Carrying out an event survey is a fantastic way to measure which event strategies guarantee success and stakeholder satisfaction. Perhaps you aim to enhance attendees’ experience, put together a winning pitch to draw in event sponsors, or want to take your virtual event experience to the next level. Event surveys allow organizers to understand the impact the event made on attendees.
You can collect an assessment from a virtual audience using a number of methods. But it can be a challenge to gather feedback using a post event survey, even if the event was a success. The data gathered during this chapter in virtual event planning can help you turn the occasion into a triumph.
Knowing what to ask can be a challenge, so we have narrowed it down to 15 efficient virtual event survey questions for you to pose at virtual events.
Why Would You Conduct a Follow-Up Survey?
Make sure you’ve determined the reasons for a follow-up survey before compiling one. Your objectives should be to boost the quality of your events and increase the return on investment (ROI) of future events. Some of the information you can gather includes:
Quantitative attendee experience data
As an example, let’s say your event featured games and giveaways in which many of the event attendees took part in both activities. Your concept was aimed at the right audience.
Qualitative attendee experience data
Let’s assume that a specific webinar didn’t draw the number of attendees required to be considered a success. It is then determined that the event was hosted at an unsuitable time.
15 Must-Ask Virtual Event Survey Questions
Overall, how would you rate the event?
Get things rolling with a simple multiple-choice question. Using a scale of 1 to 10 to rate the event, attendees can give you a comprehensive idea of the event, whether excellent or poor.
If you’re looking for specific feedback, then adding an open-text area for attendees to post additional comments is an effective tool.
How did you hear about this event?
By getting attendees to tell you where they first heard about the virtual event, you can analyze which marketing channels are successfully promoting your event and which aren’t performing as well.
Is this the first time you are attending one of our events?
You can ask this question at virtual or hybrid events to see how many of the attendees are first-timers and which are return participants. Clearly, this question is irrelevant if you’re hosting your first event.
Why did you decide to attend the event?
This is a pre-event survey question that helps you work out schedule adjustments and how you can highlight the most sought-after activities during the event. Cater for the audience’s needs and wants and let them know your focus is on their experience.
What experiences or moments did you like best during the event?
Post-event surveys featuring this question help event organizers identify the most satisfying aspects of the event. You can prioritize these successful aspects and repeat them at future virtual events and conferences. It’s also a fantastic way to find out what virtual and in-person attendees think about your live sessions, event speakers, and discussion topics.
Was there any event information that was difficult to find?
This straightforward ‘yes’ or ‘no’ question will bring out how capable you are at communicating vital information. Provide an open field box for attendees who reply with a ‘yes’ so you can know which specific information was difficult to locate in your virtual event platform.
How did you like the speaking session/s?
The greater part of your budget will be for your speaking sessions, so feedback from attendees is essential in determining which areas need improvement. A good follow-up question could be “What did you enjoy/not enjoy about the speaking sessions?”
Did the event meet your expectations?
Once you’ve asked virtual attendees about their goals, you need to find out if those goals were indeed achieved . Such post-virtual event survey questions will draw your attention to any areas that need improvement. For example, if your attendees had the goal of networking with others in their industry, but most weren’t able to do so, then you need to hit the drawing board again.
How satisfied were you with the virtual networking opportunities available during this event?
Networking is a vital feature at virtual and in-person events. However, online events have made networking a little more difficult than usual. Post-event survey questions, like this one, ensure you get results for your attendees. Include a text box and an NPS rating for the audience to better express their thoughts on your event experience.
How easily were you able to navigate the event?
Your audience should be engrossed in your event and the information they’re looking to learn should be available in a format that is easy to use. Unfortunately, you cannot depend on the intimacy that ordinary in-person events have to offer, so ensure that your virtual platform provides user-friendly navigation options.
How easily were you able to ask questions and get answers?
Asking the above question gives you the opportunity to analyze just how effective your Q & A sessions are. Attendees should be able to get the answers they need by having the opportunity to ask practical questions.
If you used tech support, how would you rate your experience?
Your attendees could run into an array of problems. Whether they had trouble logging on or audio glitches, they’re going to need to contact event tech support. The manner in which the issue is dealt with can leave either a bad or good impression of the event. So, if you want to know how good your tech support system is, make good use of functions such as live chats, emails or a robust knowledge base.
How did you feel about the duration of the content? There’s no doubt—digital life has shortened our attention span. Add to this the fact that most virtual event attendees are at home, with a deluge of distractions. The length of your event matters. You need to know whether your event is long enough for hybrid event attendees to get what they came for or if there’s room for improvement.
Which virtual platform features were your favorite?
Event planners understand that online event success depends on a strong and functional virtual conference platform. Post virtual event surveys highlighting this question allow attendees to tell you which specific features were both practical and entertaining. Your team can then consider incorporating technology at the next event.
What was your main priority when attending this event? Were you able to carry it out within the virtual platform?
Find out what your target audience was looking to accomplish and if your event helped them do so. Getting the answer to this question will help you in any upcoming event planning. You can also improve future virtual events by finding out what exactly is drawing your target audience to these events.
What topics would you like to see featured in future events?
Answers to that question are an asset when you need to come up with topics for the next virtual event: ongoing education, certificate and compliance workshops, networking possibilities, keynote speakers, and other event professionals, along with games.
How likely are you to recommend this event to a friend or colleague?
The above NPS question actually gets you two answers: first, whether or not your attendee satisfaction was excellent enough for them to invite someone else and second, whether or not this attendee will participate in any upcoming events.
How was your experience with our virtual sponsors and exhibitors?
By means of a virtual booth, sponsors and exhibitors can engage with attendees, present a summary of products and services, and deliver screen share presentations via virtual exhibit halls. Find out what attendees appreciated at the event and what could be improved.
How likely are you to attend any future events from us?
This post-event question is often asked so you are able to see how many people will keep attending any planned future events.
What topics would you like to see more at our next event?
At times, an open-ended question like this gives attendees the opportunity to share ideas and outlooks you wouldn’t have considered before. This information can be used to create exciting concepts from which to launch your next event.
What, if anything, did you dislike about this event?
Sometimes the toughest question to ask is the answer we need to help us improve future events. An event can encounter a few issues, so it’s crucial to get some feedback.
Create an open form field in which attendees can express their thoughts, suggestions, and critique. This is also another way to measure attendee satisfaction.
Is there anything else you would like us to know?
This open-ended question gives attendees the chance to provide more personal and specific constructive feedback, which other questions in your survey may have missed. You might not cover everything in your survey, so make sure to post this question.
Effective Virtual Event Survey Questions Get Results
Virtual events have an advantage over in-person events—they obtain top-notch data regarding attendee engagement and how to refine upcoming events for maximum results or return on investment.
Push notifications can be used to remind virtual attendees to fill out survey questions. The registration process is simplified through an event app tool and event organizers can engage with people through various social media platforms. By means of post-virtual event online surveys, questions such as “Did this event meet your expectations?” can give you the answers to help take your event planning skills to the next level.
Virtual event survey questions are a fantastic resource for any event planner considering the strengths and weaknesses of an event from the planning stage to launching and hosting the event. You can use a tool like Jotform Survey Maker to carry out your event survey. The answers create a foundation that turns future virtual events into a resounding success.
If you enjoyed reading this article about virtual event survey questions you should ask, you should check out this one with event WordPress themes.
We also wrote about similar topics like adding a virtual events calendar to your site, virtual event ideas, virtual event best practices, virtual events checklist, and the types of virtual events you can organize.
If you want to know how to get sponsors for an event, you’ve come to the right place. There are plenty of people who need to draw potential sponsors for their corporate gatherings.
When you host corporate meetings and similar events, you’ll give your business the attention it needs. Besides boosting your brand, you’ll be widening your reach.
Hence, it’s not a surprise that so many brands are looking for corporate sponsorships to help them launch their events. Although this is a challenging task, it brings many benefits. But how do you get sponsors for an event? How do you contact potential sponsors? How do you provide them with a valuable proposal? How do you tackle the obstacles that may arise?
At this point, it becomes essential that you understand all the details about event sponsorship. If you want your future events to be a success, take a look at this guide. This information will certainly be useful for event organizers.
First Things First—Do You Need Event Sponsors?
Event sponsorship can be a great way to get new business partners. Large companies usually have a budget allocated for this purpose. Starting early is important. It is a good idea to give out free gifts, like food donations, goodie bags, and similar elements.
Creativity is a big plus when it comes to getting sponsorships, but remember that you must add value to your event so that it looks more appealing to potential sponsors.
The following set of questions might help you plan a strategy, especially for large projects or public events that may be significant to your corporation:
- Are you hosting a high-profile or large event? Will it feature reputable guests or speakers?
- What are you planning to achieve through this event? Are your goals impossible to achieve without an additional cash flow to your budget?
- Do you want to expand your brand awareness or increase your client database?
- Will you need help with any major aspect of your event, like transportation, catering, venue, or accommodation.
- Are you throwing an event that is one-of-a-kind? Are you looking to build credibility in your industry?
Event sponsorships are not only useful for raising funds. Any event planner knows that sponsors bring many other advantages, like powerful marketing. The following are some of the opportunities that your event sponsors might bring:
- Improvement of your brand’s image
- Increase in sales
- Building or enhancing brand awareness
In other words, a sponsorship agreement is a smart strategy for every business. Even if you don’t achieve all the benefits listed above, the results will be impressive.
How to Get Sponsors for an Event—Consider Different Types of Sponsorship Proposals
You can choose from different types of event sponsorships:
- Media sponsorship. When you have media sponsors on your side, you gain major publicity. Their job is to invest in media coverage, and this includes your event. Make it appear in newspapers, social media channels, and TV commercials.
- Financial sponsorship. If you need financial support, this is the right strategy. Your event sponsor will give you money in exchange for a place in your event. This can be a branded booth, a display of the sponsor’s logo, a message from the sponsor, or hosting products.
- In-kind sponsorship. In-kind sponsorship is about getting products or services. Thus, the event sponsors provide elements such as t-shirts, water, free samples, or even hotel rooms.
- Promotional sponsorship. With this strategy, you leverage the popularity of a particular persona. This can be a public person or a celebrity.
- Prize sponsorship. Provide badges, prizes, and other recognitions to your event attendees. This is a great way to engage your target audience.
Finding Sponsors—Which Companies Should I Contact?
Once you’ve decided which type of sponsor you need, it’s time you reach out to them. Where should you start? Event sponsorship is a delicate subject, and you must consider your reputation. A sponsor’s reputation can benefit or harm your event, and this is why you need to choose carefully.
A good place to start is by finding sponsors that understand the value of marketing in a sponsorship proposal. Once you find the right candidate, you’ll have to convince them that their investment will be worth every penny.
It’s also a good idea to find sponsors whose target audience matches yours. If you share the same demographics and interests, you can help each other. Although it’s impossible to find an exact match, choose the ones with whom you share key areas. Event planners must think about what areas of their projects they want to highlight. This will help them make the right decision.
You might also want to focus on the event ROI. Many sponsors want to see their names at a prestigious event. However, to get the most out of the partnership they must understand that cooperation works both ways.
