Category: Event Planning

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 After all, there’s no point in keeping and organising data if it’s out of date.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.

AI Beyond Imagination: Contemplating the Events Landscape 50 Years from Now


What is the future of events? You only have to read the news to confirm that the advancement of technology is a clear given.  With that in mind, could the future of the events industry be limited only by our imaginations?  No one knows what time may bring, but half a century from now, it’s certain that profound technological innovation will have radically changed the experiences and expectations of event professionals and the audiences they serve. Join us as we delve into the scenarios and experiences that could shape the landscape of the event sector in the years to come.

Virtual Reality Extravaganzas

Virtual reality (VR) will revolutionise the delegate experience of future events. By donning VR headsets, attendees will be able to transcend physical boundaries by transporting themselves to any location — even to a fictional world. From attending global conferences from the comfort of their homes to exploring simulated environments, VR will offer attendees unlimited possibilities for engagement and connectivity from the comfort of their own home.

Holographic Presenters and Performances

Imagine a future where holographic technology brings renowned speakers and beloved performers back to life — even making it possible for attendees to meet and interact with long-gone icons and celebrities.  The incorporation of holographic technology will bring an ethereal touch to events, blurring the lines between reality and the supernatural while enhancing the individual event experience.  We can already see this kind of thing starting with Abba Voyage at the O2.

Brain-Computer Interfaces

Advancements in brain-computer interfaces will unlock new dimensions of engagement at events. In the future, attendees could use this technology to control lights, sounds, and visuals with their thoughts, creating an interactive and immersive environment of their own making. From shaping the atmosphere of a room to controlling the flow of presentations, the power of the mind will transform events into deeply personalised and truly unique experiences.

AI-Powered Personal Assistants

Artificial intelligence (AI) will play a significant role in the future event experience.  AI-powered personal assistants could be used to anticipate delegates’ needs, provide real-time information, and offer personalised recommendations. These virtual companions will also enhance networking opportunities, facilitate seamless navigation through complex venues, and provide instant translations for global multi-language events.

Sustainable and Self-Sufficient Event Spaces

Future event spaces will be designed with sustainability in mind.  As such, these venues will feature advanced energy-capturing systems, self-sustaining ecosystems, and smart waste management facilities.  In these spaces, technology and nature will merge seamlessly and harmoniously.

Augmented Reality Networking

Augmented reality (AR) will transform the event networking experience. By donning AR glasses or contact lenses, attendees will be able to instantly view real-time information about their fellow attendees. These AR overlays will display information concerning delegates’ professional backgrounds and shared interests, details that will help to foster meaningful connections and enhance the overall networking potential of events.

Interactive Multi-Sensory Experiences

In order to create unforgettable experiences, events of the future will engage all the senses. Advanced haptic or tactile feedback systems will enable attendees to feel textures, vibrations, and even temperatures while Smell-O-Vision technology will allow scents to be incorporated into environments to enhance and even deepen the emotional feedback of any given event.

While there is no real crystal ball to see into the future, the possibilities for the development of the event industry are boundless.  Fifty years from now, the sector will be shaped by advances made in virtual reality, holographic technology, brain-computer interfaces, AI companions, sustainable spaces, augmented reality, and multi-sensory experiences.  As these technologies continue to evolve, we can look forward to memorable, meaningful, and valuable experiences —  occasions that challenge our imagination to create the kind of transformative moments that resonate for a lifetime.


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.

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!

Mastering the Fine Art of Communication with Event Stakeholders

Event Stakeholders in a meeting

As an event planner, you always aim to please, especially when it comes to your stakeholders.  Be they clients, sponsors, vendors or delegates, the key to their contentment lies in your ability to effectively communicate with your stakeholders before, during and after the planning process.  Regardless of the type or size of the event you’re planning, this blog will uncover the strategies you need to keep your stakeholders happy and on your side, all while creating memorable, meaningful and valuable events.

  1. Identify Your Stakeholders

First and foremost, clearly identify your stakeholders and, even better, work to understand both their roles and their expectations of your activities as a planner.  These first steps will go a long way to ensuring a smooth flow of communication between yourself and the stakeholders you serve.

  1. Establish Clear Objectives

Next, you’ll need to set clear objectives for your event.  Take the time to share these with your stakeholders so that you can ensure that everyone is on the same page regarding your event’s purpose, goals, and expected outcomes.

  1. Choose the Right Communication Channels

It almost goes without saying, but different stakeholders may likewise prefer different communication channels.  Take the time to consider these personal preferences and tailor your approach accordingly.  While the conventional channels of email, in-person meetings or phone calls may work for some, other stakeholders might prefer to use project management software and/or collaboration tools to streamline communication and provide a centralised platform for updates and discussions.

  1. Open and Honest Communication

Choosing the best channel for communicating with your stakeholders is one thing, but there should never be any doubt about the tone and manner in which you interact with them. Be open and honest with your stakeholders at all times, even if — and especially when — there are challenges or delays to your plans. This kind of transparency builds trust and shows your commitment to delivering a successful event.

  1. Develop a Communication Plan

It also helps to create a comprehensive communication plan that outlines when, how, and to what level of detail you’ll communicate to stakeholders throughout your planning process. This should also incorporate timings for regular progress updates, important milestones and any plans for contingency communications to address any changes to the scope or budget of your event.

  1. Cultivate the Art of Active Listening

A little bit of active listening — that is, listening with an intent to fully understand and engage with the perspective of your stakeholders — can go a long way to improve communication.  For you as an event planner, this means taking the time to fully engage with the feedback, concerns or suggestions of your stakeholders — and sometimes even asking questions of your own to get total clarity and understanding of their views.  By actively listening, you not only demonstrate respect for your stakeholders and the input they have to offer, but stand to gain positive insight that can allow you to fine tune your decisions as a planner.

