Event management is all about untangling the complex threads woven around an upcoming event into delineated strands of clear processes. If you are managing an event, you need to optimise the different event management processes so that an incremental improvement in all aspects can lead to a successful final execution of the overall project. This will eventually result in greater attendee engagement, higher ROI and save you many hours dealing with last-minute changes and other exigencies.
The question that naturally arises – how to go about it?
For starters, you need to have complete control of the event so that you can deliver an enhanced customer experience from your fingertips. Another critical aspect is to ensure a defined structure for the overall event management process so that the tools and systems you use to execute events can be benchmarked against best practices for future planning.
To ensure successful execution of event management processes, there are certain questions you should ask yourself. Here are some of them:
#7 Is the Tech Vendor Aligned With My Event Objectives?
The event management technology you select should be directly aligned with your event goals. For this, clear and transparent communication with your supplier is of critical importance.
Are your objectives met by the vendor you have shortlisted?
For example, you might need automated registration, attendee tracking, budget management but not venue sourcing. Or you could need a mobile app to manage an event instead of using a website. With different vendors providing different features in their technology, you need to make an informed and judicious choice after doing some solid research.
#6 Is My Registration Process Optimised?
Registration is not just another event management process where your job is restricted to tracking the attendees and gathering their details. You can further optimise it by having customised registration options like integrating payment systems, pre-event surveys, session scheduling and more. Gaining visibility over the event beforehand gives you good insight of your audience’s personality traits, creates a lasting first impression and saves time and frustration.
#5 Have I Helped My Attendees Understand the Event Tech?
Let’s admit it. Not everyone in this world is tech-savvy. Even with commonly used technology, say Windows 10, very few people explore the different features that are available. So, if your event management process uses a smart badge, a mobile app, or any other specialised technology, you will need to educate your attendees much before the event on how to maximise their use of the services being provided and to have an enhanced event experience. Remember, any frustration caused to the attendee due to a lack of knowledge or communication will reflect poorly on the event and you.
#4 Have I understood the AV Equipment To Be Used At the Event?
Audio-visual support is essential for the success of any event. Any glitches or malfunction can create a poor impression on the attendees. Find out about the onsite support available, get some hands-on experience of the equipment yourself and prepare some backup in case things go south on the day of the event.
#3 Have I Planned For Employee Engagement On the Event Day?
Imagine you have planned and announced your event with much gusto but forget everything about attendee engagement on the D-day. Using event technology will allow you to send push notifications and direct messages, apprising your attendees of every necessary update. This will help them navigate through the entire event process in a smooth manner, avoid confusion, and get more out of their experience.
#2 Have I Checked the Onsite WiFi?
The success of your event depends on how efficiently you leverage event technology, which in turn depends on high speed WiFi. You need to get the WiFi pre-tested and checked for bandwidth, accessibility, and speed, so that on the day of the event, your network works like a dream. You wouldn’t want any quibbles and cavils from attendees about the internet not working, right?
#1 Do I have a clear understanding of back-end operations?
As an event manager, you need to have a deep understanding of how all back-end operations work. This is important while selecting any vendors or contracting workers, and when you require visibility during the planning stage. The success of the event ultimately depends on how well you can communicate with all the contacts involved in the event management process, and the relationships you build with everyone.