Why You Shouldn’t Just Let People Show Up at Your Event

Event managers have a lot on their plates. Between coordinating with vendors, arranging for space and equipment, and making sure the event runs smoothly, there is a lot to keep track of. So it may seem like a tempting option to just let people show up at your event without registering first and having a comprehensive event communication plan. However, this can lead to several problems.

First, it can be difficult to track how many people are actually attending the event. This can lead to problems with planning and logistics, as well as confusion among attendees. Additionally, if the event is being held at a venue that requires tickets or registration, letting people show up without registering can lead to fines or other penalties from the venue. You might find a sample communication plan for events out there, but you might not know how to put that into practice.

The best way to avoid these problems is to require registration for all attendees, and to define an overall communication strategy for your event. Let’s discuss more of these below.

What Is Event Communication?

Event managers have to juggle a lot of different balls – communication is one of them. Event communication is the process of managing all communications relating to an event, from planning through execution and post-event follow-up.

This includes internal communications within the event team, as well as external communications with stakeholders, sponsors, and attendees. It can also include social media outreach, website updates, and more.

How Do We Communicate in Events?

Event communication is an essential part of any event because it helps each stakeholder understand their role in the process. Event managers should make sure they have a certain level of internal event communication in place to keep everybody on the same page.

This may include a pre-event kickoff meeting, regular status updates with stakeholders and sponsors, and more. Event managers can also take advantage of technology like Eventnook to help them coordinate communications during the actual event itself.

How Do You Write a Communication Plan for an Event?

Event communication is an important element of the event planning process. Event managers need to make sure they’re able to communicate effectively with all stakeholders, including attendees and sponsors.

This means writing a comprehensive communication plan for the event that outlines how you’ll communicate at each stage of the process. It should include communications before and during the event, as well as after. Such tools can be a great tool for tracking and managing these communications onsite and offsite.

Why Is Communication Important?

Good event communication is essential for a successful event. By establishing clear lines of communication and sharing relevant information among all stakeholders, you can avoid problems and ensure that everyone is on the same page.

This helps to ensure that the event runs smoothly and meets or exceeds expectations. Event communication also helps to build positive relationships with stakeholders, sponsors, and attendees.

In addition to event communication, event managers have a few other responsibilities as well – from planning and logistics to onsite execution, the event manager is the one who’s ultimately responsible for everything that goes down at an event. Event managers must also be skilled communicators themselves so they can coordinate effectively with stakeholders throughout the process. This includes – but isn’t limited to – sponsors, attendees, media outlets, and more. Of course being a great planner doesn’t hurt either!

Pre-event Communication – Follow up

Event managers should send out an agenda for pre-event meetings, if applicable. Event managers should also follow up with sponsors throughout this period to make sure they’re satisfied with their role at the event and that any expectations are being met.

  • Onsite communication – Event managers should always have a plan in place for onsite communications during events. The software helps remove potential problems before they happen and ensures that no tasks fall through the cracks. Event managers should also communicate closely with speakers or other media outlets so everyone is on the same page about logistics and timing down to the minute. Event managers should also communicate with attendees as much as possible to ensure that they’re aware of any changes and/or updates. Event managers should also be available for interviews from media outlets throughout the day.
  • Event post-mortem – Post-event follow-up is just as important as a pre-event follow-up! Event managers should document all feedback from external parties regarding their experience at the event whether it’s a positive or negative viewpoint so you can continually improve future events. The post-event period is also a great time for volunteers, speakers, and other stakeholders to provide constructive feedback which will help you take advantage of best practices going forward. 

What Are the Benefits of Communication?

Event managers who effectively communicate across all stakeholders throughout the process stand to gain several benefits, including:

  • Increased Event Profits- With effective communication, event organizers can increase event profits by 20% when they offer a good mix of onsite and offsite communication with the appropriate amount of detail. Event managers who continually send out updates and communicate with sponsors will see a direct impact on their bottom line. 
  • Improved Event Efficiency- Event managers can improve efficiency at events by almost 50% by using Eventnook for their communication needs both before and during events. Event managers who are able to plan their logistics more effectively will see a direct impact on their bottom line. Event managers can use Eventnook Event Management Software for an easy-to-use system that facilitates real-time communication among event stakeholders, attendees, speakers, media outlets, sponsors, and more.
  • Improved Event ROI- Event managers can improve the return on investment across all forms of marketing including keynotes, sponsorship dollars, social media exposure, and more by 30% – 50%. Event managers should communicate with all attendees throughout the process so they know how to market the event through every channel available.
  • Increased Attendance at Future Events- Event managers who frequently communicate with previous event attendees stand to bring in 5% more attendance at future events than those who don’t.

How to Perform Pre-event Communication

Now that we know why pre-event communication is so important, let’s take a look at some of the best ways to go about it. Event managers should begin by creating an event agenda and sending it out to all stakeholders including sponsors, attendees, speakers, and media outlets. Event agendas should be detailed and include specific times and locations for all events as well as any additional information stakeholders may need to know. Event managers should also follow up with sponsors throughout this period to make sure they’re satisfied with their role at the event and that any expectations are being met.

Once onsite, event managers should always have a plan in place for onsite communications during events. An event management software can help you plan your event more efficiently. Event managers should make sure to have a master list of attendee names, contact information, and roles at the event to ensure that they are able to communicate effectively face-to-face or over the phone whenever necessary. Furthermore, it’s important to have a system for inclusivity so everyone can easily connect in person throughout the event including speakers, media outlets, sponsors, attendees, volunteers, etc.

Also, event managers should be available for interviews throughout the day as well as offer press conferences before keynotes regarding all updates and changes to catch media outlets up to speed if need be.

What Should You Include in an Event Confirmation Email?

Event managers should include the following in their Eventnook Event Management confirmation email when attendees register for an event: 

  • Event agenda details 
  • Event logistics include parking, check-in location, bag pick-up, etc.
  • Session descriptions for each session at the event
  • Event sponsorships and roles available/required
  • Event location map to ensure that directions are clear

Additionally, event managers can share updates on registration status, agendas, sponsorships and more by creating posts across social channels at once. Event managers can also post photos from events between sessions so everyone knows what’s going on throughout the day no matter where they are and event managers can even live stream keynotes on Eventnook Event Management.

As an event manager, you should consider including contact information for each speaker at the event, as well as special requests from attendees to make sure they’re addressed faster. Event managers should also include parking suggestions if possible and offer a list of nearby hotels in case anyone who lives there needs a place to stay or has any other questions about logistics. Event managers should end emails by offering their email address and phone number in case there are ever any emergency changes that need to be made during events.

The Importance of a Good Event Registration System

A good event management registration system makes it easy for anyone involved in the planning process from Event Managers, Event Planners, Event Coordinators, Event Producers, Meeting & Event Planners and more to save time and money when it comes to managing events online.

Event managers can easily create a custom form for attendees to fill out so they don’t have to enter the same information twice during the registration process including names, emails, phone numbers and roles at the event which will help them save time when it comes down to addressing any last-minute changes that might come up at events such as bad weather or anything else that causes disruptions.

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