Category: Attendee Engagement

Future Trends in Hybrid

Posted on by Eventsforce

 

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.

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.

Personalized event registration: barriers, pitfalls, and solutions

Posted on by Eventsforce

 

When it comes to events, first impressions matter. As the kind of “opening act” to any occasion, registration sets the feel and tone for things to come. While personalization is now inherent throughout many elements of any given event, it’s not necessarily always easy or straightforward to include an element of personalization in your registration process. But be they delegates, potential delegates, exhibitors, or sponsors, everyone deserves the warm welcome that only personalization can offer. And you, as a planner, certainly deserve to reap the benefits of a thoughtfully personalized registration process.

Barriers and Pitfalls of Personalized Registration

There is no getting around it: personalization takes time and demands substantial effort from planners. This is especially true ahead of the event registration process, when planners need to ensure that they kick off their event by targeting the right audience with the right message. But before they can even begin to work on messaging, planners need to analyse the personal data they’ve gathered — whether this information has been collected via past events, emails, or surveys — in order to carefully and correctly segment their target audiences. With so much information to hand, it’s easy to get bogged down in the minutiae of segmentation and even — as Sitecore references — to in effect become paralysed by your data.

Likewise, with time and resources finite — and with so many other details to attend to in the run up to an event — it’s also understandable for a planner to perhaps not give personalized registration the attention it fully deserves. This is also a mistake; indeed, by neglecting to give considered thought to the element of personalization at the point of registration, you’ve also missed an opportunity to more fully connect with your target audience.

The Simple Solution

A sense of perspective is a powerful tool when it comes to considering the importance of personalized registration. After all, registration is not the main event, but it is a key element of almost any and every event (and certainly, of those done well). To that end — and especially when it comes to considering both the personal data you’ve gathered and your target audience — it’s worth zooming out to identify broad demographic categories within the details you have to hand. Once you’ve done this, consider the elements of registration that will resonate the most with your audience. Isolate and identify the strategies that will have both the greatest positive impact in terms of successfully opening your event along with the ones that will help serve your overall goal of engaging with those you really want to target. And here, it’s important to implement strategies that not only serve your audience, but also to choose the ones that slot seamlessly into your existing time and resources.

A final key point on personalization — and this concerns both the registration process as well as your event at-large — is that there is no single way to ‘do’ personalization. Whether you opt for segmented and personalized invites and e-mails or distinct registration paths or have dug deep to welcome delegates to your event with their favourite coffee, only you truly know the registration techniques that will resonate best with your core audience. As an event planner, your time and resources are precious, but with careful consideration and perspective, you can efficiently create the kind of welcome that benefits both your attendees — and yourself — now and in the future.

 

 

Want to learn more about how to personalize your events?

Get answers to the fundamental questions, as well as insight on the current state of personalization in the events industry from a recent research study with 150+ event planners with our eBook, ‘The Event Planner’s Guide to Personalization’.

Industry Survey: The View of the 2023 Planner

Posted on by Eventsforce

 

We can’t predict the future, but with your participation, we can get a better idea of the plans and considerations that event planners may have as we move towards 2023.

Here’s your chance to have your say. Our new survey is targeted at marketing, meeting, and event planners and is an opportunity for you to tell us your views and — most importantly — our chance to listen.

Your contribution will be part of a whitepaper which will be shared at the end of the year. And as a thank you for your time, for each response received, we’ll plant a tree via Ecologi, our carbon-offsetting project.

 

CVBs and DMOs: A Hidden Resource for Meeting and Event Professionals

Posted on by Eventsforce

As a meeting and event planner, do you ever feel a little stuck? Maybe you can’t find the perfect spot for your next unforgettable event. Or perhaps you did find a location but you are overwhelmed by all the details to create a great experience for your attendees. It might be time to take advantage of a hidden gem of a resource, one that is sure to feel like the pot of gold at the end of the rainbow — and it’s closer than you may think.

