Author: Prachee Mishra

12 Features Your Event Planning Software Can’t Do Without 

Ever pondered the secret to flawlessly executed events that leave attendees in awe? It’s not just impeccable planning. Here’s a stat that’ll leave you intrigued: 90% of event coordinators have harnessed the power of event management software to create and execute their spectacular events as found in Capterra’s study. Having the proper software can transform your events from ordinary to extraordinary, regardless of whether you are an event planning master or just beginning to explore this exciting domain. As the environment continues to change, incorporating innovative solutions is integral to the success of any event.

Event planning software has emerged as a game-changer in terms of speeding up tasks, enhancing the attendee experience, and increasing the event’s return on investment. Let’s examine some features you should seek in event management software for your upcoming event. Each feature plays a critical role in streamlining processes, boosting attendee engagement, and optimising post-event analysis, from creating captivating event websites to nurturing meaningful networking interactions.

12 Features Your Event Planning Software Can’t Do Without

1. Event Website Builder

The first impression is the most significant, and in the world of events, your event website is the digital front door. The event planning software you seek should provide an intuitive website builder that enables planners to create engaging event websites without extensive coding knowledge. The ability to personalise layouts, integrate multimedia, and display essential information such as schedules, speakers, and sponsors enhances the experience of attendees prior to the event.

2. Custom Registrations & Ticketing

Personalised registration experiences are the foundation for effective attendee orientation. The software should facilitate the creation of customised registration forms that capture essential registrant information and adhere to the event’s specific needs. Samaaro also offers CSV uploads for bulk registrations, which simplifies the process for large events. Additionally, single sign-on solutions and integration with popular CRMs ensures a smooth data flow, reducing friction for both attendees and event organisers. Similarly, customizing event tickets enhances the overall experience for attendees and adds a personalized touch to the event.

3. On-site Check-in & Badge Printing Solutions

Creating a favourable first impression is also dependent on streamlining the on-site check-in procedure as much as possible. The software ought to provide capabilities for speedy check-in procedures for attendees. In addition, an integrated badge printing solution enables you to generate badges on-site that have a professional appearance, which improves the experience that each participant has overall.

4. Speaker Management

For events with a constellation of various speakers, it is imperative to have efficient speaker management. Communication between speakers, session allocation, and profile management can be streamlined with a specialised module within the event planning software. Having the option to input speaker biographies, session topics, and presentation materials enables event organisers to create a unified event narrative.

5. Sponsor Management

Sponsors are significant in the funding and enhancement of an event. Managing sponsor relationships effectively is crucial. The software should provide tools for displaying different sponsorship levels, allocating exhibit spaces, and tracking deliverables like logo placement and branding opportunities. Clear channels of communication within the software ensure that sponsors are well-informed and satisfied with their involvement. By providing sponsors with a seamless experience, you can strengthen partnerships and increase the likelihood of future sponsorship.

6. Event App

With the help of the software, you will be able to develop a bespoke application that acts as the participants’ individual guide. They will be able to maintain the event’s excitement at their fingertips while accessing schedules, maps, and real-time updates that are provided. It cannot be denied that mobile event apps have the power to energise attendees of the event. The capability of these applications to enable fast access to information, deliver real-time updates, stimulate timeless connections, and create customised experiences has completely disrupted the event sector and ushered in a new era of innovation.

7. Networking (AI Matchmaking / Meeting Scheduler)

Networking is one of the most valuable aspects of attending events. Utilising AI-powered matchmaking algorithms, event planning software can recommend pertinent connections based on the profiles and interests of attendees. In addition, a meeting scheduler function enables attendees to book one-on-one or group meetings with other delegates, speakers or solution providers. These tools facilitate meaningful interactions and collaborations, resulting in fruitful business opportunities.

10. Event Marketing Tools

Effective marketing is a prerequisite for increasing event attendance and maximising its impact. Event management software with integrated marketing tools permits the creation of targeted email campaigns, social media promotions, and personalised event invitations. Integration with marketing automation platforms improves your ability to cultivate leads and engage with prospective attendees prior to, during, and after an event. You can effectively promote your event, reach a larger audience, and ensure its success by utilising these marketing tools.

9. Accessibility 

All events should prioritise inclusivity. Event planning software’s accessibility feature includes real-time translation capabilities for multilingual audiences. This guarantees that language barriers will not prevent attendees from gaining access to valuable content. Providing transcripts for presentations is also advantageous for attendees with auditory impairments or who prefer written content. By providing these features, you create an environment that is welcoming to a wide variety of participants.

10. Engagement

To create a memorable experience, it is essential to keep attendees engaged throughout the event. The software you choose for event planning should include engagement tools such as live polling, interactive Q&A sessions, and gamification capabilities. During sessions, live polling enables real-time audience participation and feedback. Interactive question-and-answer sessions facilitate direct communication between presenters and attendees. Features of gamification, such as scavenger searches or leaderboards, encourage interaction and competition, thereby enhancing the engagement and enjoyment of attendees.

