We’re sure that you had to make some hard decisions with the worst-case scenario being event cancellations. However, instead of straight-up canceling your events, you could postpone them for a future date and follow these tips to keep all your guests, sponsors, and production team updated. 

1. Plan Your Communication

Before making your announcements public, it’s crucial to have your event marketer study the health regulations laid down by your country and local regulatory bodies. Once you have all that in place, you can go ahead and frame a step-by-step communications plan for your vendors, sponsors, venue-owners, and guests.

2. Inform Your Venue Owners

Inform your venue owners if you’re postponing or canceling your event and get a refund amount for your booking. Chances are that they might bump you up the list for your next event once all of this blows over safely.

3. Postpone Your Event

It might be with a heavy heart that you might have to postpone your event to ensure the safety of your community. But trust us when we say that, postponing your event is in everyone’s best interest given the conditions. Event presenters using our platform can do so without losing out on their event investments. Learn more about postponing your events, refunding tickets, and precautionary measures to be taken. 

4. Send Updates To Your Guests and Speakers 

Once you’ve decided to postpone or cancel your event, communicate effectively with your guests, speakers, artist booking agencies, and vendors about your event. Apart from posting on your social media and website, send them a personal message through an email using our Mailchimp integration. Remember that our platform is still fully functional.

5. Setup Ground Rules For Your Next Event

Take this time out to regroup safely with your family and friends. Follow those precautionary measures and reflect on how you can improve your future events. It’s absolutely imperative that we collectively plan better for the event community by adhering to strict standards of hygiene. Set up ground rules that you would follow with your team members and audience for an unforgettable event experience.

Remember that we as a community are in this together and will bounce back stronger than ever before. In the meantime, we wish you and yours, all the good health and strength to come out stronger. 

Also read: 

COVID-19 (Coronavirus) Resources for Event Presenters

Availability of Our Platform & 24/7 Support

Yapsody is a global company, with employees in every department working in various locations.  Our engineering and support teams continue to be available to support our presenters and their customers around the clock through this challenging period. For our external technical service providers, such as cloud infrastructure vendors, we partner with only the most sophisticated, enterprise-grade, global organizations, who themselves have also been ahead of the curve in best-practices during this outbreak.

If you have any questions or concerns while following any of the above suggestions, please contact us at support@yapsody.com. Our support agents will be happy to assist you.

As one of the technology leaders in event ticketing, we are honored to partner with over 100,000 event presenters globally, providing a secure and trusted platform to power their events

The post COVID-19 Event Postponement & Management Tips appeared first on Yapsody.

Tell It With A Tale

Instead of just inviting them for a casual glass of wine and chatter, have a theme for your event that reflects your cause, or vision. For example, you could have a “bringing change, bringing joy” or “changing the constant” theme, both of which are central themes, revolve around your cause, and can be used to build up content preceding the event, or post that. For parties like these, you should shift your focus from your drawbacks to your achievements. Your attendees would want to see how their contribution is helping your organization carry out activities that are benefiting the society. Donors would want to feel that they’re making a difference, and that their money, time, and efforts aren’t just sinking in a hollow pit.

Let Them Know

Your event would be pointless if all your supporters aren’t sent an invite well before the date of the event or concert. If you’re emailing the invites, make sure you’re personalizing every email before sending it out to the supporters in order to make them feel really welcome. Also, to add to the warmth, you can have the old-fashioned written invitations inside a beautiful package for your big sponsors and supporters. The invitations should indicate that this is an exclusive event only for appreciating a small group of people (i.e. your supporters) for their priceless contributions.

Let The Receivers Become Givers

Directly involving the recipients will seem like a very real reward for your contributors. You can invite the recipients as guests, or speakers, so that your supporters can directly hear about the consequences of their contributions from the ones who have been helped. Your recipients will also be glad at being granted the opportunity of thanking the contributors personally, and appreciating them for their help.

Use Multimedia

“Where words fail, music speaks.”

Sounds like a cliché statement at the back of a teenager’s iPhone, but it doesn’t stop making sense. Pictures, videos, and audios work like charms if you’re trying to engage an audience. Show the donors videos and documentaries about the inside workings of your organization, real-life stories of the recipients and how the charity has helped them, therefore giving them a better insight into the work you’re doing to put their money to good use. This way, they’ll feel more connected to your organization.

In True Sense, Recognize Them

A lot of people don’t like it when someone puts up a show and holds their work in the limelight, but a vast majority won’t mind being appreciated in public and being recognized for their work.

Have the media come over and cover your ‘thank you’ event. Conduct a proper felicitation where you give them mementos, or trophies, for their contributions. You could also have banners with their names and company logos, or a presentation that has their names coming up as rolling credits. Also, printing their names with little descriptions on handouts and pamphlets can provide them with recognition.

As far as social media is concerned, it goes without saying that you could give them special mentions on your Twitter, Facebook page, Instagram, and other social media networks that you have a presence on, including your website.

According to a few surveys, almost 80% of the contributors said they’d give additional gifts/support if they received recognition and a simple “thank you” for their contributions. Remember, saying thank you doesn’t make you small. It makes you big enough to have a heart that recognizes and appreciates kindness, something that is a rare sight nowadays.

The post How To Plan A Memorable Thank You Event For Contributors appeared first on Yapsody.

Get Site-d!

