Author: Prachee Mishra

Event Marketing 101: A Beginner’s Guide to Promoting Your Event  

Events offer amazing opportunities to network, learn, and build relationships, but it can be very challenging nowadays at a rapid-fire pace with many distractions, to involve people in an event. For event planners and event organizers to plan an event for best outcomes, it is important to be thinking about engagement in all three phases of an event; before, during, and after.

 In this detailed guide, you will learn engagement practices for event engagement in all three phases, allowing event planners to create experiences that will remain unforgettable in the minds of participants.

Engagement Before the Event

• Using Social Media

Social media is a great way to create excitement before your event. In addition to previews of the event, you can interact with your audience by creating your concepts where they involved. Use polls to get the audience engaged about the event topics and share user-generated content that engages your audience. Use event hashtags to start conversations about the event topic. When you engage discussions with your audiences’ weeks before the event, you build excitement and create a community excitement that not even time can destroy before the event.

• Teaser Campaigns and Countdown

Work with event speakers and/or partners to create teaser campaigns. Use video or GIF clips that shows the speakers talking about their sessions and your partners bragging about themselves. Don’t forget to use countdowns carefully, and combine them with exclusive announcements, previews or behind the scene’s content to create gradual excitement every day leading up to the event. Provide Attendees Early Access and/or Incentives

 One approach to creating incentive for early registrations is early access to keynote speakers, limited seating seminars or early access to several key events. Also you create a promise of exclusivity and value by registering your audience early and offering some exclusive packages, digital assets or discounted access to partners’ Programs.

• Interactive webinars or Q&A’s in advance of events

It is one of the best ways to be fun and engaging with people leading into and event and promoting engagement – with topical and engaging webinars or panel discussions with your headline speakers – that could be nothing, you could even ask for your audience to submit a question and/or topic beforehand and allow the audience to shape the discussion live. Use all your channels to encourage the streaming of your webinars or consider allowing them to remain available as an on-demand event for those that can’t attend live!

• Email, SMS and WhatsApp marketing

Sending e-DMs about your event is less of an event communication opportunity to both your attendees but not the opportunity to showcase profile stuff about your presenters, session stuff and teaser imagery of the venue and destination. Inevitably could add in a degree of interactivity, such as inquiry buttons, interactive maps, personalized scheduling etc to fill some of the event design type things we were unable to deliver, as we are unable to engage as much virtually.

Engaging During an Event

• Interactive sessions or Workshops

While delivering engaging sessions is a requirement for content alone, it is very important that you ensure you are providing variety in each type of learning session; interactive demonstrations, roundtables, hands on workshops etc, providing space for participation and feedback, and learning through application to ensure engagement of your audience and successful and unique learning experience. Encouraging participation by attendees

In meetings with an opportunity to ask questions, live polling and live discussions/forums allow attendees to present their own perspectives and questions, and they can be connected, where possible to presenters to enhance the overall experience through interaction, which is important for engagement and personalization.

• Gamification elements

Consider using different professional gamification elements or elements such as leader boards, scavenger hunts, and interactive activities regarding engagement during the session. This works to provide a reward for the attendees for being engaged participants throughout the event, through points that allow them to redeem exclusive offers or prizes.

• Networking opportunities

Build networking opportunities that align with the interests or industries of the attendees. Many event apps have matching algorithms will be able to provide suggestions and make connections for networking opportunities to facilitate meaningful conversations.

• Using an app or platform for the event

Utilize an event-specific app or platform, this will allow participants to create their own custom schedules and fully participate in live discussions, share ideas, and ask questions in real-time discussions. Ensure the app has interactive maps, live polling and rates for sessions to enhance the experience.

Post-event follow-up

• Thank you emails

Create email follow-ups to the event that have gratitude and appreciation while embedding personalized highlights based on the interests of each attendee.In addition to enhancing the post-event messaging component, you could also include links to resources, recordings or other relevant materials shared at the event to increase value.