  1. Adapt to Their Needs

This same set of active listening skills can also be used to understand the unique and varied needs and expectations of each stakeholder group. For example, your sponsors may be interested in ROI metrics while your attendees might care more about the overall event experience.  Once you understand the needs of each group, you can tailor your communication accordingly.

  1. Conduct Regular Meetings

Regular stakeholder meetings — whether they are in-person or virtual — are absolutely crucial in keeping all parties aligned and informed.  Regardless of the format they take, consistency in scheduling these helps to establish a sense of routine and reliability.

  1. Record and Document Everything

When interacting with stakeholders, it’s important to keep detailed and up-to-date records of all communications, decisions, and agreements.  If needed, this documentation can serve as a reference point to help resolve any disputes or misunderstandings that may arise.

  1. Celebrate Successes, Learn from Mistakes

When your event goes well, be sure to share that success with your stakeholders and take the time to acknowledge their contributions while thanking them for their involvement in your undertaking.  While success is certainly easy to celebrate, it’s just as important to acknowledge when things haven’t gone so well.  In these instances, you should be ready to conduct a post-event evaluation alongside your stakeholders, using those active listening skills to identify points of improvement for any future events.

As a planner, you know that communication is a fine and subtle art, especially when multiple diverse parties are involved.  Regardless of who they are or what they want, the key to stakeholder happiness lies in your ability to communicate honestly and effectively with them throughout the entirety of the planning process.  This is a tactic that not only fosters an atmosphere of trust and reliability, but a sound strategy that can help you move toward event success time and time again.

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 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.

Crafting a Captivating and Compelling Event Agendas: A Guide for Event Planners

As an event planner, you’ll be well aware of the power that compelling event agendas can bring to any occasion.  A tool for engagement and excitement, a well-structured agenda not only helps to captivate your audience, but can actively serve as the successful foundation of your event.  This blog will explore the finer points of crafting an exciting agenda, one that will help you to create an event that offers all of your delegates a memorable, meaningful and valuable experience.

First and Foremost: Define Your Event Objectives

Before you commit yourself to creating those all-important event agendas — and as with any other aspect of event planning — it’s crucial to define the primary objectives of your occasion.  Whether you want to educate, entertain or inspire your delegates, by clearly defining your goals, you’ll be able to shape your agenda to align with the overall purpose of your event.

Know Your Audience and Tailor Your Offering to Their Needs

Likewise, it’s impossible to create a finely tailored agenda without knowing your audience.  As an event planner, you should work to understand not only their interests and expectations, but also your delegates’ pain points.  Once you know and understand your audience, you can then work to create a bespoke agenda, one that is tailored exactly to their needs.

Mix and Match Content Types

Variety, as they say, is the spice of life, but it’s also the key to creating an engaging agenda. By mixing and matching diverse sessions — think keynote speeches, panel discussions, workshops, interactive sessions and entertainment segments — you can keep your content lively and your attendees engaged.

Schedule Sessions Strategically

When it comes to event agendas, timing is everything.  If you can, avoid scheduling similar sessions back-to-back to prevent burnout and add breaks between sessions to encourage organic networking and relaxation. If at all possible, take into account your attendees’ daily routines when setting your agenda. After all, a well-timed lunch or coffee break can make a big difference in terms of re-energising attendees so that you have their full attention throughout the duration of your event.

Highlight Key Speakers

If your event features notable speakers or industry experts, be sure to give them a prominent place on your agenda. Their presence can help to attract attendees while lending credibility to your occasion.  Also, by promoting their sessions well in advance, you can enjoy the added bonus of creating and building a sense of anticipation around your event.

Create Engaging Titles and Descriptions

Use descriptive, action-oriented language to create session titles and descriptions that pique the curiosity of your attendees.  Try to avoid generic titles that don’t offer a sense of what delegates can expect from the content you’re providing; choose language that clearly conveys the value of each session.

Use Apps to Your Advantage

Leverage technology to full effect by ensuring that your agenda is readily available via your dedicated event app.  This gives your attendees the freedom to choose and select the sessions that interest them most.

Encourage Audience Interaction

Audience engagement can play a considerable role in the success of your event.  By incorporating interactive elements into your agenda — think Q&A sessions, polls and live demos — you’ll encourage attendees to share their thoughts and questions throughout the course of your event.

Showcase Sponsors and Exhibitors

If you have sponsors or exhibitors, be sure to offer them dedicated slots in your agenda.  Not only will this allow them to showcase their products and services, but it could provide attendees with valuable industry insight and knowledge.

Plan for Flexible Event Agendas

Because even the best-laid plans can encounter unexpected changes or delays, try to build flexibility into your agenda to accommodate any unforeseen circumstances.  Think of backup activities or shorter sessions that can be inserted into your event as needed, ensuring that this content matches with the overall flow and atmosphere of your event.

Gather Feedback on Your Event Agendas

Finally, after your event, be sure to collect and analyse feedback from your attendees to understand what elements worked well and, likewise, what elements can be improved upon.  Armed with this information, you can use these points to fine-tune the agendas of your future events.

Serving as a kind of roadmap to guide attendees through each and every occasion, a well-built agenda is a vital part of your event.  And yet, when carefully planned and expertly tailored, an agenda becomes not just a simple session-by-session guide but a compelling tool for excitement and engagement.


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.