Ditch Disjointed Tools and Workflows with Event Planning Software

Event Management

EventUp Planner Contributor
September 9, 2024

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

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

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

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

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

What is Event Planning Software?

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

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

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

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

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

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

What are the Benefits of Using Event Scheduling Software?

There are plenty of reasons to ditch outdated methods and to adopt event management software instead.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

⏱️ Saves you considerable time

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

👍 Keeps you organized

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

📈 Boosts productivity

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

✨ Increases event attendance

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

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

What are the Top Features of Event Management Solutions?

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

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

Event registration and ticketing

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

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

Schedule and speaker management

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

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

Event marketing automation

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

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

Event website builder

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

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

Multi-event management

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

Read more: How to Manage Multiple Events at Once

Virtual and hybrid event capabilities

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

Event reporting capabilities

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

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

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

Event Planning Software FAQs

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

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

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

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

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

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

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

Worker Smarter, Not Harder with Event Planning Software

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

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

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

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10 Free Event Planning Email Templates You Need

Event Management

August 27, 2024

Does reinventing the communications wheel with each new event make you want to pull your hair out?

As an event planner, you *know* that delegation and automation are essential to keeping your sanity. But with so many competing priorities and processes, it can be hard to keep all the balls in the air.

That’s where event email templates come in. Using templates streamlines your communication efforts, saves precious time, and ensures that your messages are consistent and professional, no matter who you’re talking to.

Combined with EventUp Planner’s powerful tools for email marketing automation, you can kiss decision fatigue goodbye—helping you get everything done without breaking a sweat.

In this article, we’ll provide you with 10 helpful event email templates that you can save and use for your future events. These templates will help you save time, elevate your event outreach, and deliver an awesome experience for all involved. Let’s dive in!

1. What is event planning email outreach, and why is it important?
2. What should I include in my event emails?
3. How often should I send emails without being annoying or pushy?
4. Event invitation email templates by event type

What Is Event Planning Email Outreach, and Why Is It Important?

Event planning email outreach is the process of using email to communicate with your event’s target audience, including potential attendees, sponsors, speakers, and other stakeholders. It’s an essential tool for:

Building awareness
Generating interest and leads
Fostering relationships throughout the event planning journey

Imagine you’re planning a conference. Your email outreach might include a “Save the Date” message, a registration announcement, reminders, agenda updates, and post-event thank-yous to keep everyone engaged and excited.

But crafting all these emails from scratch can be a huge time-suck and lead to inconsistencies. Using templates and automations helps you stay organized, efficient, and focused on delivering an unforgettable event experience. It’s a win-win for you and your stakeholders! Email templates and automations offer benefits like:

🎯Streamlined outreach processes—Reusable templates for common event communications that save you time and effort.

🎯Consistent messaging—Ensures your brand voice and key details are always on point.

🎯Reduced mental burden of starting from zero—Skip the blank page syndrome and kickstart your emails with ready-made templates.

🎯Scheduled emails and performance tracking—Set up automated email sequences and monitor their success, all in one place.

🎯More time and mental space for other critical tasks—Free up your schedule and brainpower for the million other things on your plate.

What Should I Include in My Event Emails?

When it comes to event planning email outreach, there are a few things that you should include in every single email you send:

Subject line

Your email subject line is the first thing recipients see, so make it count! A clear, concise, and engaging subject line can make the difference between your email being opened or sent straight to the trash.

Examples of effective subject lines include:

“You’re Invited: [Event name] on [Event date]”
“Don’t Miss Out on [Event name] – Register Now!”
“Early Bird Tickets Now Available for [Event name]”
“[Event name] Agenda Announced – Check Out the Lineup”

Event details (date, time, location)

Clearly communicating the event details ensures your stakeholders have all the information they need.

Always include the event name, date, time, and event location in a prominent place within your email. This helps recipients quickly find the essential information and add it to their calendars.

Call-to-action (CTA)

Every email should have a clear purpose and a desired action you want the recipient to take.

