Category: Data Management

A place for everything: organising event data for future success


At last, January is over and, with that, the relief that comes with making it through the first month of the year. As an event planner, your focus is now firmly fixed on the months ahead and while you’ve already got a lot on your plate, good data management can help make your life a lot easier. In our last post, we reminded you exactly why data management is worth caring about and now, as we round the curve into February, it’s time to explore exactly how — by carefully organising event data — you can clear your path to success.

Step 1: Actively Audit Before Organising Event Data

Behind each event — behind the artistry of every talented planner — there’s nothing but hard data. Simply put, a planner’s role is to capture and analyse the data generated by each and every one of their endeavours, all while building on that information to create future event success. Data management is an inherent part of the job and, as such, knowing exactly how best to organise all of these many streams of information is crucial to a planner’s work.

But with so much data in hand, the challenge of organising event data is knowing exactly where to begin. As a first step, you as a planner should consider the following questions:

    1. What data do I have? This could be anything from names, emails, stats, figures, etc. But on this point, it’s also worth thinking about where your information is currently stored (i.e., in a spreadsheet, in your event management system, an app, CRM, finance system or even entirely offline, etc.) and, importantly, its age. After all, there’s no point in keeping and organising data if it’s out of date.
  • What data do I need? Once you begin to audit the information that you already hold, you’ll likely find that you’ve collected information that you simply don’t need in order to successfully execute your next event. Not only is holding extraneous data a drain on your time and resources, but its continued retention could breach GDPR regulations, thereby putting your organisation and your reputation as a planner at risk. But before you deem any unused information superfluous, it’s also important to bear in mind any details that can help you to effectively report back on your activities to your stakeholders.
  • Are the sources of my data reliable and can I glean insight from this data? Do you trust the information you have and is it current and compliant with any relevant data regulations? If not, it will be impossible to gain the insight you need to build future events. And — perhaps more to the point — if you can’t understand and make sense of the data you’ve collected, it’s impossible to use that information to plan for event success.

Step 2: Organising event data in-real time

Once you have a good feel for the data you’ve already got, the data you need and, of course, the overall integrity of the information you currently hold, you can then make a start on organising event data in a way that makes sense to you. This is a key point because you — and your close colleagues — will be the ones to most frequently access and use the data you capture. As a planner — in addition to managing the data you already have — you have the added challenge of capturing and organising event data in real-time, as and when your event unfolds. To that end, think about all the systems, tools and points of contact that you use in the course of every event; there’s registration, check-in and payment systems to consider as well as apps, surveys and social platforms — not to mention the tools you rely on for audience engagement, networking, web analytics, etc.

Even in a best case scenario, you’re responsible for multiple sets and streams of data. This being the case, it’s logical to try and capture this information via systems that are linked to and automatically share information with each other. For example, if you’re planning an event for an association-type group, it would make sense to integrate your event management and your membership systems so that automatic membership checks are already integrated into your registration process. This dispenses with the need for manual checks, thus saving you and your team precious time.

Building on this example, by integrating this information, it means that members of your membership team — in the case of larger associations — will always see accurate data. Imagine: had you not synchronised these two systems, you would have had to manually report the latest data back to your membership team. As an added bonus, linking these systems also means that stakeholders are kept up-to-speed with regards to the activities of both members and non-members around your events. This in turn means that they can make expert and informed decisions in terms of how your activities as a planner could impact and hopefully increase overall engagement. It’s only one example, but it shows the level of insight that can be gained — and likewise, the results that can be achieved — by smart data management.

Congratulations — we’ve made it to February. And now, with these data organisation tips to hand, the path to future event success is just that much easier to navigate.

Running live, virtual or hybrid events? Struggling with organising event data? 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.

Eventsforce Launches a New Mobile App Designed to Drive Event Planning Success


LONDON, UK — Eventsforce, powered by Simpleview, has released the Eventsforce mobile app — a scalable event app solution designed to drive event planning success. The new mobile app utilizes an upgraded technology stack to help inspire, engage, and connect event attendees.

Eventsforce, an intuitive, all-in-one solution that can scale to meet your ever-changing event portfolio needs, created the mobile app to engage attendees and drive event success. Whether you’re running simple events, tradeshows, or multi-stream conferences — the new app gives users everything needed to drive attendee participation and build lasting relationships while reducing reliance on the traditional paper program guide.

