Once upon a time, live events were simple to plan. A venue, a speaker, and a crowd were all that was necessary. However the event landscape evolved and became more complex. The role of technology and automation has accelerated, attendee behaviours and expectations have changed, and the importance of more sustainable meetings and events has been brought into sharper focus.
By Roland Kümin*, Da Nang, Vietnam, 23 April 2023
As a result, planning successful live events requires a comprehensive strategy that accounts for all of these factors. In this article, we will explore everything you need to know when planning for in-person events, including venue sourcing tips and choosing the right technology.
Define Your Objectives
The first step in planning a successful live event is to define your objectives. What do you want to achieve from the event? Is it to generate leads, build brand awareness, or educate your audience? By defining your objectives, you can tailor your event to meet your specific goals.
Select the Right Venue
The venue is a critical factor in the success of your event. It sets the tone and provides the backdrop for your message. When selecting a venue, consider the location, size, and layout. Does it have the necessary amenities, such as a stage, AV equipment, and catering facilities? Ensure that the venue can accommodate your audience and that the location is easily accessible.
Engage with Your Attendees
Engaging with attendees is a crucial aspect of planning a successful live event. It is essential to create an immersive and interactive experience that keeps attendees engaged and motivated throughout the event. To achieve this, event planners can use a variety of digital and interactive tools, such as live polls, gamification, and social media walls, to enhance attendee engagement before, during, and after the event. These tools provide opportunities for attendees to interact with each other and the event in meaningful ways, creating a sense of community and fostering networking opportunities. By combining digital and interactive tools pre- and post-event, planners can extend the attendee experience beyond the event itself and keep attendees engaged with the brand long after the event has ended.
Utilize the Right Technology
The role of technology and automation has accelerated the event landscape, providing new and innovative ways to enhance the attendee experience. By utilizing the right technology, you can streamline your event planning, reduce costs, and increase attendee engagement. Consider using event management software, mobile apps, and event automation tools to manage registration, attendee tracking, and communication.
Create Sustainable Events
Sustainability is becoming an increasingly important aspect of live events. Attendees are increasingly aware of their environmental footprint and expect events to be more sustainable. Consider reducing waste by using biodegradable materials, minimizing energy consumption, and using local suppliers.
Measure Your Success
The final step in planning a successful live event is to measure your success. Evaluate your objectives against the outcome of the event. Did you achieve your goals? What feedback did you receive from attendees? By measuring your success, you can refine your event planning strategy and create even better events in the future.
In conclusion, planning a successful live event requires a comprehensive strategy that accounts for attendee expectations, the role of technology and automation, and sustainable practices. By defining your objectives, selecting the right venue, engaging with your attendees, utilizing the right technology, creating sustainable events, and measuring your success, you can create memorable and impactful events that achieve your goals.
Tips-In-A-Box
There are many tools available to streamline event planning, reduce costs, and increase attendee engagement. Here are some tool recommendations:
Event Management Software: Event management software is a comprehensive tool that helps event planners manage all aspects of an event, from registration and ticketing to communication and analytics. Some popular event management software options include Cvent, Eventbrite, and Bizzabo.
Mobile Apps: Mobile apps are a great way to keep attendees engaged and informed throughout the event. These apps can be used for event schedules, speaker bios, maps, surveys, and more. Some popular mobile app options include Eventee, Whova, and CrowdCompass.
Event Automation Tools: Event automation tools can help streamline event planning and reduce costs by automating repetitive tasks, such as sending emails and reminders, updating registration forms, and tracking attendee data. Some popular event automation tools include Zapier, Hubspot, and Marketo.
Social Media Tools: Social media tools can be used to increase attendee engagement before, during, and after the event. These tools can be used to create social media walls, promote the event, and share photos and videos. Some popular social media tools for events include Hootsuite, TweetDeck, and Sprout Social.
Virtual Event Platforms: Virtual event platforms have become increasingly popular in the wake of the COVID-19 pandemic. These platforms provide a virtual environment for attendees to interact with each other and the event, and can be used to host live and on-demand sessions, virtual booths, and networking opportunities. Some popular virtual event platform options include Zoom, Hopin, and Remo.These tools can help streamline event planning, reduce costs, and increase attendee engagement. However, it's important to carefully evaluate each tool and choose the ones that best suit the needs of your specific event.
*Roland Kümin is a tech influencer and digital shaper in Zurich, Switzerland. His lines are influenced by his recent trip to Da Nang in Vietnam with its fast growing economy and MICE industry. Roland has visited the award winning Ariyana Convention Center in Da Nang, the million people city with a knack. With his «Strategies for Success in a Tech-Driven World: Navigating the Landscape of the MICE-Industry» coverstory he launches smartville.digital’s ASIA coverage.