Category: Attendee Engagement

Mastering the Art of Event Attendance: A Comprehensive Guide for Planners

Room full of people attending an event


There’s nothing quite as gratifying as hosting a well-attended event.  It may look effortless, but behind the high turnout and the buzzy atmosphere, there is — as every planner knows — nothing but careful preparation and hard work.  A key indicator of event success, attendance should never be taken for granted.  But as this blog explores, there are certain tactics that planners can reliably lean on to pull in the crowds to create an occasion that is memorable, meaningful and valuable.

  1. Start Right With a Clear Vision

Before you begin planning in earnest, define the purpose and objectives of your event.  This will ensure that you have a clear vision of what you want to achieve while allowing you to tailor your decision-making process to appeal to your target audience.

  1. Know Your Audience

On that point, it’s absolutely crucial for planners to know and understand their audience — especially if maximum event attendance is the goal.  By researching and gathering data on preferences, interests and demographics, you as a planner will be able to build an event that piques your attendees’ interest at a personal level, encouraging them through the door and into your event.

  1. Mix and Match Tactics for a Comprehensive Marketing Strategy

An effective marketing strategy plays a key part in driving event attendance and so it makes sense for planners to deploy a rich mix of traditional and digital marketing tactics to reach potential attendees.  To that end, consider the following ideas:

  • The creation of a bespoke, compelling event website.  This should be well-designed and user-friendly and contain all essential event details — including registration information — as well as engaging content.
  • The savvy use of social media.  Because you’ve already done your research into your audience, you’ll know their favoured platforms.  Take the time to promote your event on these channels and be sure to include striking visuals, event teasers, and carefully targeted ads. Social is a great place to tap into your attendees’ sense of FOMO, all the while playing up your event as an unmissable occasion.
  • A carefully deployed email marketing campaign.  Once you’ve built your list, craft personalised invitations and updates to keep delegates and potential attendees up-to-speed with your event.
  • Make the most of collaborations and partnerships.  Work with influencers, industry leaders, or complementary businesses to expand your overall reach and credibility.
  1. Set Realistic Goals

In order to gauge and ultimately build on the overall success of your event, you should take the time to establish measurable goals.  When considering event attendance, this, for example, could be something as simple as the number of attendees you aim to attract.  Setting clear benchmarks will help you to track your progress and to adjust your strategies, as needed.

  1. Offer Early Bird Discounts and Incentives to Boost your Event attendance

Tactics such as early registration discounts or exclusive incentives for delegates who register in advance can be a useful tool for increasing attendance.  These strategies help to create a buzz of urgency around your event while rewarding attendees who commit early.

  1. Create and Hype Engaging Content to Build Anticipation

If you really want to pull in the crowds, then compelling content is a must.  Build an occasion that features inspiring speakers, lively panel discussions, practical workshops and outstanding entertainment.  Tease your incredible content via pre-event activities —  think behind-the-scenes footage, countdowns, carefully crafted email campaigns and social posts — to build anticipation.  The goal here is to leverage a sense of FOMO to get delegates through the door.

  1. Seamless Registration to Smooth the Way for Increased Attendance

A straightforward and intuitive registration process is yet another way to encourage attendance.  By taking the time to ensure that your event has an easy-to-navigate online registration system with clear instructions and secure payment options, you can help to increase the likelihood of delegate attendance.

  1. Utilise Event Management Software for Maximised Event Attendance

In a similar vein, event management software can play a significant role in event attendance by enhancing the overall attendee experience.  In addition to streamlining the planning process, a good event software system can help with tasks like registration, ticketing and delegate communication.

  1. Leverage Your Event as a Networking Opportunity

As our recent whitepaper indicated, networking is the number one driver behind event attendance.  Maximise attendance at your event by incorporating dedicated networking sessions, icebreakers, or even a mobile event app that connects individual attendees and their peers with similar interests.

  1. Offer Unbeatable Value

If you want to maximise event attendance, you have to be sure that your event is delivering value to your attendees.  Think: what does my event offer? Be it outstanding session content, expert insights, networking opportunities, freebies or exclusive perks, broadcast what you’re offering to attendees and make it absolutely clear they can’t get it anywhere else.