So, if you’re still wondering how to get sponsors for an event, consider these tips to find the right ones.
How to Get Sponsors for an Event—Find Sponsors
Finding sponsors for an event may seem like a hassle. However, it’s not so complicated if you know where to look. Many companies are happy to take part in events that will put them right in front of their audience.
In this aspect, make use of your creativity. Also, there are some digital tools that you can use.
How to Get Sponsors for an Event with Digital Tools
In many cases, event organizers are looking for sponsors, and sponsors are looking for events where they can participate. Luckily, some virtual tools help these parties find each other.
This is an ideal solution for every event organizer and content creator. LookingForSponsor offers a great solution that makes the searching processes easier. It includes a curated database of companies that want a sponsor.
Sponseasy is a tool that will make your life easier. Its drag-and-drop interface will help you design your event sponsorship desk. You can also use any of its templates.
A powerful search engine. Popular brands like TEDx and Forbes use SponsorMyEvent. This is proof of its reliability.
Thanks to its filters and searching features, SponsorPitch helps you find the right fit. Connect with highly-qualified sponsors and dismiss the ones that aren’t a good match.
Write Great Emails and Engage Prospective Sponsors for an Event
Pay special attention to how you approach companies for an event sponsorship proposal. You mustn’t look needy or ask too much, especially during the first contact.
The best subject line is one that gives the right context as to why you are contacting this company. For example, if you’ve made contact before, and you made a favorable impression, bring it up. In other words, use what you have already achieved to attract potential event sponsors.
Thus, the subject line “We met at “X” event and would like to connect” is a great start. Without even knowing it, you’ll be providing context to your message and setting the ground for further communication.
Be Specific about Your Event Goals
Even if you’re looking for financial sponsorship, you need to choose the right partner. Not just any sponsor will do. If you need to book a sought-after hotel venue, then don’t go looking for media sponsors.
On the other hand, if you have several goals, a combination of multiple sponsors might be the solution. Let’s illustrate this with an example. Hypothetically, you have to host an event for which you need solid PR and where the best speakers in the industry will participate. A good solution might be to get a promotional sponsor and get VIP hotel suites for your speakers.
Find Companies that Sponsored Similar Events
Create a list of potential sponsors for your event. Include those that participated in similar events. By researching the sponsors that have a history of collaborating with your type of projects you have a better shot of finding the right one.
Also, find out what previous organizers provided those sponsors, and include this in your plan. Keep in mind that these companies invested in event sponsorship packages before and are likely to do it again.
All of this can constitute a great strategy to pitch to your sponsors more easily.
Find Corporations that Have the Proper Resources
Remember to pitch to companies that are able to afford event sponsorships. Even if they are interested in partnering with you, they must have the resources to do it. You should be able to trust your sponsors and feel comfortable about the agreement as well.
Next, you’ll find some advice on how to choose the right sponsors. Remember that they must be interested, related, and capable.
- Find companies with sufficient budget
- It helps if the company has a marketing/advertising department
- Choose companies through referrals
Avoid wasting time, and go after the brands that will be interested in your type of event. Moreover, make sure they are solvent enough.
Keep Your Assets in Mind
Sponsors are looking for benefits in exchange for their collaboration. Generally, this goes hand-in-hand with their marketing strategies. After all, no one would spend thousands of dollars without expecting something in return.
So, ask yourself what you can offer them. Your proposal must help their marketing strategy. In other words, offer them more than a few extra clicks on their social media posts.
If your audience is similar when it comes to demographics, you can offer them psychographics and analytics reports. Thus, you’ll make excellent use of your data. Another way of providing value is by granting them a VIP membership. This might work well as a cross-promotion strategy.
All in all, offer them incentives that they can’t find in your competitors.
Know Your Strengths
The best way to get others to invest in your project is to know it very well. Make sure you understand what your event is about and outline a plan. Thus, your sponsorship proposal must include:
- Vision and event goals
- Who will be the event attendees
- What makes your event special over similar ones
You have to understand the key features that make your event one-of-a-kind, like keynote speakers, special guests, and presentations that might attract sponsors. The location is also important. Include factors that will attract more traffic to your event.
At this point, a simple bullet point is not enough. Do your research and include statistics. All in all, show them what they will gain by supporting you.
Use Your Event Organizer Network
Remember that you’re not the first person to look for event sponsorships. Others have done it before you. Your event network is a valuable tool that you must not overlook.
Don’t be afraid to reach out and consult with experts. As long as they’re not direct competitors, this is a great approach. Besides getting valuable advice, you might enhance your database of contacts.
Experience is an important part of the process, so don’t hesitate to ask for help. Build your know-how and learn from fellow organizers.
Make sure your sponsors know what they will get from their collaboration with you. Every relationship is based on give-and-take, and sponsoring is no exception.
Make your proposal more interesting with the following ideas:
- Offer a free booth at exhibitions and trade shows.
- Place the sponsor’s logo on promotional flyers and banners.
- Mention the sponsor’s brand in newsletters, social media posts, and blog entries.
- Provide discounts or free passes to customers that buy the sponsor’s product.
The bottom line is that you have to be willing to give more than you take. With this approach, you show professionalism and reliability.
Target a Local Sponsor
Sometimes, you don’t have to look very far. In most cases, you’ll find that the best sponsors come from your local community. Local restaurants and other brands may already know you by reputation. Naturally, they will be interested in keeping the local market active. In other words, they are likely to be the best candidates.
If you want to get a local sponsor, follow these guidelines:
- Target companies with a large presence in your area.
- Organize your strategy to include your shared interests.
- Be clear about the benefits that you offer.
- Keep an open mind. While you may be looking for financial support, the counterpart may need an in-kind sponsorship. Don’t close yourself up because their proposal can open a new perspective for you.
- Once you secure the deal, make sure to build upon this relationship.
Use Data and Figures
If you promote your event as a vehicle for advertising and prospect finding, you have to support it with data. Surely your sponsors will be interested in your figures and reports.
Provide performance reports on previous events and estimate the number of attendees. Feel free to share the registration data because this will provide a solid background to your proposal.
Specific information will also be useful. Includes click-through and sit-through rates and every detail that you can extract from your report. Such a strategy works both for in-person and virtual events.
The Importance of Timing
Some companies do event sponsorships during a special season. Moreover, their event budget is based on the performance achieved in the previous year. The best time for a sponsorship agreement depends on several factors: the economy, the industry, and the company’s ROI.
Even if a company is willing to sponsor events all year round, they may have limited budgets during some months. Fall and summer, for instance, are great seasons for hosting events.
On the other hand, other parties may not be sponsoring during these seasons because they are saving for their own events. In these cases, they might be willing to support you during the winter, when their activities are reduced.
So, when you target a company, make sure you know its timing. Also, this can be a good indicator of when to schedule your future events.
Offer Different Sponsorship Packages
Make sure your proposal includes many options. There should be different tiers, providing detailed information about them. Potential event sponsors should know exactly how much they need to invest and what they will get in return.
For instance, if you need 20,000 dollars to throw the event, you can accept a smaller amount from your sponsor. Your event sponsorship packages must include detailed information for each option. Use the following examples as a model:
- 20,000 dollars. This package includes the sponsor’s logo on all your marketing items, a sponsor’s ad on your digital signature, and a promotion of the sponsor’s latest product during the event.
- 10,000 dollars. Offer only two of the above-mentioned benefits.
- 5,000 dollars. Offer only one of the benefits.
Naturally, if you choose this approach, you’ll need to find many sponsors to cover one event.
Reach the Right People
At the end of the day, there will only be a few sponsors that accept your proposal. Keep this in mind, and make sure to reach the right contacts.
Your target sponsor can have different titles, but there are a few that fit into almost every strategy. Looking for corporate sponsorship on LinkedIn is a great idea. Search for the following titles:
- Business development
- Product development
It always helps if you add a few lines. Request that, in case you reach the wrong person, they provide you with the right contact within the company. You’ll find that most people are happy to respond.
Leveraging Partnerships from Previous Events and Getting New Sponsors
If you want to contact sponsors in the future, make sure you keep in touch after the event. A good option is to segment your email database. Thus, you can write personalized messages to the company sponsor that promoted your latest event.
Let them know how much money you raised and how this helps your community. Use tags in your social media posts, and give credit to your sponsors. This is the best way to make your relationship visible thus creating new sponsorship opportunities.
This engagement must continue all year round. Keep inviting them to events, and ask them to follow you on your social media platforms. You’ll find that this is an effective way to create a sponsor pool and get new donors.
Final Thoughts on How to Get Sponsors for an Event
Getting sponsors is a challenging task, but it brings great rewards. Also, the process can be more interesting than you expected. One of the key aspects is to create a valuable offer. If you are wondering how to get sponsors for an event, the golden rule is “provide value”.
Reach out to the right people, and do it with plenty of time ahead. Consider these guidelines, and get the support you need to host your events.
If you enjoyed reading this article about how to get sponsors for an event, you should check out this one with event WordPress themes.
We also wrote about a few related subjects like setting up a WooCommerce events calendar, event planning tips, marketing strategies for ticket sales maximization, hybrid event ideas, and event management skills.
Not only that, but we also created articles about virtual event ideas, virtual event statistics, tech conferences, and the most-watched sporting event.
Every year you get the chance to attend one or more IT and tech conferences from a variety of fantastic options. These tech events put you in touch with some of the best industry professionals, plus the opportunity to boost your career through networking. And you get a preview of all the up-to-the-minute technologies.
You may have missed out on in-person tech events during 2020 and 2021, but it seems like things are looking better for 2022 and 2023. With literally hundreds of events to choose from, you might be wondering, “Where do I even start?”
We’ve gone ahead and composed an extensive list of the most noteworthy tech conferences taking place in 2022.
Mobile World Congress
27th February – 2nd March 2023
This event will take place in Barcelona, Spain, between February 27th and March 2nd, 2023. MWC focuses on many aspects revolving around digital transformation. For example, you’ll find panels covering topics like robotics and blockchain.
Other focal points include commerce and the connectivity ecosystem. As for hosts, this outing will see the likes of the Orange Group and Lockheed Martin’s CEOs. Other high-profile speakers will come from the Ericsson Group and Telefónica. Hence, you’ll find plenty of applicable data under one roof.
21st – 23rd March 2023
This event will commence between the 21st – 23rd of March 2023 in Europa Park, Germany. The facility used to be a theme park, but the conference will cover the Resilient Cloud tech. In essence, the topics will hone in on the task of maintaining a business.
Aside from that, each day will bring new topics related to cyber security and supply chains. The three-day event will promote the latest trends and hand the mic over to various decision-makers. For example, figures like E. Snowden and Buzz Aldrin contributed to Cloudfest in the past.
Deep Learning Summit
Varies (See schedule for details)
This is a virtual event with an alternating schedule. As for content, it offers breakout sessions on the future of artificial intelligence and machine learning. Year after year, it introduces new concepts to the next generation.
Other topics will include societal issues and the task of developing a new business model. Many STEM professionals attend this online event to witness some inspiring talks.
