Category: Event Marketing

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.

How Attendees and Planners Can Benefit from a Streamlined Registration Process

As a profession, event planning is rewarding and exhilarating in equal measure, but this is a calling that often comes with its own unique challenges.  For example, as any planner will tell you, an efficient registration process is one of the most critical aspects of any event.  After all, a seamless registration process not only makes for a positive attendee experience, but eases a planner’s workload.  But achieving this win-win scenario takes considerable thought and so in this blog, we’ll consider the tools and strategies that planners can use to simplify their registration process, all while reaping the benefits of a more streamlined system.

Utilise Online Registration Platforms

The days of paper registration forms and manual data entry are thankfully long gone and today’s planners can now take their pick from among a wide variety of online registration platforms.  This transition has ensured that registration is almost guaranteed to be quick and hassle-free.  What’s more, these platforms enable planners to customise their registration forms, to send automated confirmation emails and also to accept payments online.  Even better, these many platforms are built to integrate with a wider suite of event management tools, making it easier for planners to track and gather valuable data.

Streamline Your Forms, Tailor Your Questions, Maximise Your Registration Process

While online platforms have contributed considerably to the simplification of the wider registration process, planners should still approach the design of their registration form with care and thought.  Try to keep your design simple and concise and only ask your delegates for the most essential details (i.e., their names and contact information).  When creating your form, consider incorporating conditional logic into your wording so that delegates only see questions relevant to them.

For example, as part of your registration process, you may be asking delegates if they require accommodation and flights. If they answer ‘no’ the form will simply move onto the next question.  However, if they answer ‘yes’, they will be asked questions pertinent to their hotel and flight requirements — questions that would have been of no interest to delegates who don’t require these details.

But above all, when creating your form, the more straightforward it is, the more likely it is that delegates will complete it without frustration.

Different Registration Options, Different Delegates

As a planner, it’s also worth offering various registration options to suit the needs of different groups of delegates during the registration process.  For example, you’ll want to tailor your registration options to take into account delegates who have taken advantage of concessions such as early bird pricing, group discounts or different ticket types (VIP, general admission, etc.). Offering flexibility in registration allows attendees to choose the option that best suits their needs as delegates.

Utilise Mobile-Friendly Registration for Maximum Reassurance

Using a digital platform for registration is one thing, but ensuring that your event registration process is mobile-friendly is quite something else.  By using responsive design to build your registration pages, you have the reassurance that your attendees will be able to register for your event from any device.

Accept and Integrate Online Payments

Your chosen registration platform may well enable you to accept payment for your event and by integrating this with secure payment gateways like PayPal, Stripe, or Square, you can help to streamline the payment process.  By taking the foresight to include this kind of facility, your attendees can pay instantly, a point that reduces the need for manual payment processing.

Use Automation to Full Effect in Your Registration Process

Automation is a game-changer for event planners.  When utilised efficiently, it can help to free a planner from some of their more mundane tasks.  For example, automated confirmation emails can be set up to be sent to delegates immediately after they sign up for your event.  If needed, you can also schedule automated reminders to be sent to delegates closer to the date of your event.  This strategy reduces the likelihood of no-shows and ensures that attendees have all the necessary information they need prior to the start of your event.

Provide Dedicated Customer Support

Bear in mind that — even with a streamlined registration process — some of your attendees may encounter unexpected issues or have additional questions.  In these instances, it’s worth making sure that you can direct delegates to a dedicated customer support team to help resolve any queries.

Analyse Post-Event Data for the Future

Just as you would with any other element of your event, take the time to gather and analyse your registration data along with any feedback you receive on your registration process.  You may even consider conducting post-event surveys to collect attendee insight.  Use this data to identify areas of improvement and to refine registration for future events.

An essential for planners and attendees alike, registration is one of the most critical parts of any event.  With foresight and care, planners can simplify and streamline the process, a move that not only eases their work, but one that helps to create a memorable, meaningful and valuable event experience.

 


Running live, virtual or hybrid events? Want to maiximise event success and have the best registration process possible? 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.

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.

Thanksgiving planning like a pro: tried and tested strategies

Family enjoying Thanksgiving.

Thanksgiving planning is no mean feat. Like any other occasion, it has its own logistics and practicalities, yet Turkey Day is a banquet of epic proportions, a cornucopia of endless culinary iterations (you’re either Team Apple Pie or Team Pumpkin Pie, OK?) and often — as any gathering of family and friends is wont to be — a feast of deep and rich emotions.

