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Event marketers, your June just got simpler—and your events, more inclusive! We’re thrilled to roll out two essential updates: Multilingual Support for webinars and field events, and significantly upgraded Access Controls. Both are designed to help you reach wider audiences effortlessly and manage event permissions seamlessly.

1. Comprehensive and Simplified Access Controls

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Managing attendee access across multiple sessions, ticket types, and event formats can often be chaotic. Our revamped Access Controls offer a streamlined, granular approach, ensuring the right attendees access the right content, with minimal effort.

How it works:

• Define precise permissions quickly for venues, sessions, days, engagement tools, or backstage areas, tailored by role, ticket tier, registration flows or custom segments.
• Set permissions easily with intuitive toggles, saving significant manual effort.
• Automatic inheritance of base roles (Attendees, Speakers, Sponsors), simplifying initial setup.
• Unified management interface across virtual, hybrid, in-person, and field events, eliminating platform juggling.
• Real-time toggling instantly adjusts access to chats, recordings, leaderboards, and more.

Why you'll love it:

• Save substantial time previously spent manually configuring permissions.
• Protect premium content effectively, driving upsell opportunities for higher-tier tickets.
• Enhance the attendee experience by showing only relevant content, increasing event satisfaction.
• Comply easily with security and data protection requirements, especially crucial for sensitive or VIP sessions.
• Gain targeted analytics by audience segment, enabling you to refine engagement strategies further.

2. Reach Wider Audiences with Multilingual Event Experiences

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Organizing global webinars and field events is rewarding, but language barriers can limit your reach. Our new multilingual feature makes your events truly global, enabling attendees to engage comfortably in their preferred languages.

How it works:

• Organizers can easily select the language they want for their event and then upload customized translations for content using straightforward CSV files.
• System-generated text translations are automated, requiring no extra effort.
• Attendees select their preferred language directly on your event landing pages, registration forms, and during live events.

Why you'll love it:

• Increase attendee engagement and registration conversion by communicating directly in local languages.
• Improve accessibility for non-English-speaking attendees, ensuring everyone can participate fully.
• Create a genuinely inclusive environment, boosting attendee satisfaction.
• Easy implementation without technical complexity—just upload and deploy.

Ready to put these powerful new features into action? Get started today and transform your next event into an inclusive, secure, and highly engaging experience.

Stay tuned for more updates designed to simplify your event management!

Running events—whether webinars, field, or hybrid—requires more than just great content. The surrounding experience is what makes or breaks outcomes. Redirecting attendees to external platforms, managing certificates manually, or juggling tracking scripts across pages… each small gap adds up to lost conversions, lower engagement, and broken attribution.

This month’s feature updates are built to close those gaps—giving you more control, better reach, stronger participation, and reliable data, without adding complexity.

1. Webinar Embed: Keep Prospects on Your Turf

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Redirecting registrants to a third-party webinar platform breaks the experience you carefully built. Every extra click is a chance to lose them—up to 20% of attendees drop off when redirected off-site.

Now, with just one toggle and a quick copy-paste, you can embed the full webinar flow—registration, live stream, polls, chat, and on-demand replay—directly into your own landing page. The new “Embed webinar” option in your event settings provides a one-line iframe code that you can easily paste into any HTML block on your website or CMS. 

Once embedded, attendees can log in and join the session from your domain without ever being redirected.

Why it matters

• Reduce drop-offs and increase show-up rates
  
• Keep the entire experience under your brand umbrella
  
• Preserve UTM parameters for full-funnel attribution
  
• No dev work required—just copy and paste

2. CPE Credits Enhancement : Reward and Retain

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Webinars aren’t just about awareness—they’re a key channel for education. In fact, 66% of organizations use webinars to educate their customers (State of Webinars Report, 2024). But keeping attendees engaged from start to finish can still be a challenge.

With Zuddl’s CPE Credits Enhancement, you can now set specific engagement criteria (like 75% watch time + 2 poll responses) and automatically reward attendees with a personalized certificate. They’ll even see a real-time progress tracker during the session, so they know how close they are to qualifying.

Certificates can be sent via email, made available for download, or triggered manually—whatever works best for your team.

Why it matters

• Encourage attendees to stay longer and actively participate
  
• Remve the manual steps from certificate generation and delivery
  
• Offer real, tangible value for attendees with professional incentives
  
• Customize delivery to suit your audience or event type
  

3. Org-Level Tracking Snippets: Set It and Forget It

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Manually adding tracking scripts to every event landing page? It's tedious and prone to mistakes.

With Zuddl’s Org-Level Tracking Snippets, you only need to paste your script under Templates → Snippets. From there, it’s automatically applied to all your webinar and field event pages—now and in the future.

You can plug in any Facebook, Google Analytics, Google Ads, HubSpot, Adroll or third-party tracking snippet to monitor or measure click-throughs, build custom audiences from landing page traffic, or push conversion events into your CRM—you can do it all without touching each individual page.