Turn to the local convention and visitors bureau (CVB) and destination marketing organisation (DMO) to hit an event planning jackpot. These organizations can provide you with the following information and more:

  • Suggestions and help facilitating event activities, entertainment, and speakers
  • Offer a wealth of knowledge on convention centre specifics, including floor plans and tours, to dining choices and lodging options
  • Specifics on accessibility throughout the destination
  • Itineraries and suggestions for attendees extending their visit beyond the convention
  • With ever-changing COVID-19 restrictions and mandates, CVB and DMO websites are a good source of the latest information

Sounds great, doesn’t it? Let’s dive a little deeper by learning from Cara Frank, chief of staff at Simpleview and former director of convention services at Destination Madison.

Q: How should meeting and event professionals utilize CVBs and DMOs to enhance their planning capabilities?

A: If a planner is just starting a search, the CVB and DMO can provide support when looking for a venue or hotel by consolidating and bridging communication with these properties. If they already have a site selected but want to make the event extra memorable, the DMO and CVB can help create an amazing experience for the attendees beyond the parameters of the actual event and bring the local feel to the attendees. CVBs and DMOs can provide the best recommendations for every event type.

Q: What resources do CVBs and DMOs have to help planners with their events?

A: Every destination has something unique to offer meeting and convention attendees — something that will make the event memorable so attendees will share with friends, family, and co-workers. Sometimes, these top locations are very well known but often they are hidden gems known only to people intimately tied to the destinations. This is where CVBs and DMOs come in, which can help planners with their events by:

  • Finding offsite locations for parties, dinners, etc. Everyone is looking for a unique venue to fit their audience
  • Referrals to members and businesses for transportation, local gifts, etc.
  • Informing local restaurants and shops nearby about the event so they can prepare their staff to provide exceptional service
  • Offering attendance marketing tools on the DMO and CVB website, like toolkits for venue searching and booking, to make sure planners have resources to help their event thrive

Also, CVBs and DMOs publish the most relevant mapping tools for event planning, giving a better idea of the destination and how to prepare their attendees for seamless transportation. Punta Gorda Englewood Beach’s meetings microsite is one example; Pisgah National Forest uses Map Publisher on its microsite to help visitors navigate the destinations.

Q: How can meeting and event planners and CVBs and DMOs work together more effectively?

A: Making connections to the destination should be a top priority. While many planners visit the destination during the sales process, that could have been years before their actual event and many things could have changed. Event planners should check in periodically with the CVB or DMO as a local partner, aligning goals, and sharing event and attendee details will help create the best experience for the attendee and event planner.

“The DMO or CVB is a concierge of sorts; from steering meeting planners to the transportation companies they need for an offsite event, to navigating the best group dining options, they can match your attendees to the attractions that will resonate the best with them.”

— Cara Frank, Chief of Staff, Simpleview

 

Want to know how Eventsforce can help you with your 2022 event planning?

Eventsforce can support you with a platform that puts the planner at the centre of the strategy.   We transform experiences for virtual, hybrid and in-person events and enable you to launch and adapt your events quickly and seamlessly. 

Whether you’re looking for a quick chat or a detailed discussion on your event tech requirements, our team of event professionals are on hand to assist you.

Click here to get in touch or why not request a demo?

Eventsforce and EVENTIT partner to shape the future of the MICE Community

Posted on by Eventsforce

At a time when many industry professionals are planning their event portfolios for the year ahead, and navigating a challenging and unpredictable global event environment, Eventsforce is delighted to announce the continued partnership with EVENTIT — helping them connect, inspire, and educate event professionals across the UK and beyond.

EVENTIT is dedicated to providing event professionals with the opportunity to acquire information, ideas, education, and networking opportunities throughout the year. With a commitment to powering the future of events, Eventsforce is ideally placed to help them achieve this, offering a comprehensive suite of next-generation event management solutions for live, virtual, and hybrid experiences.

