Customer is always the King; your attendees are King for your event. Make them feel special, wanted, and value them as they made adjustment with their tight schedule to attend your event. So, they definitely deserve a royal treatment. And moreover, the success of your event is directly proportional to their satisfaction level.

Well, how do you let your event attendees know you are out there for them? Let’s begin with some uncomplicated steps.

Sweep into Technology World

Today, world runs on technology where everything happens at just one click. So, why not bring in event-based technology for your event? Have a seamless event technology in place, with which the attendees can do a lot many things. Implementing technologies such as event ticketing platform event apps, right barcodes on name badges, and using Near-Field Communication (NFC) will aid in gathering detailed information about your attendees, ultimately ensuring a perfect service to them not only before or during the event, but also after the event.

A Grand Welcome

When attendees land at the city, make sure that their arrival experience is something they will never forget. Don’t make them start looking for cabs or some other transport mode. Make sure they reach the hotel or venue hassle-free by providing them pick-up facility. While registering, include a pick-up and drop option on the event app. Not everyone will opt for this, but whosoever really needs it will go for it.

Smooth and Easy Registration

After a grand welcome, the next thing you must ensure that they go through a smooth and easy event registration process. Having an onsite technology and support staffs to welcome, and a quick registration process will give you big thumbs up. Accurate QR codes on name badges make it easy for event planners to provide efficient service. Their belongings such as bags, jackets, and other stuffs can also be taken care of using this barcode system. Plus, each participant can build a network by scanning each other’s barcode badges with their smartphones and exchange electronic business card.

Food Care

Good food can make anyone happy and since they are your attendees, you need to be even more careful. Be attentive to their likes, dislikes, and food they are allergic to. It will be easy to treat them properly if you take note of their food requirements while registering on the app.

One-stop Information Store

Installing an NFC touch wall at the event venue or handing out NFC equipped badges or wristbands help attendees collect all the event related materials. It works as a one-stop information store at just a tap. Also, event participants with NFC-enabled phones can transfer any informative piece with each other. It is secure, trustworthy and convenient to use.

Now that you get ideas on how to take care of your attendees, go give them a memorable experience.

The post Best Way to Win your Event Attendees Online appeared first on Yapsody.

Attend mails during a particular timeline

As event planners, your inbox keeps popping up with emails every time. It is not necessary to look into every email whenever they ping. This will consume a lot of your time and interrupt in your work. It’s better to set a particular timing within which you can attend to all the emails.

Go for NOW than LATER

These emails never leave your company. They keep coming back and jamming up your inbox. Either you hit the ‘Delete All’ button and clean up the inbox, or you deal with the mail then and there. If you have opened up an email, do what it asks from you. Whether it requires a reply or a forward, just get it done. Archive if you need it in future. Don’t keep it for LATER, always go for NOW. And if the mail won’t serve any purpose, then delete it. This saves you from dealing with that mail again.

KISS always works

Yes, KISS always works. KISS – Keep it short and simple. Nobody wants to read a long and difficult to understand messages with lots of jargon. Keeping the mail short and simple will attract more esteemed clients, because like you, they don’t have time to read a long message. Set an email template if you have to send out the same structure of mail to several addresses. This will simplify your task.

Making best use of Subject Line

Your subject line is as important as the body of the mail. Your email campaign will be successful if the subject is powerful enough. Asking for action in the subject makes sure that the recipient is attentive to the mail and can even expect a quick reply. At times, using ‘eom’, meaning ‘end of my email campaign message’ at the end of subject line saves yours as well as the recipient time as the message is delivered on the subject itself.

Don’t hesitate in unsubscribing

How many of the newsletters have you subscribed are adding any value to you, be it professionally or personally? In fact, most of our inbox is stacked up with unwanted newsletters. And if you have decided to trash away all those useless newsletters, then go ahead and click the unsubscribe link.

Why not use Calendar

On receiving a message about an event, meeting, or any other assignments, mark them on the calendars provided. Almost all email sites such as Gmail, Yahoo mail or Outlook have calendars app with reminders. After scheduling your important meetings, appointments, and tasks on this app, you can send off the mail to the trash can.

With all the email tips listed above, it’s easy to be in control of your inbox.