Why it matters

• Eliminate manual errors and inconsistencies in tracking setup
  
• Save hours of repetitive work across campaigns
  
• Ensure all events- present, and future—are fully trackable
  
• Give your RevOps and MOPs teams cleaner, more reliable data

Ready to Flip the Switch?

Whether you’re aiming for higher show-up rates, better engagement, or accurate reporting—you’re now set up for success.

▶️ Head to your Event Settings and try them out.  We’re excited to hear what you think.

You run multi-session events—be it virtual events, conferences, hybrid ones— in Salesforce you lump them under one “Parent Campaign.” Great for high-level ROI, but frustrating when you need session-level insight. Manually spinning up child campaigns, mapping attendees of the sessions,and stitching together engagement data takes hours (and still feels error-prone).

Enter “Sessions as Child Campaigns”—our new feature that automates child-campaign creation and data mapping for every session, so your Salesforce dashboards light up with real, session-level metrics without any manual work.

What’s New

• Auto-create child campaigns for sessions of your choice in your event.
  
  
• Native campaign-member mapping ties registrations, attendance, polls, and Q&A back to the right session.
  
  
• Real-time data push from Zuddl into Salesforce—no exports, no imports.
  
  

Why It Matters

1. Instant visibility: See which sessions drove the most engagement without hunting through spreadsheets.
   
   
2. Accurate attribution: Know exactly which topics, speakers, or timeslots resonated—so you can optimize future events.
   
   
3. Time back in your day: Eliminate the 2+ hours per event spent creating campaigns and reconciling data.
   
   
4. Aligned teams: Marketing, Sales, and RevOps all work from the same, session-level campaign structure.
   
   

Activate in Minutes

1. Log in to Zuddl and navigate to Integrations > Salesforce in an event.
   
   
2. Add Event Sessions as Child Campaigns.
   
   
3. Publish your next multi-session event—watch Salesforce fill in the details for you.
   
   

Ready for clearer, session-level insights?

Head over to Zuddl, enable child campaigns, and transform your Salesforce reporting—no spreadsheets, no manual imports, just data you can trust.

Every minute counts when you’re running events—and the fewer dependencies you have, the better.

This month’s updates are designed to help event marketers move faster, stay in control, and give attendees a smoother experience across the board. From ticket payments to private landing pages to badge printing—these improvements simplify the way you work.

Here’s what’s new:

1. PayPal joins the payments lineup

What’s new

You can now let attendees pay via PayPal when purchasing event tickets—alongside existing gateways like Stripe and Cybersource.

Why this matters

• It’s a globally recognized, trusted payment method.
  
• Some attendees prefer PayPal for convenience or security.
  
• It’s especially helpful for training sessions, paid workshops, or international events‍
  

2. Masked landing pages: keep it exclusive

Some events just aren’t meant for public viewing. Think leadership meetings, product previews, or internal training. With Masked Landing Pages, you can now restrict access to your event page using invite lists—so only the right people can view and register.

Why this matters

• Keep your event content exclusive and secure – from the very first click.
• Reduces irrelevant or accidental registrations
  
• Simplifies collaboration with controlled access in one workspace

Hosting a customer advisory board meeting? You don’t want everyone landing on the page—just the people you’ve handpicked. This update makes that possible.

3. Design and print badges—without relying on devs

You can now create beautiful, personalized badges right from within Zuddl. With the new Badge Builder, event organizers can visually design badges and instantly sync them with the onsite mobile app for real-time printing at check-in.

Why this matters

• Design your badges with ease using a visual interface—no coding needed. Want to fine-tune it further? You still have full flexibility with HTML customization.
  
• Use merge tags to automatically pull in attendee data like name, title, or company.
  
• Apply custom fonts per field to align with your event’s brand.
  
• Includes default fallback badges to avoid delays during check-in.
  
• Start faster with out-of-the-box badge templates—no need to build from scratch.
  

Badges are also fully integrated with the rest of your event flow. Each badge includes a QR code that works seamlessly with session check-ins, sponsor booth visits, and gamification tasks—making them more than just a name tag.

TL;DR: You now have more control, fewer blockers

All three of these releases are rooted in the same goal: Give organizers more control without adding complexity. All three features are available now and easy to start using.

Need help setting it up? 

Your Zuddl team is here for you.

As an event marketer and planner, you must be in the thick of the event season—juggling everything from budgets, stakeholder expectations, venue logistics to tech integrations, attendee engagement, and so on. 

Stepping away from the daily grind to attend top-tier event marketing and planning conferences can be a real game-changer for you. Whether you need to get better at your job, learn new strategies, expand your network, or just recharge, these gatherings can do you real good.

Below is a curated list of the best event marketing and planning conferences 2025 has to offer. Each one promises fresh insights, proven tactics, and the kind of networking that can level up your events expertise in a big way.

