Tag: event planning

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

Benefits for you and your team:

Benefits for your attendees:

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

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

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

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

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

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

5 Steps to Mapping out a Thoughtful Event Attendee Journey

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

1. Awareness

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

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

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

For smaller virtual events like webinars or trainings:

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

2. Consideration

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

For in-person conferences and seminars:

For virtual events:

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

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

3. Decision

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

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

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

4. Retention

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

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

5. Loyalty

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

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

FAQs about Mapping a Thoughtful Event Attendee Journey

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

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

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

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

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

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

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

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

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

Every interaction is an opportunity for data collection.

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

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

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

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

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

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

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

Create a Better Attendee Experience with Leading Event Management Software

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

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

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

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

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

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How to Plan a Successful Fundraising Event: 10 Steps

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

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

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

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

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

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

Contents

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

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

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

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

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

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

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

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

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

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

Step 2: Choose a type of fundraising event

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

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

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

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

Target audience

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

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

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

Available resources

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

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

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

Timeframe

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

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

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

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

Step 3: Define a realistic budget for your fundraiser

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

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

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

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

Step 4: Choose the perfect venue for your fundraiser

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

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

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

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

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

 

Read More: Introducing EventUp – The #1 Venue Marketplace

 

Step 5: Assemble your event team

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

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

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

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

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

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

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

Step 6: Secure sponsors for your fundraiser

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

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

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

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

 

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

 

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

Step 7: Spread the word on social media

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

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

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

For event planners with a dedicated marketing team member:

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

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

 

Check Out: Event Marketing Calendar [Template]

 

Step 8: Register attendees and sell tickets

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

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

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

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

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

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

 

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

Step 9: Make donating easy

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

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

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

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

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

Step 10: Follow up and express gratitude

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

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

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

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

Pull off an Awesome Fundraiser with EventUp Planner

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

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

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

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

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

Transform Your Events and Drive Pipeline Using EventUp Planner

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

Using Account Hierarchy to Organize Finances During the Event Management Process

  • Event Management
  • July 5, 2024
Using Account Hierarchy to Organize Finances During the Event Management Process

Event planning and management is still growing and evolving as an industry. Research and Market’s report on the global events management market projects that it will reach $1.76 trillion by 2029 from a value of $936.14 billion in 2023. These figures aren’t surprising thanks to increased demand for in-person events in recent months as well as a rise in hybrid setups that incorporate both physical and virtual spaces. However, with more people seeking events management services to help organize these gatherings, it’s more important than ever for event planners and managers to pay attention to their finances. 

Account hierarchy is an excellent way for event managers to manage finances and improve the overall event management process. It ensures that every dollar is accounted for and used wisely by the right professionals and teams. 

What is account hierarchy?

An account hierarchy is a way of organizing accounts in a system and is typically used in businesses or organizations to show relationships between them. Softrax’s definition of account hierarchy notes that this structure aims to ease financial reporting, analysis, and management. When financial data is organized in a logical and consistent manner, it’s easier for event management teams to understand their financial status for better budget creation and decision-making. 

Organizing funds during the event planning process

Account hierarchies can look different depending on the organization and its needs. However, they typically include a chart of accounts (COA). A COA is an index of every account in an accounting system and can include account categories like assets, liabilities, equity, revenue, and expenses. As an events management business, you can also structure your account hierarchy based on projects or clients to track each event’s financial status. This can help you keep track of the budget of different events to ensure finances are flowing correctly and being used efficiently. 

When you know how much money is allocated to certain events and projects, and how the finances are utilized for each one, you can easily keep track of each one’s financial status and avoid overages or misusing funds. The improved organization makes managing event planning easier and ensures you stay within budget, even when managing multiple events at once. 

Risk management 

Events are often unpredictable (even with thorough planning), and these unexpected changes can affect your budget and finances. Insights from Forbes note that risk management ensures that the time and resources spent on the event are protected and still used efficiently despite new challenges.

The structure that an account hierarchy brings can help event management teams assess the financial status of the event and delegate tasks to responsible departments or teams for efficient decision-making. It can help you determine how to utilize funds to cover any emergency situations that may arise. With an account hierarchy, event managers can easily see how money is being handled to mitigate risks, removing the added stress that comes with the unpredictability of events. 

Streamlined productivity

Disorganization can easily throw your events management team into chaos. When money is on the line, this can lead to huge business impacts and can affect the success of your event. Organization and productivity are paramount for event management, and an account hierarchy can add more structure.

A clear hierarchy outlines which managers or teams have the authority or access to carry out certain financial decisions, saving time and preventing the misuse of funds. It also makes it easier to assign tasks or responsibilities to teams in charge of specific accounts. This prevents miscommunications and allows teams to know what they’re in charge of, streamlining decision-making and financial reporting to enhance productivity. 

This type of organization and task assignment is easily completed using corporate meeting planning solutions. Event planning software streamlines productivity and helps lower costs. Attendease empowers your events team with automation, organization, and easy communication tools that will save you time and cost, while improving efficiency.

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Article contributed by Brianne Watson exclusively for eventupplanner.com

13 Event Ideas for Sales Kick-Off Meetings

  • Event Management
  • July 3, 2024
Event Ideas for Sales Kick-Off Meetings

Sales kick-off meetings (SKOs) are vital for driving success in your company’s sales team. 

These events bring together your company’s entire sales team from across the country to celebrate wins, reinforce company values, and equip attendees with knowledge and tools for the upcoming sales cycle. 

When done well, sales kick-off meetings foster unity, inspire confidence, and reignite the passion that fuels top performers.

