Category Archives: Event management Software

Online Summer Camp Registration Software – 9 Tips for Selecting

Online Summer Camp Registration gets you ready for fun!

Summer Camp Online Registration gets you ready for fun!

 

Raise your hand if you remember summer camp as a kid!  Well I hope those hands are raised in enthusiasm but  I  imagine not all summer camp experiences were that great…like the time my church camp lost my suitcase and I had to wear the same outfit for 3 days straight – UGH!  But I’m really here to talk with you camps and camp organizations.  How many of you are looking for ways to offer online summer camp registration that is easy and convenient for your camper parents and can eliminate many of the hassles of managing your summer camp programs?  Raise your hands!  OK…let’s talk.

Online Summer Camp Registration Software:  So Many Questions!

If you have evaluated online summer camp registration software lately in anticipation of upgrading your camp program registrations, you may have noticed the many software suppliers out there and all the features they offer you.  Each camp registration supplier offers what it considers to be the most important features that your summer camp absolutely must have to be successful.  The sight of all the information can be overwhelming.

But let’s focus on a few key points to consider in your search.  The first question people ask is “what is the best online summer camp registration software?”  Answer:  there is no “best online summer camp registration software.”   That is the wrong question to ask because what is best for your competitor or the organization across town, may not be the best one for you.  Your decision needs to be based on what fits you and your needs and what answers your camp registration and management challenges.  Questions like:  Do you need a full camp management system or is a more tailored system a better fit?  If you are charging a fee, how do you collect payments?  Is the software user friendly for parents and easy to administer for you? Are you maintaining a database in which you need to collect detailed or sensitive parent and camper information?  Do you need other features such as email and marketing and report capabilities as part of the software package?

And these are just a few questions regarding your priorities.  Other considerations in choosing include:  What have been the painful online summer camp registration experiences that you want to avoid in the future?  What practices do you want to stop doing?  How can you become more efficient?  The list could go on but it is really a list you need to create and ask yourself and your team when going through the selection process.  The bottom line is to know your needs, your priorities, your customer (the parents and campers) and not get sidetracked with the unnecessary bells and whistles that don’t fit your prioritized needs.

Online Summer Camp Registration Software:  What Are Your Priorities?

Since what is part of online summer camp registration means different things to different people and organizations, before you choose software decide what it means to you.  In particular, ask yourself:

  • What functionalities do I really need for my summer camp program? Ultimately you need an online summer camp registration software and management system that works for your program and not that of other camps. The software you choose should give you exactly what you need – nothing more or less.  Before you begin looking at software options, evaluate what functionalities you really need and those you’d like to have but aren’t necessary (the wish list) and prioritize them.  Do this before your search since it will help you stay focused on your needs and not get caught in the software demo trap of believing you need to change everything and your program needs every feature presented to you.  Remind yourself and ask: “Is it something I need?” If not, put it aside for now.  Perhaps a full-blown summer camp management systems with too many features isn’t a good fit for you.  Maybe a smaller more customized system tailored to your specific needs works better.  You can answer this question better if you have done your homework and prioritized what functionalities you need versus the ones you wish you could have.
  • Do I need a full online summer camp registration software and management system or is a smaller more tailored system a better fit? If you don’t run many summer camp sessions, you may not need all the bells and whistles of a more complex, feature-rich online summer camp registration software and management system. But if you’re planning numerous sessions with large numbers of campers, some sophisticated online summer camp registration tools will help you manage such things as email communications, marketing for multiple sessions, data collection, staff management, and reports. This is where you cross the line from just dealing with simple summer camp registration to actual camp management and need help with juggling many balls at once.  If your priorities have crossed this line, keep looking for a more sophisticated software fit.  Even customized systems can provide these features but make sure you will use them.
  • How will I collect online summer camp registration fees and other kinds of online payments too? If you are planning to sell items either through your website or a Camp Store, or take other online payments, it’s worth considering software that will meet all your online payment needs.   Need to offer multiple payment methods or payment plans?  Make sure your software provider offers these too so your customers can register easily and quickly.  Because anything which involves the exchange of money online, make sure whatever online summer camp registration software service you use is compliant with data requirements set by the Payment Card Industry Data Security Standard (PCI-DSS) to ensure transaction security.  If you’re just looking for something inexpensive and don’t need elaborate features, PayPal might work well.  At an approximately 2.5% transaction fee, it’s one of the least expensive ways to take online payments.  It doesn’t, however, integrate seamlessly into your website and doesn’t offer online registration features like the ability to cap the number of registrations.  Camp organizations with more technical experience could also consider PayPal’s Pro system which offers better website integration.
  • How will I collect and manage registration information and create reports for smart decision-making? This could become a long list but consider registration information you need to track and monitor as well as create reports for you and your board?  Information like tracking changes in camp registration numbers for each of your sessions – sell-outs, cancellations, waiting lists.  This is especially important if you are doing multiple camp sessions and programs.  Any online summer camp registration software you choose needs to be able to help streamline and, if possible, automate these tasks for you so you can adjust and act quickly to notify campers’ families.  Also, having comprehensive reporting tools as part of your software to analyze everything from camper data to financial performance against your goals helps decision-making.  Check software for its report capabilities to track the information that is important to you either through templates or custom reports.  Maybe you did a special promotion or ad – how effective was that?  Who did you send camp information to but didn’t respond?  Who cancelled and reasons why?  What are your most (and least) popular sessions or programs?  Just a few thoughts but the point is to have comprehensive reporting tools so you can know and not guess what is happening.  Finally, it’s a good idea that whatever tools a software offers, that it also be downloadable into the spreadsheet program you use and shareable with important third parties. 
  • How will I communicate to campers and camper families? How will I market my summer camp?  Is this a priority for you?  It really should be no matter how small your summer camp organization.  As you well know, gone are the days when communicating with people was done only via snail-mail and the phone.  Enter e-mail and social media.  So it goes almost without say (but I am just in case it slipped your mind), your online summer camp registration software and management system should be sophisticated enough to provide email and social media marketing tools for your summer camp.  Check for email capabilities that help you create, automate and schedule informational and promotional communications to your campers and camper families.  And although flyers and brochures still may be in your promotional tool box, update your marketing efforts with social media.  Harness the power of social media to increase your reach – make sure your next online summer camp registration software and management system has these tools for the most popular social media channels.

Online Summer Camp Registration Software:  A Guide for Selecting

You and your team have asked many questions about your online summer camp registration software needs and are ready to start the selection process.  What other things should guide your decision.  There are at least four other pieces to consider before getting our online summer camp registration software.

  • Ease of Use. As when buying a car, take the online summer camp registration software you’re considering for a test-drive.  Getting a free trial so you can get the feel for the camper and camper family experience and software design is important.  While the software may look good on paper (or in a demo with the software company people), it may not be that easy to use in the real world when you use it on your own.  You want software that is easy to use for you and your camper families.  After all, the whole point of getting the online summer camp registration software is to make your life easier and create a good experience for them.  And yes, good online summer camp registration is part of the camper experience.
  • Customer Support. Not much is more disconcerting than running into software problems at absolutely the worst time and not having anyone to help you. This is especially if you’re new to online registration software or suffer from tech anxiety.  When selecting your online summer camp registration software, make sure the provider offers resources and guidance on how to successfully use the software to help you and your camper families.  Make sure you have a variety of options to contact them – phone, email, online chat.  Good customer service can define good software, especially in a crisis.
  • If you are doing a lot of camp sessions or programs, or even if you’re not but they vary in size or type, you really want to study the versatility of any software you are considering.  Consider choosing software that is capable of handling all your camp sessions and programs and is easily scalable.  Having multiple software platforms to do different sizes or types of summer camps is not only costly, it is inefficient and confusing.  Then there is the learning curve for you and your repeat campers.  Why do that to yourself… and them.  Go for the versatility in a single software that can work across all camp types and sizes.  Make life easier and less chaotic.  It’s worth it.
  • Quality of Features. There’s the old adage, “it’s quality, not quantity” and it’s important here.  If you get both characteristics in a software, great but let’s keep the eye on the quality of features.  As a busy individual, you need a number of features in order to successfully plan and hold your summer camps.  However, don’t get caught up in the comparison shopping too much.  Pay attention to the quality and richness of the features.  Make sure the functionality is there.  Look for features that are easy to use and that can actually help you and provide your campers and camper families a good experience.

