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Posts Tagged ‘event management’

Eight ideas to get the right people to your event

Posted on: April 13th, 2011 by Emma No Comments

Getting the right people to your event can be more important than getting high volumes of people to your event – particularly if you are organising an exhibition and your exhibitors expect to do business with their potential clients. 

When organising exhibitions, I always stress that my focus will be on getting ‘the right people’ through the door – rather than focusing simply on high footfall.

So, here are my top eight ideas to get the right people to your event:

  1. Build a database in advance of promoting your event.  There are lots of ways you can do this, including starting a LinkedIn group for your target audience, an opt in page on your website whereby visitors to your site get something of value of free (such as a report or white paper) in return for giving you their email address, by teaming up with another company or media group that will already have a database, or purchasing a database.
  2. Start to build relationships with the right people, so that by the time you are promoting your event, they already know and trust you.  This can be done physically at networking events and meetings or on line via social networks.
  3. Include VIP tickets in your sponsorship deals.  This means that when sponsors come on board they have tickets that have a finacial value to them, that they can then give to their best clients as a loyalty reward.  It’s highly likely that their best customers are the exact kind of people you want at your event.
  4. Invite your own VIP’s to the event as special guests.
  5. Publish a sample list of delegate names (get permission first – perhaps from your list of VIP’s) on your website.  If people see that their peers are attending, they are more likely to book too.
  6. Find out who are the influencers in your market – bloggers, CEO’s, magazine or newspaper editors etc.  Ask them to promote the event by tweeting/blogging about it, or simply sharing the information with their peers at networking events
  7. Put a footer on all of your emails, with your event logo, venue, date and a link to the website.  Ask your speakers, sponsors and exhibitors to do the same.
  8. Make it easy for people to book and them their confirmation email/e-ticket immediately so that they know they have a place at the event.  If you offer a great service, they are more likely to tell their peers about your event.  Our online registration system does this automatically for you of course – so you don’t need to worry about having sufficient resources to respond to bookings 24/7 .

How to Plan a Successful Event and Save Money!

Posted on: May 13th, 2010 by Tony No Comments

Event Planning software….the facts

If you have ever laid awake at night thinking about the event or conference you are planning, then this article about the facts of event planning software is for you.

When you have planned events in the past, how many calls have you taken from delegates who either haven’t received, or can’t find their confirmation, tickets, directions, VAT receipt; and there’s only a few days to go?

How often have you been given a tough time because of errors in a group booking or had to pull in extra admin staff to cope with the volume of administration because your event is so well subscribed?

Having an event run smoothly and successfully for your client is what all event planners dream about. The client relationship though can at times become a touch tense when they are constantly on the phone to you checking
on bits of detail. You would only be human if you, like many others had found yourself thinking, “Wish they would let me get on with my job!”

If any of this sounds and feels familiar, then you be pleased to know help is at hand for you. What’s even better is that this is help that can also save you money. Event planning software is the answer.

So why would you  consider using event planning software in the first place? It’s a sensible question.

Let’s get down to those facts.

Fact 1

8 out of 10 people now search online for services. If you are marketing an event or conference, having an online presence for your event is a must.

Fact 2

The more you can automate the process the better. Putting delegates in charge of their own registration and providing them will all the info they need reduces the risk of organiser errors. Allowing delegates to pay online gives them added convenience and for you better cash flow. Imagine the cost savings this could make.

Fact 3

Communication, even with today’s technology, can still be a challenge.
Clients nowadays want up to the minute feedback and data on how their event is doing. How many delegates have booked how much money has come in etc. As an event planner, I know how time consuming this can be. We want to create an amazing event as well as keep our clients happy. I know how it is I have been planning and running events for over ten years and this is one of the real challenges.

The fact are you need to get on with planning the event and communicate with your client so what better way than to use software where your client can access all the information, when they want, anywhere in the world at any time of day or night!

Fact 4

You have a client budget to manage and a business to run efficiently. You know the admin costs involved in registering delegates, taking payments, printing invoices and name badges, creating reports. I won’t go on, you get
the message. You also at the end of the day need to make a profit!
Event management software can streamline and reduce all these costs and make savings on every event you carry out.

Fact 5

Investing in event planning software is a convenient way of running a professional event planning service, where you and your client can stay informed saving you time and money.

See us at RSVP North

Posted on: April 14th, 2010 by Tony No Comments

Event organisers can come and see our online registration system in action on 21st and 22nd April at RSVP North held at Manchester Central.

The event kicks off at 10am and runs until 4pm on both days.

Come and see us on stand 475 and we will provide you with amazing new ideas to help you save time and money, whilst increasing accuracy and efficiency at your next event. 

Check out the many features around the show to keep you busy:

 To register for your free ticket, for more information and for full line ups please visit www.rsvpnorth.co.uk