Whether it’s to RSVP, register, or click on a link for further details, make sure your CTA stands out and creates a sense of urgency. Use action-oriented language and make it easy for recipients to follow through.

Examples of strong CTAs include:

“Secure Your Spot Now”
“Get Your Tickets Before They’re Gone!”
“Register Today and Save 20%”
“Claim Your Free VIP Pass”

Your contact details

Providing your professional business email address or phone number allows recipients to reach out with questions or for more information. This simple addition helps build trust and shows that you’re available to assist them. Include your contact details in the footer of your email, along with any relevant social media links or event hashtags.

How Often Should I Send Emails Without Being Annoying or Pushy?

When it comes to email frequency, it’s all about finding the right balance. You want to keep your audience informed and engaged without overwhelming their inboxes or coming across as pushy.

As a general rule, aim to send emails at a consistent cadence and at times when people are most likely to read them, such as mid-morning or early afternoon on weekdays.

However, the optimal frequency may vary depending on the type of stakeholder you’re communicating with:

Venue

Maintain open lines of communication with your venue contact to ensure all logistical details are taken care of. The frequency of emails will depend on the complexity of your event and the level of coordination required.

Attendees

Keep them excited and informed with regular updates, but avoid bombarding them with too many messages. A good cadence might be once a week leading up to the event, with a few additional reminders closer to the date.

Speakers

Reach out as soon as they’ve confirmed their participation to provide them with key details and deadlines. Follow up periodically to ensure they have everything they need, such as travel arrangements or presentation requirements. Read more about speaker management in our recent article: 6 Powerful Ways to Make Event Promotion Easy for Speakers

Vendors

Establish a clear communication schedule based on their role and the timeline of your event. Provide them with regular check-ins and updates, especially if there are any changes to the event plan.

Event team, including volunteers

Keep your team informed and aligned with frequent updates, task assignments, and progress reports. Regular communication is key to ensuring everyone is on the same page and working towards a successful event.

Remember: the key is to provide value with every email you send. Whether it’s important updates, helpful resources, or friendly reminders, make sure each message serves a clear purpose and respects your recipients’ time and attention.

10 Helpful Event Planning Templates & Examples

Using event email templates as a starting point can save you time while ensuring you have all your bases covered.

But to *truly* make your messages stand out, it’s important to add personal touches and tailor the content to the specific recipient.

Focus on creating an easy-to-read structure with clear headings, short paragraphs, and bullet points so that recipients aren’t overwhelmed by walls of text.

We’ve got you covered with the following templates you can tweak to your heart’s content.

Event Invitation Email Templates by Event Type

Use these pre-event email templates for each type of event you run—whether in-person, virtual, or hybrid.

Conference and seminar

Start your event marketing on the right foot with this customizable template for conferences and seminars:

Dear [Attendee Name],

I hope this email finds you well. On behalf of the [Company/Organization Name] team, I am thrilled to invite you to our upcoming [Conference/Seminar Name], taking place on [Event Date] at [Venue Name] in [City, State].

This [conference/seminar] is designed to [briefly describe the event’s purpose and key benefits for attendees]. We have an exciting lineup of speakers and activities planned, including:

[Speaker 1 Name], [Speaker 1 Title] at [Speaker 1 Company], presenting on [Topic]
[Speaker 2 Name], [Speaker 2 Title] at [Speaker 2 Company], discussing [Topic]
[Activity 1 Description]
[Activity 2 Description]

Here are the essential details for the event:

Date: [Event Date]

Time: [Start Time] – [End Time]

Location: [Venue Name], [Venue Address], [City, State, ZIP]

Agenda: [Link to Agenda]

Registration: [Link to Registration Page]

To secure your spot, please visit our registration page and complete the form by [Registration Deadline]. If you have any questions or require further information, don’t hesitate to reach out to me directly.

We look forward to your participation and the opportunity to [reiterate key benefits or takeaways from the event].

