It’s that time of the year when your organization conducts back-to-back events, be it conferences, exhibitions, tradeshows, or any other large-scale event. You have booked big names to deliver high-quality sessions and roped in bigger brands to sponsor your event. The exhibitors have set up their booths and are waiting for visitors. The attendees are ready for you to flag off the networking sessions.
Which means there are so many moving parts to the event communications and so many channels to handle! The onus is on you to make sure the event communication setup is amazing.
Don’t worry, it’s possible to communicate effortlessly when you have the right software in place. Before we dive into what Samaaro’s event planning software offers, let’s understand why seamless communication is important and what are the common communication challenges most event planners face.
Why is Seamless Communication Important?
Communicating clearly and in a timely manner keeps everyone informed and avoids confusion for the attendees. It demonstrates professionalism and contributes to a more positive event experience. Think of it as a VIP pass to attendee satisfaction! Seamless communication is important for several reasons:
- Provide memorable experiences:
The presence of big speakers, sponsors, and brands attract attendees to most events. Use this opportunity to create a positive perception of your brand and be seen as pioneers of the industry. Providing attendees with a memorable experience will result in a great brand position for your organization.
- Strengthen connections and collaboration:
Attendees participate in an event to meet new people and explore opportunities for learning and growth. Naturally, you’d like to make this experience as pleasant as possible for them. This is possible when the communication between attendees, speakers, and organizers is efficient.
- Facilitate smooth event operations:
A cohesive internal team is crucial, but it doesn’t stop there. What you need is clear communication with the various stakeholders- speakers, sponsors, exhibitors, and vendors to organize a successful event. When everyone’s on the same page, your event runs smoothly and leaves a lasting impression.
What are the Common Communication Challenges?
Events thrive on clear communication with everyone involved – attendees, speakers, and your internal team. But there are several challenges that disrupt the flow of information and create hurdles. Here is a breakdown of some common communication challenges each group faces:
- Attendees:
Attendees are scattered across diverse channels – LinkedIn, email, and WhatsApp. Keeping track of conversations across various platforms becomes a logistical nightmare.
- Stakeholders:
Bombarding speakers with reminder emails, confirmations, updates, and notifications is a recipe for inefficiency. Moreover, communicating manually takes days and risks missing crucial information.
- Internal Team:
Navigating the event software and communicating its functionalities to stakeholders needs expertise. It is not easy to train the staff who will manage the platform effectively.
How Samaaro’s Event Planning Software Streamlines Communication
Have you ever scratched your head, wondering how you can reply to every attendee on every platform? If yes, we have a solution. Samaaro’s event planning software co-ordinates tasks between the organizing teams and enhances attendee engagement with several features:
- Centralized Communication Hub
No more juggling multiple tools and communication channels! You can now access all the data from a single place. Creating announcements, sending emails, and managing tasks, all within Samaaro’s event planning software is easier thanks to its multiple integrations.
- Automated Communication
Our event software automates pre-event reminders, live notifications, and post-event surveys. We also send automated email confirmations and personalized messages that keep attendees informed and updated.
- Targeted Communication
A bird’s eye-view of all the attendee data lets you segment the attendees and send targeted messages based on their preferences and choices. You can send reminders for specific sessions, updates on relevant speakers, or even exclusive offers to those who have shown an interest in the event but are yet to register.
- Two-way Communication
Don’t let the attendees doze off during the event! So, take advantage of our event software’s features like Q&A forums, live chat options, and polling booths. Attendees will be able to ask questions to the speaker in real-time, share feedback easily, and stay engaged with other attendees throughout.
- Post-event Communication
With Samaaro’s platform, you can track the most popular events, analyze the content that resonated with the attendees, and check the counters where they spent most of their time. These data insights are invaluable and will help you personalize events that increase the attendee engagement in the future.
Conclusion
Samaaro’s event planning software makes communication between organizers and attendees effortless by bringing the data together in one place, integrating them with different technologies, and automating routine processes. Start your free trial today and organize amazing events.