• Share the event highlights

Compose an all-encompassing content plan for post-event messaging. Share behind-the-scenes content, event highlights, keynote presentations, organic testimonials from attendees, and previews to newsletters or social feeds. Bebuild engaging content and offer value with blog recaps, video recaps, infographics, etc.., and increased engagement and reach.

• Feedback after the Event

Implement comprehensive post-event surveys, or questionnaires to elicit meaningful feedback about a series of elements and facets of the event, such as programming, networking opportunities, logistics, and attendee satisfaction. Use this feedback for future event improvement.

• Providing Resources after the Event

Provide attendees with access to view recordings from sessions, presentation slides, whitepapers, and the prepared resources initially shared through the event itself to access at their convenience. Provide attendees with a common space, or resource hub, to regroup or refocus their learning after the event.

• Continuing the Event Conversation

Begin conversations on social media or relevant online communities about the thematic content at the event. Invite attendees to leverage the ongoing networking opportunities and share their own experiences and key take aways. Force attendees’ engagement with future resources, conversations or unique offerings to continue momentum and connections made on-site.

Tips and Tricks to Improve Engagement at Events

• Be Personal: Shift the experience to be dependent on what the attendees want to and do not want.
• Be Visual: Engage the attendees with relevant visuals and memorable interactions like videos, infographics, etc.
• Be Connective: Make meaningful connections through a networking time, or introductions.
• Be Communicative: Keep communication with your attendees consistent across before, during and after the event.
• Measure Everything: Capture the information about engagement metrics, so you can better evaluate the analytics of what worked, and where things could be improved.

Event engagement is a cycle of ongoing creativity, personalization and recognizing what the attendees want and need for the experience. With above and Samaaro event organizers can create meaningful experiences, and in person event success.

Start planning your event marketing strategy today and discover the potential to connect with your audience in a meaningful and impactful way. Ready to elevate your events? Book a demo and start your free trial today!

Don’t Make These 4 Mistakes: A Tradeshow Survival Guide

Tradeshows can be a powerful platform for businesses to showcase their products or services, network with industry professionals, and generate leads. However, with thousands of exhibitors vying for attendee attention, it’s essential to avoid common mistakes that can hinder your success. This guide will highlight key pitfalls to watch out for and provide strategies for a successful tradeshow experience.

1. Planning and Preparation Mistakes

By investing time and effort into the planning and preparation stages, you can lay the foundation for a memorable and impactful event. Effective planning ensures that all aspects of your tradeshow, from booth design to marketing efforts, are well-executed, maximizing your chances of success. This section will highlight the common mistakes that can hinder your success and how to avoid them.

• Underestimating the Importance of Pre-Event Marketing:

Failing to promote your tradeshow presence well in advance can have serious consequences. Not only can it lead to low attendance, but it can also limit your ability to connect with potential customers and partners, reduce your return on investment, and miss out on valuable networking opportunities. By starting your pre-event marketing efforts early, you can build anticipation, attract a larger audience, and increase the chances of achieving your desired business goals.

• Setting Unrealistic Goals:

Avoid setting overly ambitious goals for your tradeshow participation. Instead, focus on realistic expectations based on factors such as your company’s size, the industry and target audience, previous tradeshow performance, and the overall event’s reputation and attendance. Setting achievable goals will help you avoid disappointment and focus on making gradual progress towards your objectives.

• Inadequate Staff Training:

Failing to prepare your staff with product knowledge, effective communication skills, and customer service training can negatively impact your booth’s success. Ensure your team is equipped to engage with the attendees, answer questions, and address any concerns. Provide them with comprehensive training in product knowledge, sales techniques, customer service, and company culture and values.

2. Booth Design and Engagement Mistakes 

A visually unappealing or poorly organized booth can significantly impact your success at a tradeshow. That’s why it’s important to create a memorable and effective booth to attract attendees, encourage engagement, and create a positive impression of your brand. This section will highlight key pitfalls to watch out for and provide strategies for creating a memorable and effective booth experience.