7th-9th June 2023
This conference is a candidate for the most influential tech event in the world. It will take place in Spain’s capital from the 7th to the 9th of June, 2o23. The event focuses on sustainable business practices and innovations. The speakers come from various commercial fields and backgrounds, comprising a diverse lineup.
The next iteration will explore the concept of “The Year 2030”. Thus, thought leaders will present their methods of reaching a net-zero economy soon. Hence, any aspiring hub innovators can access relevant case studies during the event.
London Tech Week
12th-16th June 2023
UK’s fashion center will host the event from the 12th to the 16th of June, 2023. As for this year’s outing, it will be the tenth in a row! During that week, attendees can meet with the worlds leading developers and researchers.
The upcoming conference will showcase an IoT future model and transformative businesses. The technology event is also chock full of broader terms regarding society. Also, many tech industry titans have promoted London’s Tech Week in the past decade. The list is long and not limited to names like Microsoft UK and Amazon.
14th-17th June 2023
Perhaps the biggest tech even in the old continent, Viva Technology, takes place in Paris. The upcoming conference will last for three days between the 14th and 17th of June, 2023. As for numbers, the event garnered almost 300,000 visitors in 2022!
This hybrid event focuses on many hot topics regarding commerce and marketing. The speakers come from high-profile brands like LinkedIn and Ethereum. Aside from them, there’ll be a slew of influential figures and investors. As a result, entrepreneurs can use that chance to pitch their ideas and earn more time in the spotlight.
Dublin Tech Summit
15th-16th June 2023
Ireland’s most important B2B conference will start on 15.06.2023. and last for two days. During that timeframe, over 8,000 visitors and 200 hosts will group up in Dublin. Over the years, this event managed to attract C-suite executives from all corners of the world.
The event aims to build relationships between far-away investors and decision-makers. At the same time, DTS serves as a reliable source of higher education for newcomers. Hence, you can easily find out practical shortcuts for scaling or chat with your idols at this event.
Riyadh, Saudi Arabia
6-9 February 2023
This digital marketing-oriented conference will take place in Riyadh from the 6th-9th of February 2023. Over 700 global brands will exhibit alongside over 500 CEOs. To provide more context, experienced speakers will take over the stage.
As such, this is one of the best tech conferences where you can quickly learn how to boost your ratings. Due to the number of participants, it offers useful insights into the global commercial land space.
The Next Web Conference
15th-16th June 2023
This is one of the most popular tech conferences outside of San Francisco. Taking place in Amsterdam, you can attend the event on the 15th and 16th of June, 2023. Focusing on high-performance computing, brands like Meta and Google follow the conference closely.
“The next in tech, now” is the motto of the upcoming summit. The timeline comprises multiple workshops and seminars that anyone can learn from. As such, it is an opportunity to meet delegates and establish communication with many of your peers.
Turing Fest 2023
28th – 29th June 2023
Turing Fest 2023 will focus on data analytics and many related subjects. From the 28th to the 29th of June, you can find much about brand awareness there. The trade shows will cover everything from envisioning a product all the way to customer experience.
As for speakers, attendees will be able to learn directly from leading experts. The roster includes names like Depop, Financial Times, and Tier Mobility. That means this year’s event should be on your list of tech conferences to reserve a spot for.
1st – 5th September 2023
This titan of an event focuses on home electronics and consumer satisfaction. Berlin will host the four-day event starting from the 1st of September, 2023. Every year, over 5,000 outlets gather around IFA to bring you the latest on world tech.
The focal points cover everything from home entertainment to mobile equipment. Plus, the event takes palce nearby the Forst Grunewald national park. As a result, attendees can take a step outside and enjoy the beautiful scenery at any point.
Africa Automation Technology Fair
9-11 of May 2023
Johannesburg, South Africa
This is one of Africa’s biggest tech conferences. Though it focuses on ever-changing topics, it allows any new product proper spotlight time. From the 9th to the 11th of May, 2023, visitors can refresh their knowledge of how fast this industry evolves. To do so, they can inspect a high number of upcoming products and automation services.
AI & Big Data Expo
26th – 27th September 2023
Netherlands’ most famous city will host this AI-oriented event on the 26th-27th of September. The lineup comprises IT developers of many guilds, CTOs, and telecom providers. All of that sums up to a conference filled with case studies and shared know-how.
Such an agenda is great news for any startups looking to implement machine learning. Spicing up their daily operation in that manner is an excellent method to stay up to date. Currently, this is one of the leading tech conferences to learn more on that front.
Consumer Technology Association (CES)
January 5–8, 2023
Hybrid (Las Vegas, NV)
This hybrid event will span from the 5th to the 8th of January, 2023. Due to its nature, it allows visitors to fully tailor their experience. For example, they can opt for virtual presentions and close-up sessions.
Over the years, CES earned the tag of “the stage for innovation.” As such, it’s both a competitive space and a stage for new ideas. Also, there’s an underlying conference aspect where leaders can organize and derive a solution.
CES attracts manufacturers, hardware developers, and even suppliers. That easily puts this virtual event on any tech entrepreneur’s radar.
13th – 16th November 2023
Libon will host this event from the 13th to the 16th of November, 2023. This is one of Europe’s most lauded tech conferences. In fact, popular outlets describe it as a “grand conclave of the tech industry’s high priests.” Every event sets the stage for prolific innovators and tech giants from all over the globe.
The conference reserves spots for heavy hitters like Microsoft, Apple, and Spotify. As for the number of visits, it will climb to more than 70,000. That includes both individuals and various SaaS companies. Once there, they will have front-row seats to the most groundbreaking IT services available.
European Big Data Value Forum 2022
Prague, Czech Republic
This event aims to round up business developers, industry experts, policymakers and researchers throughout Europe to offer their practical insights. The objective? To make headway with policy initiatives, as well as industrial and research operations specific to data and AI.
Big Data Conference Europe 2022
A two-day conference that tackles the areas of High Load, Data Science, Big Data, Machine Learning, and AI with a series of technical talks. Attendees can look forward to hearing the speakers discuss their experiences, what makes for best practices and how they successfully dealt with unique challenges by relating real-life scenarios.
November 28 – December 2
Las Vegas, NV; USA
This Amazon Web Services conference is the biggest gathering of the cloud community in the world. AWS products and features are the main attraction. Attendees can look forward to gaining insight into cloud strategies, operations, security, IT architecture and infrastructure, as well as developer productivity.
November 28 – December 1
ESPC22 (European SharePoint, Office 365, and Azure Conferences) provide first-rate Microsoft Learning that won’t break your wallet. No matter where you are in the world, you can catch it live or on-demand with over 100 sessions from a variety of experts who include Microsoft team members, independent industry leaders, most valuable professionals (MVPs), and remote desk service operators (RDs).
Quantum World Congress
November 29 – December 1
Washington, D.C.; USA
Of all the tech conferences out there, this is the first one to focus on quantum computing. Innovators, researchers, tech developers and experts will gather in this immersive environment in order to boost the significance of the quantum industry.
Enterprise AI Summit
November 29 & 30
Auckland, New Zealand
This summit will direct attention to the latest innovations in AI and how ML and DL can help to modify how businesses are run. Learn how AI-led automation implements ML and DL to provide business owners with sophisticated data.
5G Expo Global
December 1 & 2
The 5G Expo wants to shine a spotlight on some of the most innovative technology currently in development. With over 200 exhibitors and 250 speakers sharing their knowledge and experience, attendees can look forward to learning valuable industry tips.
AI & Big Data Expo Global
A number of guest speakers across different industries will elaborate on current advancements taking place in AI and big data. Next generation tech and strategies are placed front and center for you to learn how best to incorporate big data and AI with your business to help it grow successfully.
Cyber Security & Cloud Congress Global
Cyber Security & Cloud Congress conference is the UK’s largest free cyber security event. Security professionals and CISOs will learn about AI innovation and developments on the current market, and how to work at solutions for the challenges they face.
December 1 & 2
A summit that endeavors to bring an expanding community of product-based professionals, product development experts and founders to listen and learn from some of the best business and industry leaders out there.
Cisco Live APJC
Every year, this event sets out to deliver the know-how, skills and networking options for Cisco solutions. Some of the highlights include keynotes from Cisco execs, technical breakout sessions and a program stacked with networking and certification possibilities and entertainment.
The AI Summit New York
December 7 & 8
Hybrid/New York City, USA
Do you want to rub shoulders with some of the big AI industry disruptors and creatives? The AI Summit in New York will update you on current trends in businesses that successfully implement AI into their model. Enhance your understanding of how best to integrate AI into your business needs in order to take your company to the next level.
Conferences we mentioned but already happened
Scala Con 2022
The masterminds that brought you Scala eXchange and Scala Days have come together to create Scala Con. If you’re looking to understand more about the operative programming languages used by such influential companies like Hootsuite, Netflix, Disney, Airbnb and Sony, then this is the virtual conference for you.
Berlin AI Summit
October 4 & 5
This conference aims to assemble AI industry leaders to discuss and review the latest research and practical applications for AI, along with business implementation. Two tracks are available for attendees: the Enterprise AI Summit and the Deep Learning Summit. Speakers will highlight their expertise to deliver the latest news on industry trends. You will also have the opportunities for networking with like-minded professionals.
2022 St. Louis CIO Executive Leadership Summit
St. Louis, USA
Tech conferences like this HMG Strategy Executive Leadership Summit provide the best in thought leadership discussions. You can gain novel insight into the most effective practices and learn from true-life stories of success when it comes to leaderships, management, tech and career development.
Evolve Technology Conference
Las Vegas NV, USA
Top-notch IT leaders and innovators will share practical knowledge when it comes to influencing both the corporate and IT world. Be inspired to not only learn but to share, associate with others and have a little fun too.
This is the largest CEE conference dedicated to emerging tech, startups and business with the option of attending virtually or in person. Come and increase your knowledge of business trends, digital marketing, tech innovations, Web 3.0 and Tech4Good.
If you’re looking for a global tech conference that looks to disrupt the world of startups, North Star is where you should be. This event sets the path for success for those wanting to create a startup. They point the way for innovators in the technology industry to drive the future.
The Middle East’s largest conference for business leaders in tech. This year’s event will gather movers and shakers and other technology leaders to debate and confront emerging ideas, exhibit the latest products and determine upcoming trends.
You can attend immersive workshops that focus on developing your productivity and increasing profitability in the domain of tech innovation. Get involved in discussions with thought leaders and gain actionable insights to take your company to the next level.
RTE2022 — The Largest Real-Time Engagement Conference
Hybrid/San Francisco, USA
Attend this conference, powered by Agora, in real-time and get connected to the most groundbreaking tech, tools and people in the industry. Join savvy business leaders and tech experts online or in-person as they bring you up to date on the future of voice, video IoT, VR/AR, and human engagement.
Black Tech Fest
Black Tech Fest puts a spotlight on building an inclusive technology industry. More than 5000 people will get together in London to consider how black innovators put the focus on the intersection of inclusivity and tech.