  1. Collect and Act on Feedback

Finally, after your event, take the time to survey your attendees to identify areas for improvement.  Actively use this information to enhance future events with a keen eye to increasing both attendance and the strength of your relationship with your audience.

The satisfaction of a well-attended event is unparalleled and yet, from a planner’s perspective, there’s more to a successful occasion than a high turn-out.  By deploying specific strategies and tactics and taking due care to know and understand the needs of their delegates, a planner can build on the success of each and every occasion, drawing in and engaging with their audience time after time.


Running live, virtual or hybrid events? Want to maiximise event success? Give your attendees an event experience they’ll remember with technology you can rely on. Learn how Eventsforce can make your next event fabulous and successful. Book your personalised demo now.

Experiential Events: A Guide to Mastering Experiential Elements


So much more than an added extra flourish, the creation of memorable and engaging experiences is now an essential tool in striking a lasting positive impression among attendees.  Today’s most successful events utilise immersive and experiential elements to stimulate the senses and foster a deep sense of emotional connection.  Regardless of the type or size of your event, the careful, thoughtful deployment of experiential elements can be used to elevate every occasion to new heights.  In this blog, we’ll explore how event planners can infuse their gatherings with a sense of magic, all while creating an unforgettable experience for their attendees.

Understand Your Audience

The foundation of any successful event is a deep understanding of your audience. Conduct thorough research to identify their preferences and interests, using surveys, social media insights, and focus groups to gather data to help you tailor your experiential offering.  A finely tuned experience will resonate with your audience at a personal level, making your attendees more likely to engage with you throughout the span of an event.

Storytelling through Themes

When weaving experiential elements into an event, particular themes should serve as the backbone of your narrative.  These should be compelling and cohesive and should guide every facet of your event — from invitations and decorations through to activities and entertainment.  Your chosen theme should evoke emotions, spark curiosity, and transport attendees to a totally different place — be it a vintage carnival, a futuristic wonderland, or a tropical paradise.  As a planner, your aim is to completely immerse your attendees in this new reality, with the ultimate goal of driving participation and engagement.

Interactive Installations and Zones

Create interactive installations and zones that encourage attendees to engage with their event environment. These could be photo booths with quirky props, virtual reality experiences, touch-screen displays, or even art installations that respond to participants’ movements. When done right, these experiential zones add an element of playfulness and creativity to proceedings, fostering networking opportunities, and leaving guests with lasting positive memories of your event.

Multi-Sensory Experiences

Turn your event into a truly immersive experience by engaging your attendees’ senses. Consider incorporating carefully curated scents, sounds, and tastes into your event build. Lighting and visuals also play a significant role in setting the overall ambiance and mood of your event.  Any sensory details you include should, of course, serve to complement your occasion’s overall theme.

Live Entertainment and Performances

Incorporating live entertainment and performances in to experiential events can be a game-changer in creating a memorable event. Consider hiring artists, musicians, dancers, or magicians who align with your theme; they’ll serve to add an extra layer of excitement to the occasion.  After all, these live performances can act as a memorable focal point around which attendees can gather and interact.

Gamification and Contests

Gamification is an excellent way to boost engagement among your attendees. Incorporate interactive games, scavenger hunts, or challenges that require teamwork and problem-solving and consider offering attractive prizes or rewards to motivate participation. These elements not only serve to entertain, but also actively encourage networking and socialisation among attendees.

Incorporating Technology

Finally, consider leveraging technology to further enhance your event experience.  To this end, you may wish to create a dedicated app that allows attendees to access event information.  This app should include a schedule and networking features to enable attendees to connect with ease.  You may also wish to deploy augmented reality (AR) or virtual reality (VR) to offer unique and immersive experiences, technology that could be especially relevant for product launches or trade shows.  On this point, social media integration can also help to amplify the reach of any individual event.

When implemented with thought and care, experiential elements can lift and elevate each and every occasion to create something truly extraordinary experiential events.  By understanding your attendees and crafting your event to their needs, you not only captivate your audience, but create a memorable, meaningful, and valuable experience for all present.

