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!

 

 

Post-Event Debriefs: Important for Event Success

Post-event debriefs are important for future event successAfter putting a lot of time and effort into an event, it can leave you exhausted and ready to forget it and move on to whatever is next on your list (including maybe that vacation you dreamed about).  But an event professional’s work is never done not even when the event itself is over.  Just as necessary to planning and getting all the details right for a successful event, is sitting down after the event and reviewing your results – the good, bad, and ugly.  Enter the important but often overlooked – sometimes feared – post-event debrief.

Debriefing an event simply is asking yourself and your team focused questions about the event itself.   Taking the time to analyze helps you get a firm understanding on what happened and how you can build upon that experience in the future.

Were our goals reached? What is the feedback from our attendees and other stakeholders? What processes worked or didn’t work?  What lessons did we learn and how do we apply them to our future events?

Why the Post-Event Debrief

Even if you think you know the answers to these questions, holding a post-event debrief meeting to review the event while it is fresh in your mind is absolutely essential.  Don’t view it as a negative experience.  Post-event debriefs are not just about pointing out the mistakes that were made, but also about celebrating successes.  The post-event debrief process helps identify how to replicate success, grow from challenges, and improve and innovate for your next events.  It does not have to be hard or time consuming and it yields great results.  Consider it the first planning session of your next event.    You have all the knowledge from the event that just took place – what worked, what didn’t, attendee and stakeholder feedback on their experience, and how it can be improved.  This is the framework to build for your future.

Honest and accurate feedback and discussion allows you as the event professional to make better business decisions about each event you do.   This is the big reason for the post-event debrief.

How to Do a Post-Event Debrief Right

Just because a post-event debrief is done following your event doesn’t mean you shouldn’t prepare for it in advance.  Start early by setting your objectives for the event and communicate them to your team before the actual event.  Help them prepare by letting them know what your expectations for the event are and your measurements of success.   Who are your key stakeholders (partners, sponsors, attendees, exhibitors) and how the event is intended to serve them.  Once at the event, have them observe and get feedback on your event processes (registration, check-in, program, food services) to see how they were successful, how they could be improved and be more efficient going forward.  Encourage everyone to keep their eyes open while onsite and write down observations and ideas as they come to mind. Take their observations and comments and fold them into your post-event debrief meeting for discussion.

Scheduling a short informal debrief “download” onsite immediately after the event concludes is really effective if you can arrange it.  As time passes, insights, observations and experiences begin to get fuzzy compromising your ability to act on them.  A quick review on what went well, what could go better next time, obvious problems at the event provides some instant feedback to take away for the subsequent formal debrief back at the office.

It almost goes without saying that if you want attendee and stakeholder feedback for your post-event debrief, you must ask them right away.  Whatever method you use to question them, whether it is through onsite poll, a mobile app, next day online survey, social media, or email, knowing and using their feedback for your next event is what will influence its success.  Some survey questions will apply to all participants but be careful not to distribute a “one-size-fits-all” piece.  Write questions which are very specific to the needs of each participant segment in order to get right type of feedback.

For the actual post-event debrief, you want answers from two different groups of people based on their role in your event:  the back-end “behind the scenes” participants and the front-end participants, essentially the attendees.  Debriefing the back-end of your event requires you to evaluate the physical planning and execution of your event and how effective and efficient it was.  Aimed at your team and vendors, your questions here focus primarily on efficiency, ease of task implementation, and flow of information.  The front-end analysis concentrates on attendee experience and engagement with your event.  This also includes checking in with your sponsors and exhibitors.  These questions are posed directly to your attendees and these other stakeholders and deal primarily with program content, satisfaction with event activities, customer service, and attendee/stakeholder experience.

Post-Event Debrief Questions

As mentioned previously, debriefing an event simply is asking yourself and your team focused questions about the event itself.  As part of the back-end and front-end reviews, here are some possible post-event debrief questions to consider.

Back-End Post-Event Debrief:  These are questions aimed to work out how well the event was planned and executed.  Ask them of your team members, vendors, and sponsors

1)  What were our original event objectives and were they achieved?

2)  Were there challenges meeting those objectives and what were they? (think budgetary constraints, revenue goals, marketing performance, AV or other technology issues)

3)  Were those challenges resolved and how?  Do they need to be discussed further for better results next time?

4)  Were team member roles and expectations clearly defined and information available to ensure individual and team success?

5)  What were some of our successes?  How can we replicate at our next event or make even better?

6)  Did our event serve our stakeholders (sponsors, partners, board members) as intended?

7)  How effective and efficient was our registration process?

Front-End Post-Event Debrief:  Your front-end post-event debrief is entirely about assessing attendee experience and engagement.  You want to know if their expectations were met, if they had fun, found value for their investment of time and money, and how you can make their experience even better in the future. Ways to get feedback have moved from the traditional mail-in questionnaire to getting the same information through the use of technology.  Simpler. Faster. Easier.  More immediate.  Here are some ways to get attendee and stakeholder feedback.

