User Conferences
Boosting Conference Success with Cross-Sector Partnerships
5
Mins Read
Sofie
March 14, 2024
Get fresh ideas, actionable insights and expert guidance for your B2B events and webinars.
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Expert strategies for making B2B events inclusive and accessible, with actionable steps for communication, venue selection, engagement technologies, and post-event accessibility.
In early 2024, we gathered insights from seasoned event marketers on making B2B events more inclusive and accessible. Here are their top strategies, packed with actionable steps that you can apply directly to enhance your next event.
By implementing these strategies, you show a genuine commitment to inclusivity, enhancing the overall experience and ensuring everyone feels valued and welcome. Start adopting these practices now to enrich your events, foster meaningful connections, and set a new standard of excellence within the industry.
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Score big on post-virtual event engagement by leveraging CRM data, tailoring communications with session insights, and executing rapid, targeted follow-ups for a winning strategy!
Let’s face it - following up after a virtual event isn’t exactly anyone’s idea of fun, but it’s undeniably crucial for capitalizing on your virtual event or webinar efforts.
But with this no-nonsense guide, you can discover a straightforward approach to turning what often feels like a chore into a strategic advantage.
We’ll walk you through effective techniques for integrating data, personalizing communications, and executing swiftly, ensuring your post-event engagement is as impactful as possible.
Start with a comprehensive dashboard that combines primary campaign data and individual session data. This dashboard will serve as the cornerstone for analyzing event effectiveness and guiding follow-up actions.
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The key to effective follow-up is personalization. Use the data collected to segment attendees based on their engagement and interest shown during the event.
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Develop an automated system that categorizes attendees by persona and tracks their session attendance to generate personalized follow-up actions.
Leverage integration with tools like Salesforce and Salesloft to automate and facilitate quick follow-ups.
The speed of follow-up is crucial. Aim to complete all follow-ups within 24 hours post-event to keep the momentum and maximize the impact.
Mastering the art of follow-up after a virtual event or webinar is all about nailing the perfect blend of data integration, personalized communication, and quick action. Get these right, and you'll keep your attendees hooked while turning those leads into gold.
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Leverage Zuddl's latest features to enhance event engagement and efficiency with new sponsor portal updates, Marketo integration, and customized ticket conditions
At Zuddl, we are dedicated to transforming your event experience into something truly unforgettable. Our focus is on ensuring smooth operations, fostering engaging interactions, and creating an environment to drive results for both event marketers and sponsors.
The partnership between these two teams is unmatched. When an event hits its mark, the results are unstoppable - more leads, more raving fans, more awareness, more fun, and more event ROI.
That’s why we've been hard at work, rolling out a series of updates and features to simplify and enhance your event experience from new integrations to advanced workflows - we make the complex simple to ensure your events shine.
Long queues and confusion at event booths can dampen the attendee experience. That's why we've reimagined the sponsor portal to streamline interactions and elevate engagement.
Zuddl’s updated sponsor and speaker portal features ensure a hassle-free experience, providing high-quality, on-brand assets and tools. Our system guarantees a smooth interaction, allowing sponsors to upload and manage their booth assets efficiently and effectively.
The key to successful event marketing lies in efficient data handling and integration. The Zuddl solution now includes a seamless connection with Marketo through the Base Program feature, facilitating easier and more effective event management.
This integration allows for efficient data mapping and management, ensuring that all information flows smoothly from one system to another, enhancing the overall efficiency of your event.
You asked, we listened. This is one of the most dynamic updates in our suite of onsite tools: the new ticket and session conditions.
The Zuddl attendee experience is now more personalized than ever, thanks to our ability to apply conditions to tickets and session groups based on registration inputs. This ensures that every attendee receives a tailored experience that aligns with their interests and preferences.
Stay tuned for more exciting updates from Zuddl as we continue to refine and expand our platform to make event management smoother and events more memorable.
Your insights are invaluable to us. Please share your thoughts with your CSM or drop me a line at vedha@zuddl.com – I read and value every piece of feedback.
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Proactive capacity management is key for keeping event guests safe and giving them the best experience possible. Learn top tips for improving your approach.
Here's the scenario - Your team is running a large event in a new location, and 400 people have registered to attend. An hour into the event, you realize that 150 more guests than expected have arrived, and you simply don’t have room for everyone who showed up. What do you do?
The answer (both to prevent this problem and solve it if it occurs) is capacity management. Capacity management involves monitoring and managing the number of people inside your event space to maintain safety, accessibility, and logistical requirements. It’s a crucial task not only for compliance, but also to provide guests with a positive event experience.
However, capacity management can be challenging, especially for large conferences and in-person events that have historically been virtual or hybrid. To help you prepare to manage crowds and stay up to code at your next major event, we’ve compiled some of the best insider tips for effective capacity management. Let’s dive in!
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As soon as you choose a venue for your in-person event (or even before you decide, if possible), take time to evaluate the space’s capacity and any potential safety hazards. To do so, take the following steps:
Then, go beyond regulations and think more deeply about the guest experience. How many people can this space comfortably contain? Will it be crowded? Will it be easy for guests to navigate, including those with disabilities? Based on these answers, adjust your event’s maximum number of attendees for the ideal guest experience.
Even if you’ve used this venue for events in the past, don’t skip this step. Refresh your memory on the space’s regulations and complete a new walkthrough to check if anything about the venue has changed since your last event. Additionally, speak with past event staff and attendees about any capacity challenges the venue posed in the past and how they addressed them.