Best regards,

[Your Name]

[Your Title]

[Company/Organization Name]

[Your Email Address]

[Your Phone Number]

Product launch

Generate buzz for your company’s latest product launch with this copy-and-paste email template:

Dear [Attendee Name],

I’m excited to invite you to the highly anticipated launch of our latest product, [Product Name], on [Event Date] at [Venue Name] in [City, State].

Join us as we unveil [Product Name], which is set to take the [Niche] industry by storm with its exciting features and benefits, including:

[Feature 1]
[Feature 2]
[Feature 3]

During the event, you’ll have the opportunity to:

Get an exclusive first look at [Product Name] and its capabilities
Hear from our team of experts about the development process and the technology behind the product
Network with industry professionals and fellow enthusiasts
Enjoy refreshments and entertainment throughout the evening

Here are the essential details for the event:

Date: [Event Date]

Time: [Start Time] – [End Time]

Location: [Venue Name], [Venue Address], [City, State, ZIP]

Agenda: [Link to Agenda]

Registration: [Link to Registration Page]

To secure your spot at this exclusive event, please visit our registration page and complete the form by [Registration Deadline]. Space is limited, so don’t wait too long!

If you have any questions or require further information, please feel free to contact me directly.

We can’t wait to share [Product Name] with you and celebrate this milestone together.

Best regards,

[Your Name]

[Your Title]

[Company Name]

[Your Email Address]

[Your Phone Number]

Webinar

Set your next webinar up for success with this clear and professional email template:

Dear [Attendee Name],

We’re thrilled to invite you to our upcoming webinar, “[Webinar Name],” on [Event Date] at [Start Time] [Time Zone].

Join our expert speakers as they dive into [Webinar Topic] and share valuable insights and strategies to help you [Key Benefit 1] and [Key Benefit 2].

Our featured speakers include:

[Speaker 1 Name], [Speaker 1 Title] at [Speaker 1 Company]

[Speaker 2 Name], [Speaker 2 Title] at [Speaker 2 Company]

[Speaker 3 Name], [Speaker 3 Title] at [Speaker 3 Company]

During this [Webinar Duration] webinar, you’ll learn:

[Key Takeaway 1]

[Key Takeaway 2]

[Key Takeaway 3]

To reserve your spot, simply click the link below and complete the registration form:

[Registration Link]

After registering, you’ll receive a confirmation email with details on how to join the webinar.

If you have any questions, please don’t hesitate to reach out.

We look forward to seeing you at the webinar!

Best regards,

[Your Name]

[Your Title]

[Company Name]

[Your Email Address]

Corporate training

Invite employees to participate in exciting corporate training opportunities:

Dear [Attendee Name],

I’m pleased to invite you to our upcoming corporate training event, “[Training Event Name],” taking place on [Event Date] at [Venue Name] in [City, State].

This training event is specifically designed for [Target Audience/Department] to enhance their skills in [Training Topic] and drive success in their roles.

Our expert trainers will guide you through interactive sessions covering:

[Session 1 Topic]
[Session 2 Topic]
[Session 3 Topic]

By attending this training, you will:

Gain practical knowledge and techniques to apply in your daily work
Improve your performance and efficiency in [Skill/Area]
Network with colleagues and learn from their experiences
Earn [Number] professional development credits

Here are the essential details for the event:

Date: [Event Date]

Time: [Start Time] – [End Time]

Location: [Venue Name], [Venue Address], [City, State, ZIP]

Agenda: [Link to Agenda]

Registration: [Link to Registration Page]

To secure your spot, please complete the registration form by [Registration Deadline].

If you have any questions or require further information, please don’t hesitate to contact me directly.

We believe this training event will provide you with valuable insights and skills to excel in your role at [Company Name].

Best regards,

[Your Name]

[Your Title]

[Company Name]

[Your Email Address]

[Your Phone Number]

Fundraising event

Set the stage to hit your fundraising goals with this customizable email template:

Dear [Attendee Name],

On behalf of [Non-Profit Name], I’m excited to invite you to our upcoming fundraising event, “[Fundraising Event Name],” taking place on [Event Date] at [Venue Name] in [City, State].