Online Summer Camp Registration Software:  rsvpBOOK Fitting Your Needs

So you’re searching for online summer camp registration software to fit your needs.   rsvpBOOK can be your fitness savior.  We take the complex and make it easier.  We provide you smart, simple online summer camp registration software to save time, save money and allow you to work more efficiently to get things done right and on time.  Our powerful software brings together all the online registration and management, communications, marketing, reports, databases integration, online payment processing tools you need into a single place. We help you streamline your processes from beginning to end.  And if you need us?  We’re here for you via phone, email, or online chat.

rsvpBOOK saves you time and money, so you can use it to take care of more demanding matters and focus on what’s important – creating the best summer camp experience imaginable.

 Come try us at www.rsvpBOOK.com.  We’re making the complex easier.

Online Event Registration Software: 7 Tips to Find Your Fit

Online Event Registration Software: Finding Your Fit

 

It’s December and another year has blown past us faster than the Starship Enterprise.  It’s often a time for reflection on what has been good and not so good and pondering ways to improve for the next year.  For event professionals such reflections can turn to reviewing event management practices and technologies used during the past year and deciding to keep them, upgrade them, or toss them out for something different.  One item that may be on this list is your online event registration software.

These days, most attendees expect to register for events online which means you’ll need software that accepts online payments, manage attendee information and more.  Fortunately, there are many tools to help you, ranging from simple to sophisticated and all the way to multi-functional.  So many, in fact, that choosing one can be overwhelming.   Online event registration means different things to different people so the choice you make needs to work for what it means to you.  To decide what might be the online event registration software for you, ask yourself some relevant questions.

Online Event Registration Software:  What to Ask Yourself

When selecting an online event registration and management software, the first question many event professionals may ask is, “what is the best event registration software?”  That is probably the wrong question to ask because what is best for your competitor or the organization or company across town, may not be the best one for you.  Your decision needs to be based on what fits you and your needs and what answers your event planning “pain points.”  Questions like:  How many events or meetings are you doing each year? What are your event registration priorities? For example, do you just need to get some basic online event registration capability up and going, or do you have more sophisticated requirements?  If you are charging a fee, how do you collect payments? Am I maintaining a database in which I need to collect attendee information?

And these are just a few questions regarding your event priorities.  Other considerations in choosing include:  What have been the painful event registration experiences that you want to avoid in the future?  What event practices do you want to stop doing?  How can you become more efficient?  The list could go on but it is really a list you need to create and ask yourself and your team when going through the selection process.

Online Event Registration Software:  What Are Your Event Priorities?

Since online event registration means different things to different people, companies, and organizations, so before you choose software decide what it means to you.  In particular, ask yourself:

  • Do you simply need a quick, inexpensive and easy way to do registrations for a few events per year? If you don’t run many events, you may not need all the bells and whistles of a more complex, feature-rich online event registration system. But if you’re planning to hold complex conferences, meetings, or other larger events, some sophisticated online event registration tools will help you manage such things as lodging, an event website, name tags, registrations for multiple sessions within the event, social media, check-in and much more.  This is where you cross the line from just dealing with simple event registration to actual event management and need help with juggling many balls at once.  If your event priorities have crossed this line, keep looking for a more sophisticated software fit.
  • How will you collect registration fees and other kinds of online payments too? If you are planning to support online donations, sell items, or take other online payments, it’s worth considering software that will meet all your online payment needs.   Because anything which involves the exchange of money online, make sure whatever online event registration software service you use is compliant with data requirements set by the Payment Card Industry Data Security Standard (PCI-DSS) to ensure transaction security.  If you’re just looking for something inexpensive and don’t need elaborate features, PayPal might work well.  At an approximately 2.5% transaction fee, it’s one of the least expensive ways to take online payments.  It doesn’t, however, integrate seamlessly into your website and doesn’t offer online event registration features like the ability to cap the number of registrations.  Companies and organizations with more technical experience could also consider PayPal’s Pro system which offers better website integration.
  • Is integrating registrants into your database a key event priority? If you conduct a lot of events and meetings and attendees are key stakeholders for your company or organization, think through how you get registrant information into your database.  Consider integration methods or software systems that support not just online event registration but all your stakeholder management needs.  Does the software integrate with a CRM through data sharing or can it export data (as a .cvs or .xls file) that you can import to your database?  If you’re conducting a lot of events, or want a clear view of how your stakeholders are involved with your company or organization, generally a more sophisticated integrated software system can be worth the investment.  So evaluate the functionality of your existing (or first being purchased) online event registration software and see if it is fitting your needs here.  If not, time to check other options.

