Event Planning Series - Event Management (Part IV)

Make each attendee feel welcome

An effective approach to ensuring that each participant feels valued is by providing individualized attention. For larger gatherings, it is advisable to collaborate with your team to guarantee that every individual receives a personal welcome and engagement throughout the occasion. In the case of events with fewer than thirty attendees, it is important to actively engage with each person. For business networking functions, take the initiative to circulate among various groups, introduce yourself, and initiate conversations. During tours or workshops, make an effort to remember participants' names and address them accordingly. Utilize breaks or meal times to interact with them, asking simple questions such as their reason for attending, their origin, occupation, and expectations for the event. Express gratitude for their presence and ensure they feel welcomed for future gatherings.

Event brochures or welcome packets

Event brochures play a crucial role in enhancing event marketing and overall quality. Even for smaller events, providing attendees with an event brochure or welcome packet upon arrival can create a more welcoming atmosphere and convey a sense of efficient organization.

The brochure can include details such as the event schedule, information about guest speakers, profiles of sponsors, the event hashtag encouraging participation, upcoming event dates, your website link, and social media handles. By following the brochure, attendees can easily keep track of the program and understand what to anticipate. Moreover, it serves as a valuable reference tool post-event, enabling attendees to reflect on their experience and delve deeper into specific topics of interest.

Icebreakers

Upon arriving at an event, many attendees may feel uncomfortable, especially if they do not know anyone there. Those who come with acquaintances may be inclined to stick to their familiar circle, limiting their interactions and potentially making the event more awkward for solo attendees. Furthermore, even those who arrive with friends might desire to engage with new people but may struggle due to shyness.

To alleviate this initial discomfort, consider incorporating icebreakers into the event. An effective icebreaker involves having participants introduce themselves, share their origin, interests, and expectations for the event, or an interesting fact about themselves. Alternatively, you can organize quick social games with a prize as an incentive. For instance, you could distribute halves of torn playing cards to attendees and encourage them to find their matching halves before the event concludes. Offering prizes like discounts, extra raffle tickets, digital products, or other desirable items can motivate participation.

By fostering a welcoming atmosphere and addressing social awkwardness, you can enhance the overall comfort and enjoyment of the event for all attendees, including yourself.

Event engagement Apps

There are numerous mobile applications that serve as comprehensive systems for organizing your event. These apps allow you to communicate announcements, notifications, and updates to participants. They foster interaction among attendees before, during, and after the event. Typically customizable, they provide ticketing solutions, a platform for sharing event photos, and more. The networking and social features of these apps are valuable additions that enhance the event experience for attendees and encourage their participation in future events.

As the landscape of popular apps and software is constantly evolving, I refrain from recommending specific vendors. Instead, you can conduct a search on Google, the Apple App Store, or Android's Google Play using keywords like "event management app" or "event networking apps" to discover numerous options. Look for free demos and read reviews to identify the most suitable event engagement app for your specific event requirements.

Genadinik, Alex, Event (2014) Planning: Management & Marketing For Successful Events, Kindle, ISBN: 1519178204,