House » blog » Mastering the Art of Event Attendance: A Comprehensive Guide for Planners
There is nothing more rewarding than hosting a well-attended event. At first glance, it may seem easy, but behind the crowds and lively atmosphere, as every event planner knows, there is only meticulous preparation and hard work. Attendance is a key indicator of an event’s success, so it should never be underestimated. However, as we will show in this blog, there are strategies that event planners can definitely rely on to draw large crowds and create a memorable, meaningful and worthwhile event.
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Start on the right foot with a clear vision
Before you begin planning in earnest, define the purpose and goals of your event. This will allow you to have a clear vision of what you want to achieve and tailor the decision-making process to appeal to your target audience.
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Know your audience
In that regard, it is crucial for planners to know and understand their audience, especially if their goal is to maximize event attendance. By researching and collecting data on preferences, interests, and demographics, planners can craft events that will pique attendees’ personal interest and motivate them to attend the event.
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Combining tactics for a comprehensive marketing strategy
An effective marketing strategy plays a key role in increasing event attendance, so it makes sense for event planners to deploy a rich mix of traditional and digital marketing tactics to reach potential attendees. To do so, consider the following ideas:
- Creating a stunning custom event website. It should be well-designed, user-friendly, and contain all the important event details, such as registration information, and engaging content.
- Use social media wisely. You’ve already researched your audience, so you know their preferred platforms. Take the time to promote your event on these channels, and be sure to include striking visuals, event teasers, and carefully targeted advertising. Social media is the perfect place to stimulate attendees’ sense of FOMO, while simultaneously promoting your event as a can’t-miss opportunity.
- A carefully developed email marketing campaign. Once you have built your list, create personalized invitations and updates to keep your delegates and potential attendees up to date on your event.
- Make the most of collaborations and partnerships. Work with influencers, industry leaders, or complementary companies to expand your overall reach and credibility.
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Set realistic goals
In order to measure the overall success of your event and ultimately achieve it, you need to take the time to set measurable goals. For example, if you’re considering attendee numbers for your event, this could be something as simple as the number of attendees you’re aiming to attract. Setting clear benchmarks will help you track your progress and adjust your strategy if necessary.
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Increase event attendance by offering early bird discounts and incentives
Tactics like early registration discounts and special incentives for attendees who register early can be effective ways to increase attendance. These tactics help create a sense of urgency for your event and reward attendees who register early.
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Create and promote compelling content to build anticipation
If you really want to draw a crowd, you need compelling content. Plan an event with inspiring speakers, lively panels, practical workshops, and great entertainment. Build anticipation by teasing great content with pre-event activities (behind the scenes footage, countdowns, well-crafted email campaigns, social posts, etc.). Your goal here is to use the FOMO feeling to get attendees to show up at the venue.
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Drive attendance with seamless registration
A simple and intuitive registration process is another way to increase attendance. Having an easy-to-navigate online registration system for your event, with clear instructions and secure payment options, can help increase attendee turnout.
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Maximize your event attendance with event management software
Similarly, event management software can play a vital role in event attendance by improving the overall experience for attendees. A good event software system will not only streamline the planning process but also help with tasks such as registration, ticketing, and communicating with delegates.
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Use events as networking opportunities
As we noted in our recent whitepaper, networking is the number one driver of increased event attendance. Incorporating dedicated networking sessions, icebreakers, and even a mobile event app that connects individual attendees with peers who share similar interests can help maximize attendance at your event.
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Offering unmatched value
If you want to maximize attendance at your event, you need to make sure it provides value to your attendees. Think about it: what does your event offer? Whether it’s great session content, expert insights, networking opportunities, giveaways, or special perks, promote what you offer your attendees and clearly communicate that they can’t get it anywhere else.
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Collect feedback and act on it
Finally, after your event, survey your attendees to identify areas for improvement. Use this information to proactively tailor future events to increase attendance and strengthen engagement with attendees.
Although the satisfaction of a well-attended event is unmatched, from a planner’s perspective, a successful event means much more than a large number of attendees. By deploying specific strategies and tactics and fully capturing and understanding the needs of your attendees, planners can ensure the success of every event and keep your audience engaged and captivated time and time again.
Are you hosting a live, virtual or hybrid event? Want to maximize the success of your event? Leverage trusted technology to give your attendees an unforgettable event experience. Learn how Eventsforce can make your next event amazing and successful. Book a personalized demo today.