When executed poorly, attendees leave feeling deflated and uninspired— definitely not what you want for your people!

So whether you’re a corporate event planner or a sales team leader, we’ll explore the crucial elements of planning a successful SKO. Keep reading for 13 creative event ideas to engage and inspire your sales force at your next sales kick-off meeting!

What is a Sales Kick-off Meeting?

A sales kick-off meeting (SKO) is an annual or semi-annual event where companies gather their entire sales organization. These meetings typically occur at the start of a new fiscal year or sales period and are held off-site, often at a hotel or conference center (though virtual options are rising in popularity). 

The primary objectives of an SKO are to provide product and strategy updates, set goals, rev up motivation, and align the sales team for the upcoming sales cycle!

Despite the rise of remote work, successful companies like HubSpot, Salesforce, and Adobe continue to invest in SKOs. These events remain relevant as they foster team camaraderie, offer valuable training opportunities, and create a shared sense of purpose and direction for the sales force.

Common agenda items at a sales kick-off meeting include:

READ MORE: 9 Things Attendees Actually Want From Your Next Event

What Does Every Sales Kick-off Event Need?

To create a truly impactful and memorable sales kick-off event, you need to incorporate several crucial pillars that cater to the diverse needs of your company’s sales force. Let’s explore these pillars in greater detail:

Reflection & celebration

A successful SKO should start by reflecting on the previous year’s achievements, challenges, and lessons learned. Whether individual or team-based, celebrating wins boosts morale and reinforces a positive sales culture! This recognition fosters a sense of accomplishment and motivation to continue striving for excellence.

Education

Providing comprehensive product and industry updates keeps your sales team informed and equipped to handle customer objections effectively. Educational sessions should cover new features, relevant competitors, and emerging market trends. Hands-on training and role-playing scenarios can level-up everyone’s skills. 

READ MORE: 35 Creative Product Launch Event Ideas to Try in 2024

Team engagement

You have great people on your sales team. Why not leverage them? The best sales kick-off events include collaboration, problem-solving, and relationship-building. Informal break-out sessions encourage the team to learn from each other and succeed together. Activities can range from team-based challenges to social events, fostering a sense of camaraderie and strengthening team bonds. 

Collaboration

Aligning the sales team with other departments— such as marketing, product development, and customer success— is essential for a cohesive customer experience. Cross-functional sessions and networking opportunities during the SKO encourage open communication, shared understanding, and improved collaboration throughout the year.

Energy

A successful SKO should be an energizing and motivating experience for your sales team. Incorporating high-energy elements, like dynamic keynote speakers, fun activities, and memorable celebrations, can create a contagious atmosphere of excitement and enthusiasm, propelling the sales team forward into the next sales cycle!

13 Creative Event Ideas for Your Next Sales Kick-off Meeting

Crafting an engaging and memorable sales kick-off event requires a blend of tried-and-true tactics and innovative approaches. Here are 13 creative event ideas to inspire your next SKO and leave a lasting impression on your sales team:

Interactive product demos and gamification

Instead of traditional product presentations, engage your sales team through interactive demos and gamified challenges. Divide attendees into teams and have them compete in product-based quizzes, role-playing scenarios, or scavenger hunts, fostering friendly competition and hands-on learning.

Expert panel discussions

Bring in a diverse panel of industry experts, thought leaders, and successful sales professionals to share their insights, experiences, and best practices. Encourage attendees to participate in Q&A sessions and networking to keep the knowledge flowing. 

Immersive virtual reality (VR) experiences

Leverage the power of virtual reality to transport your sales team into simulated customer environments or product demonstrations. VR can provide a unique and memorable way to showcase your offerings, empathize with customer pain points, and practice sales techniques. 

Sales pitch competition

Challenge your sales team to showcase their skills in a sales pitch competition. Divide attendees into teams and assign them hypothetical products or services to pitch. Invite internal or external judges to provide feedback, in turn fostering healthy competition and skills development.

Escape room team-building

Escape rooms promote collaboration, problem-solving, and communication. Rent out an escape room venue or create your own on-site experience, dividing attendees into teams to solve puzzles and challenges together!

Charity volunteer time

Incorporate a philanthropic element into your kick-off event by organizing a volunteer event for a local charity or non-profit organization. This not only gives back to the community but also encourages bonding and a shared sense of purpose beyond sales.

Sales Olympics or Field Day

Inject some friendly competition and physical activity into your SKO by organizing a “Sales Olympics” or field day. Set up different athletic or skills-based challenges, from tug-of-war to obstacle courses, allowing attendees to unleash their competitive spirit and bond over shared physical activity. 

Sharing success stories

Invite top-performing sales reps or company leaders to share how they have overcome challenges and achieved results. Storytelling can be a powerful tool for inspiration and motivation, especially when stories come from peers or thought leaders. 

Improv comedy workshops

Improv workshops can be an excellent addition to a sales kick-off event. These interactive sessions teach valuable skills like active listening, thinking on your feet, and adapting to unexpected situations—all crucial skills for successful sales pros!

Sales mastermind sessions

Facilitate peer-to-peer learning and knowledge sharing during your sales kick-off event. Divide attendees into small groups based on experience levels, territories, or product lines, and encourage them to discuss best practices, challenges, and strategies. These sessions can be moderated by sales leaders or top performers, creating a collaborative space for continuous learning and growth.

Live music or comedy performance

Add an element of entertainment and energy to your SKO by booking some live music or a comedy act. These can serve as uplifting breaks between sessions or as part of evening social events, helping to create a fun and memorable atmosphere for attendees.