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Event apps and platforms aren’t just for virtual events—the right tools can also boost efficiency, improve capacity management, and customize the guest experience for in-person events. For instance, certain software solutions enable you to:
To choose the best software for your event, take time to evaluate your event’s needs first. Then, research several platforms that meet those needs before choosing a few providers to schedule demos with. Come to these meetings prepared with questions about pricing, features, and customization options to help you make your decision.
Ultimately, the right event management tools will help you manage event capacity and engage attendees by providing them with a streamlined, one-of-a-kind event experience.
Event organizers can learn a lot from admissions-based organizations that deal with capacity management as part of their day-to-day operations. For instance, many museums use museum management software with timed-entry ticketing systems to help them space out visitors and confidently manage numbers throughout the day.
Here is how timed-entry tickets work to streamline capacity management and make events safer for guests:
Timed-entry tickets can also make your event more inclusive by cutting down the size of crowds, making it easier for those with physical disabilities or sensory needs to participate in and enjoy your event. While this method may not work for all events, it can help you reduce crowding for large, multi-day events like conferences.
Whether your event team is made up of experienced staff or first-time volunteers, it’s important to train them on capacity management best practices and remind them why it’s essential for a successful event.
Provide basic training for all team members about how to monitor crowds and deal with them should they get too large. Create contingency plans and protocols for what event staff should do if you exceed venue capacity or guests react negatively to capacity restrictions. For example, you might ask staff members to immediately alert a certain person about the problem and temporarily stop admitting guests until the issue is resolved.
Additionally, consider designating a few team members to lead your capacity management efforts and keep a close eye on capacity levels throughout the event space. Ideally, these staff members should be well-versed in event management and your venue’s capacity requirements.
Proactive capacity management isn’t just about ensuring the safety of your guests and event staff. It’s also about creating an environment where attendees can comfortably enjoy and get the most out of your events, prompting them to spread the word and attend your events again and again. By following these tips, you’ll be able to keep your in-person guests safe, comfortable, and engaged.
Your conference is only as good as your team. Use these super-reliable tips to assemble your Avengers and ensure a stellar in-person conference experience.
The day of your user conference has finally arrived. Months of meticulous planning, strategy meetings, and preparation are about to be put to the test. The venue is set, the technology is up and running, and there’s a palpable buzz in the air. As attendees start arriving, it’s time to see your well-laid plans spring into action. This is your moment to shine, and the success of the event hinges on the performance of your behind-the-scenes heroes—your event team.
Just like the Avengers assemble to save the day, your event team comes together to create an unforgettable experience for every attendee.
For starters, of course, there's nothing that works better than a laid-out plan.
Here's a sample of how you could assign roles for the big day:
Your internal team will play various roles during the event, including staffing the registration table, guiding attendees through the venue, managing sponsor areas, and providing on-the-fly design support.
Depending on your needs, you can quickly take a call on shifts and other intricacies. It's also essential to keep roles flexible and agile to situations such as:
There may be instances where people show up without prior registration. While it may not be a major issue, it's important to address it promptly. Take them aside, guide them through the registration process using iPads or other devices, and have a conversation about the registration fee if necessary.
In cases where the attendee is completely unknown or unrelated to your sales force or target audience, it may be appropriate to require payment for entry. However, if the individual is a recognized customer or partner, it's advisable to handle the situation differently.
When it comes to badge printing and preparation, thorough testing is crucial to avoid any last-minute surprises. For worst-case scenarios where your printer fails you, have a backup plan like stick-on name badges.
The badge is the first tangible part of the event experience for your attendees. So the best way to prevent this glitch is to opt for reliable, high-speed printing solutions and have backups ready just in case. This attention to detail shows your commitment to a professional, friction-free experience.
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Invest in a conference platform that enhances your team’s capabilities and enriches the attendee experience. Features to look for include:
The success of your event heavily relies on a well-prepared, agile team—your very own Avengers. By equipping them with the right technology, a clear understanding of their roles, and the autonomy to handle challenges as they arise, you set the stage for an exceptional event.
Pro tip: Use this checklist to streamline and track your event execution.
Want to run more focused, personalized marketing campaigns? Learn how your business or organization can properly analyze and reach its target audience.
These days, it’s not enough to just send an email to everyone in your constituent relationship management system (CRM) inviting them to your next event or informing them of your latest business initiatives. People want personalized marketing messages that pique their interest, address their pain points, and satisfy their needs.
It’s important to think about who your target audience is, what their needs are, and how you can best reach them. That way, you’ll run more targeted marketing campaigns that individuals are likely to respond to. We’ll review five tips for analyzing your target audience so you can ensure you reach the right people with your communications.
Start by sitting down with your team to define your target audience. Each campaign you run likely has a different group you’re trying to reach, so you need to make sure everyone’s on the same page.
Your intended target audience will depend on your overarching campaign and business goals. For example, your target audience will look different if your goal is to grow your client base, increase revenue, or expand into a new market.
Once you’ve nailed down the intent behind your campaign, you can begin to loosely define who your target audience is. Let’s say you’re an association leader running a networking event to increase membership among young professionals. To provide specificity and direction to your campaign, ask your team questions such as:
These questions can help you specify who you’re trying to reach and allow you to start brainstorming ways you can personalize your marketing campaigns to your intended audience.
Chances are, your CRM or database is loaded with a variety of customer or constituent records. While this information is useful for getting to know who your customers or members are, not all of these records will align with your target audience for each campaign.
To ensure you can easily find the information you need to launch your campaign, segment your broader audience within your database. Group records for people in your target audience together for easy access.
You may create several segments at once depending on how many campaigns you’re running or notice trends in your customer data as you go that inspire new segments. For instance, you may find that you have a significant number of customers in the Philadelphia area. Consider creating a segment of these customers and targeting them with content about local events and opportunities from your organization, such as a sale on your product at a regional store.