Your website, or your online ticket store, will probably be the first SIGNIFICANT impression that you’ll make on your customers. So, make sure you make a good one. When you register with Yapsody, we don’t just give you a platform to sell tickets – we give you an online ticket store with a customized URL (e.g. www.yourevent.yapsody.com) where your customers can

• Interact and connect with you in your local language (Click Here to check if your local language is supported by Yapsody)
• Add multiple events to the Shopping Cart so that they can Check Out with a single transaction
• View entire history of their past transactions, and of course
• Buy tickets!

You can also have a customized section for FAQs to answer possible queries of your customers.

Social Media

Social Media is just never enough promotion. Never. Enough. It is the easiest way to spread word about your event and reach a large audience. Plus, it’s much easier for someone to simply click the “Share” button to let people know about your upcoming event or concert, than actually talk and explain. Yapsody provides you with Social Media widgets that help you with your promotion. You can embed these buttons in your Facebook page, your blog, your Tweets and divert traffic to your website, registration page, or online ticket store. And there is no known job that can’t be done with a few buttons set loose, is there? *wink*

Because Sharing is Caring

Get out there, be a good kid, and share your event on social event sites like www.eventful.org and www.upcoming.org. These websites allow you to publish your event details in order to drive more traffic and increase your target audience reach. Thankfully, a lot of them are free and let you put up your description, event date, time, venue, pricing, and website address.

Did someone say “free”?

The moment you read that the social event sites are free, you’re already Googling your way through twenty of them. So, why not give back some free stuff to the virtual world as well? Discounts, promotional coupons, freebies – they are little packets of happiness. People love free, no matter what it is. Yapsody lets you add different types of discount offers to your tickets: early purchase, group discounts, promo codes, and a lot more.

The “E” in “Email” stands for “Evergreen”

Emails always work. And when I say ‘always’, I mean it. You can easily import your customer list into your MailChimp contact list with our easy-to-use integration tool. Use it to send across event updates, newsletters, and interact with your customers easily. Frequent emails show you care, and that you are active. With blue ticks and ‘Seen’, people have grown used to instant responses.

Many of them might be old-school knew-that-one-already tips, but they still work. And I’m sure they always will. Just like my jokes. My jokes don’t work? Maybe because I don’t pay them enough! Okay, maybe I should take that one back. *facepalm*

The post Tips and Tricks to Promote Events Successfully appeared first on Yapsody.

• Send out a ‘Save the Date’ email so that people can block the date out in their calendars.
• Personally reach out to your most important contacts. Check with them and offer them if would like to be a sponsor a booth or be a guest speaker at the event.
• Offer you customers something different and something extra to the usual run-of-the-mill corporate business events. Offer an exciting menu compelling talent.
• After the event, get feedback from your customers and follow up with any new connections you have made.
• Finally, send out event brochures, recorded speeches, etc. for those who couldn’t attend the event, to show they are important to you and inform them on how you would love to see them at the next event.

After the success of the event, make sure you review all details and feedback which was received and make sure all of the constructive suggestions are applied to the next event.

The post How To Host A Successful Corporate Event? appeared first on Yapsody.

Customer retention is just as important as customer acquisition.  You should invest and work just as hard to retain your current customers not just because they are a recurring stream of event revenue for you but because they also help you to acquire new customers. By using Yapsody’s online event ticketing system, you are giving your customers the incentive to purchase tickets without paying any ticketing fee; but wouldn’t it be nice if you could also reward them for being a fan, follower, or existing customer?

Awarding exclusive loyalty discount coupon to your loyal customers is the easiest way to encourage recurring ticket sales to future events. Even small figures like 10% or $2 discounts on the base ticket price can make a big difference in your ticket sales graph.

You can share your loyalty discount coupon through email blasts via MailChimp, Facebook posts, Tweets and word of mouth to your social fans and followers, friends and family members of your staff and, most importantly, the customers who attended your last event.

Yapsody provides a wide selection of discount types that you can apply to your events. You can click here to explore the 5 different types of discounts for your events.

The post Ways to Use Offers and Discount to Retain Customer Attention! appeared first on Yapsody.

So if you are planning to organize a New Year event for your customers, the following checklist will give you some tips to organize a smashing Holiday and New Year Event.

• Publish your event early so that you can get more time to promote and advertise your event. It will also help you to create buzz and give your customers enough time to spread the word with their friends.
• Send out Email Newsletters to your past event’s customers to promote your New Year 2014 event and offer them a limited-time promo code as “customer loyalty discount” or “early purchase discount”. These promo codes will not only boost your ticket sales but also motivate your customers to share the offer with their friends and colleagues.
• Upload images and videos of your last year’s ‘New Year event’ to build anticipation. Let your customers realize the fact that they will miss a grand New Year Eve fun if they won’t attend the event.
• New Year happens only once a year; let your customers select their best choice. Offer a variation of ticket types to your customers, such as VIP Tickets, Couple Tickets, Senior Citizen Tickets or Express Lane tickets.
• Use electronic ticket scanning devices and mobile application to keep queue moving and customers happy. Encourage your customers to arrive early by offering drink coupons, merchandise, or New Year gifts for those who join the event before a certain hour.

We hope you find these tips useful! Create your New Year Event with Yapsody and let your customers enjoy your event without paying any TICKETING FEE.

Present a Little Something to Make the New Year Memorable!!

The post Tips for a Smashing New Year’s Event! appeared first on Yapsody.