11. Lead Generation

Events are not only about the present; they also provide an excellent opportunity to collect leads for future engagement. Event planning software can integrate digital touchpoints such as QR codes at exhibits, interactive sessions, and lead retrieval tools throughout the event. These touchpoints capture attendee intent, allowing you to collect valuable data for future event planning and targeted follow-up campaigns. Utilising these digital touchpoints increases the value of each participant’s presence.

12. Survey & Other Reports

Feedback collection is essential for evaluating the success of an event and identifying areas for improvement. A comprehensive event planning software should include a survey function accessible via the event app. This feature permits participants to provide real-time feedback on sessions, presenters, logistics, and overall satisfaction. In addition, the software should generate post-event reports that provide information regarding attendance, engagement metrics, and attendee feedback. These reports are fundamental for refining future events, making decisions based on data, and demonstrating the event’s impact.

Mobile Event Apps: Unlocking the Potential to Energise Your Audience 

Creating captivating events that encourage participation and foster meaningful connections in today’s fast-paced world is not a simple task. The Mobile Event App, however, is the secret ingredient that can transform your event from ordinary to extraordinary.

Now, picture an event where there are no set up glitches or confusing interfaces. Imagine a gathering where everything goes swiftly, from entering through to meeting people and beyond. The days of mundane events are over. With Mobile Web Event Apps, you can make events that are interesting, bring people together, and have an effect that lasts.

Embrace the magic, make your events more interesting, and make sure they go well. Don’t settle for ordinary – choose Samaaro and transform your events into unforgettable, captivating experiences.

Streamline Registrations and Elevate the Experience

It is now time to officially bid farewell to long lines and welcome the next major thing, QR Check-in and registrations. With a Mobile Event App, registrations can be optimised, saving organisers and attendees valuable time and effort. Your guests will begin their journey at your event on the proper foot if the registration process is streamlined. Attendees can quickly and conveniently register for events by using their mobile devices. Upon arriving at the venue, guests only need to pull up the app and scan their unique QR code to gain entrance, rather than searching through their WhatsApp or email inboxes for information.

Forge Connections with Ease

Networking has never been this simple. Not only does the mobile web app connect attendees, but it also supercharges networking. Find and interact with other attendees based on their interests, industries, and even location. Exchanging digital business cards, initiating conversations through the app’s integrated messaging feature, and scheduling meetings on the go are now all possible with the help of a mobile web application. Whether you are a seasoned industry professional seeking collaborations or a newcomer eager to expand your network, the mobile event app is your best friend. Before the event begins, break the ice to make the most of every interaction and maximise your event experience.

Your Personalized Event Companion

Imagine having all event-related information easily accessible on the attendees’ mobile devices. The mobile web app offers a personalised event calendar that makes schedules, speaker profiles, and other information accessible with a single tap. Participants can personalise their event experience by marking must-attend sessions, seminars, and activities. This customised approach ensures that each attendee gets the most out of your event without feeling overwhelmed by the sheer number of available options. The app’s personalised calendar sends ideal reminders and updates in addition to session information, ensuring that attendees never miss a beat.

Beyond the Event

Your event’s enchantment will not diminish when the curtains close. Using the Mobile Web App, your event will have a lasting impact. The Mobile Event App serves as a virtual archive of your event’s highlights, allowing attendees to review presentations, panel discussions, and seminars at their leisure. Share recorded sessions, downloadable resources, and presentation materials through the app directly. With the apps discussion forums and social media integration, attendees can remain in touch with the event community, fostering ongoing conversations and collaborations. This post-event engagement not only reinforces the value of your event, but also ensures that the relationships formed will continue to flourish long after the event has concluded.

The ability of mobile event apps to energise attendees is undeniable. The event industry has been revolutionised by the ability of these applications to provide instant access to information, deliver real-time updates, foster interaction, and create personalised experiences. As technology continues to advance, the potential for even more innovative features and functions in mobile event applications is essentially limitless. By incorporating this digital tool, event organisers can create unforgettable experiences that leave attendees inspired, motivated, and eager for future events.

Maximizing Event ROI: How Event Management Software Helps Drive Success 

In today’s competitive business landscape, organizing successful events is crucial for companies to achieve their goals. Whether it’s a corporate conference, trade show, product launch, or a marketing event, the importance of maximizing Event Return on Investment (ROI) cannot be overstated. Every event represents a significant financial and resource investment, and understanding how to drive success is paramount to reap the desired benefits.

Importance Of Maximizing Event Return on Investment (ROI)

Return on investment (ROI) for an event is not solely financial. Generating revenue and increasing profits are important, but successful events also contribute to brand building, networking, lead generation, and customer engagement. Maximizing ROI for an event allows organizations to tap into the totality of the opportunities that existed, driving long-term business growth and a competitive position in the marketplace. 

