Expert insights

11 ways to make your next event a success with Events Hub

14 September 2017

Make the most out of your event - Our Events Hub provides step-by-step support with a website, app and email strategy for your event.

Here’s 11 top tips on how to make our Events Hub technology work for your next event.

1. Before you do anything else, nail your event brief

Whether you’re planning an employee recognition event, an outdoor occasion or a high-tech conference, the top question for your brief is: what outcome should this event deliver?

“If you don’t capture the key objectives of your event upfront, you’re never going to deliver value for money,” says Alisdair Ross, national head of resource planning for Capita Travel and Events.

And of course, this will also help you book the right venue for your event – which we look at in more detail in our must-read tips for smarter venue booking.

2. Build a hub for your event

Creating even the most simple website for your event provides a place for attendees to find key info, register and engage: “With Events Hub, we can build a site that’s totally customised to your event,” says Ross. “If it’s a gala dinner, we’ll add a page on the dress code and entertainment; if you’re going overseas, we’ll make sure there’s advice on visas and local laws and culture.”

Different pathways can also be created for delegates, exhibitors and VIPs to access the right information.

3. Get the event invite right

To maximise attendance, every piece of event communication should be carefully targeted at your audience: “We work closely with customers to get the tone of voice right for their business and the different groups they may be inviting,” says Ross.

He advises sending out invitations at least six weeks ahead: “And if you’re emailing, think about when it will arrive in their inbox – sending it at 10am on Monday or Tuesday will get more attention than a Friday afternoon when they’re about to head home.”

For more advice on getting delegates to sit up and take notice of your event, see Ross’s article on building audience engagement.

4. Use Events Hub to manage your event emails

With Events Hub, automated nudge emails can be sent out to remind invitees to RSVP, and registered attendees can be sent email confirmations and text reminders.

Organisers can also access the hub at any point to send out customised messages or quick reminders to delegates.

5. Try paperless check-in

Having an online hub for your event can help you collect and track all your event data in one place, starting with delegate arrivals: “Checking your guests in on your iPad, rather than ticking off names on a paper list, means you’re collecting accurate, live data on attendance rather than trying to collate that after the event,” says Ross.

6. Track your delegates

Giving attendees trackable electronic badges on the day could provide more useful live data from your event, such as which breakout sessions people attended, or areas of an exhibition they entered.

See our expert guide for advice on how to help your delegates feel at ease.

7. Use the Events Hub app to get instant feedback

An app that delegates can download, as with Events Hub, can be a great way to engage them on the day.

“If you want an update on how a session went, we can push out a survey or vote through the app and get instant feedback,” says Ross. “Or if you’d like to add an element of gamification to your event, we can create a scavenger hunt-style challenge to increase engagement in a playful way.”

8. Make it social

Through the Events Hub app, delegates can network and book in one-to-one meetings, as well as post social updates.

“Whether or not you encourage live social media activity depends on the nature of your company or event,” notes Ross. “Tech-savvy companies often welcome live tweeting to build buzz; but if it’s a work Christmas party, you might not want photos being posted on social media late into the night!

Having social media walls at the venue, where delegates’ comments appear live, is a good way to add interactivity without necessarily going public.”

9. Ask for feedback – and follow up later

This doesn’t just mean asking delegates whether the food and accommodation were nice (as Ross says, “that should be a given!”), but measuring how the event performed against its agreed objectives.

To assess an event’s true impact, Ross follows up with event managers a few months down the line: “Questions might include: did your key message reach everyone, from senior staff right through to team level? Did the event deliver return on investment in terms of new business?”

10. Keep your Events Hub live between events

“Networking doesn’t end at the event,” says Ross. “One customer held an induction for new graduates, so we kept the event app live for several months to help foster the connections they made on the day.”

11. Look ahead to your next event

Be sure to add all the useful info you gain from Events Hub to your wider meetings and events data, to gain invaluable insights for your event planning.

Armed with all that useful data, you should be well placed to plan your next event and can use your previous event website or app to start building anticipation.

Interested? Let’s have a chat about your company’s travel, meetings and events objectives - from the stuff that keeps you awake at night, to the everyday experiences of your employees! Call us on 0330 390 0340, or submit your details below.