The day of the event (DOE) represents a major influx of responsibility for both the organizer and the attendees. Organizers have to manage a myriad of variables to ensure a successful event from catering coordination to registration to setting up tech requirements, wrangling presenters and more. Attendees have fewer responsibilities but ideally they’re coming into the DOE with the desire to learn, network and/or do business. The multi channel marketing strategy focuses on distributing the traditional pressure of event days through the entire pre & post event campaign. Using the multi-channel approach can help make the DOE far less stressful and chaotic for all involved. Of course, planning & organization are both central to executing a successful event; here are some suggestions for managing the day of the event.
Begin at the very beginning. Before you plan or schedule the pre-event efforts consider what items you anticipate having on your “to do” list on the DOE. Then look at how you can distribute management of them in the pre-event stages so when you get to the day of the event there is less to worry about.
- Make sure you’ve set up a series of informational emails or a website for support staff and presenters. They should know what is expected of them; where to be at what time on the day of event, deadline for submitting, tech requirements for laptops and presentations, etc.
- If it is a large event like a conference, let attendees set their schedules early to establish presentation expectations and to cut down on people asking questions.
- Delegate the compartmentalized or smaller tasks, like catering and registration, to someone with fewer things to worry about on the DOE.
- Delegate the updates of social network applications during the event such as Twitter, blogging and Facebook updates.
Identify three main goals you have for the DOE. They should be tied to the larger goals of the full multi-channel campaign but focused particularly on the day’s events. Then make these three things your mantra. It will keep you focused and make decision making a little easier when you have already identified your priorities.
- To ensure attendees walk away with the information/material they came looking for.
- Make sure messages, observations and news from the event are captured for post-event newsletter/follow-up or to share with those who could not attend.
- Facilitate smooth running presentations to ensure everyone gets to present and/or learn.
- Help make networking as easy as possible for attendees and vendors alike. Assign a QR code to every attendee so they can simply scan to exchange information. Or, offer team with a local print shop to offer discounts on business cards so they have something exchange.
Maximize the multi-channel opportunity. Using new channels for communicating is just as relevant on the DOE as it is to support the pre & post-event variables. Keep in mind ways you can use them to create a more accessible and effective event
- Use SMS to send attendees a link to their event schedule on the morning of the event.
- Consider a live webcast or recorded podcast to share the event with those who weren’t able to attend. Webinar replays can be used as a review for those who attended as well as a customer acquisition process in your grand lead generation conference strategy.
- Place QR codes or Microsoft tags on presentations, collateral or exhibition displays to enhance attendee’s interaction with content.
To find out more about how to better use the multi-channel approach to events on the actual day of the event, tune into the June edition of Webinar Wednesdays, June 9th from 1:00-2:00 p.m. CDT. Visit events.webinarresources.com/WebinarWednesdays to save the date and receive a reminder for the June 9th event.
And don’t forget the May edition of Webinar Wednesdays on May 12th from 1:00-2:00 p.m. CDT. We will cover Phase 2: Pre-Event Efforts of Successful Event Planning. Visit events.webinarresources.com/WebinarWednesdays to register for our May 12th Webinar Wednesday session. You can view replays of past webinars at our Webinar Resources replay portal.
Peter Muir, president Bizucate Inc.