Factors that Contribute to Event ROI

There are a number of factors that can contribute to the overall success of an event, and thus its ROI. These elements may include: 

• Clear Objectives: Before ever beginning to plan an event, developing clear and measurable objectives is paramount. Whether it’s increasing sales, increasing brand awareness, or launching a new product, defining objectives aligns all activity related to the event toward a common goal. 
• Efficient Planning and Execution: Planning well in advance for an event and executing things flawlessly goes a long way. Everything from selecting a venue, managing logistics, coordinating content, booking high-profile speakers or exhibitors, or anything else requires significant attention to detail. 
• Attendee Engagement: Engaging with the audience before, during, and after the event creates a greater experience and lasting relationships. Taking advantage of innovative communications technologies and engaging activities can elevate attendee satisfaction with the event. 
• Cost Management: To maximize ROI, it’s important to manage costs, but without sacrificing the quality and impact of the event. Smart budgeting and negotiation with suppliers is critical to appropriately use resources. 

Challenges in Measuring Event ROI

Quantifying event ROI can be challenging due to many of the intangibles involved with events. Several challenges arise with regards to:  

• Attribution: Determining what aspects of an event directly contributed to particular results is difficult. For example, it may be difficult to know what part networking opportunities or other individual sessions played in generating leads.  
• Collection of data: Accurately collecting data on attendee behaviors, post-event actions, and event success can feel cumbersome, absent the appropriate tools and technologies.  
• Time: Event ROI may not be immediate, as some benefits will be realized over the long-term. This can be difficult to determine since delay means it is challenging to determine whether the event was a success.  

This is where event management software plays an important role and can help to overcome many challenges associated with maximizing the ROI of your event by utilizing technology to simplify the planning process, execution of the event, and analysis.  

The Impact of Event Management Software on ROI

Event management software is instrumental in driving the success of events and ROI. It provides a comprehensive set of tools and features and can streamline the event planning, organization, marketing, and engagement process. Event planners can strategically make decisions, better attendee experience, and ultimately reach their goals by utilizing technology, an example of these tools is event management software.  

Streamlining Event Planning and Organization

• Efficient project management and task allocation: there are project management capabilities in event management to allow collaboration on this with your team. You will have the capability to assign tasks and responsibilities, put deadlines in place, and be able to measure to see progress is being made so you stay on pace and are prepared with everything needed for the event day.  
• Centralized documentation and event data: Storing all event-related data and documentation in one centralized site reduces the likelihood of misinformation and data loss. It allows whoever on the team to instantly access any important information that is needed, making it easier to coordinate and make decisions. 
• Sponsor, speaker, and exhibitor management tools: Event management software makes it easier to manage times and data related to sponsors, speakers, and exhibitors. Tools are provided to track communications, agreements, and deliverables to ensure that all parties have a seamless experience when working together.  

Enhancing Attendee Registration and Ticketing Processes

• Seamless online registration and ticketing platforms: Modern event management software offers user-friendly online registration and ticketing systems. Attendees can easily sign up for the event, select preferred sessions or activities, and make secure payments, resulting in higher registration rates and reduced drop-offs.
• Automated confirmation and communication processes: Automated confirmation emails and communications are triggered upon registration or ticket purchase. This not only provides a professional touch but also keeps attendees informed about event details, creating a positive first impression.

Optimizing Event Marketing and Promotion

• Segmentation and personalization of messaging and autoresponder emails: Event management software provides measurable insights from email campaigns. They allow the organizer to segment the attendees and begin personalized autoresponder emails. Creating a more relevant messaging, whether it was by attendee preference, and previous interactions, drives better engagement and greater conversions.  
• Integrated social marketing and digital ad features: Third-party social marketing, digital ads, and digital marketing platforms extend marketer efforts. Social media and digital ad tools allow marketers to expand their efforts for reaching audiences, drive excitement and interest, and convert them into registrations through various means. 

Improving Attendee Experience & Engagement

• Interactive event applications and engagement solutions: Event management software typically incorporates interactive event apps that provide a wealth of opportunities for attendee engagement. Examples of these functionalities include live polling, Q&A periods, and interactive maps. These types of features will make the event feel interactive, more pleasurable, and enjoyable for the participants. 
• Networking & engagement in the community: Event management software provides mechanisms to facilitate the networking of peers, exhibitors, and speakers among attendees. Developing a sense of community will bolster the attendees overall feeling and entice them back to future events.  

In conclusion, event management software is truly a powerful vessel in maximizing event ROI. Event management software simplifies and organizes the planning process, simplifies the registration process, and manages the marketing process in parallel with the event to maximize attendee experience and engagement. This process allows event organizers to design and produce successful events that offer quantifiable outcomes for the attendee and leave a lasting impression on attendees and stakeholders.  Employing technology-driven solutions is critical to competitiveness with the fast-paced changing world of events while generating success for businesses and organizations themselves.  