Once you’ve determined who your target audience is and created a segment for them in your database, you may notice you’re missing some key information that would help you better reach them.
For example, you may want to run an email marketing campaign, but upon surveying your database, you notice that you only have email addresses for 60% of your target audience segment.
In this case, conduct a data append. Work with a data provider to supplement your database with information from third-party sources so you can access email addresses for as many of your target audience members as possible.
Other types of contact information you can append include:
You may even append lifestyle information that allows you to dive deeper into your target audience’s interests and needs so you can better personalize your content to them. For instance, some data providers can tell you which charitable causes your customers donate to, allowing you to secure event sponsors that align with your customers’ values.
In all of the above cases and examples, we’ve discussed your target audience as a sliver of your broader audience. You already have existing data and relationships with them.
However, what if your target audience isn’t represented within your CRM? What if they aren’t yet your customers?
In this situation, your organization should build and activate a custom marketing audience. A data provider can give you access to highly relevant datasets so you can reach your target audience.
For example, let’s say you run an event management software company. You typically sell your product to corporations and associations, but you’d like to start marketing to healthcare organizations.
The right data provider can help you build an audience that includes likely-to-convert prospects in the healthcare industry. Then, you can activate this audience across channels and break into an entirely new market for your product.
The process of effectively reaching your target audience doesn’t end when your campaign does. Involve audience members by soliciting their feedback about your marketing communications through surveys, polls, and in-person interactions. Ask them questions such as:
For quantitative measures of how your target audience responds to your campaigns, analyze metrics such as click-through rate, email open rate, and engagement with your social media posts. Combining these metrics with your audience’s feedback will allow you to determine what worked and what didn’t, enabling you to incorporate these insights into future campaigns.
Focusing your marketing efforts on your target audience allows you to personalize your outreach and focus your resources on the people most likely to respond to your campaigns. When you effectively define, analyze, and activate your target audience, you can build a loyal customer base that feels seen by your individualized content.
No BS - just 5 dope AI tools that can streamline your event marketing tasks.
You've most definitely heard the AI hype—a lot. It's been in the backdrop of every tech conversation for years. But here’s the real scoop: how is AI specifically shaking up your role in event marketing? It's time to move past the buzz and look at practical, powerful ways AI can make your work not just easier, but more impactful and innovative.
Let’s zoom in on 5 standout AI tools that every event marketer should consider integrating into their arsenal:
What it is: An advanced AI-driven language model developed by OpenAI, capable of understanding and generating human-like text based on the input it receives.
Key features: Generates creative content, automates customer service through chatbots, assists in drafting emails, and provides real-time language translation.
Benefits for event marketers: ChatGPT can help personalize communication at scale, develop content strategies, and handle routine inquiries, allowing marketers to focus on more strategic tasks.
What it is: A cutting-edge AI program also from OpenAI, designed to create images from textual descriptions, offering a new way to generate creative and contextually relevant visuals.
Key features: Transforms text prompts into unique images, supports various art styles, and can edit parts of existing images or combine multiple images into one.
Benefits for event marketers: Ideal for creating customized event branding, promotional materials, and unique visuals for social media campaigns, enhancing the visual appeal of any event.
What it is: An AI-powered presentation tool that automates the design process, making it easier to create professional-quality slide decks.
Key features: Provides a dynamic, design-driven interface where slides adapt as you add content; offers a range of templates tailored to different presentation needs.
Benefits for event marketers: Saves time on designing event presentations, pitch decks, and sponsorship proposals, ensuring that each slide looks clean and engaging with minimal effort
What it is: This tool leverages AI to help users transform text content into video format quickly and efficiently.
Key features: Automated storyboard creation, access to millions of stock photos and videos, and the ability to customize the branding of videos to align with your event’s theme.
Benefits for event marketers: Enables the quick creation of promotional videos, event recaps, and social media ads that are visually appealing and likely to engage audiences.
What it is: A graphic design tool that simplifies the creation of complex visuals, allowing users to design almost anything from invitations to detailed infographics.
Key features: Thousands of customizable templates, a vast library of images and icons, and advanced features like background removal, animation, and team collaboration.
Benefits for event marketers: Streamlines the creation of event-specific branding materials, social media content, and promotional items. Canva Pro’s collaborative features also make it easy for teams to work together on designs, regardless of their graphic design expertise.
What it is: Parmonic is an AI-powered tool designed to repurpose video content into a variety of other media formats.
Key features: This tool automatically converts videos into editable scripts, generates blog posts, creates audiograms and quote cards, and more, all from your existing video content.
Benefits for event marketers: Parmonic's integration with Zuddl is ideal for marketers looking to extend the lifespan and reach of their event recordings. By breaking down videos into different content formats, event marketers can maximize their content’s visibility and engagement across various platforms without the need for additional recording or extensive editing.
With this being our new reality, it’s safe to say that AI can significantly enhance how we plan, promote, and execute events!
Learn how to create a detailed event brief that aligns your team and sets the foundation for a successful user conference.
The event brief is your roadmap, guiding every aspect of your user conference from inception to execution. Here's how to construct an event brief that ensures all teams are aligned and moving towards the same goals. (and yes, we promise to keep it 'brief'!)
Start with defining what you want to achieve. Whether it’s increasing product adoption, strengthening customer relationships, or launching a new product, your objectives will dictate the format and content of your conference.
Gather input from across your organization to ensure the event supports broader business goals. This includes discussions with leadership, sales, marketing, and customer success teams to align on the expected outcomes of the event.