Wellness activities

Prioritize the well-being of your sales team by incorporating wellness activities into your agenda. Options could include yoga or meditation sessions, healthy cooking demonstrations, or outdoor team-building activities like hiking or a nature walk.

Sales awards gala or red carpet event

End your kick-off event on a high note by hosting an awards gala or red-carpet event to recognize and celebrate top-performing sales representatives, teams, or leaders. This is the perfect opportunity for attendees to dress up, let loose, network, and commemorate their achievements in style.

The Benefits of Running a Virtual Sales Kick-off Meeting

While in-person sales kick-off meetings offer unparalleled opportunities for team bonding, organizing them annually can be a logistical and financial challenge. 

Fortunately, modern event management technology has paved the way for virtual SKOs, providing companies with a flexible and cost-effective alternative, especially in the era of remote work.

Virtual SKOs make it easier to bring dispersed sales teams together without the need for travel or venue costs. This format offers several benefits, including:

  • Cost savings. Virtual SKOs eliminate costs associated with venue rental, travel, accommodations, and catering. 
  • Increased accessibility. Remote attendees can participate from anywhere, reducing barriers to attendance and ensuring no one misses out on crucial information and training.
  • Flexibility and convenience. Virtual event software allows for seamless integration of pre-recorded content, live sessions, and on-demand access, accommodating different time zones and schedules.
  • Reduced environmental impact. By eliminating travel, virtual SKOs contribute to a lower carbon footprint, aligning with corporate sustainability goals.

Plus, virtual event software offers live polls, breakout rooms, and gamification, ensuring your team still gets valuable opportunities for networking and bonding. 

GET THE FREE GUIDE: Implementation Guide for Virtual Events

Top FAQs about Sales Kick-off Meetings

How far in advance should I plan a sales kick-off meeting?

It’s generally recommended to start planning your SKO at least 6-9 months in advance. This allows ample time for securing venues, coordinating speakers and activities, and ensuring proper communication and promotion to your sales team. 

What’s the ideal duration for a sales kick-off meeting?

While there’s no one-size-fits-all answer, most successful SKOs range from 2-4 days. This timeframe provides sufficient opportunities for training, team-building activities, and social events without overwhelming attendees.

How can I ensure high attendance and engagement at our SKO?

Promote the event well in advance and communicate the value proposition to attendees. Incorporate interactive elements, gamification, and networking opportunities into the agenda. You could also consider offering incentives or recognition for participation and engagement.

How can I measure the success and ROI of our sales kick-off meeting?

Set clear goals and metrics beforehand, such as increased product knowledge, improved sales skills, or strengthened team cohesion. Collect feedback from attendees through surveys and follow up on tangible outcomes like improved sales performance or customer satisfaction scores in the following months.

What are the benefits of using event management technology for a virtual SKO?

Event management software like Attendease offer numerous advantages for virtual SKOs, including seamless live streaming, interactive features (polls, Q&A, breakout rooms), on-demand content access, and comprehensive analytics. These tools can enhance engagement, networking, and overall experience for remote attendees.

LEARN MORE: Continuing the Conversation: Keeping Attendees Engaged After a Virtual Event

Supercharge Your Events with Leading Event Management Software

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

Book a demo today!

6 Powerful Ways to Make Event Promotion Easy for Speakers

  • Event Management News
  • June 28, 2024
6 Ways to Make Event Promotion Easy for Speakers (And Why It Matters)

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.

READ MORE: Presenting at Webinars: What Speakers Should Know

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:

  1. 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.

  1. 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. 

  1. 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). 

  1. 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!)

  1. 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!

  1. 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. 

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!

Exploring the Future of Virtual Exhibitions for Hybrid Businesses

  • Event Management
  • June 12, 2024
Exploring the Future of Virtual Exhibitions for Hybrid Businesses

The past few years have witnessed a seismic shift in business operations, with remote and hybrid working patterns becoming increasingly prevalent. 

Virtual events, once seen as a temporary solution, have evolved into a viable and often preferred alternative to traditional in-person meetings. Webinars and digital exhibitions, in particular, have undergone a transformative few years, with organizers and attendees alike recognizing the benefits and challenges of the digital format. 

This article explores the reasons for hosting virtual events, and how even companies who maintain a physical presence have needed to adapt to accommodate the hybrid approaches adopted by the majority of companies. As a result, businesses and fundraising organizations are embracing virtual events to stay connected, engage with audiences, and present their products and services.

Benefit from Hosting Virtual Exhibitions

One of the most significant advantages of virtual exhibitions is their ability to transcend geographical boundaries. Participants from around the world can attend and engage with exhibitors without the need for costly travel arrangements. This not only broadens the reach of the event but also fosters greater inclusivity and accessibility.

Additionally, online exhibitions offer cost-effective solutions for both organizers and exhibitors. According to one study, the average cost per attendee for a virtual event is $23, compared to a far higher cost of $1,129 per delegate for a physical event. The elimination of physical venue rental fees, staffing requirements, and logistical expenses can result in substantial savings, allowing for a more efficient allocation of resources. For entrepreneurs and SMEs on a limited budget, such savings are worth realizing.

Virtually showcase an Engaging Product 

One of the key advantages of virtual exhibitions is the ability to showcase products, such as large or complex equipment that benefits from being viewed, experimented with in a controlled and immersive environment. For some organizers, virtual events eliminate spatial limitations, enhancing the demonstration of specific items which can be crucial. In industries such as sports, fitness, or commercial equipment, virtual exhibitions offer a unique opportunity to highlight their offerings in a way that prioritizes viewer engagement and provides a sales-focused demonstration.

