1. Early Planning

Early planning will allow you to have more time to organise and plan everything that comes your way. Whether the event is one month or six months away; starting early is always advantageous. You will not feel pressured, and the likelihood of missing detail will be reduced. Having enough time to plan will result in a more efficient process.

2. Sufficient Attention Planning

Preparing early is an advantage, but being sufficiently attentive to it is another thing. It’s easy to plan as early as possible, but that doesn’t mean that it will provide you success. The plan should include logistics, content, and promotion. You can create a document that is available for you and your team where each task is outlined and detailed. You can use Google Templates, Excell, Teamweek, or Trello for planning.

3. Purpose of the Event

Some may miss this critical step but being very detailed on the approach is important when you host an event. Be specific on what is the goal of planning the event. Don’t be stuck with the traditional one, you can also check out others like TED format, online events, or open-air events. The focus here is to achieve the purpose of the event.

4. Event Budget and Reserve Cash

The budget should be aligned to the tasks you have on your list but keep in mind that reserving some should be taken into consideration because you never know what might happen before, during, or after the event. For example, if the original venue is an open-air site and then it suddenly rains, you will need to move to the closed area, which will cost you money. You can’t control what might happen, but you can overcome it if you are well-prepared.

5. Venue

It’s also essential to prepare the venue for the event itself. Everything related to the venue, including the items you will require, such as tables and chairs, the equipment, the food, the refreshments, the safety and security arrangements, and so on, should be thoroughly planned and thoroughly checked before the event.

6. Accommodation

Great success comes from small things and being meticulously attentive to small details of the event, such as registrations, greeting the guests, putting some interesting props like a photo booth. This also includes entertainment such as bands or singers or anything that will not bore out your guests; even setting up a themed event are the small details that need attention. Being accommodating will make your guests feel important and special, which will bring your event to success!

7. Serving Your Guests

Have you experienced it when you attend an event and it’s hard to find the entrance or look for a comfort room? You might think that it’s just a small detail and not important, but it’s a very crucial issue in managing a successful event. To help your guest by simply putting signage on an entranceway is essential to hosting a successful event. Not just that, but this goes for being friendly and approachable to them and providing a high-quality service.

8. Allocating Tasks to Event Team Members

Giving specific responsibilities to each team member will help you to make your event proceed smoothly and successfully. Doing all the work by yourself will put stress and pressure, leading to chaos and failure. By simply allocating tasks to each one like ushering, food catering, the registration team, the one who will greet your speakers and guests, and so on. Every team member should be responsible for their allocated task throughout the event.

9. Encouraging Participation

If you don’t want your guests to feel sleepy or bored during the event, putting on some activities that will involve audience participation is another step toward making it successful. You can do a Q&A portion if it’s a speaker-based event, or you can do icebreaker games if it’s a casual one.

10. Capturing the Highlights of the Event

For some guests, a simple memory of the fun event they attended may be enough. Hiring a photographer or a videographer is a great step to take. It can also be a source of future event marketing material, but most importantly, you can share it with your guests.

11. Keeping Track of Time

Keeping track of time and sticking to the event program will help you wrap things up by the end of the event. It’s hard to make things run on time, but good communication with the entire team and your audiences will help you follow the program and make it successful.

12. Feedback

By the end of the event, you will feel tired and happy about it, but have the assurance that your guests feel the same way. It’s essential to make a feedback evaluation form, distribute it to your guests at the end of the event or you can just provide an online form when they get home. Ask them about various assessments like the accommodation, the food, the service, anything related to the event you hosted. This information will help you avoid mistakes and have a successful one in the future.

13. The Last One to Leave

This is also a crucial one; don’t leave the venue before everybody else. You might feel tired and too excited to lay on your bed but prioritising your guests is important. Aside from that, after all the guests leave, you also need to be there to check everything that needs to be cleaned up or any small details.

Whether the event is small or large, the most important thing is that it’s a success in the end. Attendee experience is also important because it will help you become a successful event host.