Include key details such as potential dates, location ideas, audience segments, and estimated budget. This section should evolve as more decisions are finalized, serving as a living document that updates throughout the planning process.
Outline how updates and changes to the brief will be communicated to the involved parties. This ensures everyone stays on the same page and can adapt to changes efficiently.
Plan for feedback from previous events to refine the brief. Continuous improvement will help in fine-tuning both the planning process and the event itself over time.
Here's a free event brief template you can follow
Pro tip: As time progresses, you can keep updating this sacred document with more details about the event and share it with the greater internal team. Closer to the event, when you’re fielding dozens of daily questions from various teams, this can double as a FAQ master doc too!
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Asking the right questions can help you improve the event volunteer experience. Use these event volunteer survey questions to boost volunteer satisfaction.
Asking event volunteers for feedback is a win-win situation. Your organization benefits from crucial insights that help improve the volunteer experience the next time around, while participants get to make their voices heard and feel like valued members of your team.
However, gaining valuable input depends on your ability to ask the right event volunteer survey questions that get to the heart of what makes for a positive volunteer experience. Let’s review the most useful survey questions to ask volunteers, broken down into three categories: volunteer satisfaction, volunteer communication, and general event feedback.
These questions will help you understand whether volunteers enjoyed the event experience. Depending on their answers, you can adjust your volunteer strategy before your next event to exceed supporters’ expectations.
Feel free to add questions relevant to your unique event. For example, if you hosted a fundraising 5K event, you could ask additional questions such as “How convenient was parking at our event?” or “Did you feel there were adequate supplies for volunteers, such as water and snacks?” Ultimately, your volunteer satisfaction questions should be phrased in a way that encourages volunteers to share their unique experiences with your event.
Staying in touch with volunteers throughout the entire event process is critical to preparing them for the event and making them feel as comfortable as possible in their roles. Use these questions to tailor your event communications strategy to fit volunteers’ preferences.
If you use a volunteer app to stay in touch with supporters, ask for feedback on the app experience. Did volunteers feel like it was easy to check in using your app? Could they communicate with your organization’s staff or volunteer shift leaders to ask questions or raise concerns? Answers to these questions will be invaluable in ensuring that your organization is making the most of its software solutions.
As support staff, your volunteers have unique insight into your organization’s event experience. Consider asking these questions about their opinions on your event to help enhance your future opportunities.
Supporting your events shouldn’t feel like work—your volunteers are dedicating their free time to your cause, so the experience should be fun and engaging. By asking for their feedback on your event in general, you can strategize ways to improve the quality of your organization’s experiences.
Use these best practices to narrow down your questions and get the most value out of your survey:
After volunteers complete the survey, send a confirmation email to thank them for their responses. Share the impact of their feedback—for example, “Your response will help us plan an even greater event next year to better serve our community.” Consider offering a perk to show your gratitude, such as a free sticker or fridge magnet branded to your organization.
Volunteers are willing to provide insight into their experience—you just have to figure out the best way to ask! Show them that their thoughts and opinions matter with these survey questions and strategies that foster greater volunteer engagement and retention.
Boost your impact at events by using innovative promotional items to spark conversations, clearly defining your event’s purpose to guide every decision, and building strong partnerships with vendors.
In navigating the complex world of event production, I've unearthed some truths about what elevates an event from merely functional to genuinely unforgettable.
It's less about the depth of your pockets or the flashiness of your technology and more about forging meaningful connections, nurturing your creative edge, and maintaining a laser focus on your vision.
Here’s a glimpse into my playbook for transforming standard gatherings into standout experiences, with a special nod to one of my favorite anecdotes.
Consider stretching the brand (I’ll explain!)
Our decision to choose a stuffed cheetah as our giveaway at a trade show was all about embodying Firework's essence: quick, agile, and ahead of the curve. Of course, initially, our sales team did find it baffling that we wanted to do this, but as the day unfolded, things got interesting - a line of attendees showed up around our booth, all there for a stuffed cheetah.
Now, these queues weren't just for the novelty of a giveaway; they were conversation-starters that made us busy - which created interest. The show floor became filled with our logo which created incremental brand awareness. When people returned home, they posted about it. This created ancillary value from a brand perspective. It was a growth hack - but it worked.
The power of aligning a simple, creative choice with your brand's identity—it turns heads, sparks dialogue, and, most importantly, forges connections that last far beyond the event itself.
Identifying the core purpose of your event is foundational. Is it to foster networking, generate leads, build community, or something else entirely? This clarity has been a cornerstone of my planning process, guiding every decision from venue selection to vendor partnerships. A well-defined purpose acts as your event's compass, ensuring every element contributes towards a cohesive and compelling experience.
Without this direction, events can easily veer off course, becoming forgettable rather than formative.
The leap from planning to execution mirrors the transition from a dress rehearsal to opening night in theater. Both worlds demand meticulous attention to detail, creativity, and a profound understanding of the audience's experience. Even when resources are tight, prioritizing strategic investments in your event can dramatically enhance its impact.
Every decision, every dollar, should directly enrich the attendee experience, sticking closely to your event's goals and your budget.
I've learned the immeasurable value of treating vendors and partners as collaborators in the creative process. Prompt payments, clear communication, and respect for their expertise are more than just professional courtesies; they're the building blocks of lasting partnerships. These relationships are crucial, providing the support structure that every memorable event relies on. Look for vendors you have a synergy with.
Pushing the envelope is part of creating memorable events, but it's essential to balance innovation with caution. Weighing the potential benefits of a new idea against its risks is crucial. It's about being bold in your creative decisions while also being mindful of your event's overarching goals and the expectations of your stakeholders.
