Tag: Strategy

10 Winning Strategies for Increasing Event Ticket Sales Online

  • Event Management
  • EventUp Planner Contributor
  • October 9, 2024

Filling seats is your biggest priority and your biggest challenge as an event planner. Potential attendees have a smorgasbord of options, meaning competition for their attention is fierce. It’s normal to be left wondering— how can I stand out and sell more tickets?

The good news is, the event ticketing market is booming. Revenue in the U.S. event tickets market is projected to reach $36.26 billion in 2024 and grow at a 2.85% annual rate through 2028. This represents a huge opportunity for savvy planners to capture their share of ticket sales!

In this post, we’ll explore 10 proven strategies that leverage event ticketing software and your event communications to sell more tickets. When implemented effectively, these strategies allow you to maximize your reach and ultimately sell out your events. 🎉

Let’s dive in!

How to Increase Ticket Sales for Events? Check out these 10 Tips!

Make sure you’re on the right track to drive ticket sales with the following strategies. Plus, learn how event registration platforms like EventUp Planner make it easier to promote your event and sell tickets online.

Create a winning pricing strategy

Nailing your ticket prices is crucial for making sales. Price too high and you risk driving attendees away. But price too low and you risk leaving money on the table. Ideally you want to take an approach that maximizes sales while still appearing valuable to potential attendees.

One way to find that sweet spot is by offering flexible bundles and packages tailored to different audience segments: 

  • Tiered pricing for basic, premium, and VIP levels
  • Group discounts for larger parties
  • Bundled packages with added extras like merch or experiences
  • Dynamic pricing based on demand

Creating a sense of urgency through limited-time pricing and low ticket availability can also boost conversions. Advertise early bird discounts or things like “50% off tickets this week only!” to capitalize on the fear of missing out. (But use this tactic sparingly—using scarcity or urgency can get old really fast.)  

Once you’ve perfected your pricing, use event ticketing software to easily sell tickets online. EventUp Planner has top features like different pricing categories, promo codes, and group passes—making it super easy to implement your ideal pricing structure.

Promote your event on social media

Social media is a fantastic way to get your event out there and reach a larger audience. The key is concentrating on the two or three social media platforms your target attendees use most. Ensure these are places your people actually spend time, and tailor the content you share to that specific audience and platform.

Here are some more best practices to keep in mind when selling tickets using social media: 

  1. Create engaging content. Stand out with creative videos, behind-the-scenes sneak peeks, and other share-worthy content tailored to each platform’s native style. For Instagram, design eye-catching graphics and Reels. On TikTok, recreate trending challenges related to your event theme.
  2. Encourage user-generated content (UGC). Incentivize attendees to organically share about your event through contests, branded hashtags, and photo ops! Award prizes for the best fan photos/videos using #YourEventHashtag.
  3. Use hashtags and geotags. Increase the chance of your event being discovered by using relevant location-based and interest-based hashtags that your target audience follows. (For example, #NYCevents or #TechConference)
  4. Engage with your followers. Don’t just broadcast—reply to comments, re-share user posts, go live, and stir up conversation around your event. This builds buzz and a sense of community.
  5. Run targeted ads. Run paid ads to laser-target your ideal attendee personas across social platforms using their specific interests, behaviors, locations, etc.
  6. Offer contests and giveaways. Drive engagement through giveaways for free tickets, VIP upgrades, or event merch and experiences. For example: “Like and tag 3 friends for a chance to win VIP passes!”
Need help streamlining your social media promotion? EventUp Planner allows you to schedule and automate social media campaigns and posts through integrations with marketing platforms you already use! Plus it’s easy to capture user-generated content through branded hashtags, then re-share through automated workflows.

Use email marketing to its full potential 

Email marketing allows you to tap into your existing customer database and retarget people who have already expressed interest in your event. This warm audience is far more likely to convert compared to cold outreach. Email is also highly measurable, letting you optimize campaigns for maximum ticket sales!

Here’s how to get the most out of email marketing for your event: 

  1. Segment your list and personalize event communications. Don’t blast the same generic email to everyone. Segment your email list by factors like demographics, interests, previous attendance, etc. Then, personalize emails with dynamic content tailored to each segment for higher engagement. (For example, market VIP packages differently to past VIP buyers.)
  2. Promote special offers. Entice signups by promoting early bird pricing, group discounts, package deals, and other special offers through dedicated email campaigns. This exclusivity drives purchasers to buy early.
  3. Capture abandoned carts. Set up automated remarketing flows that re-engage prospects who started but didn’t complete registration. A simple “Forgot something in your cart?” can help recover lost sales.
  4. Use clear CTAs. Every email should have a clear, prominent call-to-action (CTA) driving users to purchase tickets through your event website or registration page. Make it obvious and frictionless to convert.
  5. Testing and optimization. A/B test elements like subject lines, copy, CTAs and imagery to see what resonates best with your audience. Then double down on the highest performers while continually optimizing.

 

Email marketing getting you down? Use EventUp Planner to create fully-branded email templates once and then reuse those designs across all email campaigns, saving time and energy! Our platform lets you segment email lists to send personalized, timely messages to specific audience segments at optimal times.

Collaborate with influencers and industry experts

Expand your event’s reach by partnering with relevant influencers, industry experts, and thought leaders. The goal is to leverage their existing followings by having them promote your event—through endorsements, takeovers, guest content, and more—in order to sell more tickets.

  • For social media, you can co-create promotional videos, Instagram Reels, or TikTok challenges featuring the influencer. Have them go live to hype up the event, share behind-the-scenes sneak peeks, or run a joint giveaway for free tickets.
  • Enlist influencers for dedicated email campaigns where they introduce the event to their subscriber list. Or have them contribute guest content for your email newsletters.
  • You can also run co-branded ads together or negotiate affiliate marketing deals where they earn a commission for any tickets sold through their unique referral link or code.

The key is identifying influencers and experts highly relevant to your event niche and audience. Their authenticity and sway over your target market is incredibly valuable.

Optimize your website and landing pages

Your website and event landing pages are prime real estate for converting browsers into ticket buyers. 

Ask yourself the following questions to evaluate their effectiveness: 

✔ ️ Is the website easy for visitors to use and find what they need?

✔ ️ Are there clear, prominent calls-to-action like “Get Tickets Now” on every main page?

✔ ️ Is the website mobile responsive and optimized for mobile purchases?

✔ ️ Do pages load quickly to minimize abandoned carts?

✔ ️ Does the site incorporate social proof like testimonials or badges showing the number 

     of tickets sold?

✔ ️ Is there comprehensive, up-to-date event info and an FAQ section?

✔ ️ Is the online checkout process streamlined and secure?

Even small tweaks to these factors can dramatically improve your website’s ability to drive ticket purchases! Test relentlessly to find the ideal user experience.

READ MORE: How to Create an Event Website + Best Event Website Examples

Expand your reach through Search Engine Optimization (SEO)

Search engine optimization (SEO) is the practice of optimizing your website and content to rank higher in search results for relevant keywords. For events, utilizing SEO can increase your online visibility and, in turn, your ticket sales.

Here’s how to get started: 

  1. First, conduct keyword research to identify high-value search terms like “[event name] tickets” to target. Then, optimize your website pages, title tags, and meta descriptions with those keywords. 
  2. Next, create and publish regular blog content that utilize the keywords you’ve identified. (Your event descriptions on the website should include the keywords, too.) 
  3. From there, try to earn backlinks from reputable sites (e.g. event association or sponsors’ websites) through outreach and partnership building. 
  4. Finally, make sure your website or landing page(s) load quickly and function properly on mobile devices. 

While SEO is free organic traffic, pay-per-click (PPC) ads allow you to “pay-to-play” at the top of search results immediately. A combined SEO and PPC strategy can maximize your visibility. 👍

CHECK OUT: Everything You Need to Know about SEO for Event Websites

Harness sponsorships and strategic partnerships

Selling tickets is a numbers game. The more people you reach, the more tickets you’ll sell. 