Also Read: Improving Data Communication Between SSD-NVMe And GPU

The post 13 Event Management Steps on Hosting a Successful Event appeared first on Web Updates Daily.

The power of automation is that it is part of a system.

As Dan Heath shares in his book Upstream: “Every system is perfectly designed to get the results it gets.” Set up a system once. Then benefit from your system over and over again as it works for you around the clock.

In this article, we’ll discuss four tasks you won’t have to worry about manually doing by using an event registration tool.

1. Collect info from event attendees with a registration form

An event registration form helps you gather details about an attendee. It can be as simple as a name and email address. Or you can ask for other information to get a better understanding of who will be attending.

Think for a moment about a past event where you collected registrations by paper. Does this sound familiar?

– Managing a growing stack of papers.

– Using an Excel spreadsheet to track who has registered and paid.

– Endlessly checking in with attendees who haven’t finished their registrations.

– Several trips to the local bank to deposit checks.

– Manually sending out emails to remind attendees about the event.

The experience above takes up a lot of your valuable time and can be a huge hassle. Fortunately, there is a better way than an archaic process with paper registrations.

You invest a small amount of time upfront in setting up an event registration form once. Then the form collects details for you until your event sells out. Even better, you can continue to benefit from the registration form by using it for other events in the future.

Receive event payments with credit cards

Once you have attendee details, then you need a way to receive a payment. Sure, you could receive payments by check. However, is it a really good use of time?

An attendee has to write out a check. Then they need to mail it to your organization or deliver it in person ahead of the event.

As an event organizer, you are responsible for one or more of the following tasks:

– Follow up with attendees who haven’t paid.

– Deposit checks at the bank.

– Mark attendees as paid to confirm their attendance.

Here is where accepting card payments can save you more time. An event registration tool can process a payment online, automatically mark registrations as paid, and automate several other tasks for you. That frees up time for you to spend on other areas of your event.

3. Send an event registration confirmation email

A confirmation email lets an attendee know that they are confirmed for an upcoming event. However, it also reminds the attendee about some crucial details:

✓ Date and time of the event

✓ Event venue or location

An event registration tool can also let you customize the email to include details that are helpful for your event. Here are a few ideas for different types of events:

– Car show → Let guests know where to park when they arrive.

– Seminar → Send students materials in advance so they can prepare.

– Virtual workshop → Send attendees a virtual meeting link, so they have it ahead of time.

– Church service → Remind church members about safety protocols.

– Golf outing fundraiser → Let players know where to check-in once they arrive.

4. Know who is attending with an event registration report

A registration report for an event gathers the details collected from attendees and presents them into a downloadable document. Having those details organized in one place saves you time. You can create a report quickly in under a couple of minutes vs. trying to sort through a ton of paper registrations which can be overwhelming. 

Plus, you can share a copy of the event registration report with team members that are helping to make your event a success.

Whether you are planning a marketing conference, teaching students a gardening class, or hosting an annual gala fundraising dinner, you can save time by using an event registration tool.

Four tasks that you can automate with an event registration tool are:

1. Collect info from event attendees with a registration form
2. Receive event payments with credit cards
3. Send an event registration confirmation email
4. Know who is attending with an event registration report

So rather than tracking down and following up with attendees that have started a registration, they can register from your event registration tool and be done in a few minutes. Then you can run a report to see who is attending so you are ready for check-in.

Remember that it’s part of human nature to take part in experiences. In the words of the author and human connection researcher, Brene Brown: “Connection is why we’re here. We are hardwired to connect with others.” Organize an exciting event for your attendees and help them feel connected again.

Do you want to learn more about setting up an event registration tool that your attendee will find easy to use?

Event Espresso has created an ultimate guide that covers the four essential parts of an event registration system. Check out Event Espresso’s event registration guide to jumpstart your next event today!

The post Automate These Four Tasks with an Event Registration Tool and Save Time appeared first on Web Updates Daily.