Attendee management is the act of taking proper care of guests at an event. The event could be a wedding, birthday, corporate event and others. When planning an event, it is important the event is centered on creating a memorable and enjoyable guest experience.
Below are some factors to focus on when planning your event for a lasting positive impression about your brand and event.
- Know Your Audience: The audience of an event varies from one to another. For example, the target audience for a corporate event differs from that of a kid’s birthday party. Consider the age group, social preferences, entertainment preferences, slangs etc, this would help tailor your event accordingly.
- Pre-Event Management: Build anticipation for your event with discussions about the event, customized PR invite boxes, share sneak peeks of the planning process, behind-the-scenes contents on social media platforms before the appointed date of the event.
We see our customers as invited guests to a party, and we are the hosts. It’s our job every day to make every important aspect of the customer experience a little bit better.
– Jeff Bezos
- Elevate Attendee Experience with Entertainment: Incorporate interactive activities such as games, photo booths, networking activities, themed performances contributes to proper attendee management.
- Stress Free Registration Process: Implement a seamless registration process to set a positive tone of the event. Stress free registration process like online registration, scanning of QR codes and availability of enough digital systems for on-site registration. This helps in managing arrivals and guests check in.
- Venue Selection: Carefully select a venue that goes along with your event design layout, consider factors like the seating arrangements, accessibility, size of the hall, lighting and temperature of the hall, easy accessibility to the restrooms, and also to the vendor’s stations.
- Event Theme and Décor: A well decorated venue contributes to the overall atmosphere of the event and also sets the mood, making the event more memorable. Choosing the right theme color is an essential key of event planning.
- Distribute Souvenirs: The right souvenir is a quality investment to preserve memories, build brand awareness and loyalty.
- Culinary Experience: Creating an all-inclusive food menu demonstrates thoughtfulness to the needs of your guest. In some cases, send out an email survey before the event to have a sense of the catering requirement for your guests. Have your menu properly labeled for easy identification for attendees with specific dietary needs or restrictions.
- Incorporate Wellness Breaks: These wellness breaks provide guests with an opportunity to relax, recharge and prioritize their physical and mental well-being during the events. These breaks can be based on setting of comfortable and aesthetically pleasing relaxation zones where attendees can unwind. This is a great consideration for a corporate event.
- Feedback Mechanism: Gather feedback from each event. This helps to analyze what worked well and highlight areas for improvement. This information is then used to enhance the future events.
In conclusion, it is important to prioritize attendee experience when planning an event. This is essential for the success and overall satisfaction of the event. When guests feel valued and engaged, they are likely to have a positive perception of the event and its organizers, which can lead to an increased attendance at future events, positive word-of-mouth promotion.