That’s why appealing to the warm audiences of event sponsors and strategic partners can be such a powerful strategy. You don’t need to invent a new audience— you simply need to access ones that already exist!

Every time a sponsor cross-promotes your event to their social media following or email lists, you’re gaining access to an entire new audience of potential attendees. Increase your event’s perceived credibility and value by highlighting sponsors prominently on your event website, in your email campaigns, and via social media campaigns.

Strategic partnerships with complementary businesses, media outlets, non-profits, and local organizations also expand your online reach. For example, events focused on specific industries or interests can team up with relevant professional associations or membership organizations. Those groups then promote the event through their newsletters, websites and communications, driving ticket purchases from their membership base.

LEARN MORE: How to Get More Sponsors for Your Next Event

Implement a referral program

Implementing a referral program is a brilliant way to incentivize your existing attendees and fans to become brand ambassadors, driving more online ticket sales!

The benefits include:

✅ Increasing word-of-mouth marketing

✅ Reaching new audiences through trusted recommendations

✅ Lower acquisition costs compared to other marketing channels

Here are a few tips to successfully implement a referral program: 

  • Offer desirable rewards like free or discounted tickets, VIP upgrades, event merchandise, or other valuable incentives
  • Make it easy to share and track unique referral links
  • Promote the program through email campaigns and your event website
  • Gamify your referral program with rewards tiers and leaderboards for added motivation

Even simple referral efforts can provide a huge sales boost when you mobilize your loyal audience.

Host webinars and live Q&A sessions

Hosting webinars and live Q&A sessions allows you to connect directly with potential attendees and sell more tickets online. 

These interactive sessions provide a forum to dive deeper into event details, address common questions and concerns, and build excitement. Attendees get their queries resolved in real-time, instilling confidence to purchase!

Choosing an intuitive virtual event software makes it easy to set up and run webinars. EventUp Planner has interactive engagement tools like live polls, Q&A chat box, and more to provide an ‘in-person’ feel to your webinar.

Tap into your network

Don’t overlook the powerful marketing potential of your own network when selling event tickets online! Tap your event team, vendors, sponsors, and partners to help generate buzz:

  • Ask them to share promotional emails and social posts with their contacts
  • Have them directly reach out to colleagues, clients, members, or subscribers
  • Connect with related local businesses, organizations, or meetup groups
  • Get support from industry associations or non-profit partners in your space

An event’s success relies on a village of supporters; leverage your extended network by making them brand ambassadors. Their relationships can drive more ticket purchases than advertising alone.

Boost Ticket Sales with Event Ticketing Software 🚀

When it comes down to it, there are tons of strategies for selling more tickets online. The key is to work smarter, not harder so you can reach your revenue targets—without losing your sanity. 

Enter EventUp Planner. 

Our leading platform makes it easier to create custom registration forms and manage submissions so that you can spend time promoting your event. Plus, our tools for event communications and marketing make it easier to sell more tickets with less stress. 

Ready to learn how an online event ticketing system can make selling tickets easier? Book a demo of EventUp Planner today!

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Why Event Management Solutions Need Strong Fundamentals Over Shiny Features

  • Event Trends
  • EventUp Planner Contributor
  • October 7, 2024

The events industry is at a crossroads. 

As Michelle Russell describes, “The pandemic served as a wake-up call to the meetings industry, but perhaps we’ve hit the snooze button. Rendered impossible by COVID, face-to-face events have since returned with a vengeance — and in all too many cases, in rinse-and-repeat mode.” 

This begs the question: What needs to change in the post-pandemic world to ensure the events industry thrives?

At the same time, we’re noticing a general discussion in the industry about disjointed event technology and its costs. 

This is due, in part, to the proliferation of software options over the last two decades. The software boom has had major benefits, but this new era of technology has led to new challenges.

Case in point: Alex Ponomarev’s article about the disjointed software dilemma adds an insightful perspective. 

Ponomarev states, “Essentially, we’re solving the same problems I was working on 20 years ago, only the variety of tools that need integration and interoperability is much larger” (emphasis added). 

He points out that, despite claims otherwise, more software has actually created more manual work. 

To illustrate this point, Ponomarev shares a made-up employee scenario: “Mike” receives an assignment from his boss. He uploads a presentation file to Google Drive, adds the assignment to Asana, emails the client with the file, creates a meeting that auto-syncs with the CRM, and logs notes in Notion. 

Despite leveraging multiple tools, Mike spends as much time—if not more—juggling these systems as he does on the actual client work.

The financial implications of this dilemma are staggering. If this fictitious company has 100 employees earning $60,000 per year and half of their time is spent on manual work across disjointed systems, the company is losing $3 million annually in productivity costs.

Left unchecked, the financial drain from disjointed systems can take a significant toll. From reduced profits and growth opportunities to struggling to keep up with nimbler competitors, decreased employee morale, and an uphill battle to scale, excess manual work from so-called “time-saving software” can limit a company’s full potential. 

“Companies are rightly investing billions in IT to try to solve these problems,” Ponomarev acknowledges. “But it requires a holistic approach to systems integration and workflow automation. There are no simple plug-and-play solutions.”

Again, the main problems with software proliferation are integration and interoperability. The bottom line: Failure to solve these problems costs companies millions. 

This leads us to the thesis that if technology is going to provide a meaningful solution for the events industry, it needs to focus on the core fundamentals of event planning, not on shiny new innovations.

More technology alone is not the fix. Better technology is the fix.

There are more options available for event planning software than ever before, all making similar claims—saving time, money, and headaches through centralization and automation. 

Event software companies are adopting an “everything and the kitchen sink” approach to product features in order to stand out in a sea of sameness. Because more is automatically better, right?

However, when it comes to event management software, only a subset of features are used by all event planners: registration, communication, and scheduling. 

When it comes to identifying event management tech that’ll actually deliver on its promises, we want to pose the following questions:

1. When it comes to event planning software, are more features always better? Or is there an argument to be made that fewer, better features is more important?

2. If you’re a planner who has purchased event scheduling software with all the bells and whistles, are you truly getting the outcome you’re looking for? Is the software actually making your job easier? 

It’s our view that excellent events rely on strong fundamentals. This takes us back to Ponomarev’s point about working on the same problems as 20 years ago, but with more software options than ever before. 

This is why EventUp Planner focuses on the core pillars of event planning and improves those workflows. It doesn’t look to solve problems just to solve them, or create problems where they don’t exist. You get what you actually need to do your job better and more efficiently. 

This doesn’t mean that the events industry doesn’t need to change and that sacred cows don’t need to be culled. But in so many cases, the fundamentals of event planning remain the same. 

Nonetheless, you can’t throw more software to fix a problem that is caused by too much software in the first place. 

Instead, you can replace disjointed software with better, more integrated software that has already mastered the fundamentals. 

It’s time for the events industry to shake off its disjointed technology problem. EventUp Planner ensures you and your team are well supported with event management software that gets back to basics so you can focus on your true zone of genius. Learn more to see how others are bringing event fundamentals together.

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Tired of juggling multiple tools? Centralize your event planning with our powerful, unified software. Discover how EventUp Planner can help you and your team today.

Top 8 Things to Remember When Managing Multiple Events

  • Event Management
  • EventUp Planner Contributor
  • September 18, 2024
Top 6 Attendee Retainment Strategies

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

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

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

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

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

Table of Contents

  1. Prioritize and delegate
  2. Automate and streamline your workflows
  3. Leverage past relationships
  4. Practice time management techniques
  5. Use tools and technology to work smarter, not harder
  6. Learn to effectively manage stress
  7. Focus on the event day
  8. Continuously learn and iterate

 

8 Tips to Successfully Manage Multiple Events at Once

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

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

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

Tip #1 – Prioritize and delegate

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

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

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

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

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

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

 

Tip #2 – Automate and streamline your workflows

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

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

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

  • Launch and promote your events
  • Interact with registrants
  • Track your campaigns

…all from one place. 