It might sound cliché, but today's challenges really are tomorrow's lessons. Pushing the envelope, armed with past insights, is what keeps our events exciting!
Yep, yep, getting everyone on board is hard; I totally agree!
But here's an approach that works for me:
I hope you find these tips useful. You can find more such insights on my episode of Event Heroes.
Empower your event management journey with Zuddl's innovative tools, designed to put you in control and transform attendee experiences. Elevate your events with unparalleled flexibility and efficiency.
Here at Zuddl, we want to make sure you feel like someone has your back when it comes to smoothing out the event management experience. It doesn’t have to be multiple tools, legacy systems, or bad UX. It can be a streamlined and stress free experience setting up conferences, field events, and webinars with us!
Check out these tools in Zuddl that will help you organize, plan, and execute your events. These features are designed to give you more control, flexibility, and customization options, ensuring that your events run smoothly and efficiently every time.
Let's dive in:
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We know event marketers sometimes need all the control when it comes to getting attendees into the right sessions. We’ve got you covered. With the tool, event organizers can seamlessly add participants to sessions without requiring attendee intervention (win-win for everyone).
This feature is incredibly useful for streamlining the attendee journey and ensuring that everyone is where they need to be, when they need to be. For example, organizers can pre-register all customers for a specific training day or kickoff session, simplifying the registration process and ensuring maximum participation.
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From talking with event marketers (including our founder) we understand that not all events follow the same registration flow.
That's why we've got a multiple registration flow tool, allowing you to create and publish multiple registration processes tailored to different event scenarios. You can start with a default flow and build from there - tailoring the registration experience for segments like employees, customers, speakers, VIPs, and more. Then it’s a few clicks to share flow-specific URLs for easy registration and tracking on the backend.
Take a deeper dive and learn more here.
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Event marketers know and love the Zuddl speaker portal, but did you know the Speaker Portal includes the ability to create custom tasks and select from a set of standard tasks?
Whether it's adding session materials, updating profiles, or preloading polls, speakers now have more options to manage their tasks efficiently. The latest update also allows for the attachment of fields, enabling the collection of various types of information, from text responses to file uploads, streamlining the task management process.
In the B2B space, sponsor engagement is crucial, which is why we’ve doubled down on lead capture support in the Sponsor Portal. Sponsors can now configure their customer questions and scan data directly within the portal, enhancing their ability to connect with potential leads.
Integrations with platforms like Salesforce are also on the horizon, offering even more opportunities for sponsor engagement and data management. Check out our integrations here.
For events that include paid sessions, our platform offers seamless integration for training and certification programs. Attendees can easily purchase tickets and add-on training sessions, with customizable workflows to streamline the process.
From ticket types to conditional setups, our platform provides the flexibility you need to monetize your events effectively.
Finally, for events that require offline payments, our Flex Events now support offline payment processing. Organizers can enable this feature from the event setup, allowing registrants to enter their payment information offline. Whether it's for large orders, invoice payments via bank transfer, or B2B transactions, our platform ensures a secure and efficient payment experience for both organizers and attendees.
These new features represent our ongoing commitment to providing you with the tools and capabilities you need to plan and execute successful events. We're excited to see how you'll leverage these enhancements to create memorable and impactful experiences for your attendees. Stay tuned for more updates and integrations as we continue to innovate and improve our event management platform. Happy planning!
Stay tuned for more Zuddl updates as we work to make event management easier and events more memorable.
Your feedback is crucial for improvement. Share your ideas with your CSM or email me at vedha@zuddl.com – I read and value every message.
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Master the art of the pre-game huddle to align your team, clarify roles, and execute a flawless field marketing event strategy.
So you're looking forward to hosting your field marketing event, and you have all your pieces in place.
What next?
There’s just one more important activity to do before the live date: a plan-of-action meeting with your sales colleagues who’ll be at the event. This is the time to align on expectations, roles, and responsibilities and put together a coordinated effort to maximize impact at the event.
Sync meetings should be scheduled more frequently as the field marketing event approaches and should align with the need for up-to-date information and coordination.
Monthly sync meetings can be adequate for initial planning, brainstorming, and laying out the groundwork.
Fortnightly sync meetings are beneficial during the mid-planning phase, as tasks and details start to take shape, and it's important to maintain a steady pace.
Days to weeks before the event, daily or even more frequent sync meetings may be necessary during the final preparations, as there's an urgency to ensure that everything is on track and make any last-minute adjustments.
You need to hold a final meeting at least 3 business days before the event
Fore more such field marketing event tactics, head to our awesome (if we may say so, ourselves!) Field Marketing Guide!
Explore the transformative power of mobile apps in event marketing, from boosting attendee participation to offering unparalleled convenience,
In today’s technology-run world, it's hard to imagine a day without our mobile devices. From checking emails to managing daily tasks, we rely on our phones and tablets for almost everything. But did you know that they can also transform the way we experience events?
With this growing dependence on technology, event marketers are now embracing the use of mobile devices to enhance engagement and create a more interactive experience for attendees. Not only do they provide attendees with convenience and accessibility, but they also have the power to encourage audience participation. Let’s explore the various ways in which mobile devices can revamp your events and ultimately lead to greater success.
Most individuals have their smartphones on them at all times, and this is no different in the event space. It’s not uncommon to see event guests paying more attention to their phones than the announcements being made. Think about it - how many times have you attended an event and found yourself scrolling through your phone?
This is where incorporating mobile apps into an event can be highly valuable. With a mobile app, all the necessary information is easily accessible in one place, eliminating the need for constant device-switching or flipping through physical materials. Instead of having to rely on laptops, attendees can simply pull out their phones and stay plugged into the event.