• Creating a Boring or Uninviting Booth Design:

A lackluster booth design can fail to capture attendee attention and interest. Instead, focus on creating a visually appealing and engaging booth that reflects your brand identity and invites attendees to interact with your products or services. To create a memorable and effective booth, focus on visual appeal, clear signage, efficient layout, interactive elements, consistent branding, comfort and functionality, and accessibility.

• Failing to Engage Attendees Effectively:

Avoid simply setting up a booth and waiting for attendees to come to you. Actively engage attendees by initiating conversations, offering demonstrations, or providing valuable content. By personalizing your interactions and tailoring your approach to each attendee’s needs, you can create a more memorable and impactful tradeshow experience.

• Overlooking the Importance of Interactive Elements:

Incorporate interactive displays, demonstrations, or activities to make your booth more engaging and memorable. This could include hands-on product demos, interactive games, touchscreen displays, or virtual reality experiences that engage attendees effectively and make your booth stand out.

3. Common Marketing Mistakes 

When planning and executing a tradeshow, it’s essential to avoid common marketing mistakes that can hinder your success. By understanding and addressing these pitfalls, you can optimize your efforts and achieve maximum impact. This section will delve into some of the most common marketing mistakes made by tradeshow exhibitors and provide strategies for avoiding them.

• Relying Solely on Traditional Marketing Methods:

While traditional marketing channels can be effective, relying solely on them can limit your reach and engagement. You need to incorporate digital marketing strategies to reach a wider audience, target specific demographics, and track the effectiveness of your efforts.

Leverage social media to build relationships with potential attendees, email marketing to send targeted email campaigns to your existing database, and content marketing to publish valuable content and establish yourself as an industry expert.

• Not Utilizing Social Media Effectively:

Social media platforms offer a powerful way to connect with your target audience, build brand awareness, and generate excitement for your tradeshow presence. Therefore, interact with potential attendees by responding to comments, messages, and questions promptly. Make sure to create engaging content, use relevant hashtags, and offer incentives to maximize your reach and encourage participation.

• Failing to Measure and Analyze Performance:

Without proper tracking and analysis, it’s difficult to assess the effectiveness of your tradeshow marketing efforts. Use analytics tools to monitor key metrics such as website traffic to gauge interest, social media engagement to measure the impact of your social media campaigns, and ROI to track lead generation. This data will help you identify areas for improvement and optimize your future strategies.

4. Technological Blunders 

When planning and executing your tradeshow, it’s essential to avoid technological blunders that can disrupt your booth operations, frustrate attendees, and hinder your overall success. This section will highlight common technological mistakes and provide tips for preventing them.

• Inadequate Technology Infrastructure:

Outdated equipment, insufficient power supply, and network connectivity issues can disrupt your booth operations and frustrate attendees. Ensure your technology is up-to-date and reliable, with adequate power sources and a strong network connection to avoid technical difficulties and provide a smooth event experience.

• Slow or Unreliable Internet Connection:

A slow or unreliable internet connection can cause significant problems at tradeshows. Poor Wi-Fi signals, network congestion, and data usage limits can all lead to delays, frustrations, and disruptions. It’s essential to have a strong and reliable internet connection to ensure smooth operations and a positive attendee experience.

• Lack of Mobile Optimization:

Lack of mobile optimization can hinder your ability to reach and engage with attendees. A website that is not optimized for mobile devices may be difficult to navigate and use on smartphones and tablets, leading to a decrease in engagement and interest. By ensuring your website and marketing materials are mobile-friendly, you can reach a wider audience and provide a better user experience.

Conclusion

By avoiding these common mistakes and implementing effective strategies, you can ensure a successful tradeshow experience and maximize your return on investment. Remember to plan ahead, design a memorable booth, engage with attendees effectively, and leverage technology to enhance your presence. With careful preparation and execution, you can stand out in a crowded tradeshow environment and achieve your business goals. Book a demo and start your free trial today to take your tradeshow strategy to the next level!

5 Essential KPIs to Track and Optimize Your Events  

5 Steps to Collaborate with the Right Brands for Event Success

Strategic partnerships can significantly enhance the impact and success of your events. By collaborating with complementary brands, you can expand your reach, tap into new audiences, and create more engaging and memorable experiences. This blog post will guide you through the essential steps to identify and build successful partnerships for your events.

