The Well Newsletter #25

Hello and welcome to The Well, Planwell’s weekly newsletter, read by event marketing professionals around the world. Planwell is an event marketing agency trusted by dozens of small-team marketers from the best B2B brands. Learn more at Planwellco.com.

First impressions at events matter.?

Your event’s registration experience sets the tone for the entire event. Here’s some ideas to make that first interaction seamless, memorable, and fun:

? Well-staffed & multiple lanes: A friendly face and a quick check-in make a world of difference. Ensure you have enough staff and multiple check-in lanes to keep things moving smoothly.

?? Music to set the mood: Create a welcoming atmosphere with upbeat music at registration. A great playlist can energize the room and get attendees excited right from the start!

?? Agenda printouts: I know you have a mobile app, but people crave an “old school” printout. Help your attendees navigate the event with printed agendas.

?? Mobile app instructions: Make sure your attendees know how to use it your app. Clear instructions at check-in can help attendees maximize their experience.

?? Clear signage: Guide attendees with clear and visible signage from the moment they arrive. Nobody likes wandering around lost!

?? Photo wall or step-and-repeat: Set up a branded photo wall where attendees can snap a quick pic as they check in. It’s a fun, shareable moment that promotes your event on social media!

? Grab-and-go coffee or snacks: A little pick-me-up at check-in, like coffee or snacks, goes a long way in making attendees feel welcomed and refreshed.

?? Unique welcome gift: A thoughtful welcome gift leaves a lasting impression.

The registration desk is the first touchpoint—make it count! ??

Venue Recs: Miami

Planning a field marketing event in Miami? Check out these venues:

• La Cava at Narbona Coconut Grove: This intimate wine cellar offers a cozy and elegant setting for private dinners, featuring an extensive selection of fine wines.
• The Booth Behind the Bar at Sweet Liberty: A hidden gem for private gatherings, this exclusive booth provides a stylish and secluded space within one of Miamis top cocktail bars.
• The Cave at Ariete: Nestled within Ariete, The Cave offers a unique and intimate dining experience, perfect for private dinners with a rustic and charming ambiance.
• La Cava at Faena: Located in the luxurious Faena Hotel, La Cava boasts an opulent private dining space surrounded by a vast collection of wines, ideal for sophisticated gatherings.
• Byblos Miami: This offers a vibrant, stylish dining experience with Eastern Mediterranean cuisine and a contemporary twist, perfect for private dinners and special events. Enjoy innovative dishes crafted from fresh, locally sourced ingredients in a chic and colorful ambiance.

Activation Idea: The Pay It Forward Coffee Station – Brew Up Some Kindness!

Forget the typical conference swag bags full of branded pens and stress balls. Let’s brew up something way more meaningful! Introducing the Pay It Forward Coffee Station, where a little caffeine meets a whole lot of kindness.

Here’s the deal: Attendees swing by, grab a coffee gift card from the station, and leave one behind with an encouraging note. The twist? Those notes aren’t just your run-of-the-mill “Have a great day!” vibes—oh no. They’re hyper-targeted to your marketing crew! Think: "Free coffee if you just survived a marathon week of campaign launches" or "This cup’s on me if you’ve ever pulled an all-nighter building out a funnel." It’s a perfect way for attendees to give a shout-out to fellow marketers while fueling up for the day.

Not only does this create a fun, feel-good vibe, but it also gives brands and sponsors a golden opportunity to jump in and connect in a memorable way. Set up the station with sleek pockets to hold the cards and quirky notes, splash on some killer branding, and park it next to the coffee stand (because who’s skipping coffee at a conference, right?). It’s the gift that keeps on giving—one cup at a time.

Event Marketing Resources:

• An upcoming event for Marketers: B2B Marketing Exchange
• Planning holiday themed swag? Check out these ideas.?
• A webinar to help you craft brand experiences at your next event: How to Craft Memorable Brand Experiences for Every Event

Leave the planning to Planwell

We know how time-consuming it is to thoughtfully plan and execute corporate events, especially with limited bandwidth, a rigorous calendar, and no new headcount on the horizon.

That’s why Planwell exists. Our team specializes in planning three types of B2B events: Trade Shows, Field Marketing Events, and Conferences & Summits. Learn more here.