Effective Ways to Keep Event Attendees Informed


If you’ve planned events in the past, you are probably well aware of the fact that details can change in the days and hours leading up to the event.  There are even times when scheduling and locations get shifted around during the course of the event.

This can make for a logistical nightmare as you and your corporate meeting planner scramble to figure out how to inform event attendees of changes so they’re able to make it to the activities and presentations they want to partake of.  While you’ll certainly want to post-event signage and perhaps even mail out information packets prior to the event, these printed materials can become outdated and end up providing inaccurate information.

How can you and your trusted global meeting planner effectively keep event attendees informed of the latest updates to scheduling and locations?  There are several ways to accomplish your goals and ensure attendees have the most current info available.

Create a Mailing List

The place to start when it comes to disseminating information and updates about your event is with an email list that consists of past event attendees, business contacts, and anyone who signs up for a membership or expresses interest in attending your upcoming event.

Emails give you and your corporate meeting planner the opportunity to deliver more information than you can in a tweet or a push notification, which means you can hype your event while you deliver practical information.  You can also include links to your website and social media platforms for the event in order to encourage following and sharing, and you have the chance to tailor your messaging to different segments of your mailing list.

In some cases, a name and email address will serve as the only contact information you have for the majority of guests, which makes email the primary form of communication leading up to the event.  Of course, your emails can open the door to social followers and if prospects decide to attend your event, you could gain access to further contact information, as well.

Work with Your Corporate Meeting Planner to Choose Online Platforms

Your global meeting planner has probably spearheaded a lot more events than you, which means you have an invaluable resource when it comes to proper preparation, including identifying the best channels of communication with attendees and prospective attendees.  This is good news because you’ll need to narrow down your options.

Whether you post information and updates on your business website or you create a specific event website (or both), this will serve as the main hub for information dissemination.  This is where attendees can come for comprehensive details about your event, as well as downloads (itineraries, site maps, etc.), a registration portal, and opportunities to exhibit, just for example.

You’ll also need to post information to social media channels, which attendees are much more likely to follow and through which you can push notifications to users.  Which social platforms should you and your corporate meeting planner use for your event?

Says Annie Fernandez, Director of Marketing at AMI, “There are so many social media platforms to choose from these days, it can be hard to pinpoint the channels that will show the best returns.  You really can’t afford to forego Facebook and Instagram, both of which provide ample opportunity for outreach and sharing, and LinkedIn is a must for professional events.  In terms of updates, Twitter is still a great choice.  You’ll also want a dashboard like Buffer that lets you manage all of your social media from a centralized platform.”

Ask Your Global Meeting Planner about Creating an Event App

Customization is the name of the game when it comes to modern meetings and events.  The best way for you and your global meeting planner to personalize the experience is to create a unique event app that serves as a repository of information at the fingertips of attendees, on-demand.  Everyone at professional events is likely to have a smartphone on hand, and with the right app features, you can push updates and notifications before and during your event.

An app should contain basics like venue maps and itineraries, including the latest information pertaining to scheduling.  However, you can also add practical features like in-app messaging and push notifications that ensure event attendees can be quickly and easily notified of changes en masse.  You could even send personalized updates via a mobile app.

This is the most convenient option for hosts and attendees alike.  It allows you to send out information with the assurance that it will reach attendees, and guests won’t have to make the effort of seeking out information.  They will conveniently be notified by their mobile devices whenever relevant changes occur.

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