This special event is dedicated to raising funds and awareness for [Non-Profit’s Mission/Cause]. By attending, you’ll have the opportunity to make a meaningful impact on the lives of [Beneficiaries].

During the event, you can expect:

Inspiring stories from [Speakers/Beneficiaries]
Silent and live auctions featuring [Highlight Auction Items]
Delicious hors d’oeuvres and refreshments
Networking opportunities with like-minded individuals passionate about [Cause]

Here are the essential details for the event:

Date: [Event Date]

Time: [Start Time] – [End Time]

Location: [Venue Name], [Venue Address], [City, State, ZIP]

Dress Code: [Dress Code]

Ticket Price: [Price]

Registration: [Link to Registration Page]

To secure your tickets, please visit our registration page and complete the form by [Registration Deadline]. If you cannot attend but would still like to support our cause, you can make a donation through our website: [Donation Page Link].

If you have any questions or require further information, please feel free to reach out to me directly.

Your support means the world to us, and we can’t wait to see you at the event!

Best regards,

[Your Name]

[Your Title]

[Non-Profit Name]

[Your Email Address]

[Your Phone Number]

Other Pre-Event Email Templates

Make sure your stakeholders are in the loop by using these easy-to-use pre-event email templates.

Venue kick-off communications

Keep open lines of communication with your preferred venue using this email template so that no balls get dropped:

Dear [Venue Contact Name],

I hope this email finds you well. My name is [Your Name], and I am the [Your Title] at [Company Name]. We are excited to host our upcoming event, “[Event Name],” at [Venue Name] on [Event Date].

I wanted to reach out to introduce myself and begin coordinating the details of our event with your team. As we prepare for the event, I’d like to schedule a call or meeting to discuss the following:

Event Layout. Review the floor plan and discuss room setups, staging, and any specific requirements we may have.
Audio-Visual Needs. Discuss our AV requirements, including sound systems, lighting, projectors, and screens.
Catering. Review food and beverage options, dietary restrictions, and serving times.
Logistics. Coordinate load-in and load-out times, parking, and any other logistical details.
Health and Safety. Discuss any health and safety protocols or requirements that need to be followed.

Please let me know your availability for a call or meeting in the coming week. In the meantime, I’d appreciate it if you could provide me with the following information:

Venue Policies. Any specific venue policies or guidelines we should be aware of.
Preferred Vendors. A list of your preferred vendors for AV, catering, and other services, if applicable.
Contract and Invoice. The signed venue contract and an invoice for the deposit, if not already provided.

I look forward to working closely with you and your team to ensure a successful event. If you have any questions or require further information, please don’t hesitate to reach out.

Thank you for your time and assistance.

Best regards,

[Your Name]

[Your Title]

[Company Name]

[Your Email Address]

[Your Phone Number]

Vendor selection

Begin the process of finding great vendors for your event with this email template:

Dear [Vendor Name],

I hope this email finds you well. My name is [Your Name], and I am the [Your Title] at [Company Name]. We are currently in the process of selecting vendors for our upcoming event, “[Event Name],” taking place on [Event Date] at [Venue Name].

We came across your company, [Vendor Company Name], and believe that your services could be a great fit for our event. We are particularly interested in your expertise in [Specific Service/Product].

To help us make an informed decision, I would appreciate if you could provide the following information:

Services/Products. A detailed description of the services or products you offer that would be relevant to our event.
Pricing. An overview of your pricing structure and any packages you offer.
Experience. Examples of similar events you have worked on in the past, along with references, if available.
Availability. Confirmation of your availability on the event date and any deadlines for booking your services.
Requirements. Any specific requirements you may have from us to ensure a smooth collaboration.

Please feel free to include any additional information or materials that you think would be helpful for us to consider.

We would also like to schedule a call or meeting to discuss further details and answer any questions you may have. Please let me know your availability in the coming week.

We appreciate your time and look forward to the possibility of working with you on this event. If you have any questions or require further information, please don’t hesitate to reach out.