Set a Virtual Stage

When preparing for a virtual exhibition, it’s essential to carefully plan and design the digital space. This includes considering the spatial requirements for showcasing larger equipment or products that require a specific setup. For example, golf simulators with unique ceiling-based monitors would be difficult to reach and operate in person, making a virtual demonstration more practical. Digital events also ensure a higher number of people will view and understand these types of product demos that are harder to depict in physical arenas. 

Virtual events are an opportunity to create a replica of the desired exhibition space, from a sporting arena or remote location that can’t easily be illustrated, or translated realistically, in physical event spaces. For efficient product launches, therefore, businesses can meticulously plan their digital layout, flooring, and surrounding areas to design an outstanding viewing experience for attendees.

To create a memorable online event, exploring and experimenting with virtual reality (VR) and augmented reality (AR) technologies can be a vantage point. Businesses can create impressive immersive and interactive product demonstrations that allow attendees to experience and inspect products up close. Using simulations and on-screen graphics shows interested buyers how to operate large equipment while being guided by experienced product specialists. They also allow oversized products and gadgets to be shown in a realistic, safe, and immersive setting.

Promote Unique Selling Points

Virtual exhibitions are an excellent opportunity for businesses to showcase their products detailed and unique selling points. They incorporate interactive elements, such as 360-degree product views, close-ups, and real-time demos, that invite attendees to see the product’s best features and how they work in practice.

Whatever you’re showcasing at an online event, there are multiple ways to organize a creative product launch to ensure those winning attributes really stand out to attendees. For smaller products, virtual exhibitions offer the chance to present intricate details and unique features that might be challenging to convey in a traditional setting. Attendees can zoom in, rotate, and explore products from various angles, gaining a deeper appreciation for their design and functionality.

Facilitate Online Engagement and Interaction

While virtual exhibitions may lack the face-to-face interactions of traditional events, they can still foster engagement and interaction through innovative approaches. While virtual exhibitions present numerous advantages, they also come with their own set of challenges. Technical issues, such as unstable internet connections or compatibility problems, can disrupt the flow of the event and diminish the overall experience.

People are less likely to pay attention during an online event with 67% of workers admitting to being distracted so it’s important to capture and keep viewers’ attention. This is why planning to engage in live chat functions, Q&A sessions, and digital product demonstrations can create opportunities and encourage attendees to ask questions, provide feedback, and engage with product experts in real-time.

Likewise, interactive quizzes or challenges encourage attendees to actively participate and learn about their products in an engaging and entertaining manner. It’s also important to promote products effectively and foster meaningful connections with attendees and prospective buyers during and after a virtual event.

Future of Virtual Exhibitions

As the event industry continues to evolve, it is crucial to reflect on the lessons learned from the rapid adoption of virtual exhibitions. Organizers and businesses alike must remain agile and adaptable, continually refining their approaches based on participant feedback and emerging best practices. Similarly, ensuring accessibility and inclusivity should remain a top priority. Virtual exhibitions offer an opportunity to reach a broader audience, but organizers must be mindful of potential barriers, such as languages, disability accommodations, and digital literacy gaps.

While the convenience and cost-effectiveness of virtual events are undeniable, organizers must strive to replicate the energy and excitement of in-person gatherings through the creative use of technology and interactive elements. Event organizers and businesses must remain at the forefront, utilizing emerging tools and techniques to create immersive, engaging, and inclusive experiences.

By planning regular virtual events, businesses can position themselves for success in an ever-changing hybrid and workplace landscape. For those willing to embrace change and reimagine the way they connect with audiences, there are fantastic opportunities to stand out from the crowd. Find out how to streamline your online meetings and events in one easy-to-use virtual event management platform.

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!

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

  • Event Management
  • May 16, 2024
Smart Glasses Are On the Rise: Can They Help With Event Planning?

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!

Event Agendas for Multi-Session Events: How to Make an Agenda for an Event

  • Event Management
  • April 30, 2024
Event Agendas for Multi-Session Events: How to Make an Agenda for an Event

Planning a multi-session event agenda can seem like putting a puzzle together—except that there is not only one single way to make it right. With sessions, breakouts, panels, discussions, networking, and more—it can be challenging to squeeze it all in, especially when you are managing a complex event with multiple venues, simultaneous sessions, or even speakers who are joining multiple sessions.

In this guide, we put together best practices that can support you in building an error-free event agenda while saving you time and providing an outstanding experience to your attendees.

What Is an Event Agenda?

An event agenda is a detailed plan or schedule outlining the activities, sessions, presentations, and timing for an event. It serves as a guide for both organizers and attendees, ensuring that everyone involved knows what to expect and when. Event agendas are commonly used for conferences, meetings, workshops, seminars, and other gatherings to keep the event organized and on track.

Event agendas can be distributed to attendees in advance to help them plan their schedule and make the most of their time at the event. They can also be used internally by event organizers and staff to coordinate logistics and ensure that everything runs smoothly.

When Should You Create an Event Agenda?

You should always create your event agenda early in your event planning process, even before sending invitations or opening registration. Sharing the agenda with your invitations helps guests understand what’s planned, decide which sessions to attend, and prepare any questions they might have. Regardless of the size of your event, having a clear agenda keeps things organized and ensures everyone stays on track, creating a more engaging experience.

What Should Be Included in an Event Agenda?