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

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

Tip #3 – Leverage past relationships with vendors and sponsors

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

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

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

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

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

Subject: Upcoming Event Opportunities with [Company Name]

Dear [Vendor],

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

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

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

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

Best regards,

[Your name and contact details]

 

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

 

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

Dear [Sponsor Contact],

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

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

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

Thank you for your consideration!

Sincerely,

[Your name and contact details]

 

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

 

Tip #4 – Practice time management techniques

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

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

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

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

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

 

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

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

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

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

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

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

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

 

Tip #6 – Learn to effectively manage your stress levels

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

Here are some practical tips for keeping stress at bay:

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

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

 

Tip #7 – Focus on the event day

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

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

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

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

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

 

Tip #8 – Continuously learn and iterate

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

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

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

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

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

 

Flawlessly Manage Multiple Events with the Best Event Management Software

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

That’s where we come in. 

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

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

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How to Plan a Successful Trade Show: 10 Key Elements

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

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

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

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

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

What Are the Benefits of Hosting a Tradeshow?

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

Benefits for your company

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

Benefits for exhibitors 

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

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

Benefits for attendees

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

Benefits for sponsors

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

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

10 Essential Elements of a Successful Trade Show

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

Element #1: An awesome venue

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

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

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

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

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

Element #2: An intuitive and optimized layout

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

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

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

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

Element #3: Trade show software

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

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

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

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

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

Element #4: Engagement activities 

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

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

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

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

Element #5: A solid crisis management plan

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

Key considerations to address in your crisis plan include:

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

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

Element #6: A comprehensive marketing plan

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

Social media

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

Paid ads

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

Email marketing

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

Event website

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

Traditional channels

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

Element #7: A proper exhibitor kit

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

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

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

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

Element #8: Clear and engaging maps & venue signage

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

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

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

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

Element #9: The right entertainment 

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

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

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

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

Element #10: Catering and refreshments 

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

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

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

Planning an Amazing Trade Show: FAQs

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

How long does it take to plan a trade show?

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

How much does it cost to organize a trade show?

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

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

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

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

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

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

Make Your Trade Shows Even Better with Event Management Software

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

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

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

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

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6 Best Retention Strategies for Membership Groups

  • Event Management News
  • June 5, 2024
6 Best Retention Strategies for Membership Groups

Professional associations, non-profits, and online interest-based groups all have one thing in common: the need to retain and renew their member base.

The soaring popularity of online communities—through digital platforms like Meta, Slack, Discord, and others—has led to an overall change in membership retention strategies. 

Plus, in an inflationary economic climate, how do you encourage membership renewals when people are cutting their spending? 

Personalizing the member experience, regularly engaging their member base, and sharing valuable content and resources are only a few of the ways top membership groups attract and keep their hard-earned members. 

In this article, we’ll explore 6 of the best membership retention strategies to use this year—and how event management technology is central to these efforts. Let’s dive in! 

What is Membership Retention, and Why Does It Matter?

Retention is everything for membership organizations and online groups. Not only does it keep your revenue steady year after year, but retention also contributes to a thriving, valuable community. 

But what is membership retention? It measures your ability to keep your existing members over time. 

Why does it matter so much? The stats say it all:

  • It costs 5x more to acquire a new member than to retain an existing one
  • Retaining 5% of your members can increase annual revenue by 15-25%

Consistently delivering value-adds, building a strong community, and personalizing the member journey are proven tactics. And, as more groups and associations go digital, an excellent user experience is essential to stay top-of-mind.

Ultimately, cultivating long-term loyalty creates stability and growth opportunities you can’t afford to miss. Membership retention allows you to maintain a solid foundation to keep building upon.

READ MORE: 3 Event Marketing Tips and Tricks for Associations

6 Proven Membership Retainment Strategies

Ready to level-up your member experience? Let’s explore 6 strategies for increasing membership retention this year. 

  1. Personalize the member experience 

One of the most effective strategies for improving member retention? Personalization. By delivering customized experiences, you deepen connections with your community over time.

It starts at onboarding. Successful groups provide tailored onboarding tracks based on member interests, goals, and characteristics. This helps new members see value from the start. 

For example, professional associations like the American Marketing Association deliver personalized learning plans based on their members’ indicated goals and interests. 

Personalization extends to ongoing communications, too. Use member data to:

  • Segment audiences
  • Customize emails, content recommendations, offers, and more

For instance, the National Geographic Society curates content picks customized to different member profiles. 

By making members feel understood and providing relevant experiences, you earn loyalty for the long-haul. Attention to the individual member journey is key.

  1. Regularly share valuable content and resources

Want to keep members sticking around? Give them content they can’t get anywhere else. Offering exclusive access to premium videos, articles, reports, and other resources is a winning retention strategy.

Consider offering members-only webinars and exclusive access to on-demand replays. Or hook members with discounts on enticing events like conferences, in-person training, and meet-ups. 

Up the ante by featuring influencers and industry experts as presenters. The National Writers Union, for instance, hosts monthly “craft talks” by successful authors exclusively for members.

These value-added content pieces give members what they’re looking for:

  • Continuous learning opportunities
  • Deep insights into their interests
  • Access to subject matter experts

When an organization consistently delivers high-quality, tailored content, members have no reason to leave! Exclusivity builds loyalty.

GET THE WHITEPAPER: How Event Technology Can Enable More Engagement
  1. Use event management technology to your advantage

Using the right technology is a game-changer for membership retention. An all-in-one platform puts powerful retention tools at your fingertips.

Take Attendease by Tripleseat for example. Our platform allows you to:

  • Engage members through interactive tools. Live polling, Q&A, and surveys help you to understand member needs and preferences. 
  • Gain insights from powerful event analytics. Track essential metrics like event attendance, content engagement, and more to make informed decisions about your membership base. 

We’re basically your command center for strategic retention. 

It’s true: the right event management software streamlines and optimizes every retention effort. From understanding your members better to refining how you deliver value over time—the impact is huge.

  1. Track crucial membership metrics

Data-driven decisions are necessary for effectively retaining your members. But first, you need to track the right key performance indicators (KPIs).

The most important KPIs to monitor? Retention rate and churn rate are critical windows into your membership health:

Retention Rate = # of Members Renewed / # of Members Eligible for Renewal
Churn Rate = # of Members Not Renewed / Total # of Members

Other important membership metrics include:

  • New member acquisition numbers
  • Event attendance and engagement rates
  • Content consumption metrics
  • Revenue from membership fees, events, etc.

Clear insight into your KPIs helps you identify issues, test improvements, and ensure your retention initiatives are making the intended impact. Be sure to consistently review and optimize based on the numbers for long-term success. 

  1. Reward member loyalty

Recognizing and rewarding your long-standing, loyal members is a powerful retention strategy. Offering special incentives and discounts shows your appreciation and gives them added value.

For example, the American Automobile Association (AAA) provides discounted rates on hotels, rental cars, and tourist attractions for members. Consumer Reports offers loyal subscribers savings on renewal fees after 5+ years.

In addition to monetary perks, you can reward loyal members in other meaningful ways:

The key is tapping into what your loyal members truly value. Personalized rewards reinforce their decision to stick with your organization year after year.

READ MORE: Using SEO to Increase Association Event Attendance: 3 Steps
  1. Regularly collect and implement member feedback

Consistently gathering feedback from your members is crucial for retention. You need to stay dialed into their evolving needs, interests and pain points.

The opportunities to collect member input are endless:

  • Post-event & post-webinar surveys
  • Quarterly “check-in” emails
  • Online community forums & discussions
  • Social media listening
  • Focus groups & interviews

Make it an ongoing process to review this voice-of-the-member data. Analyze it for trends and areas to improve the member experience.

When you proactively listen and adapt based on feedback, you show members you’re invested in their success. This level of engagement and responsiveness is what keeps them sticking around long-term.