Thank you for your consideration.

Best regards,

[Your Name]

[Your Title]

[Company Name]

[Your Email Address]

[Your Phone Number]

Attachments: [Event Brief.pdf]

Post-Event Email Templates

The event may be over, but the work hasn’t stopped quite yet. Keep the good experience going with these essential post-event email templates!

Post-event thank you

Gratitude makes everyone feel good. Customize this email template to say thank you to attendees, speakers, sponsors, volunteers, and other stakeholders.

Dear [Attendee Name],

On behalf of the entire [Company Name] team, I wanted to express my heartfelt gratitude for your attendance and participation at our recent event, “[Event Name],” held on [Event Date] at [Venue Name].

It was a pleasure to have you join us, and we hope that you found the event informative, engaging, and valuable!

Here are some of our favorite moments from the big day:

[Highlight 1]
[Highlight 2]
[Highlight 3]

[Survey Link]

Looking ahead, we’re excited to share that we have several upcoming events that may be of interest to you:

[Upcoming Event 1]: [Date] – [Brief Description]
[Upcoming Event 2]: [Date] – [Brief Description]
[Upcoming Event 3]: [Date] – [Brief Description]

To stay informed about these events and other opportunities, we encourage you to:

Join our mailing list: [Mailing List Signup Link]

Visit our website: [Company Website]

If you have any questions, feedback, or suggestions, please don’t hesitate to reach out to me directly. We value your ongoing support and look forward to staying connected.

Once again, thank you for being a part of [Event Name]. We hope to see you at our future events!

Best regards,

[Your Name]

[Your Title]

[Company Name]

[Your Email Address]

[Your Phone Number]

Post-event feedback request

Collecting feedback is an important part of the event planning process. Be sure to send out a post-event feedback survey so you can continue to improve your events going forward.

Dear [Attendee Name],

Thank you once again for attending our recent event, “[Event Name],” held on [Event Date] at [Venue Name]. We hope you found the experience valuable and enjoyable.

As we strive to continually improve our events and provide the best possible experience for our attendees, we would greatly appreciate your feedback. Your input is invaluable in helping us understand what worked well and where we can make improvements for our next event.

We have prepared a brief survey that should take no more than [Estimated Time] minutes to complete. Your responses will be kept confidential and will only be used to enhance our future events.

Please click on the link below to access the survey:

[Survey Link]

The survey will be open until [Survey Deadline], and we kindly request that you complete it at your earliest convenience.

[OPTIONAL] As a token of our appreciation for your time and feedback, all survey respondents will be entered into a drawing for a chance to win [Incentive Prize]. The winner will be announced via email on [Prize Announcement Date].

If you have any questions or encounter any issues accessing the survey, please don’t hesitate to reach out to me directly.

Thank you in advance for your valuable feedback and continued support. We look forward to hearing from you and using your insights to create even better experiences in the future!

Best regards,

[Your Name]

[Your Title]

[Company Name]

[Your Email Address]

[Your Phone Number]

[OPTIONAL] P.S. Don’t miss out on the opportunity to shape future events and have a chance to win [Incentive Prize]. Complete the survey today!

Put Your Event Planning on Auto-Pilot with EventUp Planner

You’re an event planning superstar, but that doesn’t mean you have to do it all alone.

Enter EventUp Planner— leading event management software for savvy event planners of all stripes.

Deliver exceptional events while staying sane along the way with tools to:

✅ Template and automate key workflows to make multi-event management easier

✅ Support in-person, online, and hybrid events with one platform

✅ Simplify planning and management of your complex events across team members

✅ Create fully branded meeting and event experiences

Plan, launch, wow, repeat… with event software that doesn’t take a master’s degree to use, no matter how complex your events are.

Book a demo

5 Ways to Streamline Your Corporate Event Planning

Event Management

EventUp Planner Contributor
August 26, 2024

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

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

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

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

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

What is Corporate Event Planning?

