Let’s be honest: no one likes a registration process that drags on with question after question and clicks. It’s almost like ordering a pizza but having to enter every topping one by one. Not exactly a fun experience . 

Now, flip it around! You’re the one running the event. You’ve spent months planning the perfect speaker lineup, creating an awesome agenda, and building anticipation. But when your attendees hit that clumsy registration process? They’re out before they’ve even signed up. As an event organizer, this is your worst nightmare. 

Registration isn’t just about capturing info. It’s your first handshake with your attendees.

Your registration process is the first interaction attendees have with your event. If it’s smooth, simple, and enjoyable, they’ll be excited about what’s to come. 

If it’s tricky…. they’ll lose interest before you can say “early bird discount.”

 Trust us when we say this, you want to make them feel like they are the real MVPs starting from your registration all the way to post-event follow ups.

Let’s unpack this.

In a world where every event is fighting for attention, whether it’s a sold-out Taylor Swift concert or the latest superhero movie premiere, how you welcome people matters. 

Reflect Your Brand’s Values

A seamless registration shows you care about the details. If you’re promoting a cutting-edge tech conference, your registration needs to reflect that – a clean design, no technical hiccups, and a painless process. It sets expectations. If potential attendees see you’ve put thought into registration, they know you’ve put even more thought into the event itself.

Make It Personal

When your favorite streaming service recommends shows based on what you love, it feels like they just get you. 

Your event registration can do the same. With the right tech, you can personalize the process with tailored content for a red-carpet attendee experience. 

Features like real-time updates to the form or dynamic questions can help keep attendees’ attention and, most importantly, keep them from dropping off halfway through.

Think about it: If Taylor Swift can drop surprise albums that feel like they were made for you, your registration, too, can make attendees feel like the event was crafted with them in mind.

Build Trust Through Transparency

No one wants to feel like they’re handing over personal data to a black hole. Let attendees know exactly how their info will be used. Think of it as a promise. When attendees trust you with their data, they’ll be much more comfortable committing to your event.

Always add a link to your terms of service and privacy policy.

Engage Beyond the Registration

Registration isn’t the end. It’s the beginning of a conversation. Post-registration communication is like keeping in touch after a great first date. You’ve got to maintain that connection !

Automated follow-ups and personalized event details based on attendees’ interests are great ways to keep the energy going. Timely updates keep people excited and looking forward to what’s next. Reminding attendees about your event does the same thing. It keeps them engaged and ready to join.

PRO TIP: Use registration software that lets you schedule emails within the same platform. If it has an AI integration for content generation like vFairs – even better.

So, What Does This Look Like in Practice?

Imagine you’re hosting a sustainability-focused event. Instead of just asking for the usual name and email, your registration form digs a little deeper. For example, you ask attendees about the environmental issues they care most about. 

Then, post-registration you greet them with a welcome message that shows your event is committed to those topics. You keep them updated with real-time event details, and, after they sign up, invite them to a special webinar with well-known climate activists. 

At this point, the attendees are not just coming to an event but joining a movement that resonates with their values.

Registration should never feel like a task on someone’s to-do list. It’s your chance to show your audience why your event is worth their time. Make it easy, make it personal, and above all, make them feel like they’re part of something bigger. After all, no one wants to feel like they’re just filling out another form in the middle of a busy day! 

For more event registration tips and tricks, read our blog.

Please spare 2 mins to share your feedback about this newsletter with us here.

But we’re about to tell you that savvy event technology isn’t all you need to keep your attendees engaged.

Let’s clarify this with a food analogy: You have all the ingredients to make a perfect meal BUT you don’t have a recipe! Will you still be able to make that meal? Well, you could try but no chance you get it done perfectly without the right measurements or knowing when to add what ingredient!

Events are the same way. You cannot throw event tech at your attendees and expect them to just… engage. You have to set them up for success with the right people around them and an event theme that screams “hey this was made just for you!”

So how do you do that? The answer = niched down hyper focused events

Events with a specific theme that resonates with your target audience can be a lot better than hosting mega events without a focus segment. This way, your attendees stay invested feeling like they belong, and you also amplify your message.