Key Features of Event Management Software for Maximizing ROI

Scalability

Scalability is an essential feature of event management software in terms of flexibly adjusting its capacity to meet events that vary in size or complexity. Whether you are organizing a small workshop, or a large-scale conference, the software should be able to meet the needs of the point of reference regardless and provide an organized manner through and through. Scalability allows event coordinators to accommodate more attendees and data without sacrificing performance and user experience. 

Personalization

In event management, personalization is a growing priority for improving attendee satisfaction and engagement. Event management software that can accommodate personalization adjusts the event experience according to individual participant preferences. This can range from personalized agendas to recommendations for sessions/activities, to personalized communications. By enhancing the experience with personalized features, organizers can create stronger connections with participants and increase satisfaction, which leads to greater ROI. 

Integrations

A key component of event management software is seamless integrations with other business tools. 

• CRM: The ability to integrate with customer relationship management and marketing platforms enables event coordinators to sync contacts, track interactions, and facilitate lead nurturing. 

• Payment Integration: Likewise, payment integrations with common payment gateways mean that attendees can securely and easily pay for their transactions, minimizing payment-related frustration and increasing registrations. 

Analytics & Reporting

• Tracking key performance indicators (KPIs): Event management software tracks key performance indicators (KPIs) to measure successful events, such as registration to check-in ratios, overall session engagement using polls and feedback, connection requests, pre-scheduled meetings, leads for exhibitors/sponsors, and social media reach for the overall event. An event manager can track these data points in real time to make data-driven informed decisions, identify opportunities for improvement, and showcase impact to stakeholders. 

• Creating comprehensive reports for an event: Detailed comprehensive reports evaluate an event’s performance and ROI. Event management software can produce those reports, saving a significant amount of time and effort. Event organizers can analyze feedback from attendees and participant data and assess measures of success against the organization’s objectives. Event management reports are a useful source of documentation for stakeholders, and event managers can use them to inform future event planning. 

By discussing key features within the event management space, software can increase productivity, provide personalization, provide a streamlined process, and assess performance. When event managers have technology that supports and enhances each aspect of event management, and generates memorable and valuable experiences, then they will see improved event ROI. 

Best Practices for Maximizing Event ROI with Event Management Software

Event management software can be a powerful tool for maximizing event ROI. By using event management software, you can:

• Set clear event objectives and measurable goals.
• Leverage data and analytics for informed decision-making.
• Implement post-event evaluation and analysis.
• Continuously improve and learn from past events.
• Leverage AI to automate tasks and improve efficiency.

Setting Clear Event Objectives and Measurable Goals

Before launching an event, it is essential to define clear objectives and set measurable goals. Event management software enables organizers to track key performance indicators (KPIs) such as

• Registration numbers: Track the number of attendees who register for the event.
• Attendee demographics: Gather data on the characteristics and profiles of the event attendees.
• Engagement levels: Measure attendee interactions with event content, sessions, and networking opportunities.
• Revenue generated: Keep track of the financial success of the event through ticket sales, sponsorships, and other revenue streams.

To maximize the event’s success, use event management software to set benchmarks and performance targets for each KPI, and align event strategies and planning with the defined objectives and goals, ensuring a focused and purposeful event.

Leverage Data and Analytics for Informed Decision-Making

Once you have set clear event objectives and measurable goals, you can use data and analytics to make informed decisions about your event. For example, you can use data to:

• Track attendance trends: This will help you identify which marketing channels are most effective in driving attendance.
• Identify your most engaged attendees: This will help you target your marketing efforts and content to the people who are most likely to be interested in your event.
• Measure the ROI of your marketing campaigns: This will help you determine which campaigns are most effective in driving leads and sales.

By using data and analytics, you can make better decisions about your event and improve your chances of success.

Implement Post-Event Evaluation and Analysis

After your event is over, it is important to evaluate your results and identify areas for improvement. You can use event management software to collect feedback from attendees, track sales leads, and measure the overall success of your event.

This information will help you improve your event planning process for future events. By continuously evaluating and improving, you can ensure that your events are more successful over time.

Continuously Improve and Learn from Past Events

The best way to maximize event ROI is to continuously improve and learn from past events. This means taking the time to analyze your data, identify areas for improvement, and make changes to your event planning process.

For example, if you notice that your attendance numbers are declining, you could try changing your marketing strategy or offering more relevant content. If you find that your attendees are not engaged, you could try changing the format of your sessions or adding more networking opportunities.

By continuously improving, you can ensure that your events are more successful over time.

Leverage AI to Automate Tasks and Improve Efficiency

Event management software can also be used to automate tasks and improve efficiency.

For example, you can use event management software to automatically send out confirmation emails, track RSVPs, and manage speaker payments. By automating tasks, you can free up your time to focus on other aspects of event planning.

This can save you a lot of time and energy, which can help you make your events more successful.