Running live, virtual or hybrid events? Give your attendees an event experience they’ll remember with technology you can rely on. Learn how Eventsforce can make your next event fabulous and successful. Book your personalised demo now.

Diversity, Equity, and Inclusivity: A Guide for Event Planners


As a tangible concept, diversity, equity, and inclusivity (DEI) is an essential principle in any thriving and harmonious society. As event planners, we strive to create inclusive environments, to build spaces that celebrate and embrace people in all their glorious diversity.  By putting DEI at the heart of our events, we not only enhance the attendee experience, but also play an active part in shaping a more inclusive and equitable society.  This blog explores the many practical ways planners can champion DEI to make a positive impact on their attendees and the wider world.

Cultivate a Diverse Team:

Embracing diversity starts with your team. A diverse team — one comprised of individuals from contrasting backgrounds, ethnicities, genders, and perspectives — ensures that a wide range of ideas are effortlessly included in your planning process.

Identify the Purpose and Audience of Your Event:

Before beginning your planning process in earnest, it’s crucial that you understand both the purpose of your event and your chosen audience.  Conduct surveys, gather feedback, and use this data to identify their specific needs and preferences.

Inclusive Language and Communication:

Language plays a significant role in creating an inclusive environment.  Choose inclusive pronouns, promote gender-neutral language, and be mindful of cultural sensitivities. Use accessible materials and media — such as providing information in different languages or in alternative formats — to ensure that your event is accessible to everyone.

Collaborate with Diverse Speakers and Performers:

Speakers and performers are the face of your event and so it makes sense to collaborate with individuals of diverse perspectives and backgrounds. These varied voices will bring unique insights and experiences to your event, something that will help to enrich its content and messaging.

Accessible Event Venues:

Select venues that are accessible to everyone. Ensure that your location has ramps and lifts as well as accessible toilets and seating areas.  Remember: accessibility isn’t just about compliance, but about creating an inclusive space for all of your attendees.

Consider Dietary Preferences and Restrictions:

Food is an integral part of every event.  When considering your catering, bear in mind diverse dietary preferences and take care to offer vegan, halal, kosher, and gluten-free menus as well as a vegetarian option.

Establish an Inclusivity Policy:

Develop a clear and cohesive DEI policy for your events.  Take the time to share this policy with your team, your vendors, and your attendees in order to set expectations and create a positive atmosphere.  Encourage post-event feedback on your policy and be open to making improvements based on any received comments.

Diverse Entertainment and Activities:

Incorporate a wide range of entertainment and activities that appeal to an equally diverse range of interests. From cultural performances to interactive workshops, a varied entertainment programme ensures that attendees can engage in experiences that resonate with them on a personal level.

Offer Scholarships and Reduced-Fee Tickets:

Consider offering scholarships or reduced-fee tickets, something that can help to promote greater accessibility and diversity at your event.

Create Safe Spaces:

Last but not least, foster an atmosphere of safety and respect. Implement a zero-tolerance policy for discrimination, harassment, or offensive behaviour. Train your team to handle sensitive situations with empathy and professionalism.

As event planners, we possess the power to shape experiences and leave lasting impressions on attendees. By consciously incorporating and championing DEI at each and every event, we can create environments where all individuals feel valued, respected, and welcomed.  After all, embracing these principles not only enriches the overall event experience but also contributes to building a more compassionate and harmonious world for all.

Running live, virtual or hybrid events?
Give your attendees an event experience they’ll remember with technology you can rely on. Learn how Eventsforce can make your next event fabulous and successful. Book your personalised demo now.

Event Planning: The Art of Crafting Memorable Experiences



So much more than organizing logistics and coordinating schedules, event planning is an art form that enables truly talented planners to create captivating experiences, and occasions that leave a lasting impression upon attendees. Planners — from weddings and corporate conferences to music festivals and charity fundraisers — are the unsung masterminds behind every successful occasion, working tirelessly to weave together elements of design, creativity, and storytelling to bring events to life. At Eventsforce, we truly believe that creating memorable event experiences is a fine art and here, we delve deeper into the skills and professional mastery that make this vocation such a captivating craft.