Now you know the ‘what’ behind event success but you can’t execute without the ‘how’.

Don’t worry we won’t leave you hanging. We’re sharing a few tips for planning a niche event and how to add event tech into the mix.

• Build communities around a shared interest. You need to find people who have a shared interest. Let’s say your niche is AI; find people who have an interest and want to learn about this. Then, host an event for that specific audience in mind with interesting sessions around AI and its use cases and how your product helps with it. Post event you can ask you attendees to join a Slack or WhatsApp channel or a discussion group.
  We recently had Liz Lathan on our podcast who shared tips on building communities, listen to the podcast to learn more.
• Keep your attendees in mind while designing your event. From the content down to the food (we’re not still talking about food, are we? ) – curate the experience specifically and intentionally for your attendees according to their interest.
• Gamify the theme of your event. To ingrain it even further with your attendees, you can plan games around the theme of your event so it’s easier to digest (a food pun was the only thing missing ).
• Smaller can mean better. More attendees doesn’t mean more engagement. Instead, focus on inviting people with shared interests even if that means a smaller head count.

An Example from Our Playbook: vFairs Dinner in NYC

We practice what we preach! vFairs hosted an exclusive dinner for our customers and prospects in NYC last week. The event was intimate, casual, and a lot of fun. The food was absolutely fantastic, but the conversations were even better! (we admit, food might be the running theme of this newsletter )

Why it works: People buy from people, not brands. Our team including the CEO, Muhammad Younas, sits down with 10-15 customers and prospects. The guests have direct access to the man driving the vFairs vision forward. They chat about their events, their problems, plans for upcoming events, what they’re seeing at other events and so much more.

As for us, we get the perfect opportunity to share our expertise, give specific advice and of course, convince them about how our tech can make their lives easier. These kind of interactions are extremely personal and create an affinity between vFairs and our guests. They are more inclined to consider us for their next event.

Don’t be afraid, let AI take over. From the first day of planning your event to curtain call – AI tools can streamline every step for you!

This way, you get to focus on creating engaging and memorable experiences for your attendees. You can be as creative as you want because AI is handling the mundane!

However, it’s easy to get lost in the constant flurry of new AI tools. Trust us, you don’t need them all!

vFairs CRO Michael Burns, proved this at DiscoverNext User Conference in Toronto. Micheal showed the audience 13 use cases and 10 tools (you’ll get 3 of these tools built-in if you use vFairs platform).

Now, we don’t like gate-keeping so here is a brief run down just for you!

Planning Phase

Tools like ChatGPT can help create quick event planning checklists so you take care of everything necessary. Specify basic details for your event in the prompt like “number of attendees” or “budget”, etc.

If you’re running a conference, managing and creating an agenda full of informative sessions is a massive take-on. vFairs AI Assistant can take care of creating session titles, descriptions, and speakers bios.

Find event sponsors by curating your pitch for them. Send bulk but specific emails to each prospect through tools like Clay.

Event Marketing Phase

No graphic designers, no lengthy ideation process, it all happens in minutes. Leverage adcreative.ai and create on-brand creatives for your online ads.

Use tools like Canva to generate event site collateral and unique high-quality images.

In-Event Phase

Focus on welcoming your guests and use facial recognition AI tools like FieldDrive to check them in completely hassle-free.

Onsite customer and tech support is also easy to manage without dispensing manpower. Train AI chatbots like Chatbase and they can answer attendee questions for you.

Use AI matchmaking to encourage attendees to meet the right people and create lasting relationships.

Post-Event Phase

AI can still be useful after the event is over by helping you understand how your event performed and analyzing attendee experiences. You can extract useful information and insights from the event by asking questions from vFairs AI Reporting Chatbot. You’ll get performance metrics within a few seconds.

If your attendees loved the sessions, reuse and repurpose that content for blog posts, newsletters, or social media with vFairs AI assistant. Within a few minutes, you’ll have content you can edit and share to extend the life of your event and even reach new audiences.

This is a non-exhaustive list. We could go on, but we’ll stop here before we lose you. If you’re curious, read our blog that covers 20 ways academia event planners like you can leverage AI.