Conclusion

In conclusion, in today’s fast-paced and competitive landscape, investing in event management software has become a strategic imperative for businesses and organizations seeking to thrive in the events industry. With the right event management platform, such as Samaaro, event organizers can streamline their operations, enhance attendee experiences, and optimize resource utilization, ultimately leading to better returns on investment (ROI). From seamless registration and ticketing processes to interactive networking opportunities and real-time analytics, Samaaro empowers event organizers to orchestrate successful events that leave a lasting impact on participants and stakeholders alike. By leveraging the power of event management software, businesses can unlock new possibilities, drive growth, and stay ahead of the curve in an ever-evolving events landscape. 

Personalization in Event Ticketing: Crafting Unique Experiences for Your Audience 

In an era where events are no longer confined to mere gatherings but are anticipated as immersive experiences, event organizers are increasingly turning to the power of personalization in event ticketing. At its core, personalization in event ticketing refers to tailoring every aspect of the ticketing process to meet the unique preferences and expectations of individual attendees. In order to stand out and create events that attendees remember forever, organisers now need to give tiered tickets choices, allow bulk registrations, and generate excitement through coupon codes and RSVP features. Personalization strategies can have a big influence on how successful an event turns out in the end.

Join us as we explore each aspect of personalisation in event tickets on this informative journey. Towards the end, you’ll not only comprehend how these tactics work but also be able to see how they all work together to create an outstanding event experience. This blog article will serve as your guide as you negotiate the always changing world of contemporary event ticketing.

I. Tailoring Ticketing Options

Flexibility In Ticket Types

Providing flexibility in ticket types allows attendees to select options that resonate with their interests and budget. Customizing ticket types such as early birds, senior citizen discounts, veterans, VIP passes, coupon codes and more has the power to increase the overall ticket sales for the event. Encourage larger group attendance by providing tailored ticket options for students, families, and even sizable groups, thereby incentivizing a collective experience at your event.

 Customizing Ticket Packages

Customizing ticket packages takes personalization a step further by allowing attendees to curate their event experience. This could include options like choosing specific workshops, meet-and-greets, or merchandise bundles, enabling attendees to design a unique package that aligns with their passions.

 Dynamic pricing and personalized offers

Dynamic pricing and personalized offers harness the power of data to adjust ticket prices based on demand, ensuring a fair market value. Moreover, offering personalized discounts or exclusive offers based on attendee preferences or past interactions can foster a sense of belonging and appreciation. In sum, tailoring ticketing options is the cornerstone of crafting unforgettable event experiences that cater to the individual tastes and desires of your audience.

II. Personalized Communication

Personalized Email Campaigns

Personalized email campaigns are highly likely to be positively received and impactful due to their tailored approach that aligns with each recipient’s unique preferences. You may increase the impact and efficacy of your communications by understanding people’s preferences and tailoring messaging to suit them. Every person’s experience with these campaigns may be uniquely tailored, and senders can even include the recipient’s name to email content to make it more personalised and effective.

SMS and Push Notifications

By sending timely notifications, reminders, and special material straight to participants’ devices, SMS and Push Notifications boost this engagement. These brief announcements keep guests informed and foster a feeling of connection with the event, which improves the overall attendance experience.

Social Media Engagement

Social media engagement takes use of the widespread use of different platforms to interact with attendees in a comfortable environment. Organisers create a feeling of community and authenticity through interactive posts, live Q&A sessions, and behind-the-scenes looks, building a special link between the event and its audience. In conclusion, personalised communication is a fundamental tenet of event ticketing since it enables event planners to create custom experiences that make an impact on attendees.

III. Post Event Engagement

Follow-up Surveys and Feedback

Engaging interactions with clients is vital, but they it is not adequate in and of themselves. It’s equally important to pay attention to post-interaction activities. The day after your event offers an essential opportunity to further your goals. During this time, using surveys serves a dual purpose: they provide participants a way to share their thoughts and give event organisers a way to gauge how well-received the event was overall. By analysing this data, organisers may identify areas that require improvement and alter forthcoming events so that they better suit the tastes of their audience.

Personalized Thank You Messages

An easy yet impactful way to close the communication gap between event organisers and attendees is by sending thank-you notes. These letters serve as expressions of gratitude, thanking everyone for their attendance at or participation in your event. By taking the time to write them a personalised message, you show them how much you appreciated and recognised their attendance, leaving them feeling good long after the event is over. The idea that those who attend are more than simply audience members, but essential community members is reinforced when they get a sincere thank-you message. They may feel more loyal and willing to consider attending future events because of feeling welcomed and appreciated.

We discovered how personalisation fosters a stronger connection between event organisers and the attendees by exploring its significance. This bond goes beyond the purely transactional aspect of ticket sales, creating an atmosphere of expectation, exclusivity, and belonging among attendees. More engagement and pleasure is obtained when it is possible to respond to individual preferences, whether it be special access, or curated content, results in a heightened level of engagement and satisfaction. Personalise each event experience you design using Samaaro’s Event Ticketing Software to appeal to the target market and audience you want to attract.