Event planning starts as a blank canvas, with the planner free to unleash their creativity and vision to bring an occasion to life. Just as a painter begins a portrait with a blank canvas, an event planner begins with a concept, theme, or purpose for their event. A planner’s artistry, however, really comes into the fore when they start to weave their creative vision into a tangible experience. Various design elements — think colour schemes, décor, lighting, and more — all come together to create an ambiance that aligns directly with an event’s objectives and resonates with attendees.

The Symphony of Details

If nothing else, an event is a symphony of details waiting to be orchestrated flawlessly. From securing the perfect venue to managing vendors, coordinating schedules, and ensuring smooth transitions between activities, event planners must coordinate an event’s numerous moving parts.  Like a conductor leading an orchestra, event planners must harmonise these details to create a seamless and enjoyable experience for guests.  This requires meticulous planning, attention to detail, and a keen sense of timing to create those magical moments, the ones that spark joy and even awe among attendees.

Storytelling and Emotion

At the heart of every successful event is a compelling story.  In the truest sense, event planners are storytellers, weaving narratives through their choice of theme, décor, entertainment, and overall event flow. They tap into the power of emotions, creating an experience that strikes a chord with attendees on a deeper emotional level. Whether it’s a wedding that reflects a couple’s unique love story or a product launch that captivates the audience with a brand’s values and mission, event planners use their artistic skills to engage attendees and create lasting memories.

Flexibility and Adaptability

Event planning is a dynamic and ever-evolving field. Just as artists must adapt their techniques to different mediums and styles, event planners must be flexible and adaptable in the face of changing circumstances. They need to think on their feet, troubleshoot unexpected challenges, and adjust plans to ensure an event’s success. As a professional skill, this ability to navigate uncertainties and still deliver a remarkable experience is a profound testament to the artistic nature of event planning.

Collaboration and Communication

Event planning is rarely a solo endeavour; rather, it requires collaboration and effective communication between clients, vendors, and a wider team of professionals. Just like artists collaborating to create a collective masterpiece, event planners work closely with various stakeholders to bring their vision to life. They must understand and — more importantly — be able to convey their client’s desires to vendors, thus ensuring that every individual element of their production aligns with an overall creative concept. Through this intense collaboration, event planners can create a cohesive and memorable experience, one that surpasses all expectations.

Appreciating the Artistry Behind the Event

Calling upon a planner’s creativity, storytelling abilities, attention to detail, and adaptability to create unforgettable experiences, event planning is undeniably an art form.  As a delicate blend of vision, logistics, and passion, it requires a unique set of skills to transform ordinary spaces into extraordinary environments to create a lasting impact.  And so, the next time you attend an exceptional event, take just a moment to appreciate the extraordinary artistry behind your experience and recognise that deep dedication to crafting a masterpiece of memory, a skill that is truly the event planner’s forte.

Running live, virtual or hybrid events?
Give your attendees an event experience they’ll remember with technology you can rely on. Learn how Eventsforce can make your next event fabulous and successful. Book your personalised demo now.

How Event Planning Compares to the Art of Pizza Making


Making a pizza, organising an event.  Two totally different things, right?  And yet, both require careful planning, close attention to detail, and that all-important sprinkle of creativity.  That being said, these disparate endeavours share similarities that can be explored to understand the challenges of each respective process.  So, let’s take a closer look at the parallels between making a pizza and building an event — all the while highlighting the hard work that goes into the creation of two very different things.

Let’s start with the ingredients

Just as the starting point for great pizza is all in the dough, an event’s success relies upon certain basic elements — namely, a great venue, engaging content, headline speakers, and fabulous catering. When making a pizza, you carefully select and combine quality ingredients to create something tasty.  Likewise, organising an event requires identifying each component of the event and bringing it all together to create something truly special.

It’s all in the preparation

Once the ingredients are gathered, preparation is key. With pizza, it’s all about kneading the dough, spreading the sauce, and layering carefully selected toppings with love and care. Similarly, events need some TLC too; after all, meticulous planning, scheduling, and the coordination of various aspects like suppliers, logistics, and hotel accommodation are an integral part of any successful endeavour.