Boost Member Retention with Powerful Event Management Technology

With seemingly endless ideas for how to drive retention, you’ll find the best results come from using event management technology to help you work smarter, not harder.  

Consider Attendease by Tripleseat your partner in boosting membership retention. 

Access the following with our robust tools: 

Contact us to explore how to create the best membership experience possible this year!

Learn More!

Save Money and Trees: How to Run Sustainable Events

  • Event Management News
  • May 30, 2024
How to Run Sustainable Events

Events can be a great way to expand brand awareness, educate an audience on a given topic, or even form important connections within your industry. But if you aren’t careful when planning your event, it can also lead to unanticipated environmental harm.

According to MeetGreen, the average conference produces 4.17 lbs of waste per attendee, per day (2.56 lbs of which will go to a landfill). Compounded across a three-day event with 1,000 attendees, this adds up to just over 12,500 lbs of waste—roughly equivalent to the weight of four compact cars.

With attention to detail and an open mind, it’s possible to run a more sustainable event without blowing your budget on pricey “green” alternatives. This post explores exactly how to do it, including how event management software can play a key role. Let’s jump in!

How to Run a Sustainable Event: 6 Tips

Ready to make your events greener without breaking the bank? Here are 6 ways to get started. 

  1. Understand the carbon footprint of your event

Waste is a huge contributing factor to your event’s environmental impact. 

But before you can figure out where to make eco-conscious swaps, it’s important to understand the types of waste events produce. 

“Even with a good composting and recycling program at the venue, a mid-sized corporate trade show with around 5,000 attendees will still go through tons of waste,” shares Shawna McKinley, Events Sustainability Specialist. 

Some examples of common waste streams include: 

  • Disposable coffee cups, including lids
  • Food packaging and serviceware
  • Food waste
  • Vinyl banners
  • Name badges
  • Audio-visual waste (lightbulbs, batteries, cables, etc.)
  • Carpet
  • Plastics that can’t be recycled by municipal programs  

…To name only a few. 

However, the carbon footprint generated by your event goes beyond waste alone. 

McKinley suggests becoming aware of the carbon footprint generated by event-specific activities. This includes air travel and ground transportation, the energy used by hotels and venues, catering, and more. 

The graphic below shows the typical breakdown contributing to an event’s carbon footprint (based on a mid-sized national association conference tradeshow with around 5,000 attendees): 

Keeping these distributions in mind as you plan your event will open up opportunities to select greener alternatives at every stage.

GET THE FREE GUIDE: Learn the pieces that you need to run your multi-session event online!

  1. Make eco-conscious swaps for common waste types

Now that you understand where events typically create waste, you can choose greener alternatives. 

For example, if you know that most event waste is sent to landfills, any of the following strategies could enable you to divert event items to more sustainable alternatives:

Limit usage of paper signage, brochures, and other print materials

Unfortunately, attendees often toss these into the garbage—even if designated areas for recycling exist. Event planning software with a mobile event app or electronic files can communicate much of the same information without the need for paper!

Work with environmentally-conscious vendors

If these options aren’t made obvious by your vendors, ask. They may have eco-friendly solutions available, even if they don’t publicize them.

Choose refreshment options that require fewer waste products

For instance, a coffee bar with porcelain mugs will reduce waste from disposable cups, while a buffet-style meal will produce less trash than providing boxed meals for attendees. Even better, encourage your attendees to bring their own reusable mugs and utensils!

Identify options to reduce food waste

The more accurate your attendee counts are throughout the registration process, the closer you can get your order to what you’ll actually use. In addition, ask about options to donate unused food or to send it off for composting, rather than throwing it away.

Even implementing one of the above strategies can help your event significantly reduce waste. 

  1. Plan your event with sustainability in mind from the jump

Planning is your superpower. Use your skills and abilities to make greener choices from the get-go!

Here are examples of choices you can make in order to reduce your event’s greenhouse gas emissions:

Choose a central location that minimizes travel requirements

Holding your event in a major conference center rather than a more rural or suburban market ensures that more attendees and team members will be able to take direct flights instead of carbon-generating multi-leg journeys.

Book venues that can be easily accessed by public transportation

Ideally, this will minimize the number of attendees who will need to drive or take cabs to the event. You could even introduce a ride-sharing program to reduce ground transportation. 

Look for hotels with sustainability programs in place

Hyatt, for example, has a program called World of Care that outlines their commitment to “advancing environmental action so that destinations around the world are vibrant for our colleagues, guests, customers, owners, investors, and communities.”

Insist on LED light bulbs when possible

Not only do these bulbs use less energy to produce the same output, but they should also help the venue save on its utility costs.

Look for vendors whose meals and refreshments are locally sourced

Transporting out-of-season produce or foods that aren’t available locally results in the production of greenhouse gasses. 

Serving organic, vegetarian meals helps as well, as both commercial farming practices and the production of commercial meat are associated with higher emissions.

Eliminate print materials as much as possible

Forgoing print materials saves both print costs and the costs of the labor required to design, print, distribute, and clean up print materials. 

Look for traditionally paper-heavy processes like event registration to identify opportunities to reduce. For instance, event registration platforms allow you and your team to streamline registration without the burden of collecting and storing paper forms. 

Get as close as possible to your actual attendee counts

This won’t just reduce the waste associated with overbuying. It’ll also reduce the costs these overages add to your event bills. 

Not only will many of these steps help make your events as green as possible, but they can also help keep your costs low.

LEARN MORE: Hit your registration targets by following 4 easy steps to boost your event registration by 20%
  1. Take your event online

There’s no doubt about it: attendee travel is a huge source of emissions for events. To mitigate this, why not consider taking all or part of your event online?

Virtual and hybrid events—including conferences, seminars, press conferences, and more—continue to rise in popularity. Not only do they make your event accessible to attendees in different locations, but they also significantly reduce the carbon footprint of your event. Going online can also help lower costs related to venue, catering, security, labor, and more. 

You could also consider running more virtual events throughout the year to complement your annual conference. This is a great way to keep attendees engaged and eager for the next event! 

LEARN MORE: Looking for industry-leading virtual event software? Look no further than Attendease by Tripleseat. 
  1. Educate attendees on sustainable best practices

Of course, you can take all the steps in the world to make your event as environmentally friendly as possible. But if your attendees aren’t aware of their role in making the event sustainable, they may unintentionally hinder your efforts.

That’s why running a green event requires a commitment to attendee education. The following tips may help:

  • Make it measurable. Depending on the capabilities of your venue and vendors, see if it’s possible to quantify your green initiatives. For example, if you’re able to measure the amount of waste generated at the end of the event, set a goal that’s lower than a previous, similarly-sized event by a specific margin.
  • Be vocal about your goals. People love to feel like they’re part of a project or movement! So don’t be shy about announcing your efforts to make your event as sustainable as possible. If you’re trying to reduce your waste by 50% compared to another event, share this number as a part of your event announcements and encourage every person to do their part.
  • Integrate reminders into your event app. Use built-in notifications or an event FAQ to share your goal as well as the specific activities attendees can take to be a part of the effort.

If you’re trying to reduce waste, it may help to limit the number of places where trash can be disposed of versus recycled. You could also staff a team member near the receptacles to help remind guests of your goals (paper signage doing the same would be undesirable for obvious reasons!).

  1. Manage sustainability shortfalls (be realistic)

It’s worth keeping in mind that there are no waste-free or perfectly sustainable events. 

Attendees will toss items into the trash and forget to turn off the lights in meeting rooms, not out of ill intent but out of habit or because sustainability is the last thing on their minds in hectic event environments.

Trying to make environmental sustainability fun can help. 

Vicky Martín of ACCIONA Producciones y Diseño shares one example of having done so at a past event with the Active Sustainability website: “For the ‘Día de la Música’ festival, we encouraged the audience to exchange used plastic cups for books and magazines under the slogan ‘turn your waste into culture.’” 