Online Event Registration Software:  A Guide for Choosing

You and your team have asked many questions about your event planning needs and are ready to start the selection process.  What other things should guide your decision.  There are at least four other pieces to consider before getting our online event registration software.

  • Ease of Use. As when buying a car, take the online event registration software you’re considering for a test-drive.  Getting a free trial so you can get the feel for the user experience and software design is important.  While the software may look good on paper (or in a demo with the software company people), it may not be that easy to use in the real world when you use it on your own.  You want software that is easy to use.  After all, the whole point of getting the online event registration software is to make your life easier and create a good experience for your attendees. And yes, good online event registration is part of the attendee experience.
  • Customer Support. Not much is more disconcerting than running into software problems at absolutely the worst time of your event and not having anyone to help you. This is especially if you’re new to event planning software or suffer from tech anxiety.  When selecting your online event registration software, make sure the provider offer resources and guidance on how to successfully use the software to help you and your attendees.  Make sure you have a variety of options to contact them – phone, email, online chat.  Good customer service can define good software, especially in a crisis.
  • If you are doing a lot of events, or even if you’re not but they vary in size, type or format, you really want to study the versatility of any software you are considering.  Consider choosing software that is capable of handling all your events and is easily scalable.  Having multiple software platforms to do different events is not only costly, it is inefficient and confusing.  Then there is the learning curve for you and your repeat attendees.  Why do that to yourself… and them.  Go for the versatility in a single software that can work across all events.  Make life easier and less chaotic.  It’s worth it.
  • Quality of Features. There’s the old adage, “it’s quality, not quantity” and it’s important here.  If you get both characteristics in a software, great but let’s keep the eye on the quality of features.  As a busy event professional, you need a number of features in order to successfully plan and execute your events and meetings.  However, don’t get caught up in the comparison shopping too much.  Pay attention to the quality and richness of the features.  Make sure the functionality is there.  Look for features that are easy to use and that can actually help you achieve event goals and provide your attendees a good user experience.

Online Event Registration Software:  rsvpBOOK Fitting Your Needs

So you’re searching for online event registration software to fit your needs.   rsvpBOOK can be your fitness savior.  We can provide you a smart, simple online event registration and event management software to save time, save money and allow you to work more efficiently to get things done right and on time in this era of increasing constraints but high expectations.  And, the versatility of rsvpBOOK online event registration software meets your needs no matter the event type or size, from professional training meetings and workshops to large conferences.

Our powerful software brings together all the online event registration and management, marketing, onsite check-in, evaluation and attendee feedback reports, databases integration, online payment processing tools you need into a single place. We help you streamline your event processes from beginning to end.  And if you need us?  We’re here for you via phone, email, or online chat.

rsvpBOOK has you covered so your event can manage itself.   Smart. Simple.  Efficiently.

Save you time and money, so you can use it to take care of more demanding matters and focus on what’s important – creating the best event and valuable attendee experience imaginable.

 

Come try us at www.rsvpBOOK.com  Work smarter, not harder.  Start with our FREE trial today!

 

Crowdsourcing Your Next Event: 5 Helpful Steps

Crowdsouring for your next event
Crowdsouring for your next event

Crowdsourcing can make many heads better than one for your events

As event professionals we plan our events to make our attendees happy – draw them in, engage them, make them want more, and return next time.  We want to make sure that we are meeting their needs and ultimately getting a positive ROI for them and for our company or organization.  Arranging speakers and topics often 12 months in advance is a challenge.  Delivering quality up-to-date content to your attendees isn’t always as simple as highlighting trends, buzzworthy topics, or celebrity speakers.  Now attendees not only want to participate in the event itself, they also want to play a part in deciding what it is.  One tactic that event professionals are starting to use with the process of selecting topics and speakers for their events is crowdsourcing.

What is Crowdsourcing?

So what exactly is crowdsourcing and how do you use it for event planning? Crowdsourcing is the process of collecting information, content, and ideas by asking for contributions from a large group of people.  For event professionals, that large group of people should consist of those who have attended similar events in the past as well as the members of your target market.  You can use it in many ways – selecting speakers and panel session content topics as well as choosing attendee activities at your event.  Done right, crowdsourcing can be a great way to delegate some of your event work to attendees, find innovative solutions to problems, produce new ideas and generate excitement for and personal investment in your event.

