Save $5K Before Launching Your Next Gala or Event

How to Make Your Event Smoother and More Successful

Planning a gala, fundraising or any other event can be overwhelming. Between managing guest lists, ensuring check-in runs smoothly, keeping attendees engaged, and wrapping up the event without a hitch, things can quickly get stressful. But what if you could simplify the process and save money at the same time?

With the right approach, you can cut down on unnecessary costs while making your event run effortlessly. Here’s how to break down your event into three key phases and make each one more efficient.

Phase 1: Streamlining Check-In

Your guests’ first impression starts at check-in, and long lines or slow processing can put a damper on their experience. Here’s how to make it seamless:

• QR Code Check-In — Let guests scan a simple code at the entrance instead of waiting in line.
• Pre-Event Emails with Check-In Links — Send attendees a unique link before the event so they’re ready to go upon arrival.
• Self-Service Kiosks or Mobile Check-In — Reduce staffing needs by allowing attendees to check themselves in using tablets or mobile apps.

How This Saves Money:

Less need for additional event staff, fewer printing costs, and faster guest processing so your event starts on time.

Phase 2: Keeping Attendees Engaged

Once guests are inside, keeping them interested and involved is key to a successful event. Here’s how to make that happen effortlessly:

• Live Mobile Bidding for Auctions — Let guests bid on items using their phones to keep things interactive.
• Automated Audience Engagement— Set up scheduled text or email reminders that nudge guests at the right moments.
• Real-Time Engagement Tracking — Keep an eye on what’s working and adjust activities on the fly.

How This Saves Money:

More donations with less effort, no need for paper bid sheets, and a more dynamic experience that keeps attendees excited and involved.

Phase 3: Wrapping Up the Event with Ease

The last impression is just as important as the first. A smooth check-out process helps make sure your guests leave on a high note and want to come back next time. Here’s how to simplify it:

• Automated Thank-You Emails — Send out personalized appreciation messages right after the event.
• Instant Digital Receipts & Donation Summaries — Make sure donors get immediate confirmation without any follow-up hassle.
• Post-Event Surveys — Gather valuable feedback to improve future events without spending extra time on outreach.

How This Saves Money:

Less manual work for your team, no need for printed receipts or letters, and instant feedback that helps you make improvements without extra effort.

Final Thoughts

By making small but powerful changes to these three phases, you’ll not only save money but also create a much smoother experience for your guests. Instead of scrambling behind the scenes, you’ll be able to focus on what truly matters — connecting with attendees and making your event a success.

If you’d like to integrate this automation into your next event, let’s connect! I’m here to assist you — just shoot a post to [email protected]. Also, follow me on LinkedIn for more automation use cases.

About Me

For the last 18 months, I’ve been researching ways to make life easier with automation. I’ve helped more than 20 organizations implement automation, saving them both time and money. Let’s make your next event seamless and stress-free together!