The app benefits event attendees, exhibitors, sponsors, organizers, and everyone in between by boasting the following key features:

  • Intuitive and easy-to-use
  • Integration with all major AMS/CRM and event management systems
  • Mobile and desktop access
  • Advanced QR code scanning features
  • Capability to boost attendee engagement with gamification and engagement features
  • The ability for attendees to create personalized schedules, connect with other attendees and sponsors, and stay up-to-date

On the event planner’s end, the app can be used for:

  • Engaging sponsors and exhibitors
  • Controlling all aspects of the event, including branding, content, and menus
  • Lead scanning for exhibitors and sponsors
  • Revenue-generation and analytics reporting

“The future of event tech is all about creating personalized and engaging experiences for attendees,” said VP of Growth Andrius Remeikis. “Our newly launched mobile app is designed to help event planners do just that, by providing them with the tools needed to connect with attendees on a deeper level and drive business outcomes.”

Give attendees a mobile event experience they’ll remember, before, during, and after the event, with technology they can rely on.


Don’t miss out. Find out more and get in touch!

The Key Event Metrics Every Time-Poor Planner Should Track

Woman looking at key event metrics

Event metrics: As an event planner, you know a thing or two about being busy.  But when you’re caught up in so many different priorities, tasks and details, it’s easy to lose focus on your broader operations and, more importantly, how the data you generate via the events you create can be used to make your life much easier.  By knowing exactly which key event metrics or pieces of information you need to track, you’ll not only help to streamline your event operations, but save yourself that most precious of commodities: time.  In this blog, we’ll filter through a sea of data to identify the key event metrics you should track at each and every event and, more importantly, consider how this information can enhance your chances of creating a memorable, meaningful and valuable event.

  1. Attendee Registration and Ticket Sales

First and foremost, every planner should be tracking both the number of attendees as well as the ticket sales associated with any event.  When it comes to the following fundamental metrics, you should always track the following:

  • Registration rate: Take care to measure the percentage of website visitors who convert into registered attendees.
  • Pricing Strategies: Track the effectiveness of your tiered pricing structures, discounts and promo codes.
  • Revenue generated: Keep a close eye on ticket sales to ensure you’re meeting set revenue goals.
  1. Event Metrics – Marketing ROI

Effective marketing is absolutely crucial to the success of any event and with that in mind, be sure to capture the following key metrics:

  • Cost per acquisition (CPA): This calculation offers an insight into how much it costs to acquire each attendee through your marketing efforts.
  • Return on investment (ROI): This enables you to assess the effectiveness of your marketing campaigns by comparing the revenue generated versus your marketing spend for every event.
  • Conversion rate: From this metric, you can analyse how well different marketing channels (email, social media, advertising, etc.) enable you to convert leads into attendees.
  1. Engagement Metrics

As every planner knows, audience engagement is key to creating memorable events.  By tracking the following key metrics, you’ll have a deeper insight into how engaged your delegates are with your event activity:

  • Social media engagement: Monitor likes, shares, comments, and event-related hashtags to gauge and — if needed — to increase the buzz around your event.
  • Email open and click-through rates: Keep an eye on these in order to measure the effectiveness of your email campaigns in engaging potential attendees.
  • Session attendance: By gauging the number of attendees in every session, you can actively  evaluate the popularity of certain pieces of content, enabling you to create better-tailored events in the future.
  1. Vendor and Supplier Performance – the Key Event Metrics

Vendor relationships can make or break an event and so it’s worth keeping an eye on:

  • Vendor ratings and feedback: Collect feedback from attendees and assess vendor performance.
  • Budget adherence: Ensure vendors are staying within budget and not causing unexpected expenses.
  • Timeliness and reliability: Track how well vendors meet set deadlines and if they honour their contractual commitments to you.
  1. Attendee Satisfaction

Attendee satisfaction is the ultimate testament of event success and so it’s well-worth collecting feedback and tracking the following metrics:

  • Net Promoter Score (NPS): This piece of data measures attendee loyalty and the likelihood of your delegates recommending your event to their peers.
  • Satisfaction scores: These metrics are used by attendees to rate various aspects of your event, including speakers, sessions, venue and overall experience.
  • Post-event engagement: This metric gauges how delegates continue to engage with the content of your event even after it’s over.
  1. Registration and Check-in Efficiency

As a planner, you know that time is like gold dust and so it makes sense to keep an eye on the following key pieces of data:

  • Registration completion time: This measures the average time it takes for attendees to complete your registration process.
  • Check-in duration: This metric tracks how long it takes attendees to check in at your event.
  • Queue length and wait times: Use these details to optimise the check-in process and to shorten the time attendees spend waiting in a queue.

