Live events are a powerful way to connect with your audience, showcase your brand, and create memorable experiences. But how do you ensure that your attendees have a positive and engaging experience at your event? Here are some ways to improve the attendee experience at live events.
One of the most important aspects of creating a great attendee experience is planning ahead. You need to have a clear vision of your event goals, theme, format, and agenda. You also need to research your audience, their needs, preferences, and expectations. By planning ahead, you can design an event that meets your objectives and satisfies your attendees.
Make sure every person working in that venue is on the same page. I understand it gets harder the bigger the venue gets but make it your goal to communicate with every supervisor every manager that you can find so that whenever a fan has a question where to go where to find some thing what the set times are that manager and supervisor can relay it to the rest of their team so that everyone that looks like they work at that venue is equipped with the right answers. It's more frustrating for a fan to get a bunch of. I don't know rather than to get an answer.
Don't forget to improve the pre-event experience as well by getting your audience engaged (e.g. collecting feedback on key questions or topics), informed (e.g. calling out certain agenda items they'd likely find appealing based on the data you have about them), and energised (e.g. countdown emails, new speaker updates, etc.). On site, remember to have strong lighting, sufficient F&B (e.g. enough coffee lines), and insightful content. Focus less on gimmicks and more on delivering useful insights to your attendees.
Something I have found to be very helpful in getting the audience interested even before the curtain rises or the house lights go out, is to have Front of House Activities. The activities can resonate with the themes presented in the play. Working in Education, I also have dramaturgical information available for the audience to peruse prior to entering the theatre. Various activities that help others market your events are great. Photobooths, a hashtag with a logo for the event, step and repeat. Getting the audience excited prior to entering the theatre is highly beneficial.
Plan well in advance and be detail oriented - site visits and rehearsals are key! + you need to match the venue and experience with your audience i.e. a more intimate experience for a C-level engagements vs. a bigger "cinematic" stage event for broader awareness driving events. Smiling welcome crew and smooth registration is also key to get an event of to a great start. Opportunity to mingle and settle in with enough F&B are also important to get the audience in the right mood!
Crew lighting video and sound and please don't forget riggers. The ones who hang lighting video and sound plus set and anything else that needs hanging up. We are experts at our game and are under appreciated quite a lot. Everyone is about the creative lot but forget we make you look good so all the lighting designers video editors sound engineers remember if riggers didn't hang your kit up correctly you would look rubbish so sorry for the rant but this needed to be said.
Another key factor in improving the attendee experience is choosing the right venue. The venue should match your event theme, size, and budget. It should also be accessible, comfortable, and safe for your attendees. You should consider the location, layout, amenities, and services of the venue. You should also visit the venue before the event and check for any potential issues or challenges.
Every venue will come with its pros and cons. Either shortage of certain areas would rise or limitations to the initial vision would be impacted as a result. Always readjust and adapt the main vision in accordance to what the venue could possibly hold. Some examples could be such as size of a stage, F&B area's size and the list goes on.
Choosing a venue is key to the success of your event, however you need to remember that you need to be working with a team at the venue that are as great as the venue itself. They’ll be the people you’re speaking with for the next 3,6,9,12 months and most importantly on the day.
An example I’ve seen is when promoters and/or venue staff are difficult to contact, sometimes, questions go unanswered and issues are not addressed in a timely manner. We arrived to load-in and the venue stage and backstage areas were all safety hazards, thus causing us to call the show hours before doors opened. It should never have happened, but it was a great learning opportunity for my tour management staff.
From an online live event standpoint, your virtual "venue" is just as important as a venue for an in-person event. However, this aspect is typically overlooked. The best way to tailor your live event experience online is to host your event on your website. This allows you to have complete control over the branding, resources shared, and puts your audience in front of relevant CTAs. If you host events on platforms like Zoom, you are: - Taking your audience away from your website - Limiting the control you have over their experience - Reducing the journey insights and data you have access to Look for a live event tool that allows you to host directly on your website.
Live music, an elegant and talented individual that plays material no one there has heard. That is the secret to my event success. I am part of 200 performance events a year. Talent is memorable , and that's what helps an event be imprinted on your clients or guests.
Technology can enhance the attendee experience by making it more interactive, convenient, and personalized. You can use technology to streamline the registration, check-in, and feedback processes. You can also use technology to create engaging content, such as videos, polls, quizzes, and games. You can also use technology to facilitate networking, communication, and collaboration among your attendees. However, you should also be careful not to overuse or rely too much on technology. You should always test your technology before the event and have backup plans in case of technical glitches.