Google Cloud Next ’22
San Francisco, USA
Google Cloud Next 2022 provides over 200 sessions featuring a variety of keynote speakers, as well as Google executives, to keep you informed on the latest, updated cloud services. Diverse topics from applicable machine learning to service scale and digital maturity are covered at the event.
October 11 & 12
Hybrid/Austin TX, USA
With the goal of raising the quality of life with the use of technology, this two-day event merges stimulating technologists with groundbreaking businesses from around the world.
AI in Healthcare Summit
October 13 & 14
There have been tremendous tech developments in AI and ML systems and tool which are shaking up and reforming the pharmaceutical, healthcare and diagnostics industries. Such developments involve image grouping, machine learning (ML), and speech and text recognition.
2022 Washington, D.C. CIO Executive Leadership Summit
Thought leadership is the driving point at the HMG Strategy Executive Leadership Summit. Be a part of the discussion with industry experts who provide effective knowledge related to administration, tech and career progression and of course, leadership.
October 13 & 14
Customer engagement that results in successful business relationships is changing at breakneck speed. At this virtual event will help you take on any obstacles you encounter by developing strategic expertise.
MLCONF: Sharing Lessons Learned in Machine Learning Best Practices
October 17 & 18
New York, USA
Data science can be a complex field. MLCONF takes a deep dive into machine learning. algorithms, tools, and platforms used to work out any issues that come up when organizing and analyzing super large data sets. On October 14, specialists will host a virtual meeting.
Guiding CIOs and IT Executives to Accelerate Digital Business
In this version of the Gartner IT Symposium/Xpo™ 2022 conference, you will examine ambitious enterprise technology with its insights and best practices currently influencing future trends in IT and business. Wanting to learn how to implement IT strategies on key initiatives? Then grab your ticket for this Gartner digital workplace summit.
SOPRA Banking Summit 2022
Global banking is changing fast. The SOPRA Banking Summit sets out to address this by offering market leaders a platform to discuss and find solutions to sustainable growth. Listen to industry experts and executives from banking, finances and fintech as they impart what they know to help anticipate the future of banking and finance.
Gartner IT Symposium/Xpo™ 2022
This is one of those top tech events where innovations in technology and business strategy meet visionary leadership. The opportunity for both a formal and informal networking experience allows you to interact with Chief Information Officers (CIOs) from various industries and regions. Gartner experts and industry leaders deliver inspiring keynotes and captivating sessions.
Coalesce 2022 by dbt Labs
Hybrid/New Orleans, USA
This year’s conference aims to develop the method of analytics engineering. At Coalesce, data professionals can enhance their knowledge and widen their networking pool.
Oracle CloudWorld 2022
Las Vegas NV, USA
Would you like to find out more about cloud infrastructure and applications solutions that fit in with your one-of-a-kind professional demands and business requirements? Oracle’s CloudWord is the up-and-coming international conference you need to get to. Clients and partners can exchange ideas and sharpen their much-needed skills. You’ll not only have access to demos for never-before-seen products, but Oracle experts will provide interactive training and certification sessions.
BCI Summit: Corporate Innovation
BCI Summit is a private event created for enterprise data leaders, innovation heads, CVCs and principal technology founders. Attention is given to enterprise data’s top ten challenges and game-changing solutions are reviewed and finalized.
The BFUTR Global Tech Summit
This is North America’s biggest and Black tech summit—over 20,000 savvy Black technologists get together for three days to network and form a complete community of Black executives and supporters dedicated to a global content metamorphosis.
iNNOVATE Tech Show
Kuala Lumpur, Malaysia
If you’re looking to find out the current trends on AI, drones, digital health, food tech, fintech, robotics and more, check out the event that draws trailblazers and thought leaders—the iNNOVATE Tech Show. The stage is set for Asian brands to exhibit and launch new products and market themselves.
AI Accelerator Summit|Boston
AI Accelerator Summit is busy with their AI Hardware Tour which draws industry leaders in AI hardware and architecture from the biggest companies across the globe, along with Boston’s most intriguing AI Chip startups. You’ll get the opportunity to hear about their success stories, experiences and professional struggles.
Find out more about the various possibilities in the realm of no-code and automation with virtual events like Zapier’s one-day conference which takes place entirely online.
Computer Vision Summit
Big name companies and electrifying startups are sharing their tech experts with the aim of revealing what they know when it comes to designing, installing and scaling cutting-edge vision technologies. Their objective is to establish substantial business value.
Las Vegas, USA
During the past year, Money 20/20 boasted more than 8000 attendees from 2,800 companies and this year, they plan to continue the ‘biggest conversation in fintech’ featuring standout industry names. Global leaders in fintech and financial services come together to deliver opportunities for networking and learning what lies in store for the fintech landscape.
October 25 & 26
Possibly the most globally recognized CRO event. CXL Live features a new addition to the lineup—B2B growth. It’s not just about keynotes, the spotlight is on networking and building solid professional relationships. Event organizers will facilitate mini-group discussions so the relevant people can get the most out of the networking event.
Singapore Week of Innovation and Technology (SWITCH) 2022
The startup-centric government agency, Enterprise Singapore, is the driving force behind this flagship event to be held at the Resorts World Convention Centre in Singapore. Global industry leaders, investors and other movers and shakers will hold a variety of in-person and online events.
BMC Exchange 2022
October 25 & 26
A quick review of what BMC Exchange had to offer in 2021 reveals an event where you can customize the format in order to select and organize career-specific content by choosing appropriate tracks and sessions. Current technology issues were addressed by means of keynotes and sessions drawn from particular case studies.
Hybrid/New York, USA
A three-day event organized and held online by industry experts wanting to create change and renovate the world and the workplace. Gain a better understanding of how to manage change in an unpredictable 21st century.
The DEVOPS Conference
Everyone in the DevOps community, from executives and managers to engineers and programmers is at the DEVOPS conference. Using real-life situations, you’ll find out how good decision-making and tools provide DevOps customers with a top-quality experience.
Web Summit 2022
Founders and CEOs of tech firms, startups, policymakers, and heads of state gather in Portugal at what is considered one of the world’s top tech events, Web Summit, to talk about the current state of technology and where new technologies are leading us.
Customer Success Festival Sydney
November 3 & 4
Prominent experts from companies taking the lead in practical CS strategy gather at the Customer Success Festival for networking opportunities and to share ideas that will boost your confidence.
AI Summit Silicon Valley 2022
San Francisco, USA
You can find some of the most significant digital stakeholders from an array of companies at the AI Summit in Silicon Valley. Get a chance to talk with these leaders and learn more about the world of artificial intelligence.
November 3 & 4
Africa Tech Festival 2022
Cape Town, South Africa
Africa is experiencing a renaissance in digital transformation and the Africa Tech Festival facilitating the conversation and debate with decision makers. The launch of 5G connectivity will be one of the highlights at the 2022 event.
2022 Denver CIO Executive Leadership Summit
Denver CO, USA
HMG Strategy Executive Leadership Summits take place from New York to San Diego and this time Denver, Colorado will host this quality summit where networking and best practices are paramount to creating strong leadership, quality management and innovative development in both tech and in your career.
November 8 & 9
San Jose CA, USA
Customers, partners, analysts and IT professionals wanting to learn more about this well-known videoconferencing software should check out this hybrid event.
Build Stuff 2022
This software development conference was set up with software designers, web developers, founders and academics in mind. “The Future Beckons Us Home” is the theme for the 2022 event.
November 9 & 10
You are provided with the opportunity to further develop your expertise with your machine learning workflow. Trailblazing companies will lead the way in helping you establish best practices and solutions with the objective of gaining a basic insight into MLOps and its various functions.
Mobile DevOps Summit
Welcome to the first ever Mobile DevOps summit! Over 2,500 mobile practitioners and business leaders from around the world will discuss specific obstacles mobile developers encounter. From tracking app performance to finding strategic solutions, come talk with thought leaders and industry experts from the mobile world.
AIBC Summit’s flagship event is bringing 4 key industries together under one roof: iGaming, MedTech, Web3, and Affiliation.
Software Architecture Gathering
If you’re a software architect, then this is the preeminent conference you should be at. Some of the top players in the industry will be lending their technical expertise to developers, professionals in quality assurance and system analysts. You’ll also learn to refine your solution structures in your IT tasks.
PASS Data Community Summit 2022
Seattle, WA; USA
In 2022, PASS is all about reunions. Previous acquaintances will reconnect, and new relationships will develop, along with the opportunity to learn from some of the world’s best in the data platform community. Attend the event either online or in person.
Up Your Game with Practical Tech Conferences
Attending one of the above-mentioned conferences will surely deepen your knowledge when it comes to the most current developments and innovations in technology, no matter if you’re a CEO, IT professional or someone working in the tech industry.
Take your time to read up on the variety of tech conferences out there and pick the ones that will help you to enhance your skills and reach your career goals. Want to take your business to the next level or looking for inspiration to get going with your startup? Then buy a ticket for one of these fantastic tech events!
If you enjoyed reading this article about tech conferences, you should check out this one with event WordPress themes.
We also wrote about a few related subjects like setting up a WooCommerce events calendar, event planning tips, marketing strategies for ticket sales maximization, hybrid event ideas, and event management skills.
Not only that, but we also created articles about virtual event ideas, virtual event statistics, how to get sponsors for an event, and the most-watched sporting event.
There are many advantages to remote working, but there are also challenges. One of the most important ones is staying in touch with coworkers. Many organizations have set up periodic video call sessions, group chat services, and similar things. These social initiatives don’t always enjoy the employees’ interest. Slack groups may enjoy success for some time but then lose momentum. (more…)
The digital revolution has forever changed conferences. What once was a week-long planning project can now be done the same day online. While some people may miss the old days, many benefits such as greater accessibility, brand awareness, and higher attendance make it clear that virtual industry events aren’t going anywhere.
They should be high quality, but how can companies get better at hosting successful virtual events? The first step to improving is learning virtual event best practices, and then finding ways to implement them.
In this article, we will explore how to host a virtual event that keeps guests engaged and interested.
Virtual Event Best Practices
Decide the Type of Event You’re Planning to Host
The most important choice you have to make is what type of event to host before you even start with the virtual event best practices. Are you planning a virtual career fair? A virtual trade expo? An online sporting event? Do you want to plan a more professional virtual conference? Or perhaps you would prefer a smaller-scale webinar?
No matter what type of business you run, there are many different styles of virtual events available. Deciding which to use depends on what you want to come from that event. You need to establish clear expectations, objectives, and timelines to be able to choose the right online event for you.
Perform Lead Generation Early
An online event is useless if no one attends. Lead generation is a necessary step to let people know about your first virtual event. There are multiple avenues for this, such as press releases, blogs, email marketing, and social gatherings. Which you use depends on your target customer base and where you will have the most success.
Choose the Right Virtual Event Platforms for Your Virtual Event
Just like choosing a location, you need to choose the best place to reach your audience. In this case, this means choosing the best virtual event platform for you. There are lots of platforms, and you need to choose which works best for both you and your attendees.
Try researching features or pricing options to help choose which is best. You can also learn what other event organizers use, and ask why they use that platform.