The Do’s and Don’ts of Event Marketing 

Marketing professionals recognise the significance of implementing successful tactics, and a startling 31% of them choose event marketing as their most effective tactic. Events stand as a fantastic opportunity to engage your audience, flaunt your brand, and generate extraordinary outcomes in this digital age where internet marketing rule the scene.

The fact that event marketing has numerous aspects and offers so many advantages speak volumes. The potential of events is limitless, from increasing brand exposure and encouraging customer interaction to generating valuable leads and educating both prospects and consumers.

However, as with any marketing endeavour, the outcome lies in the execution. A badly organised and carried out event may be disastrous, wasting resources, missing out on great possibilities, and perhaps tarnishing the brand’s reputation. On the other side, a well-designed event marketing plan may bring about a wealth of benefits, such as increased brand recognition, an upsurge in lead generation, and valuable consumer insights.

With so much at stake, it becomes paramount to navigate the world of event marketing with precision and tact. Therefore, let’s explore some of the vital dos and don’ts that might make or break your event marketing efforts.

The Do’s of Event Marketing

• Create Compelling Event Content

The secret recipe to attract a roaring crowd lies in a mind-blowing event agenda. And guess what? Samaaro is here to empower you with the creative freedom to craft unforgettable event websites that set the stage on fire. With a plethora of stunning templates at your fingertips, you can effortlessly infuse the event with the perfect tone and vibe. Craft a well-balanced program that includes relevant topics, expert speakers, and interactive sessions. Interactive sessions, such as workshops, panels, and Q&A sessions, foster engagement and create a dynamic atmosphere. Attendees appreciate the opportunity to interact with speakers and fellow participants, making the event more memorable and valuable.

• Leverage social media

If you’re not actively participating in social media trends, you risk falling behind the times, as nowadays, being active on multiple platforms is the key to success. It’s important to share visually captivating content, such as event teasers, behind-the-scenes clips, and highlights of the speakers. Engaging with your followers and promptly responding to their queries helps build anticipation and fosters a sense of community surrounding the event. Using AI to create content AI can help you determine the best writing style and tone for session materials including presentation slides, handouts, and promotional text. Create a unique hashtag for your event to stand out, then urge attendees to use it when posting on social media. Promote tagging and run social media competitions as well to encourage sharing.

• Implement Pre-event Marketing

Generating FOMO (Fear of Missing Out) ahead of the event can greatly motivate attendees to participate. Employing pre-marketing tactics, such as providing early bird ticket promotions and exclusive discounts, creates a sense of urgency and encourages people to register early. This approach not only increases ticket sales but also allows you to gauge the initial interest in the event and make necessary logistical arrangements accordingly.

• Utilize Email Marketing

59% of marketers believe email is over twice as effective at generating leads than channels such as PPC and paid social media. Well, the researchers have laid out the importance to incorporate email marketing. Create a targeted email list by collecting contact information through website sign-ups, social media lead generation, and other avenues. Start by crafting engaging and personalized emails that cater to the recipient’s interests and needs. Share valuable content, event updates, and exclusive offers. Additionally, send reminders, last-minute details, and post-event follow-ups to maintain a positive relationship with your audience.

• Connecting past, present & future events 

One of the most effective methods to maximize event marketing is by inviting last year’s attendees to the upcoming event. Not only that, but you can further encourage their participation by offering incentives and referral programs. Another smart approach is to start selling tickets for the next year’s event right after the conclusion of the current one, initiating early marketing efforts. Share exciting details about the future event to entice more and more people to join in the anticipation and excitement.

The Don’ts of Event Marketing

• Neglecting Event Design and Branding

Consistency in branding is a key consideration if you want to leave a lasting impact on your audience. Make sure the logo, colour palette, and general design language of your event are consistent with your brand identity. Certain event planners could produce packed designs that overwhelm visitors and impede important information. Effective event marketing relies on clarity and simplicity. Focus on user-friendly designs while keeping it aesthetically appealing.

• Ignoring Event Analytics and Feedback

Attendee feedback is a treasure of useful information. Not getting feedback prevents you from knowing what went well and what needs improvement. Send questionnaires to attendees after the event to get their feedback on the event, the calibre of the sessions, and ideas for future events. Similarly, event analytics offer insightful data on attendee behaviour, engagement, and overall event success. There may be lost chances to improve future events if important indicators like registration rates, participant demographics, and session popularity are not monitored.

•  Relying Solely on Traditional Advertising

Although traditional advertising has its advantages, depending only on it may restrict the visibility and reach of your event. Employ digital marketing techniques like influencer collaborations, email campaigns, and social media advertising to reach a wider audience and generate more discussion about your event. An event marketing campaign’s success depends on finding the ideal mix between conventional and digital platforms. To increase attendance from a variety of demographics and increase the exposure of your event, combine the two tactics.