Choosing the Right Event-tech Partner

We are delighted that EVENTIT chose to extend and strengthen its partnership with Eventsforce. Having already embraced “Eventsforce Awards” to simplify the management of award evenings, making the submission and judging process simpler and quicker, EVENTIT will now rely on additional Eventsforce solutions to help them meet their organisational and event goals.

“Eventsforce Registration” will allow the streamlining of the registration experience for in-person events. EVENTIT will have access to tailored experiences with personalised agendas, pricing, packages, and branded websites, as well as automation of event communications, improved agenda management, and contactless check-in using “Eventsforce Kiosk.”

EVENTIT will also benefit from Eventsforce’s latest registration and ticketing platform, “Eventsforce Groups & Ticketing”, which will allow them to promote events, sell tickets, and manage all their attendees in one place.

Positive Partnerships Driving the Events Industry Forward

Ian Webb, head of business development for Eventsforce adds, “I am incredibly proud that the partnership with EVENTIT will be continuing in 2022. As the industry continues to recover, we’re delighted to provide EVENTIT with our full range of tools, allowing them to take a flexible approach to their in-person and virtual events as they stand firmly behind the events industry.”

Judith Wilson, Director of EVENTIT said ‘Having worked with Ian and the Eventsforce team over a number of years we are delighted that they have come on board to support our full programme of events over the next 12 months. Eventsforce are continually developing their technology, keeping abreast of the growing demands of their clients but never losing sight of the need to keep things simple and intuitive for the end user and maintaining their amazing customer training and service. They really are an extension of our team!’

5 Ways to Encourage Attendees to Return to In-Person Events

Posted on by Eventsforce

5 Ways to Encourage Attendees to Return to In-Person Events

The choice of additional event formats such as virtual and hybrid, creates an interesting challenge for planners. The big question is what impact do they have on the in-person event?

In-person events have dominated for years and will continue to play a huge part. Some events should only ever be in-person. But with many planners offering a virtual component, they will have to work that much smarter to attract attendees to make the trip to a physical event.

In this post we highlight 5 ways in which your in-person event can stand out. Let’s take a look.

1) Make Clear There Is No Virtual Audience

Your in-person event is going to appeal to those attendees that are looking for an in-person experience that is not impacted by virtual attendees. This means that in your marketing messaging, you make it crystal clear that the only audience you have is the in-person one.

Potential delegates could be put off from coming if they believe you will be serving another audience. If they know that your attention will be on them and them only, you are likely to increase your sign ups.

It is easy with a hybrid event for there to be audience envy between attendees. Both in-person and virtual attendees can feel left out unless you manage their expectations. But for your in-person event, you only have the ones you can see in the room to worry about. That can be a strong incentive for people to come. They know your focus is 100% on them.

2) Demonstrate It Will Be Covid Safe

Showing that you have comprehensive Covid safety measures in place will give peace of mind for your more nervous delegates. They are interested in coming but want to be sure that no harm will come to them.

Covid safety is top of mind right now for attendees. And as you know, holding in-person events means you will be enabling people of different genders, generations, and cultures to mix. Some people will be less worried (if at all) than others. Your job is to reassure even the most nervous person. In doing so you will increase your chances of them attending.

You need to decide on admittance criteria. This will help attendees make decisions on whether to attend or not. Creating a covid safe environment is a good idea. Demonstrating that you will use contactless self-service check-in and similar measures help reinforce this. You can also offer tips and advice on safe travel to the venue etc.

Related: Top considerations for the safe return to in-person events

3) Talk, exclusivity

What can you offer in terms of exclusivity for your attendees? Exclusivity is always a big draw. You are basically saying “come to our event and get something that no one else does.” The question remains, what can you do?

Let’s explore some examples. You could have a VIP dinner that only has the best of the best (however you define that) in attendance. Attendees could sign up for the opportunity of being ‘in’ with the other VIPs. Or you could bring in a celebrity speaker and have a round table discussion with them. Think of inviting a film producer and for your attendees to glimpse what it’s like to create a block buster. Or you could go for curated networking, where attendees have been carefully matched before they arrive at the event. Imagine if your attendees could meet exactly the right people they need to.