She also writes about using, at a different event, “an iPad application which enabled guests to know about their carbon footprint or C02 emitted according to the means of transport they had used to go to the event.”

If all else fails, you can estimate the total carbon emissions produced by your event and purchase carbon offset credits through companies like Terrapass. 

Not only will doing so help to mitigate the damage associated with conferences and other events, it may allow you to advertise your event as being “carbon neutral.”

Start Small for Sustainability with Event Management Software

You may not be able to make all of these changes at once. But every step made in the direction of environmental-friendliness matters!

Take a look at your upcoming events, and see which swaps will be the easiest to make. Talk to your venue and vendors about the green options they offer. As your sustainability program grows in sophistication, add more and more of these practices until you’ve created a truly green event.

Looking to reduce cumbersome, paper-heavy processes? Considering moving part or all of your next event online? Attendease by Tripleseat has you covered. 

  • Support in-person, online, and hybrid events with one platform
  • Seamless online registration for all event types
  • Secure payments with Stripe, Microsoft, Apple, and/or Google Pay
  • Template and automate key workflows to make multi-event management easier

We uncomplicate even your most complicated events—and help make them a bit greener in the process. Want to learn how? Book a demo today.

Learn More!

6 Easy Ways to Facilitate Networking At Your Next Healthcare Event

  • Event Management News
  • May 21, 2024
6 Easy Ways to Facilitate Networking At Your Next Healthcare Event

For many healthcare professionals, the real value of a conference lies in networking.  

Healthcare conferences and seminars provide opportunities to reconnect with existing colleagues. They also provide valuable ways to meet new partners, clients, and friends. Some people may not attend a healthcare event expressly to network, but almost everyone will agree that networking is beneficial.

As an event planner in healthcare, it’s up to you to incorporate easy and effective networking opportunities into your event program. Not sure where to start? Don’t worry—we’ve got you covered. 

In this article, we’ve compiled 5 ways you can facilitate networking at your next event without breaking a sweat. You’ll also learn how event software for healthcare can make networking even easier for your attendees—and for you. Let’s dive in!

6 Ways to Build Networking into Your Healthcare Event

Creating networking opportunities for healthcare professionals doesn’t have to be complicated. Here are 6 ways to facilitate networking at your next healthcare conference or seminar.

1. Make sure your conference planning app has social integration

When planning your healthcare event, consider using a conference planning app that integrates with social platforms. 

Not sure which solution to choose? Start by reflecting on what would make networking easier for your attendees. 

For instance, an integration with LinkedIn can provide valuable insights into who is attending, which companies or organizations they represent, and connections attendees may already have with them. This can save attendees time and effort as they prioritize who they’d like to connect with during the conference. 

When your conference planning app has social capabilities, attendees can begin networking before the event, use it to network during the event, and continue to network even after the event. 

GET THE FREE HANDBOOK: Master The Art Of Choosing The Right Event Management Platform

2. Adapt the traditional format to include networking-focused activities

Meeting someone influential or inspiring is a major draw for many conferencegoers. As the saying goes, “Your network is your net worth.” 

With this in mind, you can adapt the format of your healthcare conference to improve the chances that attendees will make valuable connections. 

We recommend using a “speed dating” format. In short, attendees are paired with each other based on differences in discipline and job seniority in order to forge connections that would normally be unlikely (e.g. experienced and early-career healthcare professionals). Each pair has a predetermined amount of time to chat before being ushered to their next pairing. 

The key idea is that adapting the standard conference format to include networking-focused activities can benefit everyone involved.

3. Provide attendees with a mobile-friendly, interactive schedule

Another way to help your attendees network is to provide them with an interactive schedule they can access from their mobile devices. 

Allowing your attendees to build their schedules on the fly gives them the ability to prioritize their itinerary and optimize their time—including where and when to network. 

  • EventUp Planner (formerly Attendease) delivers interactive, mobile-friendly schedules as a feature of your event website. This means your attendees can access their schedules without needing to download an app!

Giving attendees full control of their conference timetable allows them to make informed choices about which networking opportunities to pursue. Plus, access to their schedules means attendees can discover moments to network they might not have otherwise known about. 

LEARN MORE: How to Boost Engagement During Healthcare Meetings and Events

4. Create an online community for your attendees

Extend the networking possibilities past the duration of your healthcare conference by creating an online community. 

Through an online community, group, or forum, your attendees have the opportunity to cultivate professional connections even before they arrive at the event. 

First, choose a service to host the community or commission a developer to create a custom solution. Your attendees can log in and fill out professional profiles they will share with the rest of the community. They can reach out to other attendees, browse the list of who will be in attendance, and get an idea of who might be a valuable connection. 

Once the conference is over, attendees can stay connected and keep the fruitful conversations going!

5. Design the layout and setup of the conference with networking in mind

Another consideration is the layout and setup of the conference space itself—especially breakout areas. 

Areas where people congregate, like tea and coffee stations, influence networking because people naturally gravitate towards them. The shape, size, and placement of these points have an effect on how easy it is to start, join, or leave a conversation. 

The key is to build a space that encourages movement. If people are sedentary, there will be fewer opportunities to network. So instead of having fixed seating, for instance, we recommend having high-top tables or modular seating so that attendees can easily move around the space. 

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

6. Host dedicated networking sessions or activities

Finally, consider setting aside specific time slots in the conference schedule purely for networking. This could take the form of:

  • Networking lunches or dinners where attendees are seated strategically to encourage new connections
  • Cocktail hours or receptions focused on mingling
  • Topic-based roundtable discussions that group attendees by interests
  • Organized networking walks, runs, yoga classes, etc. to combine wellness and networking

The key is carving out dedicated time where the sole focus is on the attendees meeting each other. This removes the pressure of having to network on top of absorbing content from lectures and panels.

The networking-centric time slots could be optional so attendees who prefer can use them as free time. But for many, having it built into the agenda may be the nudge they need to prioritize meeting others.

Simplify Your Healthcare Event Planning with a Powerful Suite of Tools

With endless opportunities to network online, healthcare conferences must provide an experience that offers real value to attendees. Networking opportunities need to be front and center. 

Encourage healthcare professionals to gather with ease. From small to large and complex events, plan and manage all of your events with one flexible platform: EventUp Planner by Tripleseat. Book a quick demo to learn more about how our complete event management software and automation platform can help you plan your next healthcare event with ease.

Learn More!

Post-Event Survey Questions to Ask (+ Email Best Practices)

  • Event Management News
  • May 9, 2024
Best Practices When Sending Post-Event Surveys Blog Banner

Some may think an event is over when the guests leave the venue, and the doors are shut, but event managers still do much more work. Part of the work is to gauge attendees’ satisfaction and measure the event’s success. Today, we will share some best practices to help you create effective event surveys to measure this success.

What Are Post-Event Surveys?

Post-event surveys are used to gather feedback and insights after the conclusion of an event. These surveys typically consist of questionnaires designed to capture the opinions and experiences of participants, attendees, and stakeholders involved in the event.

Why Are Post-Event Surveys Important?

The information collected through post-event surveys serves several important purposes:

Evaluation of Event Success

Post-event surveys help organizers assess the overall success of the event. Participants’ feedback provides insights into what aspects of the event went well and what areas need improvement.

Understanding Participant Satisfaction

Surveys gauge participant satisfaction by capturing opinions on various elements such as content, speakers, venue, logistics, and overall experience. They serve as a means to engage with attendees and show that their opinions and experiences are valued.

Marketing Insights

Post-event surveys can provide valuable insights for marketing purposes. Understanding what aspects resonated with participants allows organizers to highlight these elements in future promotional efforts.

Improving Future Events

Feedback obtained from post-event surveys guides organizers in making necessary adjustments and improvements for future events. It allows them to tailor upcoming events based on the preferences and expectations of the audience.

