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Five things to scrap from your next event

Published: Tuesday, 01 November 2016

There are many ways by which event organisers can streamline their organisation, bringing events up to date and making the most of new ideas available.

There are many ways by which event organisers can streamline their organisation, bringing events up to date and making the most of new ideas available.

It is 2017, times are changing, technology is developing and our habits for event planning should be adapting.

Developing technology and clever design are leaving room for more sophisticated methods of event planning and it’s time that we learned to embrace shifting traditions to grow alongside the industry we know and love.

1. Registration Desks

The first interaction delegates have with your event will more than likely be at the registration desk. Tables filled with badges, long queues and clueless temp staff will only cause confusion among visitors.
Ease congestion, improve the welcome and introduce queue-busting tactics to speed up the process. Consider using a tablet device to register guests and remove unsightly ‘barriers’ between staff and your visitors. Scan a ticket or type names upon arrival and print badges automatically rather than searching through upside down names for that elusive delegate. Our most important suggestion is to make sure that your staff have all the information they might need – brief them effectively to answer questions from visitors about the event or venue.

2. Visitor Badges

Printed badges are a lost opportunity in the world of events – they’re a heavy logistical effort. Paper and wireless alternatives include mobile apps, beacons, RFID or NFC badges. These remote substitutions allow visitors to check in to an event by simply walking near a designated beacon, purchase merchandise, drinks or food and even share content on social media! These modern and smart event badges offer additional real-time analytics and offer valuable feedback.

3. Show Guides

Heavy, expensive and outdated show guides are time consuming and cumbersome for event organisers and delegates. The pitfalls appear to largely outweigh the benefits and yet we remain amazed at just how many shows continue to print these doorstop-sized brochures. We appreciate that for some markets, a paper guide is suitable but for others, digital and/or mobile technology can efficiently replace something principally outdated. Be wise and utilise new technology to cut spending and surplus waste.

4. Staffing Agencies

Delegating your staff requirements to an external agency may seem like a quick win but unless you trust the agency with your life or have verified proof of their success, your ‘efficiency’ can backfire. Be sure to utilise recommended and relevant online platforms to connect with available staff for events, guaranteeing reliable personnel who have been reviewed by other event planners, ensuring that on the day, the most professional and suitable staff are recruited.

5. Feedback Forms

Delegate feedback is a powerful resource and extremely useful in planning your future events. As organisers continue to use outdated paper questionnaires, forced under the noses of visitors and waste essential staff time in deciphering bad handwriting, we can’t help but wonder why these old-fashioned methods are still used. Utilise the myriad of digital solutions available including touch screen surveys, online data tools or social media to encourage a higher and more compelling response rate. Try offering a lucrative prize in return for feedback and don’t forget to save contact details for future lead generation!

 

There are many ways by which event organisers can streamline their organisation, bringing events up to date and making the most of new ideas available. Create the most efficient and engaging event by cutting unnecessary add-ons and support delegates in new ways to deliver a current and worthwhile experience.