There are many more ideas you can come up with. But the big point of exclusivity is that it is just that, exclusive. Whatever you are offering isn’t available in the same form anywhere else.

4) Highlight That It is New

Every event is new. Your in-person event is new. It’s certainly bound to be different from your pre-Covid ones, isn’t it? If it is no different you may run into problems maybe not at first, but they will appear.

If there is one thing that needs reinforcing, it is simply this, Covid has changed people. You cannot simply serve up the same versions of what you were doing before. Expectations have changed. Attendees want more. They are exercising more choice than previously, and organisations are questioning whether their staff need to go to events. In other words, the in-person events landscape has changed.

And therein lies the challenge and the opportunity. Why not use the in-person format to accentuate the senses of sight, touch, and smell. If your conference is about outdoor safety, you could lower the room temperatures and you could bring in fog machines to give a realistic experience of what it feels like being on a mountain. You could ask your delegates to come in outdoor wear to make it more realistic. That’s just one example of thinking about enhancing your in-person experience. You may not need to go so extreme, but you need to highlight what is new.

Related: 7 ways events will change in a post-Covid world

5) Be real when using FOMO

Any savvy event planner is going to be using FOMO as a means of encouraging take up at events. It’s a widely used marketing technique and it works. If something looks special, it makes an emotional tug. Limited places selling fast, is a well-used technique. People sign up to avoid being left out. It’s that simple.

If you have ever tried to get tickets to see your favourite popstar or band, you will have been through this FOMO experience. Long before the tickets are available to buy, the marketing machine whirls into life, and it makes you anxious. How can you book tickets when you are at work? Where will you be when they go on sale? Can you give money to a friend to buy for you? All these questions and more run through your mind. One thing is clear, you need to have a ticket. The FOMO is super strong.

However, use FOMO with realism. Just how good is your event going to be? Have you really worked on it to make sure that it delivers beyond attendee expectations? Use it but be mindful that attendees expect more, and they will be very unhappy if they could have missed it and not been any worse off for not attending.

Conclusion – People Are Smart

There is no doubt that unless you work on your offering for in-person events, your competitors will take advantage. This is no different to events, pre-Covid. But the impact of a global pandemic has made people think about why they go to events.

Even the hardened event attendees, now question the individual value they will get from an in-person event. Any assumptions you work on, should be re-evaluated. It is true that a lot of people want to reconnect. They want to meet again, and networking is very important to them. However, as reconnections are made, you will need to offer more than networking to attract attendees. The euphoria of meeting people will move from being super strong as a reason for attending to becoming normalised in future months.

Think smart as you work on your in-person offering. And remember, your attandees have changed. They will make the smart choices and follow what’s beneficial for them. And you should do the same. Learn from the past but understand that the future has great opportunities for those planners that look at the key ways in which to attract attendees once more to in-person events.

 

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6 Event Tech Stories You Don’t Want to Miss

Posted on by Eventsforce

6 event tech stories Eventsforce

Want the lowdown on all things event tech? In your inbox, every week. 

In this month’s round up of top event tech stories, we look at a new registration and ticketing platform that is set to transform the way organizers manage groups at meetings and events today. We also have some interesting updates like Facebook’s new set of community engagement tools and Zoom’s expanded features for virtual conferences. We look at some cool new tech to help with security staff shortages and live translations for virtual events.  And finally, for a bit of fun – a very interesting look at the metaverse, what it means and the future of the events industry.

Have a look at the top tech stories you don’t want to miss:

Social Media Today: Facebook Announces New Group Engagement Tools

For those of you running your event communities on Facebook, there were a few interesting updates from the social media giant that may help improve group engagement. First off, it’s adding new customer colour and post background options and admins will now be able to select the emoji defaults that users respond with in their group. Welcome posts are also getting a redesign with an increased tag limit of 500, so that admins can connect with more newcomers at once.