Bring Value, Not Pitches
This may seem superfluous; perhaps you’re thinking, “Well, if they buy my product, they will get value,” but your clients may not feel the same way.
This can especially be important if you told event attendees that there would be no strings attached to your event.
Instead of making pitches, try to deliver value by filling your sessions with interviews, master class series, expert speakers, and other content. You can leave your pitches to the marketing team.
Do not Skimp on Production Quality
Time is the most valuable resource that we can use, as it is the only resource we can’t get more of. Don’t expect people to trade their time for a mediocre experience. Audience participation and engagement tools can both help, but production quality is often the defining factor.
You need top-notch speakers as well as interesting topics to be able to stand out in the crowd. Your organizers need to engage and listen to the audience. You can listen by using plenty of polls or surveys. We are all learning, and we all want to create an overall better virtual event experience.
Record Sessions and Make Them Available After the Event
At a virtual event, everything can and should be recorded. If you don’t record your virtual events, then you are missing out on a great form of revenue. You can place your recorded sessions online for attendees who missed the event, or you can publish them on your demand generation strategies.
You can use these recorded sessions as leverage. Did you recently have a popular session? Use that session as a webinar after the virtual event to find a whole new set of prospective clients. You can even think about repurposing these events for infographics, blogs, or eBooks that can engage with clients on a whole different level.
Create a Human Experience in a Virtual World
The core of any event is “The Human Experience,” which just means keeping it real. Let the audience see a good conversation, no matter what the subject matter is. This increases attendee focus while staying sensitive to the global environment that your event attendees see every day.
The virtual environment can also come with some key features to help improve “keeping it real.”
As an example, online events can connect attendees using group chats. They can even collaborate in real time, which can further engage attendees.
Market Your Virtual Conference
People can’t come to an event that they don’t know about! Make sure to give yourself lots of time to promote your event.
A good general rule is to allow yourself three months of promotional time, giving monthly notices before the event. Then, as it gets closer, you can switch to weekly or daily notices for your social media audience. Social media can be a fast way to both promote your event and see how much buzz you’re creating as a result.
Invest in Swag for Attendees
Corporate gifts, company swag, and other types of offerings can be a great way to engage attendees. Everyone likes getting free stuff, so try to get gifts that will go far with your target market. As an example, if you are talking to prospects, then swag gear may be the way to go. If you have a Millennial to Gen Z audience, get Pokémon Cards and watch their surprised joy.
You can even offer these gifts as prizes for those who engage in the event. A couple of example winners could be those who answer questions, provide feedback, join chat rooms, etc.
Technology Can Make or Break Your Virtual Conference
Technology is the wave of the future, and sometimes you have to ride it or be swept away. When looking for a tech platform, partner, or solution, don’t stop at one. Use more tech to make the best virtual event platform for your attendees, and give them the best virtual event experience possible.
Choosing the right platform and tech can be like cooking a meal. You can just buy a refrigerated meal from the store and give that to the company, but they may not be satisfied in the end. If, on the other hand, you buy multiple ingredients to cook the meal, your guests will have full stomachs when they go home. In the same way, there is no perfect one-stop-shop tech for running a virtual event.
Include Moderators at Your Event
Be ready for things to get out of control; people are often not as polite online as offline.
To be ready, make sure to have plenty of moderators on hand to mute or ban virtual event attendees in case of the worst.
Prepare Attendees for the Event
Don’t assume too much about your event guests; not everyone is tech-savvy. Make sure to prepare attendees to help them get the most out of your event.
Offer tech support for certain tool features, like vendors, rooms, virtual booths, and how to connect attendees.
Hire a Professional Emcee
One of the things that virtual events often miss is the opportunity to connect sessions, keynotes, and networking events all together without feeling disjointed. The solution? A professional emcee. When you hire someone to give announcements, lead Q&A sessions, and both start and end sessions, it will help infuse fun into the conference.
When looking for an emcee, it can be important to think about the tone you want for your event. Do you want serious or silly? Your emcee will be the face of the event, so choose someone that will represent your event best.
Use Virtual Features to Their Full Potential
Using the unique features that come with virtual events, plan to start engaging attendees tenfold. Think about the options you have available: tools to help attendee networking, live Q&As, one-on-one video calls, breakout sessions, as well as reaction buttons such as clapping or raising a hand.
All of these virtual features can help keep attendees involved in the event, which leads to better engagement. What’s more, you can even track the information to see what interests your audience and what they like best in your events.
Find Unique Ways to Engage Attendees
Give your virtual event attendees an interactive and engaging experience, and it will be a successful virtual event.
Whether you help people engage through social media (for example, through asking questions with specific hashtags) or by messages on your virtual event, be ready to respond quickly to keep people invested and excited.
Have a Plan or an Agenda Prepared
Making a virtual event without a solid plan in advance can be a setup for failure. Structure helps keep your guests engaged and keeps the meeting on time.
You can even share the agenda with attendees during event planning so they know what to expect. It also helps keep your speakers prepared for their time slot, therefore keeping the meeting smooth.
Set a Realistic Timeline
Choose a time or date when people in your community can attend. Luckily, you don’t have to worry about the location as you do in-person events, but you do have an entirely different problem. Because your attendees can come from anywhere, you will need to consider time zones as well.
In an ideal world, planning to host a virtual event takes about eight-ten weeks, but don’t let that fool you.
Problems happen, and if you lose a week due to an issue during development, you may be stuck. Instead, try to book your event far in advance to let your marketing team time to work, as well as your event organizers to build it up to perfection.
Showcase Your Sponsors
Make sure your sponsors have a dedicated area to showcase themselves, just like an in-person event.
This can be done in several ways, such as displaying content, logos, or even a branded virtual waiting room. This can help develop the same impact as an in-person event, and at times will be even more interesting.
You can take advantage of the benefits of online events after the effect in totally different ways than in-person events. As an example, for in-person events, it can often be difficult to tell when attendees are losing interest, especially after the physical event.
Using whatever tracking capabilities you have available to you (depending on which virtual event platform you’re using), you can tell exactly when attendees stopped participating, or when they started to leave.
You also can use social media to see when the buzz starts to die down. When do Tweets or messages start to slow down? What parts of the virtual event had the highest or lowest viewership? Which pages or pieces of content were selected the most? Using this information, you can start to improve for future events held online.
Gamify Your Event
You can help incentivize some parts of your virtual event by gamifying some of it. Both scavenger hunts and leaderboards help increase the time your audience participates and increase the lasting impression you will make on their minds. This can eventually prove to help the number of leads you get on mobile event apps or your website.
Send Out a Post-Event Follow-Up
You can follow up on events by sending a simple “Thank You,” or send recordings, additional content, readings, invitations to other networking events, etc.
You want to leave your attendees with a positive feeling about their experience.
Can You Implement These Virtual Event Best Practices Into Your Business?
Many people fear the idea of running virtual events, but hosting virtual events can prove to be a lifesaver for many companies.
Using the virtual event best practices, you have the building blocks of a great event. Just remember, always put yourself in your attendee’s shoes. Think about what they want to get out of your event, and then think about the needs of your sponsors, exhibitors, and organization.
If you enjoyed reading this article on virtual event best practices, you should check out this one with virtual event survey questions.
We also wrote about similar topics like adding a virtual events calendar to your site, how to add a calendar to WordPress, using an event WordPress theme, virtual events checklist, and the types of virtual events you can organize.
Event management is a challenging business. To take up a role like this, you need more than just organizational skills. You’ll have to pay attention to details and be ready to answer people’s requests. Probably, you’ll have to put out a fire or two.
However, if you like working with people, event planning can be rewarding. And there are always tips and advice to help you improve.
This article describes 20 event management skills that planners need to organize successful activities. All those who want to make a career in this field can learn what it takes to be their best. Feel free to discover your innate abilities and how to develop new ones.
Event Management Skills That You Must Have to Be an Event Planner
There is one thing that all events have in common: they involve people. No matter what type of event you host (in-person, livestream events, or hybrid events), people are always there. This is why your people skills play an important role.
You’ll have to consider all kinds of characters and have to do it efficiently. This includes suppliers, supervisors, sponsors, coworkers, vendors, staff, government officials, and executives. A big part of your career success involves feeling comfortable when connecting with all of these. In other words, communication skills are key in this business.
When it comes to organizational skills, event planners need to be able to prepare everything efficiently.
Every one of your events will have thousands of pieces that you must put together skillfully. Moreover, successful event managers usually work on several projects simultaneously.
You’ll have to make sure that orders, invoices, meetings, deliveries, and other tasks are executed properly and timely. Thus, one of the most important events management skills is your ability to organize. By doing this the right way, you ensure yourself a successful event.
So far, it’s clear that you need to have dealings not only with clients but with other key figures in the event planning process. But communication skills go beyond this; you must also convey messages clearly.
Make sure that your instructions are explicit and direct, especially when dealing with your planning team. Also, make sure you do this appealingly.
At the moment that you accept the responsibility as an event planner, you commit. Now, you are the leader of this event and are responsible for its success. Your leadership style can make a difference if you ensure strong communication. Be aware of what your team is doing and give instructions in a personal manner. Also, you have to be open to what your coworkers have to say and be ready to support them if they have difficulties.
Time Management Skills
As you advance in your career, you’ll have more time-consuming tasks, so having some time management strategies on hand is a must. That’s why multitasking will be your best friend. Yet, it can also be your worst enemy.
There will be many situations in which you are brainstorming with a colleague and suddenly receive a call about stage design. Moreover, you have to meet lots of deadlines. The event date is set and you are responsible for everything being ready on time.
Such a situation can be a one-way ticket to anxiety and stress, or it can be a scenario of a successful event. It all depends on your time management skills.
The best event planners are those who can create a network. Be sure to make contact with different professionals in the event planning business.
Once you have a reliable network, your projects will run more smoothly. Don’t forget that they can also refer you to new clients.
Understanding of Events
At the risk of pointing out the obvious, event planners must know how the event industry works.
Your event planning skills will not be complete until you achieve this knowledge. Also, it helps if you know how to set up a request for proposal (RFP) or a floor plan. Contract review and data analytics are also important event management skills.
More than businesspeople, event professionals are artists: they need to find creative solutions. Also, it helps to understand what’s realistic and what’s not.
Finally, someone may be more naturally talented in this regard. Yet, these skills can be developed over time as well.
Every event planner must do research to stay up to date on the latest news in the industry. Resources, tools, and event-related aspects are worth considering.
Nowadays, this information is easy to access online through a search engine. Yet, the key is to find the right piece of data amid the ocean of information available. This depends solely on the organizer’s research skills.
Good researchers will be able to find accurate information quickly. This includes last-minute restrictions, such as capacity limits or entrance conditions, that governments may apply.
Rule number one for all event managers is “the client comes first.” Always keep in mind that you’re organizing the client’s event, hence, you must prioritize their vision. Even if you disagree with one decision, you must put their needs before yours. Also, you need to consider factors such as budget.
Remember that amiability is a big plus. Use expressions such as “It’s my pleasure,” “Let me see what we can do,” or “Absolutely.” With this approach, you can reassure your client’s confidence and lower their anxiety.