You can no longer rely on cookies for tracking attendee behavior so what now? You leverage events of course!

Events are a goldmine for collecting and analyzing first-party data from your attendees and we’re here to tell you why.

1. Collect Authentic Audience Insights

When your attendees come to your event, they bring with them their preferences, their expectations, and all their current and future requirements. All you need to do is ask them through surveys and polls. You’ll get all the information you need, and more!

2. Gather Comprehensive Behavioral Data

A visit to a booth, sitting down for a valuable session, playing a game – your attendees are busy doing stuff that interests them. This is behavioral data that can be irreplaceable for you when you’re gauging event success. Knowing what kept your attendees busy can tell you what worked well at your event.

3. Get Enhanced Engagement Metrics

Events can also help you gather information about who attendees engaged with and how. So chat metrics, booth visits, webinar views or onsite session check-ins, and general attendance data are all valuable finds.

Events offer the best first-party data marketers can hope for. But how can you leverage it to enhance your event strategy? Here are some action items to consider:

• Gather pre-event data by asking registrants to fill out a survey. Use that information to execute an even better experience curated for them.
• Collect real-time data to gauge the success (or lack thereof ) of your event as it happens. This can help you improvise and think on your feet – quickly!
• Post-event data is an asset when you debrief and analyze your event’s outcomes. See what to keep, what to stop, and what to add for your next events.

Want to read more on the importance of first-party data and what you should track? We’ve got it all here.

Here are 4 ways you can turn your next event into a networking goldmine:

Break Ice Easily

Networking can be daunting, but customized badges with short prompts like “I work in sales” or “I love talking about cats” can be fantastic icebreakers. It’s a simple yet effective way to start conversations and connect with others who share your interests.

Embrace Experiential Networking

Imagine walking into an event and diving into a unique networking experience. Spatial networking allows attendees to connect in immersive, virtual spaces, adding an extra layer of excitement and depth to your interactions.

If you want to take it up a notch, consider hosting your event in the metaverse. Let attendees roam around and network with others through their digital avatar. The unique experience will remain memorable long after the event is over.

For more focused and intimate discussions, round tables are your go-to. They provide a fantastic opportunity to engage in meaningful conversations with a small group of like-minded individuals.

Make Every Conversation Count

Want your attendees to save time and make the most of the event? Let them pre-plan meetings. Use the right event app that allows users to search for attendees and schedule appointments in advance. This strategic approach guarantees they only talk to people who will be valuable to them.

For attendees who couldn’t plan ahead, add features like smart matchmaking to let them find people with similar interests. This way, every connection they make is meaningful and valuable, making your event experience even more productive.

Quick Connections for Busy Attendees

For those always on the go, one-touch contact exchange using NFC technology within a mobile app can be a lifesaver. Just a quick tap, and they’ve exchanged contact details, making it easy to follow up later when they have more time.

These strategies work well to connect people at your event in the most meaningful way and let them carry these connections beyond the event.

Bonus: It always helps to share actionable networking tips with your attendees ahead of time. Take a look at this guide for some inspiration.

Now your turn! Tell us how you deliver memorable experiences at your events.

Oh yes! By giving the attendees a complete blueprint to navigate the event within the palm of their hands with an event app.

Sounds too good to be true? It isn’t! Let’s help you understand this a bit more.

Quick Check-ins

Say farewell to the chaos of longlines at entry! With an event app, check-ins become a breeze—attendees simply scan a unique QR code and enter the event. There is no friction for attendees and you don’t need large staff teams managing the entrance.

Reduce Hassle with Personalized Agendas

Help attendees navigate multiple sessions and keep track of the ones they want to attend using an event app. This also helps you monitor real-time interest and attendance levels across different sessions.

Improve Wayfinding Onsite ️

Confusion about locations can disrupt the flow of an event. Interactive floor maps within your app can guide attendees directly to their next session, booth, or meeting point without any hassle. For you, this means reduced need for signage and personnel dedicated to directions.

Offer Countless Networking Opportunities

Facilitate seamless networking with enhanced digital options. Attendees can easily share their profiles, exchange contacts, and even book meetings directly through the app. All chats and information exchanged are stored digitally, eliminating the hassle of carrying physical business cards, and picking up conversations where they were left off post-event.