1. Identifying the Right Partners 

Identifying and selecting compatible brands will let you expand your reach, create more engaging experiences, and achieve your event goals. This section will guide you through the essential steps of identifying the right partners for your event.

• Define Your Target Audience and Event Goals:

To identify the right partners, start by clearly understanding your target audience’s demographics, interests, and needs. This will help you tailor your event to their preferences and attract the most relevant attendees. Next, define your event goals. Are you aiming to increase brand awareness, generate leads, build relationships, or something else? Your goals will guide your partner selection and collaboration strategies.

• Research Potential Partners:

Identify brands that operate in the same or complementary industries as yours. This will increase the relevance and appeal of the partnership to your target audience. Look for brands that share similar values and mission statements, ensuring a harmonious and productive partnership. Additionally, consider brands that offer complementary products or services to create a more comprehensive and valuable experience for the attendees.

• Assess Partner Credibility and Reputation:

When evaluating potential partners, assess their past collaborations, customer feedback, industry recognition, and online reputation. Look for evidence of successful partnerships, positive reviews, awards, and a strong online presence. This information will help you identify partners that align with your brand and can deliver valuable collaborations.

2. Building Strong Partnerships 

Building strong partnerships with complementary brands allows you to expand your reach, tap into new audiences, and create more engaging and memorable experiences. This section will explore key strategies for building effective partnerships and creating long-term relationships.

• Effective Communication and Negotiation:

To build strong partnerships, it’s essential to establish open and honest communication channels, actively listen to your partners’ needs and concerns, and negotiate in a collaborative and mutually beneficial manner. By generating trust, understanding, and a shared commitment to achieving your goals, you can create lasting partnerships that drive success.

• Creating Mutually Beneficial Partnerships:

Leverage complementary strengths to create a more powerful impact. Develop a clear understanding of how the partnership will benefit both parties. Ensure that the collaboration aligns with each partner’s strategic objectives and provides value to your target audience.

• Leveraging Partner Resources and Expertise:

Utilize the resources and expertise of your partners to enhance your event. For example, collaborate on marketing and promotion by creating joint campaigns and sharing resources. Additionally, invite guest speakers from your partner organizations to share their expertise and insights with attendees. Furthermore, offer exclusive discounts or promotions to attendees who register through your partner’s channels. Finally, cross-promote each other’s events on your respective platforms to reach a wider audience.

3. Collaborating on Marketing and Promotion 

Effectively combining your marketing efforts and resources lets you create more powerful campaigns and reach a wider audience. This section will explore strategies for collaborating on marketing and promotion, including joint campaigns, cross-promotion, and resource sharing.

• Joint Marketing Campaigns and Promotions:

To maximize your reach and engagement, consider developing joint marketing campaigns with your partner brands. This could involve creating co-branded social media content, shared email marketing campaigns, cross-promotion on websites and newsletters, and joint press releases. By combining your efforts, you can reach a wider audience, generate more interest, and increase the overall impact of your event.

• Cross-Promotion on Social Media and Other Channels:

Encourage partners to actively promote the event on their social media platforms, such as Facebook, Twitter, LinkedIn, and Instagram and other channels, such as websites and newsletters. Use relevant hashtags, engage with your audience, and share compelling content to generate excitement and drive registrations.

• Sharing Resources and Expertise:

Collaborating on content creation, sharing best practices, and providing valuable insights can enhance the overall value of your event for the attendees. This could involve sharing industry insights and expertise with the attendees through presentations or panel discussions and collaborating on thought leadership pieces to position yourselves as industry experts.

4. Co-Creating Engaging Event Experiences 

By working together with complementary brands, you can leverage each partner’s unique strengths, resources, and expertise to develop innovative and memorable events. This section will explore strategies for co-creating engaging event experiences that resonate with your target audience and drive positive outcomes.