If you’re wondering what pays off in this industry, the answer is problem-solving skills.
It’s impossible to imagine an event without problems, and you must solve them with a cool head. Being an event manager is more than placing sticky notes and giving a few instructions. Most of the time, organizers must make difficult decisions.
There will be unforeseen situations that you have to resolve calmly and effectively. From keeping the audience entertained while the keynote speaker is stuck in traffic, to finding a new provider at the last minute, you must be ready for everything.
All in all, decision-making skills and the ability to solve problems will be your best allies.
Learn to Delegate
We all want to be in control, however, taking care of everything yourself is not the best strategy.
There’s a limit as to what a person can do, so you have to learn to delegate. Especially when planning large events, managers need to trust their team.
Although this is not something you build overnight, it’s worth considering. Having a solid staff that you can rely on is a big plus.
Ability to Have Difficult Conversations
Probably, at some point, you’ll have to face difficult situations. Giving constructive feedback or firing someone are not easy things to do. When you find yourself in this situation, you need to handle it well.
If you want to run successful events, you will have to make difficult decisions like removing a team member or reassigning a task.
Your leadership skills depend on how you approach such a scenario.
Be Resilient and Flexible
Event management is not about a clear set of tasks. It’s important to understand that responsibilities change, and you need to adapt to each situation. A big part of your job can involve anything from putting out fires to making decisive phone calls, and you need to do this as efficiently as possible.
Your performance in those cases must be impeccable, and you must remain calm. That way, you can go back to running the show in no time.
Having a checklist is important, but you need to be able to move away from it. If things deviate from your planning process, you need to respond. Otherwise, the event will suffer.
Finally, keep in mind that your way of dealing with this will define your reputation as an event manager.
Negotiation Skills and Budget Management
Bargaining is an important part of the job. Most of the time, you’ll have to work on a budget, and your negotiation skills may save the day. When booking a place or negotiating a contract, you want to get the best price so that you can stretch the budget.
But how do you do this? While some people are innate negotiators, others may need practice. All in all, it’s a mixture of tact, confidence, and preparation. Forecasting and expense control are vital factors. Experience with invoicing is also helpful.
This is a deeper insight into one of the previous points. If you make a decision as an event planner, you must analyze the situation carefully and consider all possible outcomes. Since this will be an important part of your daily routine, you must put a lot of consideration into it.
Moreover, it’s not only about deciding fast; your solutions must be viable. Work on your decision-making skills and you’ll be able to come up with better solutions each time.
Develop Your Creativity
A creative planner is vital for a successful event. Also, the ability to engage clients and attendees is crucial. Booking a venue, hiring caterers, and finding the right entertainment options are not enough. This is where creativity becomes essential.
If you want people to remember your events, make sure you transform your ideas into unforgettable experiences.
Although this is not a hard skill, it’s an ability that you can acquire with practice and dedication.
Be a Good Leader
A true leader brings people together. Rather than giving orders, try to engage employees and inspire them to give their best.
Vendors, volunteers, and team members must work together for a common goal. Also, they need to feel that what they do matters.
With your style, try to make people feel important and lead them towards success. Even if you have to be tough sometimes, make sure this is not your natural way of communicating with others in the work environment.
Love What You Do
Although it may sound like a cliché, passion is still an important part of the equation. An event manager must put passion into everything they do and work enthusiastically. Self-motivation is key at this point.
Also, the feeling of pride after creating a successful event can be what makes your engine start.
Nobody doubts that event management is one of the most stressful jobs, and this is exactly why you need that extra spark. Motivation will help you overcome challenges and keep calm when things get difficult. Work with genuine passion, and you’ll see the results.
This approach will also lead to higher creativity and give you a sense of fulfillment.
Proficiency in Technology
In our day, technology proficiency is not an option. Keep in mind that technology is a manager’s best friend.
Software and apps can simplify processes and improve your efficiency, so, don’t be afraid to use them. Even if you don’t know the solution inside-out, make sure you understand what advantages it can provide.
In line with this, staying on top of the latest trends can also be very helpful.
Risk Management Skills
Safety must be one of your top priorities. It’s likely that event attendees, speakers, or sponsors don’t see the efforts that you put in this area. However, you should never cut down on safety.
Safety is important for every person involved in the planning process and for attendees as well. Whether it is about on-site safety measures or client data protection, make sure your event is safe.
Also, stay updated on healthcare regulations and government safety measures.
Even the best planning has its weak points. In other words, you cannot predict all the possible issues that may arise.
If an incident jeopardizes your event, make sure to stay calm. Only by this will you be able to find the best solution.
Final Thoughts on Event Management Skills
This list contains 20 event management skills that every good planner should have. Some of them will come to you naturally, but others need nurturing and development.
Keep these points in mind when planning events, and you’ll see good results. Everything is possible with passion and dedication.
If you enjoyed reading this article about event management skills, you should check out this one with event WordPress themes.
We also wrote about a few related subjects like setting up a WooCommerce events calendar, event planning tips, marketing strategies for ticket sales maximization, and hybrid event ideas.
Not only that, but we also created articles about virtual event ideas, virtual event statistics, how to get sponsors for an event, tech conferences, and the most-watched sporting event.
Virtual events have been groundbreaking in many industries, but the truth is they can be stressful. There are many moving factors, such as marketing, branding, and ticket sales, which can often put people off of virtual events entirely. Is there any solution to the stress of planning a virtual event? Yes: making a virtual events checklist.
Having a virtual events checklist is the best way to stay focused and balanced whenever you develop, design, and host your virtual event.
But how can you follow a checklist without knowing what the checklist should include? Here we will go through the necessary steps when creating a virtual events checklist so that you can continue planning a successful virtual event.
Virtual Events Checklist: Before the Event
Know Your Event Purpose
The purpose of your event depends on whom your event is for, and what you want to achieve with that audience.
This does not necessarily need to be unique; often companies strive to get leads, keep their audience engaged, work on team member performance, launch products, or promote their company brand.
When creating your virtual event, first have a purpose in mind to strive for, and you will be much more likely to achieve that purpose.
Develop a Virtual Event Concept
All events start with an initial concept, and it’s no different when planning a virtual event.
Having a starting concept will help you make better decisions, especially if you are new to being an event planner. Start with the idea, and then rummage around finding more ideas from that starting point. This is where your creativity can shine and make your event stand out.
Understand and Define Your Target Audience
To make an effective virtual event, you will need to understand your audience and what they want.
For this, you will have to develop attendee personas (or profiles) of your ideal audience. When creating these personas, make sure to include all usable information such as age, location, industry, and management role.
Define Your Success Criteria
What do you want to happen in your virtual event? Do you want many people to attend? Do you want people to visit your sponsor booths? No matter how you define a successful virtual event, you need to have your success in mind to be able to work towards that goal.
Identify Team and Contractor Roles
To run any effective event, you need to find the right talent for each job. This is what project managers call “identifying your resources.”
Whenever you begin planning an event, you need to have a list of team members (or potential contractors) that will oversee individual aspects of the event. Find your dream team that can get the job done right.
Create the Virtual Event Budget
This may seem obvious—of course, you need a budget—but it isn’t quite that simple. Virtual events provide many options that can turn a normal event budget on its head. Need to spend money on a location? Not on an online event. Need to spend money on decorations?
Only the price of the computer application. Need to spend money on travel fees? You can travel to Bangkok from Canada in a second online. As you can see, making a virtual event budget is very different than for an in-person event.
Define the Event Format
When starting to create your event, you need to decide which event format (for example, trade show, seminar, webinar, class) makes the most sense for you. Using that information will help you decide on a pricing range, as well as help you decide which contractors you will want to use.
When considering the event style, make sure that you have ways to maintain attendee engagement. Will your event offer breakout sessions? Waiting rooms? Chat functions? Whatever you do, make sure that your event attendees will stay engaged during your event.
Determine Your AV/Production and Technology Needs
Be ready to take in all technical considerations before the event.
This can range from recording sessions, to how the replay of the event will be distributed, and how event attendees will be able to enter the session.
All of these decisions should be well thought out beforehand to lower stress on the day of the virtual event.
Pick a Date and Decide the Length
Depending on your audience and the event’s goals, your event date and time may change from business to business. As an example, a nonprofit fundraiser would normally not be held during work hours, and a virtual event would probably format their business in the same way.
On the other hand, corporate events are most often held midweek. Frequently they are held on Wednesdays and sometimes on Tuesdays.
Choose a Virtual Event Platform
Whenever you want to choose a new virtual event platform, think about how well it integrates with other programs that your company uses. Also, think about whether the virtual platform will catch event attendees’ attention.
Consider Recording Sessions
If your company has a worldwide audience, then consider accommodating different time zones. If you make your recorded sessions open to the public, then this entire part of your audience will be able to attend afterward, which is always nice.
This is easily one of the most important elements of this virtual event planning checklist. Many event attendees often ask for recordings after the event, which further increases your brand recognition.
Plan Social Interaction Activities
Having a specific plan for social interaction and gamification at your event is even more important when you want to go virtual.
Often with in-person events, it can be easy to connect participants, but that is not the case with virtual events. With virtual events, you need to create ideas for your virtual attendees to be able to interact with each other.
As one of the most important parts of any event, speakers are the main way that you can interact with your audience.
This means that you will need to find speakers that can share both your values and the values of your sponsors and attendees. Try to find expert speakers with unique insights and ideas about associated topics.
Reach Out to Sponsors
At this point, you should begin searching for potential sponsors and start creating sponsorship packages. Make sure to keep an open mind toward their suggestions and requests.
Remember, sponsors can be a great way to create revenue from your event, so try to find companies that align with your current brand.
Promote Your Virtual Event
Start letting the world know about your event. There are many marketing strategies such as announcing it on your team’s social media platforms and your website.
You can also talk to your speakers and sponsors and get them to announce it on their social media platforms. Consider doing this in the form of a hashtag, which can help give your event a sort of cohesion.
You can also create a simple website for your event. In it, you can give potential attendees information about pricing and where they can find tickets.
Create Your Event Script
Write down everything. Write what will happen in your event, when each part will happen, and who will be in charge of it. This can be done easily in Google Sheets or Microsoft Excel, or whatever you can use to coordinate with your team.
Create a Participant Guide
Participants will often need some help to be able to get the most out of unfamiliar event platforms. Often, event platforms already have online guides, but if not, make your own.
You can create many different styles of guides depending on your event. If you have games or a theme, the guide can follow that theme. You can also include ways to interact online with others, or list multiple sessions that will come in the future.
Set up Communication Channels for Your Team
In the ideal situation, you should limit yourself to one channel to ensure that important details or messages won’t be missed, especially during the event. A couple of good options are Slack, Whatsapp, Microsoft teams, Discord, or a private space on the event platform. Whatever works for you.
Plan Networking Opportunities
Networking is the heart of an event, and more so for a virtual event. A huge part of your virtual event should be creating networking opportunities. These can come in the form of breakout sessions, chat rooms, and ice-breaking activities. Anything that improves your networking improves your virtual event.