• Lack of Event Follow-up

Missing out on post-event engagement might result in lost chances to develop relationships with attendees. Continue to engage with your audience through newsletters, webinars, or exclusive content related to the event’s themes. By staying in touch, you raise the possibility that they may back your brand by attending future events. Send them unique thank-you emails to show your appreciation for their involvement. Include the event’s highlights as well as any related materials or recordings. This action not only expresses gratitude but also encourages audience participation.

In conclusion, refining the art of event marketing demands striking a careful balance between creativity, planning, and foresight. You can make your events successful and leave a lasting impression on your audience by knowing the dos and don’ts.

The Future of Event Management: Keeping Up with Event Tech Trends 

Events, whether they be business conferences, music festivals, weddings, or trade shows, serve as key for bringing people together and building a sense of community. Event management has changed drastically over time, evolving to keep up with cultural trends and technology innovations. It has never been harder to keep up with the most recent developments in the industry as we stand on the edge of a new era.

Professionals in the event management field may improve their offers, acquire a competitive edge, and assure long-term success in this fast-paced market by being aware of and adopting the most recent developments. It is imperative to investigate the most recent EMS developments that are reshaping the industry as technology continues to influence how events are organised, carried out, and experienced.

Event management software have developed into essential tools for event organisers looking to optimise operations and raise attendee happiness, from event registration and ticketing to on-site interaction and post-event analytics. In this blog, let’s explore some exceptional EMS trends that are going to be big in 2023!

Popular Trends in Events in 2023

Hybrid Events 

Did you know that 73% of organisers believe that hybrid events will become more prevalent in the future? These gatherings mix the personal touch of physical gatherings with the benefits of virtual gatherings, such as flexibility and a wider audience. It is anticipated that the popularity of hybrid events will increase as more Middle Eastern nations adopt hybrid work and learning practices.

Event planners and businesses are aware of the value of conventional live events, but to close the gap between the real world and the virtual world, they are turning to virtual solutions. This enables businesses to unleash their creativity and create novel methods of information dissemination while also sustaining money and resources.

Facial Recognition and the Era of Contactless Convenience

The way events are organised and guarded has been revolutionised by facial recognition technology. The tradition of physical tickets or laborious registration procedures has been replaced by seamless check-in procedures made possible by face recognition devices.

The system quickly recognises and authenticates attendees as they approach specific entrance points, allowing admittance to the event. To improve the entire event experience, these technologies may also be utilised to recognise VIPs, personalise interactions, and offer specialised services. As a potent tool that is quickly gaining acceptance in a variety of sectors, facial recognition technology for event registration is growing. Facial recognition technology is a game-changer for the events sector thanks to its speedy attendance identification, elimination of human check-ins, and provision of personalised experiences.

AI – Artificial Intelligence

Come 2022 and AI is everywhere, and the event business is no different. Adapting attendee experiences to their unique preferences and interests can solve one of the most prevalent problems in this field. Event planners can use the study of attendees’ profiles and behaviour to recommend meaningful connections with appropriate exhibitors or like-minded peers by using AI-powered matching engines. Large-scale events and conferences, which can last for many days, include a variety of lectures, panels, and breakout sessions. AI can aid throughout the event lifecycle, including planning, ideation, and post-event tasks. To learn more about AI’s role in event ideation and how it enhances guest and organizer experiences, read our detailed blog on using AI for seamless events.

Attendees are still required to go through these choices to choose the ones that are most pertinent to their interests, this is where AI is so valuable. With attendees’ consent, AI can analyse various data points such as interests, geographical location, social media activities, and career experience. By doing so, AI eliminates the need for attendees to meet people randomly or endlessly browse through the attendees’ list. Instead, it enables them to establish higher-quality connections that align with their specific business needs and interests.

Wearable Tech

Wearables have become a great complement to events, combining amusement with insightful data. Wearable technology typically tracks numerous event parameters, in the form of “smart” badges and more. Wearable technology makes it easier to track event attendees more effectively. For instance, it enables planners to get detailed information on participants’ demographics, such as VPs, women between the ages of 18 and 35, or other information gathered during registration, in addition to information about the number of attendees at sessions and activities.

Wearable technology ushers in a new era of seamless event experiences and provides less disruptive options for attendees, despite its currently limited level of popularity. The incorporation of fun and functionality into wearable technology has the potential to revolutionise event management by improving guest tracking, data analysis, and ultimately, participant satisfaction.

Sustainability 

A significant shift has occurred as people are now placing greater emphasis on the impact they have on the environment. As a result of this transformation, the concept of sustainability has arisen, particularly in the search for clean energy alternatives without eliminating current lifestyles. The concept of sustainability is being embraced by the events industry as well.

The development of technology and the acceptance of cleaner energy sources stand out. Event planners are implementing a variety of best practises to guarantee sustainability. They actively promote environmentally friendly travel and give local employment a priority while planning their events. In 2023, these behaviours will become more significant in determining people’s conduct and event choices.

