your event team and paving the way for an unforgettable event. Here’s what we’ll cover:

Clearly outline roles and expectations.
Promote wellness among your event team.
Make sustainable decisions.
Check in with your event team often.
Practice gratitude.

By keeping your event team engaged to the finish line, you’ll set your next event (and future events to come) up for a resounding success.

1. Clearly outline roles and expectations.

Minimize confusion and maximize productivity by clarifying which people get assigned to which roles. Doing so empowers your staff and volunteers to confidently deliver on expectations without waiting for more specific guidance or conflicting with someone else’s responsibilities.

For instance, let’s say that you’re preparing to host a hybrid event, like a conference or networking session. Your event team will likely include the following roles:

Event Manager. This individual oversees your event planning as a whole, coordinating with various team members to ensure that everything proceeds smoothly. They’ll create a timeline for your planning and managing the event budget.
IT Specialist. This team member will leverage your event software to ensure that both in-person and virtual attendees have a pleasant experience at your event. They’ll help with setting up video and audio and, during the event itself, assist with any technical issues or questions.
Digital Engagement Coordinator. Virtual attendees may find it more challenging to make connections when they can’t engage in face-to-face interactions. Therefore, it’s crucial to have dedicated strategies to keep them engaged. The digital engagement coordinator will send live polls, conduct Q&As, and manage the chat room during your event.
Marketing and Communications Manager. Promoting your upcoming event is vital to securing as many event registrations as possible. The marketing and communications manager will craft eye-catching marketing materials like social media posts and video clips to drum up excitement leading up to your event. Additionally, they can cover follow-ups like thank-you messages and event recaps.
Sponsorship Coordinator. Sponsorships can provide essential funding to cover your event expenses and enhance your event’s overall quality. This team member will be responsible for securing event sponsors and cultivating long-term, productive relationships with them by maintaining communication throughout and following the event.

Always opt for more communication than less—not just with your team but with the individual volunteers who will be helping out on the day of the event as well. Ensure they have clear roles tailored to their strengths and interests, whether checking guests in at a conference or collecting donated running shoes for a good cause.

2. Promote wellness among your event team.

Wellness is emerging as an increasing priority among both companies and associations. You want your team members to put in their best effort when preparing for your upcoming event, but this shouldn’t come at the cost of their health and well-being.

There are several widespread wellness benefits that you can offer to your event team and all your association employees, including:

Flexible working arrangements
Mental health services and resources
Gym membership
Wellness workshops

Demonstrate to your event team that you’re invested in them as individuals, not just for performance in their roles. It can go a long way toward building loyalty, reducing burnout, and retaining their skills and talent for years to come. Additionally, by ensuring your team is taking care of themselves, you can be confident they’ll feel their best and deliver when the event date rolls around.

3. Make sustainable decisions.

According to Gallup, 71% of Americans worry “a fair amount” to “a great deal” about the environment. Chances are, many of your event team members and future attendees fall into this category. Engaging in sustainable practices at your association is not only an essential aspect of good corporate citizenship. It can attract more socially conscious employees, volunteers, and members.

Encourage your team to make sustainable decisions during event planning, such as:

Choosing a venue that uses renewable energy sources.
Offering a virtual attendance option to reduce the carbon footprint.
Providing event materials in a digital format.
Adding recycling bins throughout your venue.

At the same time, there are plenty of sustainable initiatives that you can organize for your association as a whole. For instance, you could hold educational workshops for staff and members to attend or plan regular recycling events. Sneakers4Good suggests creatively boosting your environmental impact by collecting and donating gently used running shoes.

4. Check in with your event team often.

While each event team member has their tasks and responsibilities, they must be able to work cohesively to achieve your overarching event goals. 89% of HR leaders agree that ongoing peer feedback and check-ins are critical for successful outcomes.

Ensure that your event team feels supported at all times by:

Opening up channels for daily communication, such as Slack.
Scheduling weekly or bi-weekly meetings to share important updates.
Sending out an annual or bi-annual survey to collect feedback.

Be on the lookout for ways that you can better support your event team moving forward. For instance, they may identify a need to update your event equipment or adjust your marketing strategy in a way that allows you to improve future results.

5. Practice gratitude.

Developing a culture of gratitude at your association is an excellent way to build a tight-knit community of employees, volunteers, and members around your mission. While you know it’s common practice to thank attendees after your event, don’t forget to recognize all the hard work done by your event team!

eCardWidget’s employee recognition guide recommends several engaging options for thanking your event team, including:

Recognition awards or certificates
Social media shoutouts
Animated eCards
A wall of fame

Provide your event team with opportunities to recognize their peers for exemplary performance. It can be as simple as an eCard that they can fill out or a bulletin board that they can post positive comments.

Even after a well-executed event, keep engaging your event team members to solidify their morale and strengthen their bonds. Host a post-event debrief and discuss relevant event metrics such as attendance or virtual versus in-person engagement.
Then, take the opportunity to brainstorm ways you can boost your results moving forward. Doing so allows your event team to celebrate successes and develop a mindset for improving from one event to the next.

Learn More!

BlueJeans Video Conferencing Alternative: Attendease

Event Management
Event Management News

February 21, 2024

BlueJeans, a Verizon-owned software company, is sunsetting this year. Now, customers who have been using the video conferencing platform to host online events, conferences, meetings, or live streams, have to find a new way of connecting with virtual audiences.