• Developing Joint Content and Activities:

To create engaging content and activities that resonate with both your brand and your partner’s audience, identify shared interests and topics, collaborate on workshops or panel discussions, and organize networking opportunities. By working together, you can develop a diverse and engaging program that offers value to attendees from both brands.

• Collaborating on Speaker Selection and Programming:

When selecting speakers, look for individuals with expertise in areas that are relevant to both brands and your target audience. Develop a balanced program that includes a mix of keynote speeches, panel discussions, workshops, and networking opportunities. Ensure that the speakers you choose align with the overall theme and objectives of your event.

• Creating Unique and Memorable Experiences:

To create a truly exceptional event experience, focus on developing a distinctive theme or concept that reflects the partnership and sets your event apart from competitors. Incorporate interactive elements, such as workshops, demos, or games, to engage attendees and make the event more memorable. Allow attendees to personalize their experience by offering choices or customization options, such as selecting specific sessions or workshops. Finally, create a strong visual identity for your event that reflects the partnership and creates a lasting impression.

5. Measuring Success and ROI 

To effectively evaluate the impact of your brand collaborations and ensure they align with your overall business goals, it’s essential to track and analyze key performance indicators (KPIs). By measuring success and return on investment (ROI), you can gain valuable insights into the effectiveness of your partnerships and make data-driven decisions for future collaborations.

• Tracking Key Performance Indicators (KPIs):

Monitor key metrics such as event attendance, lead generation, customer satisfaction, social media engagement, and website traffic to gain a comprehensive understanding of your partnership’s effectiveness. By tracking these metrics, you can identify trends, measure the impact of your partnership on key business objectives, and make data-driven decisions for future collaborations.

• Analyzing the Impact of Partnerships:

Compare event performance with and without partnerships to assess the impact of collaboration on key metrics. Follow this by evaluating brand exposure by measuring the increase in brand awareness and recognition. Then, analyze customer feedback to understand how the partnership enhanced the attendee experience. Finally, calculate ROI by considering factors such as increased revenue, cost savings, and brand exposure.

• Measuring ROI:

To calculate ROI, divide the net profit from the partnership by the total cost of the partnership. Consider factors such as increased revenue, cost savings, brand exposure, and customer acquisition costs when calculating the net profit.

Conclusion

By following these steps and building strong partnerships with complementary brands, you can significantly enhance the impact and success of your events. Strategic collaborations can help you reach new audiences, create more engaging experiences, and drive business growth. Remember to focus on building mutually beneficial relationships, effective communication, and collaboration on all aspects of your event planning.

Book a demo or start your free trial of Samaaro’s platform today to see how we can help you elevate your event strategy!

5 Ways to Turn Website Visitors into Event Registrants

Automate, Engage, Convert: 3 Ways Event Marketing Automation Can Nurture Leads

The Impact of Samaaro’s Conference Badge Printing Software Explained 

Conference badges are more than just ID badges; they can enhance the overall attendee experience, help reinforce brand identity, and add valuable data. Conference badge printing can be relatively simplistic, as most methods can be one-dimensional in its implementation. Samaaro’s conference badge printing software, however, allows you to create badges in a way that harnesses the full power of event badges.  

The Unleveraged Power of the Event Badge 

While the standard duties of event badges are similar, the possibilities are limitless if we provide an in-depth series on how we can leverage them for branding, experience, and data. Let’s deviate a little from standard convention and show how we can turn event badges from a simple requirement to a powerful lever:  

Reinforce Brand Identity:   

Event badges reinforce brand identity by representing the conference’s theme and logo. What I mean is that when attendees look at the badges at the event, they are firmly tied to the brand and can easily remember quidproquo and identify with the logo.  

Personalize Attendee Experience:   

Event badges provide more than information through personalization. Meaning, if you create an event badge that customizes with names, titles, or affiliations, you create an atmosphere of recognition to make them feel like a part of the conference experience.   

Collect Relevant Data:   

When paired with technology, event badges become a medium through which the data can identify and quantify behavior, preferences, and session attendance to facilitate a wealth of meaningful data for future events.  