Bearing in mind the complexities of the day — the large and sometimes disparate guest list, your diners’ multiple dietary requirements, the obsession with perfect timing, the endless simmering (of both gravy and feuds) — we at Eventsforce wondered what it would be like if we applied some of the planning tactics familiar to every event professional to organise and pull off a perfect Thanksgiving. So without further ado — and because every Thanksgiving chef is well and truly a planner at heart — this is your perfect Turkey Day, portioned out, plated up and served with efficiency thanks to the power of professional event planning.

  1. Define the Day and Choose the Date — With Care

A thoughtful host and a careful planner begins by naming and defining the purpose of their occasion. For many Americans and those around the globe with a broad awareness of American culture, Thanksgiving speaks for itself. However, there are many for whom the day is entirely foreign; bear this in mind and be prepared to describe the holiday to give context to anyone not familiar with Thanksgiving festivities. In the US and its territories, Thanksgiving is celebrated on the fourth Thursday of November, which is a public holiday. As those marking the day overseas well know, Thanksgiving is not observed internationally and so you’ll want to schedule your feast for a weekend and/or a time appropriate to the surrounding culture (i.e., avoiding local days of religious observance, etc.).

  1. Pause and Prep for effective Thanksgiving planning

What’s a planner without a schedule? In terms of overall preparation, a savvy Thanksgiving host begins their initial preparations approximately a month to three weeks out from the big day. Here’s a rough timeline for your Thanksgiving preparations; feel free to add in your own points and adjust, as needed:

  • 1 month to three weeks before: know your budget, select your date, have a rough estimate for guest figures, choose your venue
  • Three to two weeks before: create a WhatsApp group/some kind of platform to communicate with guests, issue invites with RSVPs, set your menu, order turkey, verify freezer space for cooking ahead (see next point)
  • One week before: ensure you have enough seating, cutlery, plates, glasses, mugs etc., for everyone in attendance, cook/freeze side dishes
  • Three days to one day before: defrost turkey/pick-up fresh bird, check that your  roasting tin is large enough and that your turkey and tin can fit in the oven, defrost your sides and create an on-the-day masterlist for cooking timings
  • On the day: Cook and rest turkey, make your mash, bake rolls and heat through sides, gravy and pies
  1. Selecting the Venue, Setting the Time

A professional event planner may have multiple venues up for consideration, but your home — with its familiar kitchen — is absolutely your best bet. There is nothing more disorienting than cooking Thanksgiving for a crowd in an unfamiliar kitchen. On that note, if you decide to use an alternative venue, do as any planner would do and familiarise yourself with the space ahead of time, making a note of where pots, pans, plates, dishes, cutlery and all utensils are stored. Test the oven to ensure that you know both how to adjust the temperature and also if it runs hotter or cooler than your appliance at home.

When you set your time for the occasion, take into account the intricacies of your menu (for example, a whole turkey takes much longer to cook than a crown), the schedules of your guests, the size of your oven and even things such as the nap schedules of smaller diners. HINT: when setting the time, suggest an early afternoon sitting to allow your guests to enjoy a leisurely meal, a point that also enables you to avoid cleaning up late into night.

  1. Guess Who’s Coming to Dinner?

You might already have a reasonable idea of who you want to invite to your Thanksgiving feast, but it’s wise to firm things up with a more formal invite, issued via the platform most convenient to your guests. Unlike a professional planner, you won’t have a bespoke app at your disposal for the occasion, but consider setting up a WhatsApp group specifically for the day. After all, all you really want is a platform that will enable you to communicate with guests directly both in the run up to and on the day of your Thanksgiving feast.

Once you’ve issued invites — preferably with some kind of RSVP to enable you to move forward with a precise number of guests — you can use this forum to provide arrivals with information on points like transport options for getting to your venue and, if needed, details on parking.

  1. Menu Madness with a side of Guest Engagement

Now is the time to plan your feast in earnest. With your platform set up, you can easily gather information on any dietary requirements. In keeping with convention, the traditional Thanksgiving feast is comprised of the following core dishes:

– Turkey

– Stuffing

– Mashed potatoes and gravy

– Cranberry sauce

– Green bean casserole

– Sweet potato casserole

– Dinner rolls

– Pumpkin OR apple pie

Depending on your personal custom, taste, diet and budget, you may not follow this exact menu and instead opt for a variation on these foods. But know that once invited, guests may offer to bring certain menu items. While this level of enthusiastic engagement certainly is the stuff of planners’ dreams, you should — as the person who is ultimately responsible for feeding your guests — consider these offers with care. After all, should someone volunteer to cook one of the above key items and then either forget their offer or be unable to attend on the day, this hole in the menu will create serious last-minute stress for you.