Keep Them Informed with Timely Alerts

Keep everyone informed with real-time alerts about session times, venue changes, and other critical announcements. This functionality ensures that your attendees are always exactly where they need to be, making your event run more smoothly and reducing the number of inquiries to event staff.

An event mobile app makes your attendees’ lives easier and helps them maximize their event experience. More and more event planners are adding an app to their onsite events as attendees demand it. If you’re curious about what attendees want from events, grab our report here.

From the initial idea to the final execution, every step should reassure you that things are falling into place. That’s where event technology comes in. While it is crafted to provide a seamless and intuitive experience, we recommend adding a project manager into the mix.

Meet Your Event Planning BFF

Sure, event tech platforms are a breeze to use – but why settle for just “great” when you could have “spectacular”? That’s where your project manager steps in, not as a tech troubleshooter, but as your trusted advisor and partner in event brilliance.

Here’s how:

1. Experience That Inspires
Project managers are tech and event experts with a wealth of knowledge gained from helping countless events soar. They bring fresh ideas and insights to the table, turning good events into unforgettable experiences.

2. On-the-Fly Troubleshooting
Even well-planned events can face unexpected challenges. With a project manager, you have a rapid-response ally who ensures that no obstacle derails your big day. They keep things moving smoothly, no matter what pops up.

3. Customization with a Purpose
While event tech platforms offer plenty of out-of-the-box features, sometimes you need that extra touch to truly wow your audience. That’s where bespoke feature development comes in, elevating your event from great to groundbreaking. And who better to guide you through this process than your project manager, who understands your vision inside and out?

4. Master of Multitasking
With a project manager handling the detailed aspects of event tech setup, testing, and training, you’re free to concentrate on what you do best—creating memorable experiences that resonate with your audience.

5. Your Day-of Event Guide
When your event day arrives, your project manager is there ensuring everything flows smoothly. From doing final quality control to addressing last-minute queries, they ensure your event executes flawlessly.

With a project manager in your corner, you’re not just planning an event; you’re crafting an epic adventure.

Here’s the deal: making each event unique isn’t just about being different, it’s about creating moments that resonate, inspire, and stick with you longer than your favorite catchy tune. Make it uniquely yours with these actionable tips.

You can take our word for it! Our project management team is more than just praised—they’re celebrated in our G2 reviews for transforming event dreams into memorable experiences.

Why Cookie-Cutter Just Won’t Cut It

Think about it – just like snowflakes, no two events should ever be identical. And why should they be? They should be like fingerprints, reflecting the distinctive personality and purpose behind them.

Whether you’re rolling out the red carpet for a stellar hiring event or setting the stage for an epic onboarding fair, remember: matching your theme, agenda, and swag to your goals isn’t just smart—it’s downright fabulous!

Think Tailored, Not Template

Picture this: You’re at an event. The atmosphere is so spot-on, it’s as if the venue was whispering sweet nothings tailored just for you. From the decor that dances with the theme, to activities that align with the aura of the event, every element tells a part of a greater story.

Picture an agenda that’s not just a schedule but a journey, carefully curated to captivate and inspire everyone in attendance. That’s the power of customization, my friends!

Here’s the deal: making each event unique isn’t just about being different, it’s about creating moments that resonate, inspire, and stick with you longer than your favourite catchy tune. Make it uniquely yours with these actionable tips:

Tip 1: Host Smaller, More Intimate Gatherings

Scale doesn’t always equal impact. Smaller events can offer better networking opportunities and allow for more personalized interactions. Think quality over quantity; a more intimate setting can foster stronger connections and leave a lasting impression.

Tip 2: Engage Your Attendees

Make your attendees part of the experience by including them in your event agenda. This could mean inviting customers to present a case study, as seen in our Customer Conference Toronto. Or, involve them through interactive games, workshops, or live feedback sessions. When attendees contribute, they’re more invested in the event’s success.

Tip 3: Leverage Technology for Interactive Experiences

Use technology to create interactive and immersive experiences. From augmented reality photo booths to live polling and Q&A sessions, technology can add a layer of engagement and fun that’s sure to make your event stand out.