Best Practices for Post-Event Survey Emails

Email Timing

When discussing follow-up survey emails, the earlier is always the better. You should never wait more than 24 hours after an event to send a follow-up email. That’s because people will remember their experience better and share their feelings more accurately right after the experience happened. For this reason, it’s important that you have your follow-up emails ready to be sent and preferably scheduled to be sent automatically. Having an email marketing tool will be key to providing you with scheduling capabilities so your emails are sent automatically at the time of your choice.

Audience Segmentation

By segmenting your audience, you are able to ask questions that relate to each group in addition to being able to isolate the results for each of the audiences surveyed. For example, instead of getting a total average satisfaction rating among the entire audience, you can analyze how each segment felt about the event. Some audiences you may consider general attendees, VIP attendees, speakers, sponsors, exhibitors, volunteers, etc. 

Email Message

When sending a feedback survey, don’t forget to add a personal message to the email with the survey link to thank them and share a personal note of your perspective of the event. This will keep things human and genuine so you can build a long-lasting relationship with each person. The message may vary according to each audience you are messaging.

Survey Design

Regarding feedback surveys, the design would translate into both email design and the survey webpage. Your current email marketing tool should take care of the email part, but keeping that consistency across the survey page is also important. Tools like EventUp Planner can help you keep that design consistent while allowing you to manage all these moving parts straight from one unique platform.

Best Practices for Post-Event Survey Questions

Most post-event surveys will focus on what worked (so you can repeat) and what didn’t (so you can improve next time). In order to gather the information and analyze it, you should consider what types of questions to ask.

Types of Post-Event Survey Questions

Objective questions are easier to measure. For example, rating the overall event experience from 1 to 10 or answering yes/ no questions. These types of questions will be easier to translate into a chart so you can better visualize and understand the data.

On the other hand, open-ended questions may be helpful at times. If someone rated the event as “poor,” you will want them to share what made them feel that way. So, it is necessary to balance objective and open-ended questions to get enough data to analyze and decide for your next event.

The best practice is always first to capture your Net Promoter Score (NPS) question. That’s because the person responding to your survey can share their overall sentiment after the event without being influenced by other questions you may ask throughout the survey. Other survey questions may induce a rating that is worse than what you would normally get simply because you reminded them of less-than-stellar experiences that were not top of mind to start with. 

Download Our Event Reporting Guidebook
Download Our Event Reporting Guidebook


25 Example Post-Event Survey Questions

NPS Example Questions:

1.     How would you rate the event from 1 to 5 (or 1 to 10)?

This question provides a quantitative measure of overall satisfaction to help organizers gauge the success of the event and identify areas for improvement based on the average rating.

2.     How likely would you recommend this event to a friend/ colleague?

This question offers a quantitative measure of overall satisfaction and provides insights into the potential for repeat attendance or referrals for future events.

Objective Example Questions:

Here are some examples where you can use a dropdown or a checkbox style of question and add a field for “other” if the attendee wants to add more information. This way, you can capture both qualitative and quantitative data:

3.     How did you learn about the event?

Understanding the channels through which attendees discover events is essential for refining marketing strategies and allocating resources effectively to reach target audiences.

4.     Why did you decide to attend this event?

This question uncovers attendees’ motivations, informing organizers about the aspects of the event that resonate most with the audience and guiding future programming and content decisions to align with these interests.

5.     What were your favorite sessions/ speakers/ exhibitors?

Understanding attendees’ favorite sessions, speakers, and exhibitors provides insight into what aspects of the event resonated most with them, enabling organizers to tailor future events to better meet attendees’ interests and preferences.

6.     How would you rate the venue, food, attractions, etc.

Rating the venue, food, attractions, and other amenities helps organizers gauge overall satisfaction with the event experience and identify areas of improvement for future events.

7.     Did this event meet your expectations?

Assessing whether the event met attendees’ expectations offers valuable feedback on the event’s effectiveness and helps refine event planning and execution to better align with attendee expectations in the future.

8.     If you have no barriers, would you like to attend this event again next year?

Exploring attendees’ willingness to attend the event again offers a gauge of overall satisfaction and informs organizers about the event’s potential for long-term success and attendee loyalty.

Open-Ended Example Questions:

Lastly, you should always have at least one open-ended question to gather additional feedback:

9.     Was there anything you disliked about the event?

This open-ended question allows attendees to express concerns or grievances not captured by structured questions, providing valuable qualitative feedback for addressing specific pain points and improving future event experiences.

10.  Is there anything else you’d like to share about your experience?

By inviting attendees to share additional thoughts, organizers can uncover unexpected insights, positive experiences, or suggestions for innovation that may not have been covered by predefined survey questions.

Other Example Post-Event Survey Questions

11.  How did the event contribute to your professional development or industry knowledge?

Understanding how the event contributed to attendees’ professional development or industry knowledge is crucial for assessing its effectiveness in providing value and fostering professional growth.

12.  Were the topics covered in the event relevant to your interests and expectations?

Ensuring that the topics covered align with attendees’ interests and expectations helps tailor future event content to maximize engagement and relevance.

13.  How would you rate the overall logistics and organization of the event?

Evaluating the logistics and organization of the event provides insights into areas of improvement for smoother operations in future events.

14.  Did you find the networking opportunities at the event valuable?

Assessing the value of networking opportunities informs organizers about the effectiveness of networking sessions, guiding future efforts to facilitate meaningful connections among attendees.

15.  How effective was the use of technology and multimedia in enhancing your event experience?

Gauging the effectiveness of technology usage can help guide future decisions on integrating innovative tools to increase participant engagement.

16.  Were there any technical issues or improvements you would suggest for future events?

Identifying technical issues and suggestions for improvement enables organizers to address shortcomings and enhance the overall event experience for future participants.

17.  Did you feel a sense of community and engagement throughout the event?

Measuring the sense of community and engagement throughout the event helps in understanding the success of community-building efforts and fostering a vibrant event atmosphere.

18.  What impact did the event have on your professional or personal development?

Understanding the impact of the event on attendees’ professional or personal development provides valuable feedback for refining future event goals and content to better meet participant needs.

19.  How valuable did you find the post-event resources provided, such as presentations, recordings, or additional materials?

Assessing the value of post-event resources guides decisions on resource allocation and content creation, ensuring that the materials provided align with attendee expectations and learning needs.

20.  Were there any measures taken to accommodate diverse needs that you appreciated?

Understanding the effectiveness of measures taken to accommodate diverse needs provides valuable insights into the inclusivity and accessibility of the event and guides future event planning.

21.  How would you rate the accessibility and inclusivity of the event for all participants?

Rating the accessibility and inclusivity of the event for all participants informs organizers about areas needing improvement to create a more welcoming and equitable environment for future attendees.

22.  Did you utilize any post-event resources for extending your learning or networking?

Evaluating post-event resource utilization indicates the relevance and usefulness of provided materials, informing decisions on future resource development and distribution strategies.

23.  What aspects of the event stood out to you as particularly positive or noteworthy?

Identifying positive aspects of the event highlights successful elements that can be leveraged in future events to enhance overall attendee satisfaction and engagement.

24.  Were there any aspects of the event that you think could be improved for future editions?

Soliciting feedback on areas for improvement enables organizers to address shortcomings and implement changes to enhance the quality and effectiveness of future events.

25.  What suggestions do you have for enhancing the overall participant experience in future events?

Gathering suggestions for enhancing the overall participant experience guides strategic planning efforts and helps ensure that future events are more engaging, enjoyable, and valuable for attendees.

Ideal Post-Event Survey Length

One thing to remember is that the longer the survey, the lower the conversion rates will be. Aim to have no more than ten questions for better conversion rates. Multiple choice, radio buttons, and other objective questions demand less effort and can win higher conversion rates than asking too many open-ended questions. So try only to ask what you absolutely need. You can also offer incentives to motivate people to provide feedback, such as a discount code for the next event, a cash/ gift card incentive, or a draw-entry to win a prize.