An event agenda should include essential details to guide both organizers and participants throughout the event. Here’s what should typically be included:

  • Event Title and Date: Clearly state the name of the event and the date(s) it will take place.
  • Start & End Times: Specify the start and end times for each session or activity to ensure everyone knows when to arrive and depart.
  • Session Titles or Descriptions: Provide titles or brief descriptions for each session, presentation, or activity planned for the event.
  • Speaker or Presenter Names: Include the names and titles of individuals who will be leading each session or presentation.
  • Location or Room Assignments: Specify the venue or room where each session will take place to help attendees navigate the event space.
  • Breaks & Networking Opportunities: Schedule breaks, meal times, and networking sessions to allow attendees time to rest, refuel, and connect with others.
  • Special Instructions or Requirements: Communicate any special instructions, such as dress code, equipment needed for workshops, or pre-registration requirements for certain sessions.
  • Q&A or Discussion Times: Allocate time for audience questions, discussions, or interactive elements within sessions, if applicable.
  • Closing Remarks or Wrap-Up: Include a section for closing remarks or a summary to formally conclude the event.
  • Contact Information: Provide contact information for event organizers or staff in case attendees have questions or need assistance during the event.
  • Sponsorship Recognition: Acknowledge any sponsors or partners supporting the event, if relevant.
  • Social Media Hashtags or Handles: Encourage attendees to engage with the event on social media by including relevant hashtags or handles.

Why Should You Create an Event Agenda?

Creating an event agenda is crucial for ensuring a smooth, well-organized event experience that meets the needs and expectations of both organizers and participants. Here are the top three reasons you should create an event agenda:

Organization & Structure

An agenda provides a clear roadmap for the event, outlining the sequence of sessions, presentations, and activities. It helps organizers stay organized and ensures that attendees know what to expect, reducing confusion and maximizing efficiency.

Time Management

By specifying start and end times for each session, an agenda helps participants manage their time effectively. It allows them to plan their attendance, prioritize sessions of interest, and allocate time for breaks or networking opportunities.

Communication

Sharing the agenda with attendees in advance helps set expectations and generates excitement for the event. It provides valuable information about the topics to be covered, speakers or presenters, and any special instructions, helping attendees prepare and engage more fully.

How to Make an Agenda for an Event

1. Create You Event Agenda with the Event Goal in Mind

As with any plan, always start with your goal in mind. What do you expect your event to accomplish? This will help you to determine the scope of the event agenda, which types of sessions to focus on, potential speakers, event format, and more. Here are some examples of goal-driven event sessions:

  • Educational goals: workshops, expert speakers, Q&A sessions
  • Inspirational goals: keynote speakers with powerful messages, panel with specialists
  • Networking goals: Breakout sessions, icebreakers, games, networking gatherings, parties, social events

Regardless of the event goal, make sure to count on regular breaks to boost energy and participation. Even 15-30 minutes are enough to get the blood flowing and the mind refreshed! In addition to having breaks for meals and refreshments, the unstructured time between sessions allows attendees to take notes on the previous session, share their learnings with fellow attendees, network with other participants, catch up on email, visit the restroom, and get ready for the next round of activities.

You may also consider what sessions to schedule post-lunch to combat brain fog. Getting attendees to move after a meal can help increase alertness and keep them energized. 

2. Call out for Event Speakers

Run a call for speakers campaign so those interested can apply and pitch a topic to speak at your event. Tools like the Attendease Speaker Management module can help you automate some of this process and make it easier for you to keep track of all of the applications, statuses, and speaker data. This is how it works: 

  1. Create custom application forms 
  2. Invite speakers, sponsors, and exhibitors to register 
  3. Review and approve or reject applications 
  4. Quickly publish approved profiles to your website 
  5. Let speakers, sponsors, and exhibitors manage their information. They can add their own bio, and all you need to do is approve it. Everything will automatically be updated on your website

3. Watch for Local Events That May Interfere with Your Event Schedule

Plan your event date and time, keeping in mind other events that could cause disruptions and make it more difficult to access your event. That includes sports events, competing conferences, and music festivals… that may cause traffic jams or an influx of metro passengers on the day of your event and may interfere with a smooth program. Consider local traffic, as well: Look into rush hour trends, public transport schedules, and scheduled construction that may cause delays. 

4. Keep Your Event Agenda on Schedule and on Time

Making sure each speaker is on time and respects the allocated time is a must to keep all sessions running smoothly and as planned without creating confusion for attendees who are following the schedule provided in advance. Here are some tips to support you with that:

  • Build a buffer between sessions
  • Make sure speakers are aware of time restrictions
  • Have a set cutoff point that speakers are aware you will stick to if they go over the allotted time
  • Have a timer on stage so that the speaker can track their progress
  • Designate a moderator to keep track of time and give the speaker a 5-10 minute warning
  • Make sure you have enough time for Q&A after each session, as required
  • When all fails, have a plan to go on stage and wrap the session in a friendly manner

5. Create a Multi-Track Event Agenda

Too many options can make it hard for your attendees to select which sessions to attend. If your event has too many options to choose from, consider creating a multi-track agenda where attendees can view the most relevant sessions and activities based on their profile.  

Using tags, you can easily categorize each session to make it easier for attendees to find and sign up for the activities that interest them the most. 

6. Watch for Event Agenda Overlaps

When developing your event agenda and multi-track options, consider not stacking up sessions from the same track at the same time. Using tags to categorize the topic of each session/ venue/ speaker can help you schedule the sessions without overlapping them and making attendees choose between two topics they are both interested in. 

The HubSpot Inbound Conference, for example, does this really well by providing tracks specific to those in marketing, sales, and customer success roles, in addition to a product education track for those interested in learning more about their platform.