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

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

Conferences and seminars

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

Product launches

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

Roadshows

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

Trade shows and exhibitions

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

Corporate trainings

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

Webinars

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

Why is Corporate Event Planning Important?

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

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

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

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

What are the Challenges of the Corporate Event Planning Process?

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

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

1. Finding and booking an appropriate event venue

2. Creating and adhering to a realistic event budget

3. Staffing the event properly and managing volunteers

4. Negotiating with vendors and adhering to their policies

5. Successfully promoting the event and driving registrations

6. Delivering engaging attendee experiences that keep people coming back

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

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

5 Ways to Streamline Corporate Event Planning

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

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

1. Create standard operating procedures (SOPs)

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

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

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

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

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

2. Assemble an event team and delegate responsibilities

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

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

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

3. Create templates for everything

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

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

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

4. Use cloning to its full potential

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

5. Automate to innovate

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

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

How to Choose the Right Corporate Event Management Software

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

Get started by asking yourself questions like:

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

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

Transform Your Events with the Best Event Management Software

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

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

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

Book a demo

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

Event Management

EventUp Planner Contributor
August 22, 2024

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

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

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

Phase 1: Planning

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

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

Defining the event’s purpose and goals.

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

Creating event materials.

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

Developing a central theme or message.

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

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

Phase 2: Promotion

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

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

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

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

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

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

Phase 3: Execution

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

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

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

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

Phase 4: Follow-up

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

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

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

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

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

How to Plan a Successful Fundraising Event: 10 Steps

Event Management

EventUp Planner Contributor
August 6, 2024

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

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

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

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

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

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

Define your cause, and set a fundraising goal
Choose a type of fundraising event
Define a realistic budget for your fundraiser
Choose the perfect venue for your fundraiser
Assemble your event team
Secure sponsors for your fundraiser
Spread the word on social media
Register attendees and sell tickets
Make donating easy
Follow up and express gratitude

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

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

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

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

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

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

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

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

Step 2: Choose a type of fundraising event

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

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

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

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

Target audience

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

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

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

Available resources

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

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

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

Timeframe

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

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

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

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

Step 3: Define a realistic budget for your fundraiser

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

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

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

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

Step 4: Choose the perfect venue for your fundraiser

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

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

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

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

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

Step 5: Assemble your event team

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

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

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

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

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

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

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

Step 6: Secure sponsors for your fundraiser

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

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

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

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

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

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

Step 7: Spread the word on social media

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

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

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

For event planners with a dedicated marketing team member:

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

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

Check Out: Event Marketing Calendar [Template]

Step 8: Register attendees and sell tickets

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

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

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

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

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

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

Step 9: Make donating easy

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

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

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

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

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

Step 10: Follow up and express gratitude

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

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

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

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

Pull off an Awesome Fundraiser with EventUp Planner

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

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

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

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

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

Transform Your Events and Drive Pipeline Using EventUp Planner

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

How to Plan a Successful Trade Show: 10 Key Elements

Event Management

July 9, 2024

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.

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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Using Account Hierarchy to Organize Finances During the Event Management Process

Event Management

July 5, 2024

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

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

What is account hierarchy?

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

Organizing funds during the event planning process

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

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

Risk management

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

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

Streamlined productivity

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

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

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

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Article contributed by Brianne Watson exclusively for eventupplanner.com

13 Event Ideas for Sales Kick-Off Meetings

Event Management

July 3, 2024

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

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

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

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

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

What is a Sales Kick-off Meeting?

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

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

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

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

Company updates and vision casting
Product updates and demos
Sales strategy and goal-setting
Keynote speakers and motivational sessions
Training and skill development workshops
Team-building activities
Awards and recognition ceremonies

What Does Every Sales Kick-off Event Need?