Social Media Listening for Post-Event Feedback

Another way to gauge event performance, especially for larger events, is to listen to what people share on social media. Social listening tools will be able to create reports to filter messages using your event hashtag, talking about you and your event, and, more importantly, analyzing the overall sentiment during and after the event. That means analyzing the words used in relation to the event and defining them as positive or negative experiences. You can also analyze a word cloud to learn the most used words around your event.

Gauging Event Success with Post-Event Surveys & EventUp Planner

You got the answers to your survey; now what? Tools like EventUp Planner (formerly Attendease) can help you visualize your survey data so that you can analyze results and make better decisions for your next event. In addition to creating unique surveys for all your audience segments, you can also compare survey results from different events to determine which events perform better and why. We live in a data-driven world, so we must listen before taking action to thrive. Follow-up and surveys are where it starts. 

Do you need a tool to help you with email marketing, survey capabilities, and data analysis? Check out what EventUp Planner can do for you.

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4 Easy Ways to Boost Event Registration by 20%

  • Event Management News
  • May 7, 2024
4 Easy Ways to Boost Event Registration by 20%

You’ve spent countless hours and resources planning an amazing event. But what happens if no one shows up? 

Event registration can make or break the success of your event. A seamless event registration process leads to more attendees and higher revenues. A leaky process, on the other hand, leads to missed opportunities and diminishing ROI. 

Let’s examine an often overlooked but important source of attendees for your event: incomplete registrants AKA the people who stalled midway through your event registration process.

The Baymard Institute found that abandoned cart rates averaged almost 70%, sometimes going as high as 84%. Event planners, that’s a lot of lost registrants for your event!

Fortunately, with thoughtful retargeting and a series of strategic emails, you can boost attendance to your event—gaining back as many as 20% or more of your event registrations that stalled along the way! Event registration platforms can help you get there. Keep reading to learn how. 

Let’s Do The Math on Incomplete Event Attendees

Let’s say your event ticket is $100. If 400 people begin the registration process, but only 70% of them follow through, that leaves 30% incomplete—which translates to $12,000 in missed revenue. Yikes!

If you successfully revived even 20% of those prospective event attendees (24 people), that would be $2,400 with a little effort on your part. You just have to know what you’re looking for. 

If you don’t believe this could have a massive impact on your event strategy, plug in the numbers from your own registration statistics, and see what that missing revenue would be—you might be surprised!

You’ll likely find that the potential revenue is well worth the minimal time and effort it takes to set up a retargeting campaign. Event registration software can streamline the process. 

GET THE FREE CHECKLIST: Take the guesswork out of designing an event registration strategy that drives your customers to buy!


4 Strategies to Boost Event Registration

Ready to increase your event registration numbers with minimal time and effort? Explore the following 4 strategies: 

  1. Run an automated email campaign

When it comes to event registration, event analytics are your friend. 

First, navigate to the registration module of your event management software. Once there, you should be able to compile a comprehensive report that will identify all of the partially completed or incomplete registration forms. 

Next, you can set up a series of automated yet personalized emails to go out to these people who have abandoned their registration process, regardless of where in the funnel they dropped out. 

Did you know that registration abandonment emails typically have much higher open and click-to-open rates than other marketing emails? That’s because prospective attendees are already familiar with the event and just need a little reminder or encouragement to complete their registration form.

By creating an email campaign filled with engaging event content, keynote speaker highlights, or even a discount for your prospective attendees (more on this below), you can increase your event registration revenues considerably.

  1. Catch registration problems early in the game

Sometimes people drop out of the registration process due to design flaws in your event registration forms. Other times prospective attendees may have questions about some of the required information, or concerns about data security. Or they may have simply become distracted before they were able to complete your form.

You can set up an automated email to go out to these potential registrants as early as the same day as a registration form is abandoned. The email should be a gentle reminder that they have not completed the registration process, along with an invitation to contact you for technical assistance if necessary. 

If you think it might apply, you can also include some reassuring language that directs prospective attendees to your event’s legal policy or terms and conditions. The tone should be friendly and lighthearted. Here are some great examples of effective emails to inspire you.

  1. Send a reminder about an upcoming registration milestone

If your event invitation contains an early bird discount, you can use the upcoming deadline as a reason to send another email reminder to your incomplete or abandoned registrants. 

Make sure you send it at least a few days, if not a week before the deadline, in order to give them adequate time to take advantage of the opportunity. Sending another one the day before the deadline is not taboo, either. 

Remember, these are people who have already shown interest in your event. They just need a little nudge.

  1. When all else fails, offer a special deal

You’ve already sent out as many as two emails, and no response yet. 

We don’t recommend sending more than three well spaced follow-ups in total, as too many may be considered aggressive. On your last attempt, make it count—your incomplete or abandoned registrants might need a small incentive in order to convert.

After your traditional milestone deadlines have passed, try offering a special discount or incentive, either at or just under the early bird rate. Clearly communicate that this offer is for those prospective attendees who have initiated the registration process earlier on. 

Sometimes price is the main barrier for prospective attendees not having completed their online registration the first time around. Offering a slight savings may be just the motivation to help them make up their minds and commit, once and for all.

LEARN MORE: Not sure how to effectively price tickets to your next event? We’ve got you covered with our in-depth ticketing guide. 

Boost Your Registration with a Powerful Event Registration Platform

Event registration can make or break your next event. Fortunately, you don’t have to master this process alone.

EventUp Planner by Tripleseat provides powerful event registration and ticketing software that makes it easy to customize a seamless experience for your attendees. 

It’s never been easier to: 

  • Manage pricing categories, promo codes, and group passes
  • Create unique registration forms for specific pass types
  • Save registration forms to use again in future meetings and events
  • Schedule your fully branded registration experience to go live at any time you’re ready

For more information on how we can help you boost your event registration, get in touch with us to book a demo.

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 – EventUp Planner.

Learn More!

How to Promote Events with Social Media in 2024

  • Event Management News
  • May 3, 2024
Promoting Events with Social Media in 2020

In order to increase awareness of your events and boost ticket sales, it’s important to invest time and effort into social media marketing. But with so many social media channels available—and new ones appearing all the time—how should you take advantage of each of them while being relevant?

Today we’ll cover how to use Facebook, X, Instagram, and TikTok to promote your events in the new year.

By posting on these platforms and making sure your followers are made aware of your event updates, it becomes easier to engage with them and potentially convert them into attendees. 👍

It all begins with understanding your target audience. Knowing who you’re speaking to helps you select the right social platforms to launch your promotional campaigns. 

For example, if your event targets Gen Z, then Instagram and TikTok are great channels for promoting your event. 

Here are some easy tips on how to get started with social media marketing to promote your events!

How to Promote an Event on Facebook

Not sure where to begin with promoting your event on socials? Facebook is your safest bet.

That’s because Facebook has over 2 billion daily active users as of 2024, making it the largest social media platform in the world. This means the platform has users spanning most demographics—including your target audience. 

When it comes to making the most of Facebook, it’s important to share event updates, communicate with followers, and create pages that are dedicated to posting about your event on a consistent basis.You can even target your messaging to specific groups by investing in Facebook’s paid promotion tools, including Meta ads.

Here’s what you need to know about creating a Facebook event:

  • Use high-quality, eye-catching photos and videos that capture the essence of your event so potential attendees get a sense of what to expect. Visual content is crucial for grabbing people’s attention in the feed.
  • Clearly list the date, time, location, and any important details like pricing or dress code in the description, which eliminates potential confusion. Choose the correct event category so Facebook’s algorithm promotes your event to the right audience.
  • Craft an engaging description that builds excitement and gives potential attendees a clear understanding of what to expect.
  • Prominently feature a link to purchase tickets or register, and reiterate this call-to-action throughout the event page.
  • A verified page lends credibility and ensures your event shows up in relevant search results.
  • Cross-promote with any event sponsors, speakers, venues, or influencers involved by co-hosting the Facebook event and cross-posting. Teaming up with influential brands and personalities helps with generating buzz on Facebook, increasing the chances of registrations!
  • Boost successful promotional posts as ads to reach wider, specific target audiences outside your current following. Incentivize attendees to share the event by offering giveaways or promoting user-generated content (UGC). This is a great way to create buzz. 
  • Keep your event top-of-mind by sharing updates, behind-the-scenes looks, and engaging your audience frequently on the event page.
  • Review data like reach, engagement, ticket purchases, etc. to understand what’s resonating and refine your strategy.