So, to any kind offers of help, you may want to ask volunteers to bring a dish or an item that — while perhaps not traditional to the Thanksgiving table (hello vegan quiche) — if forgotten or not made, won’t ruin your feast. With this diplomatic and discreet tactic, your guests are actively participating in the occasion, but you still have full control over this event in the culinary sense.

  1. Maximise Time and Budget: Shop and Cook with Care

Like any other planner, you need to maximise your time and your budget and so it pays to carefully comb through your freezer, fridge and cupboards to see what you can use to shave both pennies and seconds off your pre-Thanksgiving shop. Take the time to walk back through your menu — down to the individual recipe ingredients — and try to incorporate what you already have in your cupboard into your meal — be it spices, tea or coffee, potatoes, onions or a few bottles of wine for the table. Anything you can find will help lessen the cost of your feast.

If, like many modern hosts, you find yourself cooking for guests with multiple dietary restrictions, you’d be wise to find a recipe that meets all requirements (rather than cooking multiple variations of a single recipe). For example, if you’re catering for vegetarians as well as those who are gluten and dairy-free, you can easily make a vegetarian gravy with cornflour that suits these requirements and still tastes absolutely delicious. Most importantly, if you work ahead, cranberry sauce, sweet potato and green bean casseroles, rolls, gravy, stuffing and pies can all be made in advance, frozen and then defrosted a day or so ahead of Thanksgiving to be heated through on the big day.

  1. Find a (Sober) Second in Command to help with your Thanksgiving planning

Even with the best organisation and preparation, the frank truth of Thanksgiving is that you’ll still be spending a lot of the day in the kitchen. As the chef and chief organiser, you know your timings and what needs to be done exactly when and that’s why it pays to delegate any other tasks — be they cleaning, setting up, decorating, answering queries via your WhatsApp channel or greeting guests (and keeping them out of the kitchen!) to a trusted second in command. But before you do this, talk them through what you need and expect from them on the day because — just as with any other event — communication is absolutely key to the success of your Thanksgiving. Likewise, if you need and expect them to be stone cold sober for the day, be honest with them (and buy them a nice bottle of wine for later).

  1. Handling Disagreements, No-Shows and Leftovers

The gravy’s not always the only thing that simmers on Thanksgiving and so — when it comes to handling familial disagreements and tensions — if you feel an assigned seating chart will help keep things civil, feel free to draw one up. Likewise, if you know that you can rely on your guests and your second in command to resolve any issues that might crop up, don’t worry about assigned seating. But if you are worried about any extra prickly guests or potentially awkward situations, speak to your number two to agree on a strategy to handle these so as not to impact the overall good vibes of your day.

Family tensions aside, the other things you can always rely on at Thanksgiving are no-shows and leftovers. Whether it’s down to illness or a scheduling conflict, it’s frustrating to realise that you may have over-catered your event. But if you are aware of no-shows even just a few hours in advance, you can always ask your guests to come with empty containers in hand, explaining that they’d be doing you a huge favour by taking some extra food home with them. You’ll find that many are only too happy to oblige and — what’s more — that this level of guest participation makes you look extra generous, all while cannily relieving you of the burden of leftovers.

  1. No, Thank You!

Yes, of course your guests should be thanking you for your outstanding culinary efforts. But even if your Thanksgiving planning doesn’t quite go to plan (and what event does?), there’s nothing that adds an extra glow to the day like a gracious host. This is precisely why you need to deploy a final tried-and-trusted planning strategy and offer your thanks to your guests when the day is done. After all, they have given you their time, their attention and — of course — their willingness to eat sweet potatoes topped with marshmallows (hey, it’s not everyone’s cup of tea).

Indeed, by being a grateful host, you’re the living embodiment of everything that this unique day — whether you’ve celebrated it before or not — truly symbolises. And what’s more, by striking a gracious note, you — as the chef, the host and the planner — are setting exactly the right tone for next year’s feast and for all the good things yet to come.

 


Running live, virtual or hybrid events? Want to maiximise event success like you’ve done with your thanksgiving planning? 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.

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.

 



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