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

Reflection & celebration

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

Education

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

Team engagement

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

Collaboration

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

Energy

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

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

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

Interactive product demos and gamification

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

Expert panel discussions

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

Immersive virtual reality (VR) experiences

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

Sales pitch competition

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

Escape room team-building

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

Charity volunteer time

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

Sales Olympics or Field Day

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

Sharing success stories

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

Improv comedy workshops

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

Sales mastermind sessions

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

Live music or comedy performance

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

Wellness activities

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

Sales awards gala or red carpet event

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

The Benefits of Running a Virtual Sales Kick-off Meeting

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

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

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

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

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

GET THE FREE GUIDE: Implementation Guide for Virtual Events

Top FAQs about Sales Kick-off Meetings

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

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

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

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

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

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

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

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

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

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

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

Supercharge Your Events with Leading Event Management Software

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

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6 Powerful Ways to Make Event Promotion Easy for Speakers

Event Management News

June 28, 2024

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

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

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

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

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

Why Invest in Speaker Relations?

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

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

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

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

6 Strategies to Encourage Speakers to Promote Your Event

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

Make your speakers the stars of your event

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

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

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

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

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

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

Invest marketing dollars to promote your speakers

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

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

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

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

Provide speakers with engaging content to use

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

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

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

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

Supply each speaker with a customized promo code

Leverage your speakers’ platforms to boost event registration.

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

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

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

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

Ghostwrite your speakers’ promotional posts

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

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

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

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

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

Make event management technology work for you

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

That’s where event management software comes in.

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

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

Effortlessly Manage Your Speakers with Event Management Software

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

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

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

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

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

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Save Money and Trees: How to Run Sustainable Events

Event Management News

May 30, 2024

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.

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!

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.

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%

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.

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!).

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.

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What is Event Planning Software?

What are the Benefits of Using Event Scheduling Software?

⏱️ Saves you considerable time

👍 Keeps you organized

📈 Boosts productivity

✨ Increases event attendance

What are the Top Features of Event Management Solutions?

Event registration and ticketing

Schedule and speaker management

Event marketing automation

Event website builder

Multi-event management

Virtual and hybrid event capabilities

Event reporting capabilities

Event Planning Software FAQs

Worker Smarter, Not Harder with Event Planning Software

Table of Contents

What Is Event Planning Email Outreach, and Why Is It Important?

What Should I Include in My Event Emails?

How Often Should I Send Emails Without Being Annoying or Pushy?

Venue

Attendees

Speakers

Vendors

Event team, including volunteers

10 Helpful Event Planning Templates & Examples

Event Invitation Email Templates by Event Type

Conference and seminar

Product launch

Webinar

Corporate training

Fundraising event

Other Pre-Event Email Templates

Venue kick-off communications

Vendor selection

Sponsors

Post-Event Email Templates

Post-event thank you

Post-event feedback request

What is Corporate Event Planning?

Why is Corporate Event Planning Important?

What are the Challenges of the Corporate Event Planning Process?

5 Ways to Streamline Corporate Event Planning

How to Choose the Right Corporate Event Management Software

Transform Your Events with the Best Event Management Software

Contents

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

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

Step 2: Choose a type of fundraising event

Step 3: Define a realistic budget for your fundraiser

Step 4: Choose the perfect venue for your fundraiser

Step 5: Assemble your event team

Step 6: Secure sponsors for your fundraiser

Step 7: Spread the word on social media

Step 8: Register attendees and sell tickets

Step 9: Make donating easy

Step 10: Follow up and express gratitude

Pull off an Awesome Fundraiser with EventUp Planner

Transform Your Events and Drive Pipeline Using EventUp Planner

What Are the Benefits of Hosting a Tradeshow?

Benefits for your company

Benefits for exhibitors

Benefits for attendees

Benefits for sponsors

10 Essential Elements of a Successful Trade Show

Element #1: An awesome venue

Element #2: An intuitive and optimized layout

Element #3: Trade show software

Element #5: A solid crisis management plan

Element #6: A comprehensive marketing plan

Social media

Paid ads

Email marketing

Event website

Traditional channels

Element #7: A proper exhibitor kit

Element #8: Clear and engaging maps & venue signage

Element #9: The right entertainment

Element #10: Catering and refreshments

Planning an Amazing Trade Show: FAQs