Nearly 82% of all daily Facebook users log into the platform using mobile devices. To maximize promotional efforts, designing ad campaigns for mobile devices needs to be a priority. Use “tap-able” images and copy.

Make selling tickets directly on Facebook easier with EventUp Planner! Our platform allows event planners to use global fields to track and assess information across multiple events.

How to Promote an Event on X (formerly Twitter)

X (formerly Twitter) is still a powerful platform for event promotion in 2024 leading into 2025. That’s because it thrives on real-time updates and has an extremely engaged user base.

The platform excels at sparking conversations, sharing exclusive BTS content, and providing a direct line of communication with attendees before, during, and after events. Perfect for savvy event planners looking to increase awareness of their events program!

X is the best place to be short, succinct, and innovative.

Here are the fundamental steps behind a successful promotional campaign on X:

  • Create a posting schedule or designate a team member to consistently post event updates and engage with the community.
  • Create a catchy, branded hashtag that’s easy to remember and incorporates your event name or theme. Find all the potential attendees listed to attend your event and encourage them to post your hashtag!
  • Research and follow relevant accounts in your event’s industry, then engage with their posts to increase visibility.
  • Provide value through your posts — share insider tips, behind-the-scenes glimpses, speaker spotlights, statistics, or other compelling content related to your event or industry. Informing is much more likely to gain attention, followers, and engagement as opposed to mere promoting.
  • Craft posts that spark curiosity, excitement, or encourage discussion by asking questions and soliciting opinions.
  • Use a custom URL shortener like Rebrandly or Bitly to brand and track your short links. In doing this, you can analyze click activity on links you’re sharing on X helping you to quickly spot which images, copy variations, or CTAs are most effective.
  • Be responsive — like, comment, and repost user-generated content showcasing your event to foster a sense of community. Even a like/repost can convince users to follow and engage!
  • Incorporate visuals whenever possible — posts with images, GIFs, or videos tend to get higher engagement.
  • Partner with influencers or individuals with large followings in your space to expand your reach through guest posting opportunities.
  • Schedule a consistent cadence of posts to maintain an active presence. Hourly posts are very important; avid users refresh their timeline every 1-2 hours on average. Make sure your post is on their timeline every time they open their account.
  • Leverage location tagging and local trends to boost visibility among users in the event’s geographic area.

Backing your promo campaign with a solid event marketing tool like EventUp Planner will boost instant engagement and ticket sales directly on X. Our platform allows event planners to create a customized platform to monitor and control all aspects of your events — pass types, promo codes, prices, etc. 

How to Promote an Event on Instagram 

Instagram is a visual-first platform that’s perfectly suited for creating buzz around upcoming events. Plus, 200 million users visit business profiles every day on Instagram, making it extremely lucrative.

With Reels, event organizers can share engaging, short-form video teasers and behind-the-scenes glimpses to captivate their audience. Plus, in-app shopping features make it easy to sell tickets directly within the app!

IG Stories provide an avenue for sharing real-time updates and countdown content leading up to the event date. The ability to go live, use A/R filters, and incorporate music also opens up creative avenues for promotion. 

Here’s how to get started with successful event promotion on Instagram:

  • Use a recognizable profile picture, compelling bio, and include clear calls-to-action like “Link in bio” to drive to your event website or ticketing page.
  • Create branded, event-specific hashtags and research relevant hashtags in your industry to maximize discoverability.
  • Collaborate with influencers, sponsors, speakers, and vendors by having them post about your event to extend your reach.
  • Maintain a consistent cadence of posts highlighting different aspects of your event like speakers, venues, schedules, etc. This helps your followers get used to seeing your page name on their feed on a regular basis (hello, algorithm!)
  • Use high-quality photos and videos that capture the energy and experience you’re promising attendees.
  • Leverage Stories to share behind-the-scenes glimpses, countdowns, live moments, and incorporate interactive stickers and effects.
  • Include direct links to your event registration in your bio and use Instagram’s product tagging for easy ticket purchases.
    – Offer free tickets or swag to amplify awareness and incentivize engagement like comments, shares, etc.
    – Build excitement by broadcasting live Q&As, sneak peeks, and sharing real-time event highlights.
    – Repost attendee photos and stories using your official hashtag to showcase your event’s community.
    – Add location stickers and geotag posts to increase local visibility and awareness for your event’s venue(s).

Alongside Instagram’s analytics, use a platform that provides a single source of truth for your event data. With EventUp Planner, you’re able to create an unlimited amount of campaign prototypes, promo codes, content, price levels, etc. — all tracked through an intuitive visual analytics dashboard. 

How to Promote an Event on TikTok

Promoting your event to a younger audience? You need to add TikTok to your list. 

The platform is known for entertaining, bite-sized video content—which particularly resonates with Gen Z and Gen Alpha. 

Features like viral trends, branded effects, creator partnerships, and easy shareability mean you can showcase your event’s energy in an authentic, engaging way. Plus, the TikTok algorithm excels at amplifying content tailored to niche interests.

Oh, and did we mention that the platform has over 1 billion monthly active users, with 150 million in the United States alone? TikTok’s influence is undeniable. 

Here are some best practices for using TikTok to effectively promote events in 2024: 

  • Optimize your event’s TikTok account. Use a recognizable profile picture, compelling bio description, branded hashtags, and link to your event website/ticketing page.
  • Research trending sounds, effects, and challenges. Pay attention to what’s resonating on the platform and get creative by putting your event’s spin on popular trends.
  • Partner with influential TikTokers in your event’s niche/industry to expand reach through sponsored content, Cross-promotions, or having them attend as correspondents.
  • Embrace the platform’s authentic, behind-the-scenes style. Share glimpses into event preparation, speaker previews, venue walkthroughs, etc. in an unpolished way that resonates with TikTok’s audiences.
  • Run contests, ask questions, enable stitching/duetting to encourage user-generated content featuring your event.
    – Experiment with TikTok ads and boosted posts. Use targeting parameters to put your best-performing videos in front of precise audience segments.
    – Offer giveaways, discounts, or exclusive access for users who create videos promoting your event using branded hashtags.
    – Build excitement by broadcasting live, exclusive footage, and letting attendees take over your stream.
    – Create TikTok-friendly short video teasers. Edit together compelling highlights set to music/sounds tailored for TikTok’s watch experience.
    – Seek out cross-promotional opportunities by having other relevant creators make guest videos on your account.
    – Regularly repurpose, highlight, and engage with the best attendee videos showcasing your event. 
    – Review data on your videos’ viewcounts, engagement, audio traits, etc. to continuously refine your approach.

While TikTok was once an emerging platform where minimal ad spend could generate big returns, its immense popularity in 2024 means event marketers need to allocate more substantial budgets. However, TikTok still offers great opportunities to reach and engage massive audiences in authentic, creative ways.


The potential to go viral organically still exists, but TikTok’s feed algorithms now prioritize videos from accounts willing to invest in promotion. Pairing compelling, trend-tailored creative with advertising dollars is key to cutting through the noise and reaching TikTok’s billions of highly-engaged users worldwide. 

Make Event Promotion Easier with Leading Event Planning Software

Social media marketing for event planning is a great way to boost your ticket sales and draw attention to your event. Tapping into the massive user bases on platforms like Facebook, X, Instagram and TikTok can seriously help you take your event to the next level. 

Need professional help with planning your 2025 events? Check out EventUp Planner. 

Offering all the key features needed to stay relevant this year and beyond, EventUp Planner gives you an intuitive, seamlessly branded and a convenient digital experience that goes hand-in-hand with the in-person experience.