Spot Polls. Onsite spot polls are fast and immediate.  Attendees will have the most to say, and be the most likely to give you feedback, if you ask soon after they have interacted with some aspect of your event.  And the possibilities of what information you can get from them via a poll are virtually endless – program, food, entertainment, speaker.  Without the time delay of other feedback methods, the information you get from them while it is still fresh in their minds is considerably better.

Mobile Apps.  Not as immediate as spot polls but certainly up there in getting fast responses, is using your mobile app.  Good for a variety of purposes at your event from information sharing to networking, your mobile app also can be a platform to check-in with your attendees and get valuable feedback quickly.  Again, you are tapping into their comments when they are best remembered.

Social Media.  You used it to market your event, now use it for getting comments back about it.  Put questions up on your social media.  Surprise!  It can be amazing the responses you will get by simply asking pointed questions after your event using Facebook or in a dedicated Twitter chat.  Be prepared for the good, bad and ugly being out there for all to see.

Email.  Still probably the most used method to get attendee feedback is the email survey.  Send it out as quickly as possible after your event.  Having it sitting in their email inbox when they get back to the office is best to prevent time delays making attendee and other stakeholders’ recollections fuzzy.

Final Thoughts on Post-Event Debriefs

Don’t fear the post-event debrief.   Honest and accurate feedback and discussion is what you want.  It allows you as the event professional to make better business decisions about each event you do.   It provides the knowledge and understanding about your event to keep attendees and stakeholders happy and coming back for more.  That is proof of your event success – and that’s what you want.

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 for your post-event debriefs, 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!

 

 

Event Websites: How to Make Yours Stand Out

Creating a stand-out event website
Creating a stand-out event website

Creating an event website doesn’t have to be overwhelming but does require creative and strategic marketing thinking

 

So you have just been given the green light to get working on that event which has been waiting in the wings for the past couple of months and you have a “to do” list a mile long of things you need to get done –  Invitations, flyers, e-mails, sponsors, program, speakers, marketing campaigns, social media posts, event website.  Wait!  Event website?  Yes, you knew about the event website part but now are wondering how to create one to be as great as that event you’re planning.  Where to begin?

Creating an event website does not need to be an overwhelming task but does require time, creativity, and strategic thinking to rise above basic functionality.  What a lot of event professionals forget is that your website is the primary point of contact and first impression of attendees to your event.  Before people even arrive at your event, your website is the initial face you present to people and they will be judging your event on the basis of your website.  As such it is your most important marketing tool.  If you want to sign up more attendees, attract exhibitors, sell more sponsorships, then you need to create your event website that will attract attendees and compel them to invest their time and money in your event.   With this in mind, we are sharing some important “how to” tips to create a stand out event website.

Your Stand-Out Event Website is Functional and Informative

Ok, so this isn’t the most exciting part of creating your event website but event professional hubris has been the downfall of some otherwise great event websites.  A well-designed website should offer all the important information you need for your event and be engaging and encouraging prospective attendees to register.  When creating your event website, use the best practices and fundamentals of a good website design – simple pages with an eye-catching image which engage your visitors.  Emphasize clarity in your information and ease of navigation for your website so people will get what they need in the shortest possible time – seal the deal while the intention is there.  Make sure the most important content – event location, date and details, event description, registration button – are front and center.  Have a clear navigation bar which is well-organized, visible, and prioritized based on your popular pages.

Don’t ignore the event description.  It needs to convey in as short as possible text, what’s great about your event, what you do and why people should register for it.  Why? When people search for your event in Google, they’ll most likely get a title and description for your event homepage in the search page results.  That text is coming directly from your website and you can control that with tags in your html head section.  There are important restrictions here:  title tags should have fewer than 65 characters and description tags should have fewer than 150 characters.  Anything beyond that will not be seen by search engines or people.

Your functional website also will be adaptive, meaning it will look good on all devices (desktop, phone, tablet) and on all screen sizes and browsers.  The registration button pops out and catches attention and takes prospective attendees to a very straightforward online registration process.

Your Stand-Out Event Website is Search Engine Optimized

Your event website also needs to rise above the other event noise and be optimized in order to be found in search engines by prospective attendees. Start with a memorable website address and descriptive event title.  Keep the address as short as possible and make sure it matches your event title.  Short and original makes it easier for prospective attendees to remember, search for, and share your event.  Also, search engines use titles to help group your event with other keyword searches and to indicate what the main topic of the page is.

Without keyword stuffing, use keywords in your title and event website content which will get you picked up by search engines and found by your target audience when searching.  Especially use your keyword(s) in the title of your event.  Ideally you should work your keyword(s) into a title that’s also compelling for readers in order to get clicks from people who are browsing the search results.