Getting Ready for Crowdsourcing – Ask Questions

But are you ready to use crowdsourcing? How far do you want to jump into this type of planning process and in what areas?  How do you effectively implement crowdsourcing into your event?  Before jumping into using the crowdsourcing, you need to understand crowdsourcing an event is a co-creation process between you and your crowdsourcing participants.  It involves managing your ego as well as the egos of others in the planning process.  If also involves letting go of some of your control over every aspect of your event. Deciding if, and how much, of your event content you want to crowdsource will depend largely if these realities cause you anxiety or if you are willing to share some of the responsibility of planning with others.

If you get past this initial soul searching, the other part of deciding if, and how much of your event content and speaker selection you want to crowdsource will depend on your audience.  Some questions you should ask before you begin implementation include:

  • What kind of information are you gathering and for what purpose? New ideas? Topics of discussion? Great speakers?
  • Who do you plan to ask? What is your demographic?
  • How many sessions and speakers will participants have input on? Are you going to be adventurous and go all out or are you going to be more conservative and limit the areas of crowdsourcing?
  • What feedback have you already received from past attendees and stakeholders which can help set your direction and event framework?
  • How will you collect ideas and suggestions, evaluate them, and make the final selection?
  • How will you promote your crowdsourcing to your target audience and interested participants?

You may have others you want to include in your decision making but these should help you get moving on the right path.  Knowing the answers to these questions will help you to set reasonable expectations for your event.  They will also provide you a framework within which to do your crowdsourcing process.

Crowdsourcing Process in Action – Setting the Framework

Once you decide to use crowdsourcing as part of your event, make it easy for your audiences and stakeholders to suggest ideas by utilizing your digital and social media online resources, implement a smart evaluation and selection process, and do plenty of promotion to reach people.  Let’s start with soliciting input.

Every event has a theme providing a framework within which topics and speakers relevant to the theme are created and eventually selected.  Using your framework, you have planned your thematic messages and topic strands that are going to be delivered at your event.  But not everything needs to be determined by you – include your crowdsourcing participants in the process.  Let them choose what topics they want to learn about or speakers they want to hear from too.  Someone might come up with a new and fresh speaker or topic that you have never even heard of.  Here’s where you can crowdsource ideas from your interested participants and begin your co-creation process.

Crowdsourcing Process in Action – Soliciting Input

As an event professional, you can provide topic strands within the event program that appeal to your intended audiences and encourage their participation in the decision-making.  You can do this in various ways.  Probably the easiest is to ask them in person or online what topics or keynote or panel speakers they want to include within your thematic framework.  You also can provide topics or speakers and get feedback from them.  Exploring the feedback will give you a better idea of what is in demand and important to them and not just what you think is in demand.

Some other tools for crowdsourcing include surveys, questionnaires, social media or blogs which illicit suggestions.  Employ that email list you created and your most active social media accounts and post your questions to your target audiences.  Be innovative and engage your participants.  Maybe use a unique event crowdsourcing hashtag or a contest where you reward the winner (winners) with something valuable (maybe a free pass to your event, an opportunity to introduce a speaker or chair a session).  Offering incentives is a great way to get their involvement.  Perhaps you write a blog post about your event and solicit comments and suggestions.  E-mail a survey to your mailing list.

Finally, what feedback have you received from past similar events?  Using responses and data collected from surveys and live polls taken at the time is a direct link between your event and your attendees.  This information offers a multitude of opportunities you can easily act on.  The insights gleaned can be used to design better events and attendee experiences and help you make your event as relevant and engaging as possible.

These are just some initial suggestions to get you moving forward in your crowdsourcing efforts.  What is important is to start the process and get the input so you create your event.

Crowdsourcing Process in Action – Evaluating and Selecting

How democratic do you want to be in evaluating and selecting?  This is your call and can range from opening it to all interested people in your audience to “vote” on suggestions made or establishing a smaller group of “judges” to make the final determinations on topics and speakers.  If you decide on an open process, you need to determine who gets to be a “voter” –  the entire public or only registered attendees.  Most events that use crowdsourcing require that “voters” be registered as they have more of a stake in ensuring a quality lineup at the event they are attending.  One of the big trade-offs of this type of democratic process is that final selections can delay your overall event programming and cause last minute time crunches as you finalize topics and speakers.  To avoid this, voting deadlines need to be established.  Also focus and quality may suffer but again, you hope your potential attendees are selecting for the best and hottest topics and speakers to make the event program.