Samaaro’s Conference Badge Printing Software: Key Features Explained

Samaaro’s badge printing software will make it easy to create outstanding badges beyond the ordinary. To put into perspective how impactful it really is, we can dive into the functional components of it. That is, we can look at the design possibilities, security and printing functionality and any other integrations that help create effective event badges and take the conference experience to a different level.  

Design Flexibility:     

Design requirements for conference badges have never been easier. By uploading your designs or using templates provided by us, professional badges can be created for users without prohibitive costs. We provide a variety of custom options including logo uploads, creating custom badge layouts, and more personalization options, such as adding the attendee’s name, title and the logo of their organization, giving a personal feel to the badges. Custom badges that reflect your conference theme, branding and style.  

Integration Capabilities:   

Samaaro’s badge printing software can integrate with access control systems, to ensure safety and tracking attendance, as well as lead retrieval apps to provide opportunities for networking and data collection.  

Security Features:   

We take security of data, and the badges, seriously. The event badge printing software included security features such as encrypted QR codes and tamper-proof materials to protect the attendees’ data and ensure no unauthorized access.  

Benefits for Conference Organizers

Aside from the aesthetic and functional aspects of the visual, Samaaro’s event badge printing software has operational benefits to your conference organization to ensure overall success. Our badge printing software helps you to improve processes, security, and data collection to help you create great events. The badge printing software is beneficial in many ways to conference organizers:  

  Branding:   

Adding personal design features to your custom event badge isn’t just a bonus; it’s an extension of your brand identity. Creating custom badges that resonate with the audience and the theme of the conference using quality materials gives individuals a lasting first impression of your conference or event. Even professionally designed and branded badge reinforces your brand image and leaves a positive lasting response by the attendees. Improve Attendee Experience: 

Custom badges and clear access control lead to a positive and memorable journey for all attendees. Badges with the attendees’ names and other relevant information can elicit a sense of recognition and value. At the same time, clear access control through badge scanning reduces wait and frustration and allows the attendees to focus on networking, learning, and enjoying the event. Personalization and efficiency are great ways to improve the attendee experience. 

Increase Security:  

We know events require reliable data security to protect attendee information and trust. Our event management software adopts robust security practices, such as encryption, secure payment gateways, and unique ticket codes to prevent fraud and unauthorized access. Integration with the access control system ensures that only authorized people can access certain event areas and provides extra protection for both attendees and event organizers alike. 

Automatically Print Badges:  

With our self-service badge printing options, wait times at registration desks can be significantly reduced. With self-service, attendees are able to independently and quickly print their badge while making any relevant changes, also helping to alleviate bottlenecks created at registration desks, leading to a better overall attendee experience. The time saved at registration allows staff to focus on other tasks, such as being in charge of guest inquiries or logistical changes during the event. In addition to self-service offering, printing badges to an access control system and other event management tools also creates efficiencies and smooth workflows for events. 

Gather Valuable Data: 

By having badge data integrated with an event management software, you can find cost-effective insights for future events. The valuable and connected badge data allows you to assess your demographics of your attendees, registration trends, and which sessions were attended. These insights would allow you to find preferred changes, trends and knowledge gaps leading to more targeted marketing campaigns, efficient onsite logistics, and relevant content. 

Conclusion

Samaaro’s conference badge printing software is much more than standard badge printing; our badge printing solution provides not only an enhancement of the attendee experience but the ability for better security practices and actionable insights. Sign up for your free trial to view how you can turn your badges into one piece of powerful infrastructure that will help transform your events. 

VIP Event Speaker Management at Closed Door Events: 5 Solutions from Samaaro  

Closed-door events, renowned for their exclusivity, often feature high-profile event speakers who command significant attention. Managing these VIP speakers requires a delicate balance of exceptional communication and personalized attention. This is where Samaaro’s event speaker management shines, offering a comprehensive solution to streamline speaker management and elevate the overall event experience.

The Nuances of Managing Speakers for Exclusive Events

Working with VIP speakers can be challenging. They have inflexible schedules, high expectations, and an expectation of discretion. Already, it takes a bit to manage their travel, hotel, and any expectations for onsite needs, but when it comes to the communication process you need to respect the boundaries of the speaker. You will need to establish clear communication to support you, as well as to encourage trust, and make everything run as smoothly as possible. 