7. Plan for Space Transition between Event Sessions

Consider your floor plan and session times to provide a smooth transition and transportation between sessions. Give attendees ample time to go from one session to the next without having to rush.

8. Gauge Attendee Interest with Event Surveys

Running surveys to find attendees’ interests is the easiest way to ensure you have a diverse event agenda that meets the varied needs of your audience. 

Pre-event survey: send a survey pre-event, before you decide on which topics, formats, and speakers to select to gauge your audience’s interest. 

Post-event survey: send a survey after your event to learn how attendees enjoyed each of the sessions and speakers. This will provide you with quality intel to decide on what to focus on for your next event. 

Questions about their goals for the event, what they expect to learn, and their favorite speakers… can all be good indicators of what to provide for your upcoming event.

9. Prepare for Real-Time Schedule & Event Agenda Updates

Of course, the goal is to always provide accurate program information to attendees prior to the event, but even the best-planned events go through last-minute changes and updates. While a printable event agenda can provide easy access to the event schedule, it can also make it more difficult to manage last-minute updates. 

Consider swapping print programs for environmentally friendly options, which can also provide more accurate event agenda information. TV screens across the venue displaying the agenda is one solution if your venue provides the option, or mobile apps or a mobile website can make your event agenda accessible at your attendees’ fingertips.

Event technology like Attendease can also help by automatically updating your event website agenda and mobile app as you update the backend system with new information, be that a venue change, a speaker swap, or a time update. This allows for the easiest and most accurate information to be available to attendees. 

Event Agenda Examples

Here is a simple agenda created in Attendease. The event takes place in a single location.

Here is a more complex agenda created in Attendease. This agenda features multiple venues and rooms. It also shows each session’s description and speaker information. You can also select sessions based on topics and type

Leverage Attendease to Create an Effective & Engaging Event Agenda

Planning a multi-session event agenda can pose quite a challenge. Being prepared is the best way to avoid schedule conflicts and issues while delivering an amazing experience to attendees. Event technology can surely support this endeavor; check out the Attendease event platform and the Standalone Agenda Management System – which can be plugged into your current tech stack.

Learn More!

Healthcare Event Planning: Evaluating Your Liability with Waivers

  • Event Management
  • April 18, 2024
event waiver for non profit events

Imagine all your staff, volunteers, and guests gathering for a spectacular evening to celebrate your organization’s hard work and dedication. The night is inspiring and fun, with people feeling more motivated than ever to drive their healthcare mission! 

But, for all the meticulous planning your organization puts into planning events—including the venue, catering, decor, marketing, and more—there are still some things out of your control. 

Waivers can help protect your organization in the event of accidents or mishaps. While creating waivers and getting attendees to sign them can seem like another step in the long and arduous planning process, doing so reduces your overall stress and can be done simply using event management software. 

Read on to learn more about protecting your healthcare organization from liability using online waivers!

Why are Waivers Important for Healthcare Events? 

Waivers can help protect your organization from circumstances beyond your control. They can also decrease the risk of a costly lawsuit if something unfortunate were to happen at one of your events. 

Perhaps someone slips on a drink spilled on the floor. Or one of your guests falls down the stairs at the venue. Maybe a blackout has guests asking for a refund. These scenarios may sound far-fetched, but accidents do happen, especially when you’re not planning for them. 

Waivers can also help you keep a record of everyone who attended your event, including their consent to participate despite clearly outlined risks. 

You should always consult with your lawyer or legal advisor to create an event waiver for the best protection—for your organization and your guests. 

How Can Online Waivers Help My Healthcare Organization Avoid Liability? 

Waivers can feel overwhelmed when implementing, storing, and organizing. 

Fortunately, event management software like Attendease can streamline the entire process. It’s easy to create, upload, and send waivers to your entire guest list. You can also provide helpful reminders for attendees to sign waivers leading up to the event. 

Here are some of the main ways that waivers contribute to safer healthcare events, whether virtual or in-person. 

Provide Flexibility

Event management platforms like Attendease offer customizable waiver templates, which you can easily update with your branding. It’s also simple to make edits based on the advice you receive from legal counsel. You can also upload premade waivers to get started.

Online waivers mean it’s easier to change and update waivers for each of your healthcare organization’s events. You can create custom forms to fit any event, including: 

The list goes on. 

Digital waivers make it possible for guests to sign a variety of formats and have all signed copies stored in one secure, central location. Plus, you won’t have to worry about staffing a waiver table, including scanning and organizing paper copies at your event. 

Going paperless also removes room for human error or the need for storage space. Plus, no one misses out on the event because there aren’t enough paper copies.  

If your event or activity requires a safety demonstration, you can also embed a training video into your waiver using event software for healthcare. This way all guests understand their responsibilities and risks going into the event, freeing themselves up to enjoy the event safely. 

Securing Attendee Signatures 

Event management software enables your attendees to sign your waiver via digital signature. These tools also securely store this information for record keeping. 

Customize your waivers to ensure that the required sections are completed by marking them with an asterisk. This will help ensure that all areas you need guests to read or sign are completed prior to the event. 

For even more security, you can incorporate e-photo capture into your waivers so you’ll have an image of guests as they sign the waiver. Having a photo of guests signing waivers can serve as a double protection against liability as you have two ways to verify their identity. 

Inform Event Attendees

Waivers can also inform potential guests about participation, activities, or overall expectations for an event. 

By highlighting event activities and the risks they include, you help guests determine if attending the event is the right choice for them (also known as informed consent). 