Keeping tabs on multiple priorities, overseeing every last detail — as an event planner, you’re well-versed in doing many things at once.  But let data guide your efforts and sharpen your focus; by tracking these key metrics, you’ll be increasingly more efficient at planning successful, impactful events and — what’s more — you may even find that you have more of that most precious commodity: time.



Running live, virtual or hybrid events? Want to maiximise event success with a better understanding of your key event metrics? 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.

The Evolution of the Planner

In a world where unique sensory experiences are so very highly prized, event planners play a vital role in curating these unforgettable moments.  As a profession, event planning has evolved significantly with the passing of time and recent years have seen the sector adapt to and incorporate changing trends and technology, all while responding to a major shift in the demands of those who consume these experiences.  Event planners have been on a considerable journey and this blog will explore how they — as sector professionals — will continue to mould and shape the future of their industry, even as it unfolds around them.

From Logistics to Experience Architects

Traditionally, event planners were primarily focused on logistics — that is, securing venues, managing vendors, and coordinating schedules. However, as the industry has evolved and become ever more sophisticated, event planners have transformed into experience architects.  Today, planners take a holistic approach to their work, considering every touchpoint of an event to create immersive and engaging experiences for their attendees. The future of event planners lies in their innate ability to craft signature narratives, incorporate interactive technologies, and design bespoke experiences that captivate each and every one of the human senses.

Embracing Technology

As technology continues to advance at an unprecedented pace, event planners must actively work to adapt to and embrace its potential. From virtual and augmented reality to AI-powered event management platforms, technology offers unparalleled possibilities to enhance events. Future planners will leverage these tools to create immersive virtual or hybrid events, personalised attendee experiences, and seamless event management systems that streamline logistics and maximise efficiency.

Sustainability and Social Responsibility

An awareness of issues connected to the environment and matters of social responsibility has never been stronger and — as a consequence of this — event planners are increasingly incorporating sustainable practices into their operations. The future event planner will prioritise eco-friendly venue choices, the implementation of waste reduction strategies, and will seek out vendors who share their firm commitment to sustainability. Additionally, planners will actively engage in social causes, aligning events with charitable organisations and promoting positive change through their platforms.

Data-Driven Decision Making

In the future, event planners will rely heavily on data to inform their decisions and optimise event experiences. By harnessing the power of attendee data, event planners can gain insights into preferences, behaviour patterns, and engagement levels. This information will enable them to deeply personalise experiences, identify trends, and continuously refine their strategies to meet the ever-evolving needs of their attendees.

Collaboration and Networking

Event planners have always understood the importance of collaboration and networking, but these aspects will gain more and more traction as time moves forward. With a globalised and interconnected world, event planners will tap into a vast network of professionals, influencers, and communities to co-create meaningful attendee experiences. Collaborative partnerships will drive innovation, the cross-pollination of ideas, and the ability to deliver extraordinary events, ones that transcend all expectations.

In a future that’s only just unfolding, event planners — these adaptable, socially aware, innovative, and delightfully unconventional professionals — are poised to become the visionary creators of immersive and impactful experiences. Formerly consigned to rigid logistical roles and tasks, the event planners of today are swiftly evolving into the experience architects of tomorrow — leveraging technology, embracing sustainability, and harnessing the power of data to curate extraordinary events as they complete their metamorphosis.   As with the world itself, the role of event planners is ever-evolving and as their future unfolds, we can expect to witness a new era of awe-inspiring events, each of which will shape the way we connect, learn, and celebrate.


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.

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.

Industry Survey: The View of the 2023 Planner


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.


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

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!’