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I won’t deny, social media definitely consumes a lot of time, and for busy people like y’all, it can wreck your schedule. But, there are ways to manage it, and here I’m going to explain five top ones:

ON THE CLOCK

Event planners practically live off clocks and calendars, so this shouldn’t be a tough one. When you sit down to post event updates on social media to sell your event tickets, you might get distracted really easily, especially when there’s always that ‘View 10 New Tweets’ and ‘20+ New Stories’ popping up again and again. To top it all, you now have push notifications on your smartphones for all twenty social media apps that you’ve installed.

Give specific time windows to these outlets and only be active on them during those intervals. First thing in the morning, plan out your social media ‘schedule’ and stick to it. Turning off your notifications will definitely work since you won’t feel the urge to go back every 10 minutes to check your feed and spend so much time on it. Also, make sure that whenever you’re working on a platform during the time allotted to it, work ONLY on it – create content, engage with your followers, interact with people and so on.

A LOT AT ONCE

Having pre-produced content in bulk always helps, because you won’t have to fidget with new ideas and find ways to execute them right at the eleventh hour. Whenever you manage to squirm a little time off, maybe just before you sleep, after you wake up, during breakfast, or while traveling, you can list out tips related to your industry and post them on Twitter. These same tips can be converted to infographics that you can post on Facebook, Instagram, and Pinterest (try using PicMonkey or Canva for the same) and also include your logo in these pictures to increase your branding.

Yes, content creation might take some time, but scheduling it is a cakewalk for an event planner, at least. Use apps like Hootsuite to schedule hourly Tweets, and follow a similar approach with Facebook posts as well.

SMALL IS BIG

When you have ideas on your mind, you want to jump into the implementation. And if you take a really big leap, you might just fall and break your head. This simply means that just because there are a hundred social media outlets out there, you don’t have to be on each one of them all at once. Instead, start with platforms that you’re familiar with, or the ones that are popular in your niche. Later, when you are smoothly managing these platforms and are still left with enough time to start promoting on others, you could expand to more channels.

HOW FREE IS FREE TIME?

As I already mentioned, you could use up your free time (or ‘dead’ time, as they call it) for following up on your social media accounts. This is usually the time where you anyway can’t do something else that’s really productive, for example, when you are waiting in the checkout queue at the supermarket, or waiting for someone at the restaurant before a meeting. You could utilize this time to check your feed, retweet people on Twitter, and you could also create new content using your phone.

SCHEDULE YOUR CONTENT

This is probably a continuation of the second point. For every kind of content that you want to put up online, you can have a rough idea in your mind about the where, when, and how. Divide your content into categories, and then plan how much from each one of it are you going to post in a day, or over a week. So, you won’t have to spend another hour contemplating the kind  of content you want to post, instead, you’ll have a domain that’ll give you a line of thinking when you’re considering what to post.

IN CONCLUSION

So, there you go. Now that you know it won’t be that difficult to manage your social media accounts, you can utilize that time you spent stressing out for coming up with new social media strategies, all the while keeping these five tips at the back of your head.

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Find Yourself a Valentine

I mean, a Valentine for your event – a partner who does not belong to the same industry (and hence is not a competitor). You can offer their products at your event for a discount, while at their store they could offer a discount code for tickets to their customers. Basically, you build a symbiotic relationship with them. Make sure you’re choosing partners that innately draw couples during the Valentine’s season – cafés, theaters, confectioners, gift shops etc.

Offer Seasons Freebies

Go a little beyond greeting cards and give away special notepads or other trinkets that carry the essence of Valentine’s Day in them. You can either send these over to your registrants after they’ve registered, or you could give these away during or after the event.

Host a Competition

Organizing a creative competition based on the Valentine theme will attract your target audience and also the media. Competitions that are quirky, like the longest kiss or the best proposal, will be enthusiastically received by all kinds of couples. You need not have the competition at a physical location; you can always use your event’s Facebook page, Twitter handle, or YouTube channel for the same. Hosting the contest before your event will give it massive promotion and provide a build-up for it. Announcing the results of the competition during the event will also boost up event ticket sales.

Be an Early Bird

Early Bird is a concept that is not only meant to be a ticket category. To make sure you’re creating a buzz about your event, you need to start early with the promotions. Right after New Year, start telling people about your event so that whenever they think about planning how to spend their Valentine’s, they instantly get reminded of your event. Send customized post-cards and newsletters, put up banners and flyers in target locations, and maybe send over special hampers to your past attendees who have attended a lot of your events.