Plus, text or push notifications allow organizers to share updates and reminders directly to attendees' phones. This not only keeps them informed but can also re-engage them if they get distracted.
Many mobile apps made for events have a plethora of features, including:
This list is not exhaustive at all. There are endless ways that you can enhance your guests’ experience with mobile apps. However, it’s best to choose one application and stick with it. You don’t want to be managing multiple apps and neither do your guests!
Mobile devices have revolutionized the way guests participate in events. Let’s dive into some of the most useful features that help streamline the event planning process and make things a whole lot more pleasant for your guests.
With the use of mobile apps and technology, checking in to an event can be a hassle-free process. Guests can simply download the app, register, and receive their digital ticket for entry. Make sure that your pre-event communication provides effective instructions and reminders for guests so they can check in with ease.
There will always be folks who don’t make use of the early check-in process, and that’s okay! Have some staff trained and available to help those who aren’t as proactive or tech-savvy. Giving mobile check-in as an option will still eliminate long lines and paper tickets, making the check-in process much quicker and more efficient.
By having their schedules readily available on their phones, guests can easily plan out their day and navigate through the event without any confusion. Some apps can even save certain events to a favorites list, which is helpful for larger events with multiple activities and sessions taking place simultaneously. It can also be an easy conversation starter between attendees: “What do you have on your favorites?”
Additionally, most event attendees will be unfamiliar with your venue. Google Maps is usually unhelpful in this realm, as you’ll be dealing with conference rooms or halls. With event maps on their phones, guests won’t be fumbling around.
Mobile events allow guests to actively participate in various activities through their phones. Whether it's a live poll or an interactive game, guests can engage with the content of the event in real time using their mobile devices. This enhances their overall experience and encourages active participation.
For those events that incorporate fundraising activities like silent auctions, there are apps that facilitate the bidding process, too. Grant access to people who are not physically present so they can bid on items, and let in-person guests bid with a single tap!
Chat and networking features allow guests to foster a sense of community and meaningful connections beyond just attending the event. You can even encourage folks to connect before the event. Some applications ask attendees about interests to connect like-minded individuals.
Events that leverage mobile applications have made it incredibly convenient for event marketers and attendees alike. They take a huge mental load off of guests’ plates, which not only enhances the overall experience for attendees but also adds value to the event itself.
Let’s face it – events haven’t been the same since COVID. Hybrid and virtual events are here to stay, and that’s not a bad thing! We now have the technology to allow for more attendees. In the old days, if people couldn’t be present for it, they just completely missed out. Now, they can still be a part of the event virtually!
One of the biggest advantages of using mobile devices for events is the ability to turn any event into a hybrid one. Mobile devices make it possible for virtual attendees to feel like they are actually present at the event, making events more accessible and inclusive for all participants.
One of the key features that sets mobile apps apart from traditional methods of event management is their built-in reporting capabilities. Organizers can access valuable insights from their events, making the post-event analysis process much more efficient. These reporting features provide event hosts with a gold mine of information that no manual process can do, including identifying successes and areas of improvement. This allows them to make informed decisions when planning future events and tailor the experience to better meet the needs of their attendees.
Some examples of data points that event hosts may want to track include:
This data also enables organizers to connect with attendees more personally after the event. Event hosts can follow up with personalized emails or targeted advertisements that cater to the interests of each attendee. This not only helps to foster a stronger relationship with attendees but also increases the likelihood of them attending future events.
It’s safe to say that mobile devices have become an essential tool for both event organizers and guests. With the convenience of having everything at our fingertips, we can enhance our event experience in ways we never could before and help guests get the most out of the event. Next time you host an event, remember that things don’t have to be complicated, disconnected, or so manual – we have the technology!
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Unveil five game-changing strategies to supercharge your B2B webinars, ensuring they captivate, engage, and convert like never before.
Hey, I'm Kevin Davidson, and I’m here to share a few cool lessons and tricks from my experience running webinars in the B2B space.
Now, you don’t have to call me the Webinar Whisperer, but I will admit it sounds really cool!
Anyway, let’s dive right in - here are 5 of my personal learnings that helped me find success with webinars.
Remember, the smallest distractions can derail your webinar's impact. I've been in webinars where background typing sounded like a hailstorm on a tin roof. It's not just annoying; it's a surefire way to lose your audience's attention. Invest in quality microphones and encourage your speakers to find quiet, controlled environments. This might seem like a no-brainer, but you'd be surprised how often it's overlooked. A clear, distraction-free audio experience keeps your audience focused on your message, not guessing the background noise.
In the sea of webinars out there, your brand's identity is your lighthouse. Early in my career, I underestimated the power of consistent branding. Now, I ensure our logo and brand theme are not just visible but also integrated seamlessly into the presentation. It's not just about recognition; it's about creating a professional and trustworthy atmosphere that resonates with your B2B audience.
It also helps to identify interesting branding opportunities. For instance, let’s say your speaker doesn't have a camera or their microphone is poor quality. Consider sending him/her a Blue Jeti microphone or a pair of AirPods - they will not only appreciate your gift, but be extra motivated in helping achieve your event goals. It will also create a solid long-term relationship!
The digital age has made privacy a hot topic, and rightly so. I've noticed a direct correlation between simplified registration processes and higher attendance rates. The lesson? Respect your audience's privacy concerns. Minimize the data you request upon registration and be transparent about how you'll use it. This approach not only boosts registrations but also builds trust with your audience from the get-go.
