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How do you stay ahead of your event attendees' and stakeholders' changing expectations?

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As an event planner, you know how challenging it can be to keep up with the evolving needs and preferences of your attendees and stakeholders. Whether it's adapting to new technologies, trends, formats, or safety measures, you need to be proactive and flexible to deliver a memorable and successful event. In this article, we'll share some tips on how to stay ahead of your event attendees' and stakeholders' changing expectations and how to create engaging and interactive experiences for them.

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Brian Martin

Marketing Consultant of the Year (North West) 2024 | Marketing Manager: Value Match | Trustee: M2 SPED Awareness |…
Faisal Pyepar, BscTEL, OOH

Pulse LinkedIn Influencer of 2023 | Marketing & Billboard Consultant | PR Executive Airtel UG | Copy Writer - Join me…

1 Know your audience

The first step to staying ahead of your event attendees' and stakeholders' changing expectations is to know who they are, what they want, and how they behave. You can use various methods to collect and analyze data about your audience, such as surveys, feedback forms, social media, analytics, or CRM tools. By understanding your audience's demographics, preferences, pain points, goals, and behaviors, you can tailor your event content, design, and delivery to match their needs and interests.

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Brian Martin

Marketing Consultant of the Year (North West) 2024 | Marketing Manager: Value Match | Trustee: M2 SPED Awareness | Keele - MSc Management with Marketing | MCIM
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Pre-event surveys are a great way of understanding the persona of your event audience. Ask potential attendees what they're hoping to get out of the event. Set-up ongoing dedicated channels for attendees and stakeholders to share their thoughts leading up to the event.

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Irina D.

Marketing and Communications Manager and Event Coordinator at Dubai International Content Market -DICM #MediaStrategist || Content Acquisition Specialist || Events Maven || 10+ Years in Media & Entertainment ||
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Continuously research your target audience to understand their evolving needs and preferences. Surveys, feedback forms, and social media listening can provide valuable insights. Also, maintain open and regular communication with stakeholders and attendees. Share updates, ask for input, and address concerns promptly.

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2 Embrace innovation

The second step to staying ahead of your event attendees' and stakeholders' changing expectations is to embrace innovation and explore new ways to create value and differentiation for your event. You can leverage new technologies, such as virtual reality, augmented reality, gamification, or live streaming, to enhance your event experience and reach a wider audience. You can also experiment with new formats, such as hybrid events, unconferences, or hackathons, to offer more flexibility and variety for your attendees. You can also look for inspiration from other industries, such as entertainment, education, or marketing, to find new ideas and best practices for your event.

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Brian Martin

Marketing Consultant of the Year (North West) 2024 | Marketing Manager: Value Match | Trustee: M2 SPED Awareness | Keele - MSc Management with Marketing | MCIM
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Pre-event surveys to attendees what they're hoping to get out of the event. Set-up dedicated channels for attendees to share their thoughts on the up and coming event. Monitor event hashtags, mentions and direct messages for real-time feedback. Regular engagement with key attendees through meetings and touch points to discuss their expectations and any changes they'd like to see. Embrace event management software that offers analytics and data to understand attendees behaviour and preferences. Develop detailed personas of the typical attendee. Update these personas on an on-going basis based on feedback and data to better tailor your events.

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3 Communicate effectively

The third step to staying ahead of your event attendees' and stakeholders' changing expectations is to communicate effectively and transparently with them before, during, and after your event. You can use various channels, such as email, social media, website, or mobile app, to inform your audience about your event details, updates, agenda, speakers, sponsors, and partners. You can also use these channels to engage your audience with relevant and timely content, such as teasers, tips, stories, or polls. You can also solicit feedback and suggestions from your audience and stakeholders to improve your event and show that you value their opinions.

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Brian Martin

Marketing Consultant of the Year (North West) 2024 | Marketing Manager: Value Match | Trustee: M2 SPED Awareness | Keele - MSc Management with Marketing | MCIM
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Tailoring your event ad experience to individual preferences is a great way of communicating effectively. Data and automation can support this strategy. Offering personalised recommendations for workshops, sessions or networking opportunities is a great way to create a more engaging and relevant experience to the attendee. I've also seen apps utilised during events for real-time engagement, live polls, surveys and push notifications when specific workshops or sessions are about to begin.

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4 Be adaptable

The fourth step to staying ahead of your event attendees' and stakeholders' changing expectations is to be adaptable and ready to deal with any changes or challenges that may arise during your event planning and execution. You can use various tools, such as project management software, contingency plans, or risk assessments, to plan ahead and anticipate potential issues and solutions. You can also train your team and partners to be flexible and responsive to any changes or requests from your audience or stakeholders. You can also monitor your event performance and feedback and make adjustments as needed to ensure your event goals are met.

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Brian Martin

Marketing Consultant of the Year (North West) 2024 | Marketing Manager: Value Match | Trustee: M2 SPED Awareness | Keele - MSc Management with Marketing | MCIM
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Unpredictable events can happen, it's crucial to have a crisis communication strategy ready. Keep attendees and wider stakeholders informed during emergencies or disruptions. Transparency can mitigate concerns and build trust.

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5 Create engagement

The fifth step to staying ahead of your event attendees' and stakeholders' changing expectations is to create engagement and interaction for your event. You can use various strategies, such as personalization, storytelling, networking, or gamification, to make your event more relevant, memorable, and fun for your audience. You can also use various tools, such as live polls, Q&A sessions, chatbots, or social media walls, to encourage your audience to participate and share their opinions, questions, or experiences. You can also reward your audience for their engagement and loyalty, such as with badges, prizes, or recognition.

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6 Measure impact

The sixth and final step to staying ahead of your event attendees' and stakeholders' changing expectations is to measure the impact and outcomes of your event . You can use various metrics, such as attendance, satisfaction, retention, conversion, or ROI, to evaluate the effectiveness and success of your event. You can also use various methods, such as surveys, testimonials, reviews, or analytics, to collect and analyze data and feedback from your audience and stakeholders. You can use this information to identify your strengths and weaknesses, learn from your mistakes, and improve your future events.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Faisal Pyepar, BscTEL, OOH

Pulse LinkedIn Influencer of 2023 | Marketing & Billboard Consultant | PR Executive Airtel UG | Copy Writer - Join me for the quirkiest branding, marketing, PR, and #OOH adventures
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Post-Event Analysis: Evaluate the event's success against key metrics and feedback. Identify areas for improvement and future optimization. Measure metrics like attendance, engagement, feedback, and goal achievement. Identify successes and areas for improvement. Segment feedback, assess technology, and benchmark against past events. Turn insights into actionable changes for future events. Continuous learning and adaptation ensure your events evolve and exceed expectations.

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How do you stay ahead of your event attendees' and stakeholders' changing expectations?

1

2

3

4

5

6

7

1 Know your audience

2 Embrace innovation

3 Communicate effectively

4 Be adaptable

5 Create engagement

6 Measure impact

7 Here’s what else to consider

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How do you stay ahead of your event attendees' and stakeholders' changing expectations?

1

2

3

4

5

6

7

1 Know your audience

2 Embrace innovation

3 Communicate effectively

4 Be adaptable

5 Create engagement

6 Measure impact

7 Here’s what else to consider

Live Events

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感谢您的反馈

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