On the other hand, just because you are involving the outside talent of your audience and stakeholders with crowdsourcing doesn’t mean you have to be totally democratic in your evaluation and selection process.  There needs to be some limits or restrictions here to avoid the whims of fancy.  Also setting some safeguards for evaluating and selecting topics and speakers can maintain your event focus and theme as well as ensure a certain level of content and speaker quality.

Here is where creating an advisory board or committee and using their expertise to help curate the most relevant content and speakers is beneficial.  Adding such boards or committees help you with the evaluation and selection process in some way lightens the burden and responsibility for you to make these decisions alone.  It also is a great way to gauge the kinds of topics that will most interest your event audience, especially if they have history with the event or the subject matter which has been selected as your event theme.

Once again a middle or hybrid course may be the solution for you.  An option is to use the advisory committee or board to do the initial screening of topics and speakers before opening the process to voting by the public or registered attendees.  It can be easier and more effective for those who participate in the selection to have a refined list of possibilities rather than an endless, and perhaps confusing, list.  It also helps you with a bit of quality control.

Crowdsourcing Process in Action – Promoting Your Efforts

Don’t forget to promote the opportunity to get involved in your crowdsourcing efforts. Whether you are crowdsourcing ideas before your current event or during a previous event, make sure everyone knows they are invited to contribute and how to do it.

As with soliciting suggestions input, use your email list of current and previous attendees and other stakeholders; actively engage with your target audiences on your most active social media accounts and hangouts; and don’t forget in-app push notifications to get the word out.  Your website and blogs are also great promotional tools to let people know what you are doing.

Whatever methods you use to promote your event crowdsourcing efforts, it is important to reach as broad and diverse a segment of your targeted audience as possible.  It provides you a great pool of talent and ideas which you alone may never have thought of or even considered.  Perhaps two heads are better than one?  It also engages them as potential attendees to your event and provides them an opportunity to engage with you and your brand.

Crowdsourcing Conclusions

The benefits of crowdsourcing are clear – not only do you gain ideas from a diverse group of people and get more interesting results for your event but it also allows you to actively engage your attendees and ensures you are covering what they really want to discuss and learn at your event.  The potential for a richer attendee experience is greatly increased by involving them.  They will be much more engaged with your event and more likely attend if you include them in the decision-making process.  For you, it positions you as creative and innovative and if that isn’t enough, it can lighten your event programming load by including others in the process.  Between you and your crowdsourcing partners, you are creating a successful event.

About Us – rsvpBOOK

rsvpBOOK is an online event registration and event management software.  We help you streamline your event processes, from beginning to end, from creating your event website, to on-site resources, attendee and stakeholder feedback technology, and final accounting reports.  Use your time to take care of more demanding matters – creating an outstanding attendee experience.

rsvpBOOK.   It’s smart, simple, saves you time and money.  Let’s you work smarter, not harder.

Try rsvpBOOK at www.rsvpBOOK.com.  Start your free trial today!

 

 

Attendee Experience – 5 Ways to Make it All About Them

Attendee experience is important to event successSo I have been reading yet another article or two on improving attendee experience at events and meetings and felt I needed to chime in here on the discussion.  Why another blog on this topic? Well partly because I have been both an event professional and an attendee – as I am sure most of you have – and want to provide my own two cents from seeing both sides of the event table.  I also have noticed that the articles I have read are either focused almost exclusively on the logistical angle (ok I am guilty of at least one blog focused on this) or totally focused on how to help attendees party like it’s 1999 (did I just date myself here?)

Surely there is a happy medium of where one can merge the two to discuss the best of both topics – managing traditional logistics and creating experiences that engage attendees and encourage social interactions and relationship building.  Both play an important role in the overall attendee experience.