PS: You can use other "creepy" technology to find out more about the registrant instead of asking them to share everything ;)
If there's one thing I've learned, it's that engagement is everything. The moment you treat your webinar like a one-way street is the moment you lose. Use polls, Q&A sessions, and interactive tools to create a two-way dialogue. And here's a pro tip: leverage these interactive elements to gather real-time feedback and insights, which can be gold for tailoring your content and offerings. Remember, engagement doesn't end when the webinar does. Follow up with attendees, share additional resources, and continue the conversation.
Promoting your webinar can feel like shouting into the void, especially in the crowded B2B space. Early on, I relied too heavily on traditional channels like email blasts. While they're essential, diversifying your promotional strategy is key. Social media, especially LinkedIn for B2B, can be a goldmine for reaching your target audience. Don't overlook the power of employee advocacy; your team's networks can amplify your reach exponentially. And always, always measure the effectiveness of your channels to refine your strategy over time.
And there you have it…
Remember, the goal is not just to host a webinar but to create an engaging, memorable experience that drives real business results.
Here's to your success in the webinar world!
Kera Wright outlines key strategies for maximizing trade show impact, focusing on thoughtful planning, engagement, and follow-up to drive brand success.
As someone who's navigated the complexities of trade shows across various industries, I've learned that success doesn't come from the flashiest booth or the biggest budget. It's about strategic planning, meaningful engagement, and meticulous follow-up. Here’s my distilled guide for fellow event marketers who are ready to cut through the noise and make their next trade show a strategic win for their brand.
The foundation of any successful trade show strategy begins long before the event itself. It starts with a clear understanding of why you're attending. Are you looking to generate leads, increase brand awareness, or establish thought leadership? This clarity will guide your decisions on which trade shows to invest in and how to measure your success. I always recommend digging into past event feedback and analyzing the attendee demographics to ensure a good fit for your objectives.
Your sales team is crucial to your trade show success. That's why I advocate for a close collaboration with them well before the event. I recommend scheduling a regular cadence of meetings with your sales team ahead of the event to discuss everything from our lead capture strategy to our follow-up plan.
I also like to keep all information about the event in a singular "source of truth" document. Making sure your team knows where to find information and has an outlet for discussing and working toward goals ensures that everyone is aligned and maximizes our potential for success at the trade show.
In my experience, the most effective booths are those that focus on engaging the audience in a meaningful way. This doesn’t necessarily mean having the most extravagant giveaways or an overly elaborate design. Instead, it's about choosing swag that resonates with your target audience and designing a booth that facilitates interaction and showcases your brand's story. Sometimes, the most straightforward approach can be the most memorable.
Having your executives on the trade show floor can be a game-changer, but it's all about using their time wisely. I’ve found that their presence is most impactful in specific scenarios, such as speaking opportunities, high-level networking events or targeted meetings. It’s about strategically leveraging their authority and influence to enhance your brand's presence and forge meaningful connections.
The work doesn’t end when the trade show does. Immediate and personalized follow-up with the leads you’ve gathered is just the start. Equally important is taking a step back to evaluate the event's success against your initial goals. I like to combine both qualitative feedback and quantitative data to get a full picture of our performance. Holding a post-mortem meeting with the sales team and other stakeholders is also a key part of my process, allowing us to refine our approach for future events.
Reflecting on these strategies, it's clear that the true value of trade shows lies not just in the leads we capture or the deals we close, but in the deeper understanding we gain about our market, our audience, and ourselves. Each event is a learning opportunity, a chance to refine our approach and better connect with those we aim to serve. It's this continuous cycle of learning, adapting, and engaging that drives real, lasting success in the trade show arena and beyond.
Follow me on LinkedIn for more trade show and event marketing tips. And if you need some extra help to make your events a success, you can learn more about Planner Pal at plannerpal.io (coming soon).
Written by Kera Wright, Founder, Planner Pal
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Participating in a trade show? Make your booth stand out with these proven crowd-pleasers
Stepping into a trade show can feel like wandering into a bustling bazaar where every stall is clamoring for your attention — all the lights, bold colors, and the relentless buzz of conversation.
In this high-energy arena, your booth isn't just a space to showcase your brand; it's your secret weapon to capture hearts and minds.
Investing time and effort into your thoughtfully designed trade show booth goes beyond mere aesthetics; it's a strategic business move. A thoughtfully designed booth gives you a chance to make a strong first impression, generate leads, and build lasting relationships.
So, let's dive into some killer booth ideas that'll make sure you're not just part of the crowd, but the one leading the parade!
Who needs a stage when you already have a booth? Leverage your booth space by hosting live webinars or presentations at scheduled times throughout the event. This interactive format allows you to attract visitors and start conversations, answer questions on the fly, and really connect with your audience.
Imagine having a giant tablet at your booth where folks can swipe, tap, and learn all about what you offer. It's a fun, tech-savvy way to let visitors dive deep into your world, exploring all the cool stuff you've got on their own.
Who doesn't love a good cup of coffee, especially at the event? Offer a free coffee bar where attendees can grab a drink and take a little break. It's a warm, welcoming touch that can make your booth the go-to spot for a refresh.
Set up a photo booth, physical or virtual, with fun branded props. It's a great way for attendees to have a laugh and capture memories of the event. Plus, those photos are likely to get shared, giving your brand some extra visibility.
A social wall with photo booth integration at #wsecuallstar23.
To spice things up,set up a prize wheel at your booth. Don’t let your swag go to waste, and let attendees spin to win various goodies. It's a fun, interactive way to draw people in and create a buzz around your booth.
Challenge attendees with a trivia game about your industry or product. It's a smart way to engage people while educating them about what you do. Plus, a little friendly competition never hurts!