Of course, good SEO means knowing your audience and the right keywords they would use to search for your event.  Understanding the right keywords will help you better optimize your website title, content, headings and website address.  Keep this in mind when creating them.  Need a little help here? You can try Google AdWords (free) or Moz’s Keyword Explorer (free trials available) to create good keyword list.

Because SEO is based on links, the number and quality of other sites linking to you link early and link often.  Link to other relevant pages from your event website as well as any blogs or websites you have access to.  Be sure to link appropriate things to appropriate places and make sure your links include your keywords. When it makes sense, include a few outbound links to non-competing pages in your content.  Search engines crawl the web by following links to and from other pages to get a better idea of how your page interacts with the rest of the web.

Your Stand-Out Event Website is Social Media Optimized

One of the main reasons people attend events is networking so anything you can do before, during and after your event with your website to improve networking is going to add value to your efforts to get people to attend and become loyal audience members.  Social media provides such an opportunity for your prospective attendees to, well, socialize and network.  Optimizing your website for social interaction creates an environment in which your attendees, exhibitors, sponsors and other stakeholders can participate in your event on personal level.  Optimizing for social media makes use of the fact that your attendees and your other stakeholders are your biggest champions and uses the power of the social media as a valuable marketing tool.

Optimize for social media, primarily Facebook likes – and don’t forget Facebook Events – Twitter tweets and, increasingly, Linked In.  Each platform has its own quirks so keep them in mind when optimizing for social actions and use best practices for each specific platform like best time of day to post for each platform, using the hashtag for Twitter, writing in the right content format, and the extra engagement value of great images.

Also, when doing social media optimization, you should think in terms of both technical and content.  On the technical side, make sure you have a set of unique html tags included in titles, descriptions, links, and shareable images.  And how about those ubiquitous social media site share buttons?  They are important to encourage prospective attendees and make sharing easy.  On the content side, think strategically about your session names.  Are they catchy, clear, concise and specific?  How will they read as tweets? What would someone say in a retweet or a Facebook comment?  Increase your creativity here and the social media benefits can provide great rewards.

A word of caution: if you optimize for social media, you must be prepared to invest the time and energy into keeping the social buzz about your event alive.  It requires constant attending to as you are constantly talking to its visitors, pushing out fresh content by the way of news, tweets, posts, and blogs.  So let the social sharing begin!

Your Stand-Out Event Website Has Unique Content

Take an honest and strategic look at the language you use to describe your event.  Is it unique?  Is it compelling?  Would anyone notice if you switched it with text from a competing event?  Does it show what is different about your event and make people want to sign up to attend?  It should.  Is other key content such as the speaker bios canned and boring?  A bit more creative effort by you can make your event website the one that sticks out because it has new information.

Functionality and optimization are important but you need to help prospective attendees connect the dots of how you are unique and are going to deliver the education and connections they are looking for.  Your event website must convince them that your event will deliver value and be worth the time and money investment they are making to attend.  Here is where great “sticky” high quality content is crucial, content that is simple, credible, and elicits positive emotions.

Simple:  Create a simple message that conveys the reason(s) people should attend your event.  This requires you to think like an attendee and discovering why you event matters.  At the same time, generate interest and curiosity in your event which will be satisfied by attending.

Credible: We all want people to attend our event but promising and not delivering will kill your credibility and reputation.  Tell how you will deliver on your promises of a great event by painting a clear picture of the specific things people will get from attending your event.  Perhaps it’s highlighting specific event activities or a major influential speaker.  Show with images how these promises have been fulfilled in the past to add to your credibility.

Elicits Positive Emotions:  Our decisions to attend events are not always logical choices.  They are often influenced by our expectations and anticipations about what we are going to receive in return for our investment.  We invest time, attention and money into things we care about and think will make a difference.  Your event website content needs to address the question: how will my event make people feel?  You can help people by featuring testimonials and stories on your website from past events and encourage attendees to tweet and blog before, during and after the event.

One other consideration for your content – structure it so it is easily shareable.  For example, if the focus of your event is its speakers, make sure each speaker has his own page, image and link – it’s easier to tweet about and pass around.  You’re also empowering others to leverage their own networks.  The same goes for panels, special event features and your sponsors!

Having a functional and attractive event website fully optimized (SEO and social media) to do its “technical” job is important.  However, to maximize your event website you will need to dedicate time, creativity and thoughtful effort to make sure you have fresh, relevant high quality content that speaks to your audience.

Your Stand-Out Event Website Creation

So back to that event you are planning and creating that stand-out event website.  Remember your event website represents your organization and your event to your audience and others.  It is their first impression of you even before they get to the event so make that first impression count.  Most people will make their decision based on how your website looks, functions, and what it says.  Don’t use no money and no time as excuses for having a poor website that turns people away before registering for your event.  Put in that extra effort and creativity and it will pay huge dividends for you, your event, and your attendees.

About 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, 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!