In my experience sometimes we use technology when the story gets weak or thin in spots. Using technology to fill a gap or try and prop up the story or as a place holder during creative can have dramatic effects on the end result. Remember it all has to play a part/roll in the story telling experience. I sell extremely high end hardware for story telling solutions and In my humble opinion we should embrace technology as if it were another cast member, and be ready when that cast member does not feel like performing. Have that all important backup plan as mentioned by others. It’s all about the Story….!
Don't make the mistake of assuming that your technology for last year's meeting will be the same as the technology for this year's meeting. Take the time to have a phone call with your Event Technology team - even if it's only 15 minutes, it could save you thousands of dollars.
With the rise of AI, I am excited to see more events embrace the use of it. Technology, specifically AI, will greatly benefit the attendees overall experience. AI could be used to enhance the mobile app, provide for better analytics, and understand the specific desires of each attendee to track their experience. It’s time to embrace the change — the possibilities are endless.
Technology drives the experience, and it can make or break the entire event in a moment's notice. Lean into it by incorporating event tech in creative ways that simplify your delivery, add value and provide reportable data back to your business stakeholders. No technology application is 100% bullet-proof, but don't let those worst-case fears keep you up at night. Test all possible outcomes in advance, then confidently step forward knowing you have a solid backup plan or two just in case a pivotal moment comes to light. Smooth transitions are the key to success.
Technology has been a massive contributor to successful events. Integration with user experience via the cell phone is the easiest way to connect with every single attendee. The more interactive you can make it, the better the overall experience for the event.
Your attendees want to get value and variety from your event. They want to learn something new, gain insights, and solve problems. They also want to have fun, be entertained, and enjoy themselves. You can provide value and variety by offering relevant and useful content, speakers, and activities. You can also provide value and variety by mixing different formats, such as keynote speeches, panel discussions, workshops, and breakout sessions. You can also provide value and variety by incorporating elements of gamification, storytelling, and humor.
Attendees don't want (or need) boring panel formats. They could have watched a webinar if they only wanted to be talked at. Take advantage of the in-person format to create opportunities for people to engage and participate in ways that are only possible in person. -Pull chairs into a circle and offer mastermind sessions to help attendees solve problems. - Set up flip charts and sketch pads to create activity stations around a room. -Invite attendees to bring laptops and work through a problem or use-case. - Invite speakers from outside the industry to provide unique perspectives. - Have two great speakers debate opposing sides of a hot topic. Events are all about creativity. Make learning more fun.
Providing meaningful and interactive activities for the "down time" at events can add a memorable component which can create repeat audience members. After checking in, what will your attendees do while waiting for the event to start? Why not create a collaborative art exhibit that ties into the overarching theme?
Being a wedding planner, we keep adding lot of value to improve engagement. 1. Interactive Elements: Include games, photo booths, and social media to engage guests. 2. Seating Arrangements: Encourage mingling with this. 3. Guest Participation: Involve them in the ceremonies. 4. Music Requests: Allow guest song requests,personalized experience. 5. Surprise Performances: Plan surprise acts. 6. Speeches and Toasts: Coordinate engaging speeches to connect guests to the couple. 7. Late-Night Snacks: Offer treats to late nighters. 8. Activity Stations: Set up DIY or craft stations. 9. Dance-Offs: Organize dance competitions for entertainment 10. Wedding Storytelling: Share the couple's love story in a fun way. 11. Thank-You Tokens
Inclusivity is important. Regardless of the topic, keep it simple; less charts, more passion. Frame the dynamic so that each session transforms into a valuable conversation, and don't be afraid to let attendees drive the journey forward once in a while. Empowering the audience to contribute in creative ways will deliver high-impact results, every time.
Providing Value and Variety Story: I remember attending a marketing conference where they incorporated mini-workshops between the main sessions. These workshops offered hands-on experience and allowed attendees to apply what they learned immediately. It was a great way to provide value and variety within the event.
Your attendees want to feel involved and heard at your event. They want to interact with you, the speakers, and other attendees. They also want to share their opinions, questions, and feedback. You can encourage engagement and feedback by creating a welcoming and inclusive atmosphere. You can also encourage engagement and feedback by asking open-ended questions, inviting participation, and acknowledging contributions. You can also encourage engagement and feedback by using social media, mobile apps, and surveys to collect and respond to feedback.