Find more trade booth ideas in the Event Professional's Toolkit by Walls.io! Discover a goldmine of event planning resources, including checklists, ready-to-use templates, guides, statistics and more.
Step into the future with VR demos at your booth! It's like taking attendees on a magical journey right from your spot, showing off your products or services in a whole new dimension.
Make your key guests feel extra special with a VIP lounge. It's a sweet spot where your important clients or partners can relax, chat, or network in style. Talk about rolling out the red carpet!
Offer a unique touch with a name engraving service. Whether it's on a pen, a notebook, or something even cooler, it's a personalized gift that attendees will cherish and remember you by.
Be the hero with charging stations at your booth. In today's world, a little battery boost is always welcome, and it gives visitors a reason to hang around and chat while they charge up.
Create spots that are too cute or cool not to share. When attendees snap pics and share them on social media, it's like free advertising with a personal touch.
Use interactive screens to showcase your products or services on a feed that also displays social media posts with the event's hashtag or posts from users and fans of your brand.
© NETZSCH Pumps & Systems
At a trade show, where everyone's on the lookout for new connections and solutions, your booth can really make or break your game. It doesn't just pull in more people; it also boosts how people see your brand, making you look like the go-to expert in your field. Make sure you make the most of it!
Written by Aleksandra Petrash, Partnership Marketing Manager, Walls.io
Revitalize your event's content with actionable tips on crafting and distributing engaging, bite-sized gems that capture and extend audience engagement.
The curtain has closed on your latest event, leaving behind a treasure trove of insights, discussions, and presentations. This content, now tucked away in your vault, holds the potential to continue the conversation, educate, and inspire. However, in an era where attention spans are dwindling, the prospect of diving into hours of footage to unearth shareable content can seem daunting, akin to finding a needle in a haystack. Yet, the value locked within this content is too significant to overlook, demanding a strategic approach to ensure it doesn't go to waste.
How do you navigate this challenge?
Here's a step-by-step guide to transforming your event's content into engaging, digestible pieces that resonate with your audience.
Start by pinpointing the moments that truly resonated with your audience. These are the insights, quotes, and discussions that sparked the most questions or were highlighted by attendees. Don't just guess; use engagement metrics and feedback to guide you.
Now, it's time to get chopping, but not all content slices are created equal. Aim for variety: short clips for social media, longer segments for YouTube or your website, and even audio snippets for a podcast. Remember, the goal is to repurpose content in a way that feels fresh and tailored to each platform.
As you edit, keep quality at the forefront. This doesn't mean every clip needs a Hollywood budget, but clear audio and a decent visual setup can go a long way. Tools and AI can help enhance quality without breaking the bank, ensuring your content stands out in the crowded digital space.
Think about your audience's online habits and serve up your content accordingly. LinkedIn users might appreciate more professional insights, while Instagram or TikTok might be the perfect place for behind-the-scenes clips or quick tips. Use scheduling tools to maintain a consistent flow of content.
Finally, keep an eye on how each piece of content performs. Which topics got the most engagement? What format did your audience prefer? Use these insights to refine your strategy for next time, ensuring you're always hitting the mark with your target audience.
Feeling overwhelmed? You're not alone.
That's where the Zuddl and Parmonic integration comes into play. This powerful combo simplifies the process, allowing you to easily transform your event recordings into a variety of content formats.
From generating highlight reels to creating bite-sized clips perfect for social media, this integration is designed to help you maximize your content's reach and engagement without the manual headache.
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Dive into Zuddl's latest: from snazzy video production to AI magic and hybrid event hacks, we're making virtual and hybrid meetups a blast!
At Zuddl, we know from talking to some of the best event marketers and conference gurus that the task of making virtual events fun, memorable and meaningful is tough. Add an in-person element and it can go from 0 to 60 quickly in terms of how many components need to be accounted for.
But, there is a better way. We recently released cool features to double-down on making both virtual and hybrid events great - say goodbye to disengaged audiences and technical glitches, and hello to seamless, interactive sessions that captivate both in-person and online attendees.
I'm really excited to share some of the new features we've rolled out.
It’s 2024. Time to elevate your video content to broadcast quality across virtual and hybrid events.
This round of updates simplifies content creation, enhances brand visibility, and ensures seamless speaker and content management.
Your team is completely empowered to deliver high-quality, engaging, and branded content with ease, ensuring every event stands out - with no hiccups.
With this integration, you’ll be able to take virtual and hybrid content to the next level. Zuddl-Parmonic integration leverages the power of AI to deliver multi-format content that is immediately usable by B2B marketers, sales, and customer teams for follow-ups, social sharing, emails, and even a pre-built landing page.
With the Zuddl-Parmonic integration, your event content becomes a dynamic resource, continuously driving marketing strategies, enhancing audience engagement, and fostering lead generation long after the event's conclusion
Check out the announcement to learn how to get started.
The above features are amazing, but how do they fit in the hybrid landscape? Pair them with these hybrid features for an event that combines the best virtual and in-person elements to drive outcomes while delivering value to your attendees.
Zuddl simplifies the complexity of hybrid events, making it easier to create immersive and interactive experiences that captivate all attendees, regardless of their location.
This latest release is more than just an update; it's a complete reimagining of what hybrid events can be. Welcome to the future of event management, where every detail is crafted to perfection, ensuring your events are not only hybrid but also high-impact.
Stay tuned for more Zuddl updates as we work to make event management easier and events more memorable.
Your feedback is crucial for improvement. Share your ideas with your CSM or email me at vedha@zuddl.com – I read and value every message.
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