Plus, providing proper disclosure to attendees ahead of time is another way to protect your healthcare organization from liability. 

Waivers can include descriptions of important details like: 

  • Potential food allergens 
  • Extensive walking, standing, running, etc. 
  • Sports or physical contact activities
  • Sensitive topics to be discussed, such as emotional triggers, etc. 

As always, you should consult with your legal counsel to decide which activities to include in your event waivers to complete your liability coverage. 

Encourages Event Registration

Online event waivers make your event more accessible. Attendees can use their own computer-assistive technology or work with a supporter to review the waiver. 

You can also share your event waiver through several channels to ensure all participants can sign them. 

Here are a few examples: 

  • Include a link during registration. Include a link to your waiver within your registration form if you want to be sure all your participants sign prior to submitting their registration. 
  • Create a QR code. Use QR codes in your marketing materials like email newsletters, social media posts, or a day-of poster to give individuals a mobile-friendly option. 
  • Set up a waiver kiosk. Include some kiosks at your event to ensure guests who haven’t yet completed the waiver can still complete it and enter the event having signed.  

Providing guests with numerous opportunities to complete the waiver will ensure more people actually sign it, in turn increasing your liability coverage.

Streamline Healthcare Event Planning with Attendease

Waivers are essential to any event your healthcare organization hosts. Without waivers, your organization could be held liable for circumstances beyond your control. Waivers can help reduce this risk.

Event software for healthcare is well worth the investment when it comes to protecting your events. Again, be sure to consult with your lawyer or legal counsel when creating your waivers to ensure you’ve covered all your bases. And if you’re looking for the best event management software on the market, look no further than Tripleseat Planner. It’s never been easier to customize forms and communicate with attendees—before, during, and after each event. Book a demo today!

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6 Killer Revenue-Boosting Ideas for Your Next Fundraising Event

  • Event Management News
  • April 16, 2024
6 Killer Revenue-Boosting Ideas for Your Next Fundraising Event

Fundraising events are mutually beneficial for all. Not only do these events provide nonprofits with funds to power their mission, but they also offer a meaningful experience for donors, allowing you to steward stronger relationships. 

One of the best events to raise serious funds and engage donors is a charity auction. A charity auction is a high-energy, flexible event that is sure to excite any audience, whether it’s taking place online, in-person, or as a hybrid combination of both. 

To help your nonprofit bring this engaging fundraising event idea to life, we’ll explore six innovative ideas to increase your ROI. But first, let’s uncover the fundamentals of charity auctions.  

What is a Charity Auction? 

Auctions involve guests bidding on fun, unique, or luxurious items, and the highest bidder takes home the prize. There are three types of auctions:

  • Live auctions involve an auctioneer announcing items and accepting bids from the audience, whose members either state their bids aloud or raise a paddle.  
  • Silent auctions traditionally involve showcasing auction packages around a venue and guests submitting paper bids. However, paper bids can easily get disorganized, making it much more difficult for your team to effectively stay on top of incoming bids. Instead, use mobile bidding software so your participants can submit bids right from their phones. We’ll discuss this feature in more detail in the next section! 
  • Online auctions are hosted through online auction software and allow guests to bid from wherever they are, whenever they’re able to. 

Auctions involve an extensive planning process, including item procurement 9-12 months in advance, pre-event ticketing and registration, and logistics like booking the venue, catering, and technical equipment. This is why it’s essential to take ample time to prepare and get your team ready to host a show-stopping event! 

6 Ideas to Accelerate Auction Fundraising 

Auctions have the potential to be highly lucrative, but to make the most of your fundraising efforts, you need the right strategies. Let’s jump into six proven ways you can accelerate your ROI and meet and exceed your goals. 

1. Invest in the Right Auction Software 

Technology is a powerful force to increase efficiency and fundraising power for any event. OneCause recommends investing in auction software with intuitive features like:

  • Event management: Look for fundraising software that empowers your team to easily manage every step of the event planning process, including facilitating contactless check-in and check-out, generating custom ticket packages, sending segmented communications to guests, and more. 
  • Mobile bidding: With the right mobile bidding tools, participants can submit bids right from their phones, set maximum bids, and receive outbid alerts to bring them right back into the action.  
  • Item management: Easily track the status of your item procurement efforts, bundle items into packages, and create solicitation letters to send to donors and corporate sponsors.  
  • Gamification: Feature leadership scoreboards, fundraising thermometers, and engagement drivers like live chat for remote events to keep participants tapped into your event.  
  • Data tracking: Use software that will automatically generate real-time data reports so you always have a full picture of how your fundraising strategy is performing. 

Keep in mind that the right fundraising tool won’t just help you run auctions but will also make it simple to host fundraisers of all types, including walkathons, peer-to-peer fundraising campaigns, and more. Invest in an all-in-one fundraising software to get the most bang for your buck. 

GET THE FREE GUIDE: Leverage Effective Ticket Pricing Strategies & Sell Out Your Events

2. Incorporate Social Fundraising 

Social fundraising draws on the power of your supporter’s social networks to raise donations for your cause. The most common examples are: 

  • Peer-to-peer: Create a peer-to-peer fundraising page associated with your event and allow supporters to create their own personal fundraising pages alongside it. Donors can share their pages and solicit gifts from their networks, expanding the reach of your nonprofit. Make sure to work with comprehensive peer-to-peer fundraising tools to make the process as easy as possible for your participants. 
  • Giving days: Conduct a time-intensive, hyper-condensed online fundraising campaign, aiming to reach a specific goal within 24 hours. Think #GivingTuesday, but planned specifically to boost energy and awareness leading up to your auction. These campaigns thrive on social media, where donors can help spread the word. 
  • Challenges: Participants complete some sort of challenge (ex, the ALS Ice Bucket Challenge) and donate to your organization after doing so. They share a video of the challenge with their networks and challenge a few friends to continue the trend. 