Samaaro’s Solutions for Event Speaker Management 

Samaaro’s event management platform offers a streamlined solution to simplify speaker coordination, communication, and logistics. Our comprehensive tools empower you to focus on creating exceptional experiences while ensuring seamless speaker management. We offer a suite of tools designed to simplify speaker management:

• Dedicated Speaker Portal:

A centralized hub, built for speakers; this portal provides speakers with a comprehensive view of all things event related: schedules, logistics, presentation materials, etc. Everything is at your fingertips. By centralizing information into one platform, it reduces the hassle of having to e-mail multiple times and instead helps ease coordination and ensure presenters have all the necessary information to succeed as speakers, too. 

• Real-Time Communication Features:

Samaaro’s speaker coordination software facilitates seamless interaction between the organizers and speakers through real-time messaging. This enables prompt clarification of queries, discussion of presentation details, and addressing any last-minute changes. Additionally, the platform offers a centralized hub for sharing event updates, ensuring the speakers are always informed about schedules, logistics, and any modifications. This proactive approach generated a sense of transparency and trust, leading to a smoother event experience for all parties involved.

• Automated Tasks and Reminders:

Our speaker management system allows for communication management through automation, freeing up the organizers to focus on more strategic event planning and organization. With speaker invitations, confirmations, and reminders able to be sent in advance, communication can be consistent, timely, and be free of missed deadlines and forgetting details. The overall management of speakers becomes easier and less cumbersome for the event management team. 

• Data-Driven Insights:

Collect important data on speaker popularity, performance, and feedback that can be used for future events with quality speakers. The more you track competitive metrics/stats regarding speaker performance, attendee feedback, social media performance, and session attendance, the more insight you will gain regarding high-performing speakers and who engages the target audience. This knowledge and information enable you to establish partnerships with speakers, curate content to specific audiences, and improve your next experience at events. 

• Travel & Itinerary Planning:  

Samaaro’s platform simplifies travel and itinerary management for speakers. By requesting their travel and stay preferences upfront, you can ensure seamless arrangements. Once bookings are confirmed, they are automatically updated in the system, providing speakers with a comprehensive travel and stay plan directly through the platform. The speakers can also easily upload their bills and expenses for quick and efficient reimbursement.

Benefits for Event Organizers

Our speaker management software offers a solution by streamlining communication, automating processes, and providing valuable insights. Leveraging this technology gives several benefits:

• Strengthened Speaker Relationships:

Build stronger relationships with your speakers through open communication and dedicated support. Samaaro’s speaker coordination software facilitates seamless interaction by providing efficient communication channels and specialized tools. This foundation allows for effective partnership building, leading to increased speaker loyalty and a higher likelihood of securing their participation in future events.

• Elevated Speaker Experience:

Ensure the speakers have a positive and memorable time to best develop their reputation and enhance the possibility of future collaboration and referrals. A supported speaker has a higher tendency to become an evangelist for the event and recommend the event to their colleagues, friends and family. By providing an exceptional overall service, and showing an investment in the speaker’s experience, the potential of building a long-term relationship benefits both parties. 

• Data-Driven Decision Making:

You can use the power of data analytics to make decisions based on previously analyzed attendee data to produce successful events. For example, analysing your attendee demographics, session feedback, and speaker feedback will help identify trends, preferences, and knowledge gaps. It will then allow you to use that knowledge to select speakers, tailor content, and develop better strategies with the event logistics. A data-driven approach will help you bring your future events into closer alignment with the audience’s desires to improve engagement and satisfaction, as well as improve overall event ROI. 

Conclusion

Samaaro’s event speaker management platform offers a comprehensive solution to the complexities of coordinating VIP speakers for closed-door events. By streamlining communication, automating tasks, and providing valuable insights, we empower you to create exceptional experiences for both the speakers and attendees. Contact Samaaro today to learn more about our platform and begin your free trial.