Attendee Experience – What it is, What it is Not

Going out on a limb here and giving my perspective of what the attendee experience is and is not.  It’s not just having all your logistics lined up so you’re not panicking.  It’s not your attendees fed, moving around effortlessly from session to session listening to speakers and no one complaining (yet) about the WiFi connection.  It’s not just having the right content for the right audience.  It’s not just about having loud audacious receptions and the latest gaming technology available for them to play with during your event or meeting – although in some situations, these are not the worst ideas.   It is, however, expertly packaging all these event essentials and seamlessly incorporating them into your event or meeting.  It is the logistics essentials worked out as well as the intangible element ensuring the attendees’ desire for social interactions and relationship building is also part of your event plan.   In reality, it IS all about them.

So if we are going to discuss the essentials of the attendee experience, we can discuss the key logistics necessities which put smiles on their faces as well as the ways which events and meeting can ensure those other intangible needs are met to ensure people really are the ultimate focus.

Attendee Experience – What Do You Really Want?

What do attendees really want?  This is the $64,000 question and getting inside the heads of attendees to learn the answers can be challenging.  I can’t write about everything but I will discuss a few big “I wants” I’ve heard repeatedly and provide some simple solutions.  I’ll then discuss addressing the intangible needs of attendees and how you can make them part of your great event attendee experience.

Attendee Experience Really Want – Online Event Registration

Attendees have gone digital and you had better be by now.  That’s where they want and expect to register for just about everything.  Ditch the paper registration forms – if you haven’t already – and get online now!  With the plethora of online event registration and management software platforms available, doing paper registration must not be even a consideration.  Collect registration details once and use the information provided to quickly and easily compile future marketing data, print name badges and rosters, personalize all future communications, and check-in attendees on-site or before your event.

Attendee Experience Really Want – Fast Check-in

Checking in should not be the event version of the Beatle’s song, The Long and Winding Road.  No reason for this at all with today’s on-site check-in technology readily available.  Attendees want to be checked in quickly, not with several minutes of organized chaos while you look for their registration information.  On-site line management is both a science and an art for event professionals which can be mastered with the right tools.  With technology like scan guns and barcodes and QR codes , scanning keeps lines moving is fast becoming the norm at events and meetings.  In addition, on-site self-check-in kiosks are another way attendees can move along without your involvement.   Making event check-in as seamless as possible for attendees makes your life easier too.

Attendee Experience Really Want – Communication, Early, Often and Via Mobile

Do we really need to discuss this?  Probably not but I will briefly.  Your attendees are connected to the outside world via smartphones, tablets or other mobile devices so connect with then wherever and whenever.  Send them up-to-the-minute event details, program changes, email notifications and automatic alerts.  Give them easy access to event materials that they can share on their social networks, downloads of handouts and relevant links.

Communicate with them early and often.  You are not the only email or text message they receive.  You are up against stiff competition but you can get through to them.  It just may mean being repetitive perhaps through a series of email notifications or alerts over a period of time rather than just one.  And email is not the only channel to use – you do know about social media.  Communicate with them across all your platforms including Facebook, Twitter, Linked In, wherever your target audience is found.

Finally speed is paramount.  In a world where connectedness reduces time delays, attendees expect and demand fast action.  They are happiest when you respond to their questions or messages quickly, usually within the same business day.

Attendee Experience Really Want – You to Be Prepared

To paraphrase the words of a song in Mel Brooks’ movie The Twelve Chairs, hope for the best but expect the worst.  Perhaps a bit dire, but you do need to be prepared for the unexpected and make such happenings as painless as possible for you and your attendees.  The most common “unexpected” is when an attendee can’t make it and wants a refund.  Make sure your policy is clearly stated.  What’s your viable back up plan for inclement weather?  Or if the staff at the hotel you are having your event goes on strike. (this last one did happen to me – oh boy!)

Recently, there is a movement to establish an event code of conduct.  Setting up your expectations upfront and ensuring your event is a safe place for everyone is increasingly becoming part of your event or meeting preparation.   A code of conduct is your public statement that you value your attendees and will protect their rights to attend and learn without harassment.

Attendee Experience Really Want – The Important Intangibles

So well planned logistics put the smiles on attendees’ faces and lowers your stress level.  What about those intangibles which are harder to measure but are critical to the attendee experience?  You cannot shy away from addressing this part of the attendee experience just because it is more elusive to design and plan or difficult to measure success.