Virtual Events Checklist: During the Event
Post Event Reminders
Posting event reminders more and more often as you get closer to the event can greatly help improve attendance. When you get to the week of, daily reminders may be appropriate.
Get the Conversation Going
Depending on the event platform that you chose, you will have many tools that can help create a fun and open environment.
You can encourage audience engagement using Q&A tools or answering questions in a chat. If you have the option, you can even opt into one-on-one appointments.
Organize Attendees in Pairs or Small Groups for a More Interactive Experience
Having attendees in smaller groups can help encourage audience engagement. If attendees can respond or take action every five to seven minutes, that’s the sweet spot.
Harvard Business Review studies report that a five-minute rule is the most effective at keeping attendees engaged instead of observers.
Prepare for and React to Any Disruption
In case of technical problems or disruptive people, have multiple backup plans ready. This can range from moderating content to having technical support staff online and ready to help.
When you can’t prevent a disruption, be ready to stop one.
Capture Attendee Data
Using audience data can help you improve future virtual events and help you understand your clients better.
In general, the useful information will come from links clicked, attendance numbers, period of time attended, and videos played, as a few examples.
Stream Your Event as It Happens
Many event platforms have premade streaming options. You can choose to broadcast your virtual event on extra social media platforms to collect more usable information for future events.
You can even share the information with speakers mid-event, which can come in handy.
Virtual Events Checklist: After the Event
Send Attendee Surveys
Send a feedback survey to confirm what attendees liked and what they didn’t like. Then you can use that information to interact with your audience better in your next virtual event.
Also, make sure that your surveys are short and sweet. If a survey is too long, often people won’t stay till the end of it.
Communicate With Your Audience
Thank your audience for their attendance. You can do this by sending an email or by using social media platforms.
Try to send a message soon after the event, while it is still fresh on their minds. You can also include a feedback survey and information on where they can access the event recording.
Analyze Your Data
Review the data that you gathered during and after your event. This data can help you better understand which areas you succeeded in and which areas you can improve on. Then, with that information, you can begin to work on making an even more successful event.
Balance the Budget
Now that you have paid everyone, compare your planned budget with the result of the event.
At this point, you can calculate the ROI (return on investment) and consider direct revenue, attributed revenue, connected sales pipeline, all branding benefits, knowledge exchange, and all the other important information regarding your event.
Share Information About Your Event
The last step of this virtual events checklist: Use all of the photos, videos, and articles from the event.
You can post these on your social media to engage your audience and provide more exposure for future attendees. You can even use these pieces of past events for a future virtual conference or event.
If you enjoyed reading this article on using a virtual events checklist, you should check out this one with virtual event survey questions.
We also wrote about similar topics like adding a virtual events calendar to your site, virtual event best practices, alternatives to the Divi Events calendar, event WordPress themes, and the types of virtual events you can organize.
If you’re struggling to maintain your church website, you may need a church event calendar. This tool can help you organize events smoothly.
Church events are a big part of church life, including Sunday morning worship services, choir rehearsals, and committee meetings. Besides these recurring events, you may also have community events like trips, Bible camps, or summer activities.
With a church calendar, it would be easier for worshipers to keep track of these activities. Organizers, on the other hand, can sell tickets and keep track of attendance. Also, they can manage registration. This tool is a great way to promote your events.
All church managers can take a look at the following tips on how to create a church event calendar to enrich the life of your religious community.
Why Do You Need a Church Event Calendar?
Organizing your congregation is a challenging task, and planning becomes important. In other words, a calendar on your website can help your staff manage all your events.
With this tool, you can create stronger ties among church members. As people will log in to check for events, it will boost your site’s visiting rates. This can contribute to making the worshiper’s faith stronger.
There are multiple types of events: in-situ events, online events, recurring events, and private events. A good church calendar can help you manage all of these.
Here are some things you can do with your online calendar:
- Define the time and duration of any given event. Thus, you can organize everything in advance.
- Hold your staff accountable for the organization, encouraging them to prepare everything in time.
- Send a consistent message to your congregation by setting up a professional website with its corresponding church calendar.
All in all, calendars don’t only help you organize special events. They also allow you to promote them, thus boosting productivity. This move will definitely bring your community closer together.
Creating a Church Calendar With the Amelia Plugin
Whether your church is barely starting or is well established, a calendar can be useful. In either case, the first step is to assess your needs.
A great tool for this is the Amelia plugin for WordPress. With this tool, you can manage your ministry seamlessly. It’s also a great way to keep your church members updated about the next upcoming event.
If you’re looking for a comprehensive calendar solution, this is it: a robust plugin to coordinate and schedule activities from anywhere. Its built-in features will come in handy.
For example, you’ll enjoy synchronization with Google Calendar and SMS notifications. Both these tools help followers receive the latest updates. It also helps you stay connected with your staff. Moreover, members can keep track of their private events thanks to Google Calendar synchronization.
In the next sections, you’ll find instructions on how to create your online calendar.
Adding Your Church Calendar to Your Webpage
By adding the Amelia shortcode to your page (or pages), you’ll be embedding your booking form. You can do this with different page builders like Classic Editor, Elementor, or Gutenberg.
If you’re using a different builder than the ones listed above, you can insert this shortcode:
All you have to do is paste it on your page and click “update” or “publish.”
Gutenberg Page Builder
Go to “Pages” and click on “Add new.” There, below the title or in the top right corner, you will see a “+” symbol. This is the option to add a new block. Once you do this, you can type in “Amelia,” or simply find it on the search list.
Then, click on one of the options to display the booking form. In the block, you’ll find the shortcode.
Choose “Events,” and more options will appear. Select the calendar or list view and then enable the option “Preselect booking parameters.” Now you’ll have plenty of options: one event, recurring events, and particular events. Just choose the right tag from the list that you added during creation.
Elementor Page Builder
Firstly, make sure that you have installed and activated the Amelia plugin. Then, open the Elementor editor and find the Amelia block.
Click on the block and drag it to the page. You can place it anywhere you like. If you want to edit it, simply click on the box. You’ll access various options, including calendar or list view. Like the previous example, you’ll get more options by clicking on “Preselect Booking Parameters.” Now, choose what types of events you want to offer by clicking on the corresponding tag.
To start, go to the “Pages” section on your admin panel and click “Add new.” You’ll find the option to insert a shortcode from Amelia in your TinyMCE editor.
Click on this button to access the widget. Choose “Select view,” and you’ll see a dropdown menu. Click on “Events” and “Show type”. The system will select the list view by default, but you can edit this to your liking. If you choose the calendar view, the correct shortcode will appear. Finally, click “OK” and publish.
What Will Your Calendar Look Like on Your Front End?
Your church calendar will have various features on the front end.
- Today. With this option, church members can go back to the current day after searching for an event.
- Arrows. Attendees can switch months by clicking on the arrows.
- Search. They can search for events by name.
- Filters. With this option, members can filter the events from the monthly view. The parameters are: location, status, type, and host. You set these up by adding the corresponding tags during creation.
- Calendar selection. This shows all the events of the current month. If you have more than one event on the same day, the system will show the first two. Users will be able to see the remaining ones by clicking the “+”
- Upcoming events. This section displays the upcoming events from the current day and on. The same goes if you choose any particular date.
Visitors will see all the events and can click on them for more details. They can see all the information they need and will be able to book a seat.
The event details section will show:
- Event name and status (canceled, sold out, available).
- Gallery. You can set up a photo gallery, and your details section will display the first four. By clicking on the “+” button, visitors can see more.
- Starting date. The booking section will show the starting and finishing date as well as capacity, number of places available, and location.
- Schedule with starting and finishing times.
The next step for the visitor is to choose the number of tickets and proceed to checkout. Before payment, the system will ask for their details and they will have to select their preferred payment method.
Want to learn more about Amelia? Here’s a small part of what it can do
Amelia is a powerful WordPress booking plugin that works flawlessly with WordPress sites of all kinds. It has a minimal, yet powerful appointment booking interface designed to ease your workflow, automate repetitive tasks, avoid double booking, and make appointment booking a breeze for your customers.
You can even have email notifications and SMS notifications so that nobody forgets about their appointment bookings.
In order to book an appointment, the complete user interaction takes a few clicks with this WordPress plugin. Moreover, with it you can accept payments via PayPal and Stripe, perfect for those who want to pay in advance to book appointments.
As a business owner, you can monitor KPIs in the WordPress dashboard and analyze other important data to keep a pulse on your business. Amelia is a straightforward, no-nonsense booking calendar plugin and an amazing option for those who want an around-the-clock solution for their WordPress site.
Amelia also has an Events Calendar module integrated within its features.
You can now automate your event bookings as well. To be more precise, it means that you will be able to schedule a single day, a multi-day, and also recurring events with Amelia.
Did we mention that you can manage multiple locations and that you have Google Calendar integration?
All of these and much more are under only one license, no add-ons are needed.
To test things for yourself, I’d suggest checking out the demos and seeing how things look on the front end as well as in the back end.
Medical/Health online booking page demo
A website of a demo private clinic, where a visitor can read about provided medical procedures and services, and schedule an appointment.
Barbershop booking page demo
A dummy WordPress website for Barbershops with online booking – a nice and easy implementation with the Bridge theme and the Amelia WordPress booking plugin.
Fitness Gym / Yoga booking page demo
A pseudo Yoga/Gym online booking page where you can browse through possible Yoga classes, schedule individual or group training, and book a package of appointments.
Spa/salon booking page demo
A dummy cosmetology website – look through different cosmetic procedures and treatments, pick an employee and schedule appointments.
Consultant booking page demo
A pseudo Business Consultant / Coach / Lawyer website, where a customer can browse through provided consultancy and lawyer services and book an appointment.
A Conclusion on How to Create Your Church Event Calendar
A calendar is a great option to manage community events. Churches can benefit greatly from this approach. It helps, among other things, to strengthen the ties with their followers and assert one’s faith.
This quick guide allows you to add a church event calendar to your website quickly and easily. Attendees will view the events using filters and arrows to change between months. Before checkout, they can see all the event’s details, including availability, location, and type.
Moreover, it all becomes easy with the Amelia plugin. Take the next step and bring your community together through a church calendar.
If you enjoyed reading this article about creating a church event calendar, you should check out this one with event WordPress themes.
We also wrote about a few related subjects like event ticketing apps, adding an event calendar on a website, how to add a calendar to WordPress, and Divi Events calendar alternatives.
Not only that, but we also created articles about creating tickets for events, setting up recurring events on a WP site, how to sell tickets on WordPress, and Elementor event calendar plugins.
Event planners need to be well-organized to coordinate every step in the planning process. Without an effective strategy, a busy schedule can easily turn chaotic, and soon you’ve lost control of the plan meant to get your event off the ground. Since you’ve got to manage several vendors at once, liaise with stakeholders and make payments on time, it’s important to polish up your plan of action and get organized.
A great way to do this is to adopt practical tips and techniques to enhance your organizing skills and make a success of your event.
Even though each event is different in its own way, this post is designed to share some general inside information you can use when organizing your next event, no matter its objective.
The following is a set of some essential event planning tips you can apply when putting together your next memorable event.