Because here’s the thing – when you embrace the uniqueness of each event, you’re not just hosting a gathering; you’re creating an experience. You’re weaving together moments that linger in the memories of your attendees long after the event has ended.

Isn’t that every event planner’s dream?

Feeling inspired? Jump into the fun by filling out our quick poll. Share your thoughts, spill the tea on your event customization experiences!

But don’t freak out! There is still one first-party data source that could be your knight in shining armor: events!

So how can events help? Let’s take a quick look:

1. Instant & Direct Feedback

Pre- and post-event polls, Q&A sessions, live roundtables, and attendee satisfaction scores at events can all provide instant feedback directly from the source.

2. Attribute MOFU Touchpoints

Forrester’s research on B2B buying says buyers can have up to 27 touchpoints making the sales cycle non-linear. Buyers decide on marketing information, research, and even word-of-mouth. Events can help you attribute those MOFU sales by offering direct communication and feedback channels to record buyers’ behavior.

3. More Accurate Data

Recurring events that happen every day or repeatedly over time, can often present more reliable insights from the same target audience. It can be easier to trace patterns by analyzing your audience’s behavior to similar stimuli.

4. Event Tech Integration

Event technology is having its moment – especially for in-person events. Integrations like check-in software, lead-capture apps, and real-time engagement metrics can all help organizers gather data that would’ve been hard to collect otherwise.

5. Exploring Customer Journeys

Tracking the right part of the attendee’s journey is crucial to creating impact and influence. Events can help organizers track attendee journeys so you don’t waste time with less-than-useful data.

6. Real-Time Insights

Collecting real-time data is easier than ever with event technology. You can track what’s working and what’s not to make quick adjustments on the spot or make notes for future events.

The importance of first-party data will never diminish. Fostering direct relationships with your customers and audiences through events means you don’t have to rely on third-party cookies.

More and more organizations will turn to events for data collection. Now is the right time to prepare for the future – are you ready?

Read more here.

We saw a huge shift back to in-person events (about time too!) with innovative use of technology. Organizers focused on creating optimized and branded registration experiences for attendees.

However, 2024 looks to be moving in a slightly different direction and we’re here to predict where it’s going. Here’s what our CEO Muhammad Younas, and other event industry experts have to say:

Focused & Purpose-Driven Events

Gone are the days of boring events that leave you wondering why you even bothered attending…

Younas believes that attendees no longer want to attend events without a key focus or a quantifiable outcome. As an event organizer, you’ll need to host events with a purpose such as building community, improving DEI efforts, or creating awareness.

Innovative AI Use Cases

In 2023, AI in events was focused on improving productivity and automation. You must’ve tried your hand at writing the best prompts too!

In 2024, Younas expects the tide to turn towards decision assistance. You’ll be able to deep dive into data with the help of AI tools like reporting chatbots. We will see AI used for content repurposing, networking, and self-serve event setups – impressive right?

New Networking Opportunities

GCB (German Convention Bureau) presented research at IBTM (Incentives, Business, Travel & Meetings) week in Barcelona that said 91% of attendees show up at events to network. Based on our own customer data, Younas predicts organizers will focus on creating new ways for attendees to network – with what he calls “planned serendipity”. Event mobile apps will take the spotlight for networking opportunities that go beyond the confines of onsite venues.

Events as a Data Source

The future is one without cookies (and no not the edible kind).

The end of third-party cookies means a need for more reliable sources of first-party data. In 2024, Younas believes event data will take center stage and fill that gap. Events will help organizers understand their audience better through attendee behavior and provide actionable insights.

The Great Attendee Welcome

Wowing attendees at in-person events will be a major focus for event organizers in the coming year. Julius Solaris predicts that how you greet attendees will strongly impact the positive attendee satisfaction scores – a whopping 20-30%!

Immersive Attendee Experiences

In 2024, events will evolve into sensory playgrounds. This post predicts that we will see event organizers use more innovative ways to create immersive experiences. Augmented reality, interactive popups, and creative installations – everything is fair game.

Want to read more about event trends and future predictions? Here’s an excellent blog.