To maintain their competitive edge and guarantee long-term success, professionals in this industry must remain watchful and adopt the most recent advancements. These trends are expected to dominate the market in 2023 and beyond, from hybrid events and AI-powered personalisation to wearable technology. Adopting sustainable practises will be essential as consumers prioritise the environmental effect of events more and more. Event planners can create remarkable experiences that encourage a feeling of community and participation among guests by incorporating these trends and keeping on at the forefront of innovation.

Strategies For Swiftly Boosting Event Registrations 

Event registration is crucial to the success of any event, whether a corporate conference, charity fundraising event, or community workshop or happening. The first step to executing a successful event to a large audience is getting registrants to the event successfully and on time. To engage prospective applicants and have them register with ease of access to completing the registration, a wide-ranging and varied approach is needed.  

As the advancement of digital technology advances and continues to enhance the days of planning an event, events have a wide variety of different types of tools available that can increase registration. These tools when utilized will inform an event to not only have a large audience but can also create a buzz that can lead to an atmosphere for a great experience.     

Choosing an Event Registration & Ticketing Platform

The first step in engaging registrants quickly for an event is to choose the right event registration and ticketing platform.     

A contingent Samaaro can assist in the overall planning by simplifying the registration process but still allowing attendees the important aspect of a good user experience as the participants use the registration platform so the event also affords event planners the tools and good user experience as they input registration material.     

Following is a list of considerations to review for a potential ideal registration platform for events:     

• User Experience: Look for a registering platform that allows for a seamless user experience. Attendees should be allowed an easy transition to register and purchase tickets through a registration platform which does not create unnecessary barriers or confusion for the attendee.     

• Multiple Payment Options: People have multiple payment preferences. Offer multiple payment options, such as with a credit or debit card, mobile wallets, or more old-fashioned offline purchases could begin. 

• Branding and Customization: Make your event page your own to visually reflect your branding and event theme. An event website that has a solid visual brand can establish a professional impression for potential participants. This authoritative brand can contribute to potential participants feeling comfortable and ready to register!  

• Data Management and Analytics: A strong platform should have native data-tracking tools that help with tracking not only how many people register for your event but also other pieces of valuable information, such as demographics of your attendees. These items will help you make data-informed decisions instead of a best guess approach.  

• Marketing Tools: Look for a platform that has built-in marketing tools such as social media outlets or email marketing software. This way you are able to broaden your audience for your event and connect with your participants.  

Tips to Quickly Increase Event Registrations

A. Event Marketplace 

An event marketplace is one great way to build your reach for your event. An event marketplace source will have very strong search and recommendations abilities in addition to just exposure to an entirely new audience that will increase the likelihood of someone discovering your event. When marketing your event on a marketplace site, remember to use great images (your imagery should capture the experience people will have at your event and set – the tone for your event) and also relevant keywords in the description of your event. Ask people who attended you event in years past to leave reviews on the site, because a positive review does a great deal to establish credibility with potential registrants.   

B. Discounts or Early Bird Passes 

Who doesn’t love a good deal? Enabling early registration discounts is an easy way to drive registrations early.Do not confine yourself to only one promotion. Use a range of promotional techniques to engage targeted audience subgroups. For example, if you are offering a series of related events and are trying to attract young participation you can provide student pricing, group pricing for teams or colleagues or bundle pricing for multiple events. Be sure to effectively communicate these promotions through all of your marketing strategies.    

C. Email Marketing 

A 2021 Markletic survey found 76% of marketers believe using email marketing is the best approach to generate event registrations. Organizers can further increase their return on investment for their events with a good email marketing plan in place. To build momentum, start with sending out a save-the-date email to build awareness. Next, send emails that educate and persuade attendees about the benefits and highlights of attending the event. Ensure the emails articulate a clear call to action that takes them right to the registration page. Building FOMO before your event will help increase registrations. Attach countdown timers to the emails as the event date nears to create some urgency in the audience. Additionally, personalization can bring substantial increases in conversion and open rates.  

D. Social Media Hype    

Social media is a goldmine for event promotion and increased registrations. Organize live Q & A sessions or virtually meet-and-greet sessions with speakers or performers to create a community feel and build excitement around your event. Push out teaser videos, behind-the-scenes photos and participant testimonials. Consider partnering with a social media influencer or micro-influencer in your field; these influencers can promote your event to their followers, reaching a larger and more relevant market. Consider running polls, contests or giveaways to keep the audience engaged in your event.  

E. Pre-Event Sessions   

Webinars or pre-event panels serve a number of purposes. Use these to further entice people to register for your main event. Provide useful information to entice possible participating to see the value of attending the event, in addition to creating excitement. Invite well-known speakers or subject-matter experts to present, and be certain the topics relate to the messaging of the overall event or examine the subject from a different angle. In order to maximize registration effectiveness, gate the pre-event sessions behind a free registration. This will capture valuable registration information, and further compel registration for the main event. To maximize attendance, you should also record these sessions and make them available as on demand content for people to consume.