achieve event success by harnessing new technology best practices

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Event Practices of the past are no longer relevant. New tools and tactics that should be considered to maximise attendance and increase engagement. Back in the day, postal invitations of a 10 page registration brochure were sufficient in generating attendees for events; on-site attendance were captured manually with name tags and lanyards; paper feedback forms we handed out post event to gather feedback. Now, making the most of today’s technology is the secret to event success…From social media advertising for registrations, to mobile apps to increase attendee engagement, to crowd-sourcing speakers and RFID name badges. Technology continues to significantly change the event landscape. Download this presentation to learn ways to make technology work for you and increase event marketing and management effectiveness


  • Achieve event success by harnessing new event management technology best practices Insights from Leanne Constantino, Director Event Services [e] [email protected] [p] +61 2 8038 5098 [w]
  • Todays reality for Event Managers Event practices of the past are no longer relevant. New tools and tactics need to be considered to ensure you: 1. maximise attendance 2. Increase engagement 3. Optimise attendee satisfaction [e] [email protected] [p] +61 2 8038 5098 [w]
  • THEN: We decided to attend a event based on impulse. Remember the 10 page A4 registration brochure with all your speakers listed and the agenda outline? [e] [email protected] [p] +61 2 8038 5098 [w]
  • FACT: Professionals trust online information almost as much as information obtained in person. [e] [email protected] [p] +61 2 8038 5098 [w]
  • FACT: 39% of professionals research business decisions (getting opinions, reading reviews, obtaining general data) on social networks [e] [email protected] [p] +61 2 8038 5098 [w]
  • An online customer checks an average of 10.4 sources before making a purchase [e] [email protected] [p] +61 2 8038 5098 [w]
  • NOW: We decide to attend an event if our peers do. We look at our professional network at large, our social media networks and see what our peers are saying about the event and we make VERY EDUCATED event purchasing decisions. [e] [email protected] [p] +61 2 8038 5098 [w]
  • TIP: Encourage online communication Your event marketing campaign must be conducive to open communication, real time updates and feedback. Encouraging and allowing open communication and engagement in the event promotion stage enables the prospects to do the publicity for you and increases your event registration conversions. Be sure to integrate live social media feeds into your event website. [e] [email protected] [p] +61 2 8038 5098 [w]
  • THEN: Email Marketing and Databases was the norm. [e] [email protected] [p] +61 2 8038 5098 [w]
  • 36% of Advertising Agencies are planning to buy ads on YouTube [e] [email protected] [p] +61 2 8038 5098 [w]
  • 36% of Advertising Agencies are planning to buy ads on Twitter 89% of Advertising Agencies are planning to buy ads on Facebook [e] [email protected] [p] +61 2 8038 5098 [w]
  • NOW: Social Advertising is the norm [e] [email protected] [p] +61 2 8038 5098 [w]
  • Engage your audience with social media Advertising agencies are spending their money on social media outlets because it gets more cut through, it is low cost and IT WORKS! BEWARE: You are guaranteed to get extra likes and exposure BUT the communication doesnt stop there. You need to employ a rich long term engagement strategy . TIP: Before you create the advertisement, make sure you develop a plan with content ready to share. If your strategy is daily communication and the event is 3 months away, you need 90 posts ready as a minimum. [e] [email protected] [p] +61 2 8038 5098 [w]
  • THEN: Planners selected keynote speakers. [e] [email protected] [p] +61 2 8038 5098 [w]
  • FACT: There is greater satisfaction and commitment resulting from participation or cooperation of the attendees with the organiser if the participant is involved in making the decision, they feel engaged and will likely talk more positively about the event. [e] [email protected] [p] +61 2 8038 5098 [w]
  • NOW: Attendees choose the content and the speakers. TIP: Try Crowdsourcing speakers Give the power back to the attendees to decide who will speak and present at the event. Involving the attendees into the actual planning of the event is very powerful. Take a look at how the SXSW PanelPicker community does it [e] [email protected] [p] +61 2 8038 5098 [w]
  • THEN: We had to travel long distances to attend an event. [e] [email protected] [p] +61 2 8038 5098 [w]
  • 82% of the online audience found the virtual environment helpful in making the decision to attend in-person next time. [e] [email protected] [p] +61 2 8038 5098 [w]
  • On average companies save $1000 in travel costs by engaging in virtual environments. [e] [email protected] [p] +61 2 8038 5098 [w]
  • NOW: Hybrid Events - we watch it wherever we want and whenever we want [e] [email protected] [p] +61 2 8038 5098 [w]
  • Hybrid events do not replace your live eventthey only serve to expand your reach and get more people to attend in person next time. TIP: Extend the life of your event and start by investing with a post event hybrid portal. Maximise the content created from the live event to engage those that could not attend and increase your opportunities to maximise leads. [e] [email protected] [p] +61 2 8038 5098 [w]
  • THEN: We used printed program guides [e] [email protected] [p] +61 2 8038 5098 [w]
  • 21% of event planners see Mobile Apps as a top priority investment for 2013. [e] [email protected] [p] +61 2 8038 5098 [w]
  • Uptake is correlated to Event App promotion but generally between 10% and 45% depending on the tech friendliness of the audience. [e] [email protected] [p] +61 2 8038 5098 [w]
  • NOW: Mobile Apps ARE replacing the event guide. [e] [email protected] [p] +61 2 8038 5098 [w]
  • CHALLENGE: Organisations are adapting the app but it becomes an app for the sake of having an app at the event and not really being used. To overcome this, you need tactics to increase adoption and engagement rate. Encourage communication with the speakers and receive real time immediate responses Posting regular updates and exciting images Encourage feedback with a prize incentive Give the audience plenty of reasons to check in with their event app [e] [email protected] [p] +61 2 8038 5098 [w]
  • THEN: Badges were plain & simple. [e] [email protected] [p] +61 2 8038 5098 [w]
  • NOW: Badges are smart. RFID technology in badges enables us to understand the attendee better and respond to their needs more rapidly. As soon as you scan their RFID badge, you gain access to all their registration data including demographics, interests and profile [e] [email protected] [p] +61 2 8038 5098 [w]
  • Case study: The Manhattan Cocktail Classic Not only does the RFID badge help you understand your attendees, but it also enhances their event experience via voting, real time feedback, sharing of ideas Here is an example where attendees voted for their favourite cocktail and the winner was decided on the night by peoples choice. [e] [email protected] [p] +61 2 8038 5098 [w]
  • THEN: Feedback forms were cumbersome. [e] [email protected] [p] +61 2 8038 5098 [w]
  • 54.7% of companies pay $100/month or less for Social Media Monitoring tools [e] [email protected] [p] +61 2 8038 5098 [w]