Begin social fundraising in advance of your auction to help raise awareness and build excitement. At the event, announce how much was raised before your event even started to thank participants and show the power of social fundraising in action.  

3. Tap Ambassadors to Support Your Fundraising Plan 

Ambassador fundraising leverages peer-to-peer fundraising by tasking ambassadors (your most loyal and involved supporters) to raise funds before, during, and after your auction. 

There are three steps to successful ambassador fundraising: 

  1. Select ambassadors. Look to your board members, volunteers, people with social media clout, your event planning committee, and any honored guests coming to your event, like community leaders, to help.
  2. Define your program. You’ll need to outline how you will leverage ambassadors (ex, social media promotion), what your ambassadors’ goals will be (ex, selling the most tickets), and how you will onboard ambassadors. 
  3. Motivate ambassadors. Use an ambassador leaderboard and incentives (such as special prizes) to motivate supporters. 

Ambassadors can prove to be a valuable way to spread the word about your event, increasing attendance and total revenue. Make sure to properly prepare your ambassadors with any information they may need about the event, check in with them regularly, and thank them for their efforts.  

GET THE FREE CHECKLIST: How To Boost Event Registration

4. Create an Event Microsite 

Create an event microsite to provide guests with the information they need to participate and engage their networks. Include information like:

  • A short introduction to your nonprofit. 
  • Explain how you’re using the proceeds to benefit your cause. 
  • Rules for bidding and instructions on using your mobile bidding software. 
  • Event schedule. 

Then, include information about the items available for bidding: 

  • Name and number of each item. 
  • Specific but brief description of the item. 
  • Market value, starting bid amount, and minimum raise amount. 
  • High-quality photos. 

Make sure that you generate an auction item list that aligns with your supporters’ interests and fits their budgets. This way, you can garner the most amount of bids possible. 

LEARN MORE: 5 Tips to Streamline Web Communication for Healthcare Events

To spread the word, have members of your staff and volunteers share the link to your microsite widely on multiple channels, such as:

The different types of platforms nonprofits can use for multichannel marketing, repeated below
  • Social media
  • Your website
  • Email
  • Text messaging
  • Direct mail
  • Print ads
  • Flyers
  • Radio or TV slot 

Taking a multichannel approach can help you increase touchpoints with supporters and keep your organization’s event top of mind. Pair your content with strong calls to action to register or donate early so you can spark engagement. 

5. Add Raffles to Spike Giving. 

Raffles are a quick and easy addition to any fundraising event, including auctions. Simply sell raffle tickets throughout the event and draw a winner at the end of the night! 

To add this to your event, make sure that your raffle is: 

  • Desirable for your guests. Take a deep dive into past raffle sales and auction item interest to determine what your audience historically has been willing to bid on. 
  • Worthwhile to raffle instead of auction. Ensure you’re raffling off an item that you’ll cover the price of, and raise additional revenue by selling raffle tickets alone. 
  • Not competing with your auction items. Remember, your raffle is supplementing your auction. You don’t want to raffle off something that’s going to draw the attention away from your main attraction! 

Consider selling raffle tickets ahead of your event. You’ll give guests a taste of what your event will entail (like a preview of an auction item) and build interest. 

Keep in mind that raffles are technically considered gambling by the IRS. Check the laws of your state to determine if you’re able to host a raffle at all or if there are specific guidelines around how to conduct your own in-person or online raffle. 

6. Gamify Your Event  

Using gamification is a powerful tool to add competition, fun, and fundraising momentum to any event. Leverage the following gamification features to amp up giving: 

  • Bid scoreboard: Assign numbers to guests so they can bid with their numerical identity rather than their names. Project a leaderboard of who is winning each item and by how much for some friendly competition. 
  • Fundraising thermometer: Project a fundraising thermometer displaying how much has been raised by the event in tickets, bids, and donations so far. Set a realistic stretch goal number and challenge guests to reach it by the end of the night! 
  • Prizes: Offer incentives to ramp up giving for the night to the top bidders, such as free branded merchandise, a lunch with your organization’s leaders, or discounted tickets to your next event.  
  • Memory-style tile game: Make use of a memory-style tile game that displays sponsor logos. This will spark friendly competition between attendees while boosting your supporters’ engagement with your sponsors. 

Gamification encourages guests to raise more and enhances their attendee experience. Check-in with your event guests regularly to assess their engagement and add in more gamification tactics as needed. 

Implement Six Revenue-Boosting Strategies To Amplify Your Charity Auction

Through this guide, we’ve explored six revenue-boosting strategies to amplify your charity auction. Mix and match ideas or add your own unique twist on them to meet your audience’s preferences. By analyzing your donor data, you can make more informed decisions on how to organize events that will inspire generosity and resonate with donors.

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

Make Fundraising Easier with Event Software

Incorporating charity auctions into your hospital fundraisers can be a game-changer for boosting revenue and engaging your supporters. 

To streamline the planning and execution of your fundraising events, consider using an event management software like Attendease! 

With features like branded event websites, simplified registration and ticketing, marketing automation, and robust reporting, our tools can help you save time, reduce stress, and create more successful fundraising events that drive your mission forward. 


Book a demo to learn more today!

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