It’s okay to be a little repetitive as long as you’re not annoying your target audience. Always having a high sales pitch might irritate your potential attendees and drive them away, so come up with fun stuff that they’d want more of.

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BE BETTER THAN YOUR BEST

In this profession, everybody is trying to be the best, but nobody really reaches there. But, you do get to improve at every step of the way and, if nothing else, you can always be a better version of what you are. No matter how big or small an event is, you will be able to find out at least one place where you screwed up and one point where you completely nailed it. The key is to keep learning, whether it is from your mistakes or others’ experiences. Take up challenging events, read blogs and articles, attend events and make a mental note of how they are getting things done and don’t be afraid to try out something new. For all you know, it might end up being your “thing”.

STRIKE THE BALANCE

If you’re an event planner, you are very well aware of what the balance is. You are struggling to meet an immoveable deadline, you are living off planners and coffee, and you have just ceased any possible contact with your personal life – family, friends, or your own self. That’s pretty much every event planner’s life summed up. Though, that’s not how it is supposed to be. Incorporate activities for your physical and mental health into your schedule and this might mean relying on your team members for a little more work, but you have to stop obsessing and trust them. Let go off the unnecessary stress because even though it comes with the job profile, that doesn’t change the fact that it’s unnecessary. If you have to strike the balance, you have to give that perspective of yours a little twist.

CHOOSE YOUR EVENTS WISELY

Events that just come and go like a wind aren’t probably what you should be opting for when you’re trying to build yourself professionally. Sign up for events that let you engage with your audience. You can also try high end events like Live Music Events & Casino Events to switch your niche. Most importantly, though, learn to say NO. It’s an innate quality of an event planner to accommodate everything that comes his way. Even when your schedule is packed and you have a lot on your plate, you would still take up a job you’re not even interested in for a very less fee just because you can’t turn down a client or a colleague. Trust me (you will, because you have experienced this at some point yourself), you’ll only regret this later because not only will you get nothing from this particular event, you might also mess up other important jobs because of extra stress.

GO TECH-SAVVY

Not just because 94% of the event planners are doing it, but because it’ll really lift a great deal of load off your shoulders. Try building an event mobile app because that’s a really effective way to improve connectivity with today’s generation who don’t look ahead of their smartphones (quite literally). Refer to the Event App Bible for getting a deeper-than-the-Marian-trench deep insight into the market.

LEAVE THE RIGHT IMPRESSIONS

This might sound really crazy, but when you’re setting up and event and getting people to register, there are two times when you make “the first impression”. I say so because both these times, the impression that you leave is going to be equally important. First is when you’re getting people on your website and wanting them to register for the event i.e. online registration. Second is when your attendees are queuing up outside the gates of your venue and the situation becomes simply chaotic i.e. onsite registration. Focus on both these aspects equally.

GO AND GET IT!

It’s a fact that can be repeated a million times and it still won’t stop making sense – this is a highly competitive industry. But, that shouldn’t stop you from achieving what you’ve always wanted. If you’ve had your eyes on a client since a long time, work on a hundred ways of landing him. The only way to reach your goals is to go and get them.

SELL OUT

Don’t just aim to break even. For every event you do, make sure you’re working towards selling your event ticket entirely. Every event is different, and there’s no foolproof way to ensure that you end up selling out each one using the same formula, but keep reading and gathering tips that you can try out. At the same time, devise your own ways of working around all these events in order to get to a point where you can say, “Sorry, we’re out of tickets!”

STAND ON YOUR FEET, AND STAND TALL

Though it sounds scary, starting your own company all by yourself can be a life-changing decision for you. It’ll require a lot of thinking and business planning, but starting off something of your own can help you solidify those ideas that have just been floating around in your head while you were living someone else’s dream.

BE THE LEADER YOU’D WANT TO FOLLOW

Because it doesn’t matter whether you’re working for someone else or are your own boss, you’re going to have a team under you who’ll be looking up to you for inspiration. Always motivate your team members – appreciate them when they do something good, and when they don’t, remind them of the times they did.

CONCLUSION

These aren’t definitive goals that you need to stick on your bathroom mirror; these are outlines of the realistic goals that you’re going to bind with timelines and numbers and actually work to achieve them. All the best in your endeavors and a very Happy New Year, y’all!

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