Are you a BlueJeans customer looking for an alternative solution? Losing access to the software you love is no walk in the park, but fortunately, choosing and implementing a new platform is easier than ever with Attendease.

What Is BlueJeans?

Founded in 2009 and launched for commercial use in 2011, BlueJeans was started by Krish Ramakirshnan and Alagu Periyannan as a video conferencing solution that hoped to be “as comfortable and as casual as your pair of jeans.” Later, in May 2020, BlueJeans was acquired by Verizon for about $400 million.

The business-focused, cloud-based video conferencing platform offered users the ability to connect across multiple devices from anywhere in the world. Users could host interactive events and live streams as well as share screens, collaborate across video and audio, and integrate with other conferencing solutions.

BlueJeans Video Conferencing & Virtual Events Platform

With a wide variety of interactive options and high-quality, production-grade experiences, BlueJeans was a popular virtual events platform. Large companies, schools, and other organizations used BlueJeans to host and manage engaging events for people across the globe.

What Happened to BlueJeans Video Conferencing Software?

On August 8, 2023, Verizon announced that it would sunset BlueJeans in the first half of 2024.

Instead of an immediate shutdown, Verizon started the sunset process by terminating the BlueJeans Basic tier and free trial offers on August 31, 2023. According to their shutdown announcement, the rest of the video conferencing platform will be discontinued at some point in 2024.

Why Is Verizon Shutting Down BlueJeans?

The move by Verizon to sunset BlueJeans was shocking to many users of the platform. In a mass email to BlueJeans users, Verizon claimed the decision was made “due to the changing market landscape.”

Did Verizon fail to capitalize on BlueJeans’s massive subscriber list, vast reach, and premier products? Did the company change the direction of its core focus or simply struggle to sell end-user services like a virtual collaboration tool? We can only speculate why Verizon decided to shut down BlueJeans and leave users in the lurch.

Your Alternative to BlueJeans: Attendease

If you use BlueJeans and now have to search for a new video conferencing platform or virtual event solution for your team, try Attendease.

Attendease is a comprehensive event planning and management software platform that businesses can use to connect with audiences, automate processes, and save resources. We provide a seamless, branded experience for our users and make it easy to integrate with other video conferencing providers as needed.

Why is Attendease the best alternative to BlueJeans? Here’s what our all-in-one platform has to offer.

Use One Tool Across the Entire Event Lifecycle

Attendease is designed to help you plan and manage your event over its entire lifecycle. Rather than using a variety of tools to complete different tasks, you can use one tool for event promotion, pre-event planning, event management, and post-event analysis. You can also consolidate any of your existing enterprise tools—such as Marketo, Salesforce, HubSpot, Google Analytics, Slack, etc.—with Attendease as well as integrate your preferred video conferencing provider, such as Zoom, GoToMeeting, or Webex.

Our flexible platform is designed to manage even the most complex of conferences, meetings, webinars, or other events for your team, customers, or industry partners.

Manage In-Person, Online, Hybrid, & Live Events

No matter what event format your business relies on; you can plan and host events with Attendease. Our software supports in-person, online, hybrid, and live events from one platform and has the versatility to change formats as needed to throw a successful event. From virtual events to in-person meetings and everything in between, the Attendease platform simplifies and automates workflows to save resources and grow your audience.

Streamline the Event Planning & Management Process

With our easy-to-use and fully integrated platform, you can streamline the event planning and management process for every online meeting, hybrid conference, or live-streamed webinar. Our comprehensive event tools offer everything you could need to throw a business event, from a painless registration process and features that help increase your reach to a user-friendly interface and customized speaker workflows.

You can customize the Attendease platform to fit your needs—no web developer required, and if you have questions or need assistance, reach out to our excellent customer support for help and answers. With a quick turnaround, you’ll be on your way to event success.

See Attendease in Action: Schedule a Free Demo

Looking for an alternative to BlueJeans video conferencing software? Look no further. We’ve got you covered.

Attendease is a leading all-in-one professional event planning and managing software that provides an intuitive, seamless, and convenient digital experience. Whether you are hosting a virtual conference, scheduling an annual all-hands meeting, or presenting a live webinar, you can streamline the entire event planning and management process with Attendease.

Contact us or book a free demo today to see all the features Attendease has to offer and learn more about how we can help you throw your next conference, meeting, webinar, or event.

Learn More!

Handbook #1 – Finding The Right Event Management Platform

Event Management

January 18, 2024

Critical steps you need to take to find the right event management platform

Hosting corporate events means different things to different people. There is not just one event management platform on the market. So, how do you find the right one to fit the needs of your attendees and your organization? Whether planning conferences, seminars, product launches, or even team-building retreats, the key to orchestrating seamless and impactful events often lies in the technology you use to manage them.

In this handbook, we will demystify the world of event management platforms. We will explore the critical steps you need to take to find the right event management platform that truly meets your business needs, ensuring that you do not end up with yet another SaaS tool that either never gets used or does not get used to its potential.

Attendease Handbook: Finding The Right Event Management Platform

Download the step-by-step guide: Finding The Right Event Management Platform!

Get the handbook

Learn more about:

How to get internal buy-in for new technology.
Conducting a needs assessment exercise.
Finding and evaluating event management tools.
Understanding pricing models and negotiating better deals.