Begin as Early as Possible
The first step in the event planning process is to determine a clear-cut goal, whether it’s a social gathering, corporate retreat, or fundraiser. It will be easier to focus on the key aspects of the event, like location, type of venue, and attracting sponsors, if you have established a clear and definite intention of the event.
Don’t delay when it comes to getting started with your event planning. A sizable event needs at least four to six months to get things organized while a small-scale event needs one month at most. An important tip to keep in mind is to ensure that vendor contracts are finalized weeks before the event to keep things running steadily up to the big day.
Establish Clear, Quantifiable Goals
When you’re looking to set realistic goals and targets, begin with a couple of questions:
- Why is this event being planned?
- What do the event organizers expect to accomplish with this particular event?
Improve the success rate of each task on your event planning checklist with a solid understanding of your company’s main objectives before you start planning. Do you want to raise a certain amount in donations for the next big project? Are you looking to bring in 50 or 500 guests? Perhaps you are trying to draw attention to a specific cause.
Make sure to set goals with criteria that allow you to measure your progress. This will help your team to not only visualize the goals but to realize them too. A capable event planner will also take into account the outcome when goals are reached, missed, and even surpassed. They would further consider when it’s best to wrap things up, and the right time to try something more captivating with the next event. When you know exactly where you want to be, you know how to arrive there effectively.
Plan with Transparency
Keep your key stakeholders and marketing team clued into your event planning. Inform them of the schedule you have established, and what you will deliver, such as your goals and objectives for the event. By keeping the stakeholders involved in the process, you can brand and merge the experience for all event attendees.
In the case of a notable event, keep attendees up to date as often as possible to make sure all the details in the event timeline, from concept to media PR, are running smoothly.
Foster Professional Relationships of Mutual Respect
It’s crucial to keep in mind that your professionalism is tied to organizing a successful event. One of the key event planning tips to remember is to focus on engaging clients. Endeavor to identify clients that respect what you and your company does and establish a lasting partnership with them.
Be determined to lay the groundwork for good business relations by valuing and maintaining mutual respect. Utilize your strengths and you will create an optimal experience for your guests.
Become Best Friends with Data
Develop a way to measure and learn from the results of your event planning skills, and collect data to determine the effects of your decisions during the planning process.
How can you ensure that your process is having a legitimate impact? You can carry out objective surveys and measure NPS, for example.
Possessing quality data doesn’t just help you improve in the planning of future events but supports your case when clients push ideas that may not be successful.
Identify Your Target Audience
An important part of planning is defining your target audience:
- Business partners or executives?
- Current or potential clients?
- A combination of these groups?
A key to a successful event is to get through to the intended audience. Once you know who, you can work on how to tailor the event to their needs and interests.
Compile enough data on your audience, demographics, attitudes, interests, or dislikes, et cetera. Rely on their characteristics to help you figure out and define your specific audience.
Hire Amazing Staff
Event planning tips highlight the value of hiring good staff in creating a successful event. They will exhibit a respectful and professional attitude and will have a deep knowledge of the event in order to answer questions from guests.
It’s vital to confirm what experience the event staff brings to the job, so have them fill out applications and provide references you can verify.
And be sure to have someone look over event details and tie up loose ends before the event begins so that you don’t have any unwanted surprises during the event. A general service trade show contractor can help you out with the floorplan design and layout, show branding and planogram layout, custom registration, entrance unit and kiosk fabrication, and more.
Choose Your Event Space Carefully
You’ve set the date, now you need to book the perfect venue. Important details such as location and date need to be finalized as soon as possible. This is so event management can get an early start on the marketing campaign.
Take the following into account when considering a venue:
- Are the elevators and entrances easily accessible to all? Are all-gender WC facilities available? Is there enough room if interpreters or a live-captioning screen are required?
- Space requirements for 50 guests differ when compared to 500.
- Is there a sizable parking lot, and is there easy entry from public roads?
- Are you required to purchase a particular insurance? What are the regulations on liability?
- Ensure there is space for AV equipment, including plugs, extension cords, and et cetera, if speakers, microphones, and cameras are required for the event.
Have a Comprehensive Event Plan
A thorough event plan should outline a to-do list that covers all key aspects from objectives to logistics. This plan will assist you in keeping organized, save time and make sure your event planning stays on course. It can also be a great resource for attendees, team members, and others involved in the organization setting up the event.
The essentials an extensive plan should include are
- Catering Management
- Promotion Package
- Registration Management
- Sponsorship Plan and Management
- Volunteer duties
Brand Your Event
A current theme that captures and captivates can help your event to stand out from the competition. Ensure you carry this theme throughout the various features of the event, especially in the name. Showcase features that are distinctive, and promote them in online media to entice people to attend your event.
When considering various event names, ask yourself: how does this event differ from others hosted in your industry? What message or ideals are you hoping to express through this event? What are the principal features of your event?
Generate a tagline: After you’ve established the name, come up with a tagline. Remember to keep it to the point and make it catchy, after all this plays into the brand of your event.
Draw up a logo: If you’re organizing a large-scale event or a series of events, you’ll need to create a logo.
Establish a visual identity: compose a visual identity that brings together all the features of the event.
Craft a Multi-Channel Marketing Plan
When planning an event, make use of social media, the official website, and email newsletters to promote the event and sell tickets. It’s important that the following marketing content includes details about the event, how attendees can sign up, and what they can look forward to:
- Emails sent to members and guests of past events
- Posts on various branded social media platforms (use graphic design templates to create eye-catching designs)
- Information made available on the company’s official website
- Information in the routine newsletter
- Have speakers and high-profile guests promote event details via their social media platforms
- Obtain and guarantee a variety of sponsorships (compile a list of potential sponsors you’d like to endorse your event)
Create a Budget and Stick to It
It’s vital to determine from the start the budget you have available since this will influence the type of event you can put together. An event planning tip from Worley advises you work out the amount you’re willing to spend, then budget to spend 10% more of the initial estimate.
Organizational hiccups can turn up at any moment. Plan to cover any extra or unforeseen expenses.
After you’ve established the budget, be sure to identify which resources will be used where. For example, squandering your budget on decorative elements instead of investing in a professional and experienced AV crew could bungle your event.
Create a Timeline and a Checklist
A fixed deadline ensures that you keep the event planning running without delays. It’s more effective than a general to-do list as you can determine when certain decisions need to be reached and jobs completed.
A concise checklist assists you with recognizing the tasks you need to carry out, determine deadlines to reach, and decide on any needed extra support. You can also generate financial and time estimates during the preparation process. Making a checklist can also help you to assess the headway you make with each task.
Keep your timeline and checklist updated as the event day gets closer by asking yourself the following:
- when will vendors arrive?
- who is the point of contact?
- when will meals be served?
- when does the DJ take over from the live band?
Showcase Your Sponsors Effectively
Whether you’re putting together in-person events or virtual events, there is no need to completely finance the whole affair unaided. Get in touch with potential sponsors to work out opportunities for financing the event in exchange for brand exposure with attendees.
Set up a plan for how you would like to showcase your sponsors. Incorporate the following in your planning:
- An event app for attendees. This resource will allow guests to recognize the various sponsors, send push notifications, and connect to a user-friendly itinerary.
- Sponsor marketplace. You can still meet your sponsor’s requirements even with an online event.
- Marketing materials. Bolster the quality of the experience for your sponsors with a summary of what they stand to gain by contributing to the event’s marketing tools. Use shout-outs during the event to create brand awareness for the sponsors with the audience.
Most event planning tips will remind you to deeply value your sponsors from the minute they sign the contract. Keep in mind they have paid to be seen and heard at your event.
Be sure to capture exciting and interesting photos that highlight the success of your event. These can then be shared on various social media marketing platforms to generate buzz.
A professional photographer will have a good idea of the types of photos that promote your specific event and will ask you for particular details. Let them know you want various photos that capture the diversity of the event, like event branding, a lively space, and guests having a good time.
During the design phase, make sure to consider all the visual aspects of your event. What would create a dynamic background? What key features would photograph well and promote the brand or sponsors?
Plan the Logistics of the Day
Guarantee the success of your event by pinpointing, reviewing, and hiring all essential event specialists (AV technicians, decorators, photographers, security personnel, et cetera.). Live speakers and presenters, which may include influential experts and industry influencers, should be booked as they are qualified to share the ideas you’d like to showcase at your event.
It is vital that you strike a balance in the event schedule of your guests. You want them to engage with the program as much as possible. Create variety within the event to capture and hold their interest.
But you also want to create enough time and space in the program to allow attendees to mingle and process all the information they’re taking in. The schedule should provide a margin for any unexpected occurrences.
Have a Backup Plan in Case Something Goes Wrong
You must compile a backup plan in the event of any unexpected slip-ups or issues. A comprehensive backup plan will guarantee that your event runs smoothly and is a success with all involved. So make sure to share the plan with staff, vendors, and those in charge of the venue. Make sure they’re on board with the plan and are aware of the protocol to be followed in case of any issues.
Some of these issues might include having backup equipment (microphones, speakers, et cetera.), a list of possible scenarios that could take place, a no-show speaker, or the event moved online.
Don’t Fear the Negotiation Process
Here’s a good event planning tip to keep in mind when dealing with vendors: everything is negotiable. Don’t flinch when negotiating prices. Hidden costs can pop up at any time during the event planning phase, so work out your budget before dealing with vendors. Determine to negotiate 5-10% lower than the first offer.
Learn the Logistics of Other Industries
Being familiar with the intricate details of how other industries function is not necessary, but having an idea of the general logistics will definitely help you as an event planner. Be as specific as you can when communicating with other organizations and vendors involved.
For example, being able to determine the amount of square footage needed to accommodate chairs, tables, and tents, being clued up on generator wattage, air conditioning BTUs, and other such details will help you to organize your event smoothly.
Collect Staff and Attendee Feedback
Once the event is over, get feedback on the outcome. Getting vital feedback from both staff and attendees will help you to gauge what made it a hit or flop with everyone involved.
By understanding important elements that made a success of previous events, you can aim to repeat those tasks when planning your next event. You will also be aware of where you have room for improvement to raise the bar for upcoming events. If there were obstacles or issues that came up during the event planning process or the event itself, take note and make sure to address them.
In doing so, you will acquire a better understanding of what makes or breaks an event, and what you can carry on doing, or work on changing when planning another event.
Success with Event Planning Tips
Planning an event can be a difficult and demanding task. But the 10 event planning tips discussed in this article will help you to put together a strong and effective event planning strategy.
An intimate and detailed understanding of your target audience, who they are, and what they want, is crucial in guaranteeing the success of your event. The more acquainted you are with how you can provide a valuable experience for attendees, the more opportunities you create to put together the ideal (and successful) event. And that’s the goal of every well-organized event planner.
If you enjoyed reading this article about event planning tips, you should check out this one with event WordPress themes.
We also wrote about a few related subjects like setting up a WooCommerce events calendar, marketing strategies for ticket sales maximization, hybrid event ideas, and event management skills.
Not only that, but we also created articles about virtual event ideas, virtual event statistics, how to get sponsors for an event, tech conferences, and the most-watched sporting event.