Get cooking

A great pizza should be baked to perfection.  But perfection, of course, is a highly subjective thing. The same can be said of a live event, which evolves even as it unfolds.  Just as a good pizzaiolo will adjust timing and temperature to get a perfect pizza, event planners need to use their experience and judgement to manage every aspect of a live event as it unfolds. This requires effective communication, adaptability, and quick decision-making to handle any unexpected challenges.

Make it look fabulous

From its enticing aroma to its vibrant colours, the perfect pizza indulges the senses.  Likewise, a striking venue and thoughtful details create an immersive atmosphere for your attendees.  It’s worth paying attention to aesthetics to create a visually appealing experience, a point that — much like a final drizzle of olive oil or a sprinkle of chilli flakes on a finished pizza — adds a layer of sensory enjoyment to any event.

Savour the satisfaction

Though two completely disparate things, the satisfaction that comes from creating a delicious pizza and organising a successful event is immeasurable. Whether you share a slice of your pizza with friends or eat it alone with relish, there is a true sense of fulfilment in enjoying your special creation.  Likewise, there’s nothing like being on-hand to witness your delegates enjoying themselves or the delight that comes from receiving their positive feedback, all the while knowing you’ve helped to create a memorable experience. So — whether it’s a perfect pizza or a flawless event — the pride and satisfaction of the final result is well-worth the effort.



Running live, virtual or hybrid events? Give your attendees an event experience they’ll remember with technology you can rely on. Learn how Eventsforce can make your next event fabulous and successful. Book your personalised demo now.

Pause, Shift, Change, Engage: Calling Time on Repeat Events

If it ain’t broke, don’t fix it. This mantra holds true…except for those working in the events industry. Offering up the new and the fresh is an inherent part of a planner’s job and yet so many are still leaning heavily on serving up the same old experiences to their ever-changing audiences. After three years of disruption, it’s understandable why — when faced with the challenge of change — we’re all falling back into our former routines, but now is the right time for planners to stop, take stock, and finally break free from repeat events and the old, stale habits that no longer serve them or their audiences.

Why Planners Are Still Falling for the Siren Call of the Familiar

Yet, there’s no denying it: routine — especially in these uncertain times — is comforting. The post-pandemic era is a space in flux; indeed, while live events are making their return felt, hybrid continues to demand its share of consideration from both planners and the audiences they serve. As a professional group, planners have had a very short period of adjustment to this new kind of normal, a place where change is the only constant. No blueprint or schematic exists to guide planners as to how they should interact with their audiences in this new sphere and so old, familiar habits act as a secure mental foothold for event professionals in a continuously changing sector.

It’s worth acknowledging that — due to the changes brought about by the pandemic — the roles once undertaken by planners themselves have in many cases been incorporated into a broader marketing function. This means that the professional knowledge accrued over the years by so many planners within the sector is lost and that — with resources at a premium — it’s now much easier to simply keep repeating those tried-and-tested routines. It’s also worth recognising that planners are notoriously stretched for time and so, from the perspective of efficiency, the repetition of past events is a perfectly understandable practise.

Finally, it’s to say that, in some cases, planners themselves have not acknowledged that the needs and wants of their once well-understood audiences have also changed during the last three years. With the predominance of remote working, planners now find themselves having to compete for attention against the domestic and family lives of their would-be audiences. For some, this sudden change of tack is and move away from repeat events is daunting and so — whether it’s returning again and again to existing event formats or previously used venues and suppliers — it’s understandable why some can’t seem to shake the siren call of the safe and familiar, even if that means serving up the same as last year and risking disengagement from their audiences.

Break Old Habits, Reap the Rewards: The Benefits of Stepping Away from Tired Event Experiences

Stepping away from the known can be a decision fraught with trepidation, anxiety, and even fear, but the benefits of doing so are very much worth the effort. Think: even by making just a slight change to a tried-and-tested routine, a planner not only keeps their event relevant to their target delegates, but also potentially taps into a brand new audience. The first step, of course, is to take the time to understand who your target audience is, what their needs are, and what you — as a planning professional — can offer to get them out of the house and participating in your event. This is precisely why the easy rehashing of tired, old experiences is simply no longer effective or impactful as an event strategy.