In terms of in-community engagement, Facebook has announced its new ‘Community Awards’ which allows group members to allocate ‘insightful’, ‘uplifting’ or ‘fun’ markers to posts and comments. More than just an engagement prompt, it improves post/comment visibility and helps demonstrate your group’s content at its best. And more interestingly, admins are now able to make their sub- groups a separate paid element – which could offer you another monetization channel for your most dedicated group members. Read more.

NEW eBOOK – The Event Planner’s Guide to Stress Management

BizBash: 8 New Technology Updates We’re Excited About This Month

BizBash’s newest column offers a monthly check-in on all things event tech, from new virtual platforms to social distancing-focused tools to software that will make your job easier – worth browsing through for an update of what’s new, what’s not. One of the stories that stood out was Interprefy’s new live captioning abilities for multilingual meetings and conferences.

Available in 31 languages, it supports participants with hearing impairments as well as those who prefer to follow the content with visual reinforcement. The tool also includes a powerful glossary function that allows Interprefy clients to pre-load the system with context-specific terms, acronyms and names that will be used during the event to enhance captions accuracy even further. Read more.

EIN: Fast and Easy Group Bookings for Meetings & Events

A new ticketing and registration platform unveiled last month is set to revolutionize the whole process of managing groups around events. Built on Eventsforce’s next generation platform, the system is designed to help organizers sell more tickets and increase revenue from group bookings. A simple setup process means organizers can launch their events quickly, while a WordPress widget allows them to set up ticketing on multiple websites. It is also one of the only booking tools that allow people to buy group tickets but invite individuals group members to complete their own registration details.

It’s an interesting proposal for those events that want to attract more group bookings.  It also means organizers no longer have to chase people for information before securing bookings for an event.  It speeds up the sales cycle, it’s efficient and gives individuals in the group a lot more flexibility to personalize their own event experiences. Read more.

Tech Radar: Zoom Powers Hybrid Events with a Host of New Features

Zoom’s Events solution has now been expanded to include conferences that span across multiple days and sessions – using the same tech that saw 33K people attend Zoomtopia 2021 last month. Organizers can now spread events across five days, with up to 13 sessions running at any one time. Attendees can also view or search for specific sessions in the lobby or via a new directory, filtering via tracks, and can also monitor their itinerary or build their own schedules by adding sessions.

For organizers, the new update means that session and speaker information can be uploaded in bulk, and session videos such as a sizzle reel or preview clip can be included to introduce speakers or prepare attendees for the start of the event. Speakers will also be able to edit their session and bios, although organizers will still have the final sign-off, along with full chat moderation throughout. Read more.

EIN: New Tech Tackles Security Staff Shortages at Large Events

Good news for those that deal with security staff around your in-person events. Safety and communications tech company, Halo Solutions, has partnered with Orka Tech Group to offer clients access to its workforce app used by over 55K security shift workers.

Halo users will be able to quickly fill security-based positions, mitigating the impact of unexpected staffing issues and preventing the cancellation of events caused by shortages. The partnership will also give Halo direct access to a large, fully trained workforce looking for flexible shift work and remove lengthy and costly traditional HR processes. Read more.

EventMB: What the Metaverse Will Mean for the Future of Events 

Will the metaverse — a parallel universe of virtual reality spaces — end up transforming the landscape of events, or is the hype overblown? Ever since Facebook announced it was becoming a “metaverse company” and changing its name to “Meta”, the concept of a virtual reality universe has become part of everyday conversation. To help answer this question, EventMB worked in partnership with IMEX Group to produce a report titled ‘Meet Me at the Metaverse: Exploring the Future of Immersive Online Event Experiences’ – and it’s worth reading if you’re interested what events could potentially look like in 5-10 years.

The report includes simple explanations of what the metaverse is today and what it’s predicted to become over the coming years. Also includes some insights from industry thought leaders who share their views as well as some practical examples of events and brand experiences in this new reality. Read more.

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