Having an experienced and positive host is very important. Even speaker introductions or announcements can be fun and used as part of the attendee experience. But don't overdo it - you don't want your host to be more entertaining than the speakers.
To optimize the impact of your event, do consider using polls, quizzes and other ways of creating an interactive experience for the attendees (ideally via an event tool or survey tool i.e. Slido). This will make your event much more engaging and allow you to land your messages much more effective as people will not only listen to you but also have to engage actively. This also links to the getting event feedback, as when the attendees have engaged throughout the event they are likely more likely to give feedback using the same tool. Here you should of course consider to do a lucky draw or give out SWAG for completed feedback forms.
If you're looking to create a memorable event experience, keynote speakers are the ideal way to create memories that stick and develop positive brand sentiment about your event. For me, I remember the speakers I've been lucky to have heard speak as keynotes - Gary Vee, Debra Searle, Chef Art Smith - and they in each of their own unique ways shared powerful and inspiring messages that were 100% on target for their audience. This is the best way to get your event audience engaging with your event. By carefully selecting a keynote speaker that your audience can relate to, is inspired by, and is experienced speaking to audiences like yours.
Encouraging Engagement and Feedback Perspective: Encouraging engagement can be as simple as having a dedicated social media hashtag for your event. This can create a sense of community and encourage attendees to share their experiences, making them feel more connected to the event and each other.
Your attendee experience does not end when your event is over. You need to follow up and follow through with your attendees to maintain the relationship and the impact of your event. You can follow up and follow through by sending thank-you notes, certificates, or gifts to your attendees. You can also follow up and follow through by sharing event highlights, resources, or recordings. You can also follow up and follow through by asking for testimonials, referrals, or reviews. You can also follow up and follow through by providing ongoing support, learning, or opportunities to your attendees.
It is important to follow up and follow through with each event. This gets the momentum for the event over the next year going. It is easy to send out emails, texts, with link to surveys and other ways to obtain information back from your attendees. Taking this insight and making adjustments can be a strong practice to improve future events. Offer respondents an immediate discount for the next event through this type of engagement to get in early for the next one.
Maintain the connection and collect valuable feedback (+ brand advocates). Incentivise providing feedback with a lucky draw or a thank you gift - and of course highlight any upcoming events on the calendar.
Following Up and Following Through Example: After a leadership summit I attended, they sent out a post-event survey to gather feedback. They then used that feedback to shape the content for the next year's summit, showing that they truly valued the input of attendees. This kind of follow-through can help ensure the event continues to evolve and meet attendees' needs.
The little things really do matter. Ensure there are enough cleaning staff so that things aren't messy for long. Clear wayfinding is essential. Empower your visitor services team to fix issues there and then - could a free drink/free ride/free merch stop an issue from becoming one that leads to numerous emails? Make getting into the event as seamless as possible with welcoming staff and a well organised queue system. Visitors may have a great time at your event but if the more logistical things aren't right, it will take away from their overall experience.
Blended experiences are the new normal. By live streaming an event, you automatically double your viewing potential. Don't just stick a camera in the back of the room; find creative ways to bring them closer together, like offering exclusive content to various audience types. Event moderators also need to be a strong personality. They are the ones who bridge that gap between your physical and virtual audience, while seamlessly tying every session together. If their heart isn't in it or they haven't rehearsed, the deliverable will undoubtedly fall short of your target goals.
Covid really pushed the boundaries of virtual events and one thing I personally found super innovative during the pandemic was "personalised virtual events". i.e. pre-recorded events that would let you select what content to watch and had an intro welcoming you by name etc. - from a brand POV it of course demands more thinking, tech and organisation, but the outcome becomes a much more personalised and impactful experience for the attendees .
Make sure the opening and closing experience is designed carefully. First and last impressions matter - so thinking through the operations and flow of entering and exiting the venue, how to create a positive tone and leave attendees with high energy. Surprise and delight initiatives, clear information on transport solutions and two way interaction to increase engagement can all contribute.
In my experience, combining traditional elements with a virtual one heightened the online event to a new level. We sent gift boxes and snack boxes to the guests an hour prior to the event. Some sections in the program requires each guest to search for specific items we have hidden in their gift boxes. Everyone was sharing what they found, and you can see that everyone was 100% engaged.