As Jeff Hurt with Velvet Chainsaw wrote about improving attendee experience, “Successful conferences will focus less on the logistics and more on creating experiences that foster communication, interactions and relationship building of their attendees.  They will focus less on providing experiences that transfer information and more on experiences that will allow people to discuss content, share stories and build connections.” (Improving Conference Attendee Experiences, Velvet Chainsaw, March 19, 2012).

This statement is as true today as it was four years ago when first written.  Today’s event attendee demands and expects more time to connect and communicate with other attendees at an event or meeting.  Large audacious receptions and gaming opportunities may provide some of this for certain types of events and attendees.  However, it has been my experience both as an event professional and an attendee, people are looking for more intimate one-on-one or small group opportunities to discuss, communicate and build the important relationships.  My perspective has a lot to do with the type of events I did but even so, peace and calm are eventually where people go to get their best interactions done.

What are some ways to design these attendee experiences?  Going back to articles by Jeff Hurt again, he validated some practices I have used (after trial and error and making many mistakes) but also provided some additional great ideas.  Let’s start with the typical event or meeting format.  When possible, move away from the large sessions with talking heads and promote discussion among attendees by designing for small group interactions within the larger session.  Better still create smaller sessions for the more intimate exchange of ideas and greater attendee participation.

Craft sessions which lead with questions that encourage attendees to participate and ask more of the right questions rather than provide “the” solutions to problems.  This format encourages out-of-the-box thinking, new insights and fresh ideas to address old professional or work problems facing attendees.  What value that adds to an attendee experience!

Move away from the “expert” speaker monologue with PowerPoint slides and actively involve attendees.  Facilitate this with a dynamic question and answer format that immediately engages attendees.  Speaker or panel interaction with attendees reduces the droning head and heavy eyelids of attendees.  The sleepy one-sided presentation is replaced hopefully by buzz and energy as people talk more informally and share insights and ideas more freely.

How about those networking and relationship building opportunities?  Creating the small group sessions is a great beginning.   Attendees are interacting already on a more personal level.  Although meeting up at receptions is still common, deeper dives and closing the deals are often best left to private conversations.  Provide attendees with comfortable physical space on-site if possible to conduct these conversations.  You also can help match them up in advance using the registration information – with their permission of course – to help make initial connections.

Finally, be thoughtful and creative with physical setup. Design purposeful seating arrangement so attendees have all the tools and encouragement they need to achieve their personal goals for attending your event or meeting.  Facilitate social interaction and networking opportunities.   Create meeting spaces, networking spaces which simplify interaction attendees’ desire.

Attendee Experience – rsvpBOOK

Although rsvpBOOK cannot provide you the intangible needs for your attendee experience, we can provide you more time in the day for you to focus on creating them.  The tools in the rsvpBOOK online event registration and management software are made to make your life easier.  We’re here to save time and money so you can work more efficiently and be successful, no matter the type or size of your event or meeting.  We want you to work smarter, not harder.  rsvpBOOK lets you use your time to take care of more demanding matters – creating an outstanding attendee experience.

Try rsvpBOOK today!  Smart, simple online event registration software.

 

Arizona Measles Outbreak Confirms Need for Training Management

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An outbreak of measles that started at the Eloy Detention Center has now grown to 11 confirmed  cases. Health officials have identified 14 locations in Pinal and Maricopa county where infected  workers may have exposed other people, including stores, restaurants and a tribal casino. Measles is a highly contagious viral illness and symptoms can appear up to 21 days after exposure.

Due to the contagious nature of the illness, hospitals and doctors’ offices are preparing for an influx of patients with potential matching symptoms. The rapid development of this case highlights the need for medical staff to remain up to date on training throughout the year. For a large hospital, the management of staff and credits earned can be a formidable task.

Using an online registration service can streamline this task immensely. Staff can select their own classes from available timeslots, and administrators can get real time reports of all completed training. This will ensure that your staff has the knowledge and resources to tackle an emergency situation as it unfolds.

 


rsvpBOOK is utilized primarily to provide course registration for the employees participating in continuing education programs. Because lifelong learning is the responsibility of the professional and is essential to maintain and increase competence in job functions, we utilize rsvpBOOK to manage the educational records of thousands of employee/learners.

rsvpBOOK has been invaluable in enabling the Education Department to seamlessly manage the registration and reporting of employee learners in their continuing education courses.

– Donna Walton, St. Joseph’s Healthcare System


 

To see how rsvpBOOK can help you with training management, click below.

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