From a practical level, your data should be your starting point for a fresh beginning. Whether it’s gleaned via apps, your event management software, a list of past event attendees, etc., any information you have will help you to assess who your audience is, what they want, and how you can best engage with them. During the process, you may even find that you need to create different personas, ones that better jive with the current needs and wants of your audience. Once you’ve thoroughly mined and analysed your data, you can then set to work on overhauling your event strategy, doing so with the total and complete confidence that you know your audience and exactly what they want. It’s worth saying, however, that a new event doesn’t always necessarily have to mean starting entirely from scratch. For example, your basic initial planning documents may still serve you well if you find that making slight adjustments to your event offering is the most efficient and effective way to offer up something completely fresh, new, and engaging.

It’s undeniable: the siren call of a repeat event offers security to many planners looking for stability in an ever-shifting time and space. But it’s a false comfort, for with that supposed sense of safety comes the very real danger of disengagement. Now is the time to look beyond the fear of the unfamiliar and embrace change for all the opportunities it has the potential to bring.



Don’t settle for repeat events. When you’re ready to grab a slice of the action, simply get in touch to discuss your requirements, as well as your favourite pizza.

Future Trends in Hybrid


The staying power of hybrid is undeniable. While the events industry is now seeing a welcome resurgence of live, in-person gatherings, it’s clear that hybrid — thanks to its inherent agility as an event format — has become a trusted tool of planners in a relatively short space of time. That same agility means that hybrid is actively being shaped to yield to the on-going needs — and even to the future demands —  of industry professionals and the audiences they serve. The future of hybrid is already in the making and it’s time to explore the broad trends and themes that will continue to shape this format as we move forward. So what are the future trends in hybrid?

Micro-events and Data:

When it comes to future developments in hybrid, the most obvious is its continued popularity within the wider event sector, a trend that shows no sign of slowing. And yet, there are some tangible observations to be made in how planners are actively adapting hybrid to meet their current needs while also incorporating it into their onward plans. First among these is the trending popularity of micro-events and specifically, how planners are actively utilising hybrid as a tool to create these smaller gatherings. In 2023 — with the budgets of so many frozen and costs rising across the board — the use of hybrid technology to create these bespoke events is an upward trend, a way for planners to fine-tune their reach to create the kinds of intimate experiences that their audiences really want.

Creating an appealing event is one thing, but gauging the outcome of that event is quite something else. For planners, only hard data offers clear, concise, and tangible insight into audience engagement and, therefore, into the overall success of their event. From the initial registration period to details collected during the course of or even after a gathering, hybrid events — where information flows in via emails, social posts, landing pages, apps, etc. — are a data goldmine for event planners. With its various digital moving parts, hybrid offers a way for planners to not only simply collect static information, but also to track and analyse metrics in order to build and refine their future events for their future audience.

The Endless Flow of Tech into the Hybrid Experience

The very nature of the format itself means that technology is an inseparable part of planning, building, and successfully executing a hybrid event. As UK Tech News highlights, the future of hybrid is very closely intertwined with the onward development of technology. Whether planners are seeking out increasingly sophisticated means of facilitating virtual audience engagement, wanting to expedite event registration via the power of facial recognition, or harnessing powerful software to allow them to analyse data at a granular level, there’s no corner of a hybrid event that is not influenced by the advancement of technology. What’s more — among both planners and attendees of hybrid events — the obvious interest in and engagement with new technologies is ever-increasing. This constant demand feeds into the development of new technology and this, of course, flows into and informs the future of the hybrid event experience.

As an agile force in the events industry, the power of hybrid is indisputable. While the precise trends and themes that will shape the format are yet to be known, it’s clear that the future of hybrid is already unfolding.



Want to learn more about hybrid events?

Is hybrid really the future of the events industry? It seems so! An Eventsforce research study with 200+ event planners shows that the concept of hybrid can be daunting for many.  They can be perceived as complex and costly.  And even with the right budgets and resources to fund a hybrid event strategy, many organisers feel unsure on where to start.

Download our eBook,  put together to give organisers a good overview on hybrid events and how they can go about addressing some of their key concerns.