Top 2025 conferences for event marketers and planners

#1 Event Marketing Summit (EMS)

Where? MGM Grand, Las Vegas, USA

When? April 14–16, 2025

Why attend? EMS is a three-day deep dive into the future of experiential marketing and trade show strategies. You’ll find global brands, event tech experts, and agencies ready to share new ways of capturing audience attention. 

Look out for interactive workshops, power-packed panels, and plenty of networking to spark your next big move.

Who attends?

• B2B and B2C marketers
• Trade show teams
• Executives from leading event agencies
• Meeting planners, event strategists, experience designers, event tech gurus

[.blog-widget-orng][.blog-widget-orng-inner][.blog-widget-icon-wrapper][.blog-icon-sparkle][.blog-icon-sparkle][.blog-widget-icon-wrapper]Team Zuddl will be at EMS 2025 [Booth #321] from April 14 to 16. We’re also hosting an exclusive VIP Sunset Mixer at Skyline Terrace on April 15 from 6.30 to 8.30 PM.  Register Now[.blog-widget-orng-inner][.blog-widget-orng]

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#2 MPI’s (WEC) World Education Congress

Where? St. Louis, Missouri, USA

When? June 18–20, 2025

Why attend? WEC offers expert-led sessions, advanced workshops, and interactive experiences that challenge you to think differently about event planning. It’s also the place to build new partnerships and fuel your sales pipeline—perfect if you want to broaden your reach for the year ahead.

Who attends?

• Meeting professionals (corporate, association, nonprofit)
• Event producers and managers
• Hospitality and venue sales teams
• Independent planners and consultants
• Education professionals seeking new skills

#3 Event Marketers Week by Zuddl

Where? Virtual

When? August 19–21, 2025

Why attend? This free virtual gathering focuses on event marketers’ growth, wellness, and career advancement. Expect candid conversations about stress management (we know how intense this job can be), insights into modern experiential marketing, and so much more. 

Join from anywhere and learn from top industry experts for free.

[.blog-widget-orng][.blog-widget-orng-inner][.blog-widget-icon-wrapper][.blog-icon-sparkle][.blog-icon-sparkle][.blog-widget-icon-wrapper]Registrations for Event Marketers Week 2025 are now open. Register Now[.blog-widget-orng-inner][.blog-widget-orng]

Who attends?

• B2B event and experiential marketers
• Event and marketing leaders
• Marketing operations teams
• Brand managers
• Conference producers

#4 IMEX America

Where? Mandalay Bay, Las Vegas, USA

When? October 7–9, 2025

Why attend? IMEX America is one of the biggest event-planning conferences on the planet. The four-day program is packed with sessions on everything from incentive travel to sustainable planning. 

The show floor buzzes with opportunities, making it easy to build new connections, discover new tech tools, and get new ideas that can give your next event a serious edge.

Who attends?

• Meeting planners
• Event agency heads
• Association executives
• Incentive travel buyers
• In-house event experts
• Event technology providers

#5 The Event Planner Expo

Where? New York City, USA

When? October 14–16, 2025

Why attend? New York City sets the perfect stage for this bustling expo. You’ll find 150+ exhibitors on the trade show floor, keynote speakers, and panelists who aren’t afraid to shake up traditional thinking. 

It’s an ideal place to discover innovative venues, build new collaborations, and polish your event marketing know-how.

Who attends?

• Event planners
• Corporate decision-makers
• Meeting planners
• Marketers
• CEOs

#6 Event Tech Live (ETL)

Where? ExCeL, London, UK

When? November 12–13, 2025

Why attend? ETL is a globally recognized tech-focused event that unites event professionals, tech companies, and startups. It’s free for qualified professionals, which means you can freely explore the latest software, virtual platforms, AV tools, and more. 

With rapid demos and forward-looking talks, you’ll leave with a clearer picture of how to use technology to make your events more impactful.

Who attends?

• Event technology providers
• Event planners and producers exploring tech solutions
• AV specialists and virtual event managers
• Corporate marketers hunting for new platforms
• Tech-savvy venue reps

#7 IBTM World

Where? Barcelona, Spain

When? November 18–20, 2025

Why attend? IBTM World is designed to inspire and empower B2B event planners with experiences that deliver solid business results. You’ll connect face-to-face with top event suppliers, technology providers, and industry experts—all in one place—so you can discover fresh ideas, adopt innovations, and plan more impactful events.

What sets IBTM World apart is its strong, vibrant community and 30+ years of experience connecting global leaders in the meetings and events sector.

Who attends?

• Destination management companies and tourism boards
• Event technology providers
• Association executives and nonprofit organizers
• International buyers and hosted buyers
• Event marketers seeking global connections

#8 IAEE Expo! Expo!

Where? Houston, Texas, USA

When? December 8–10, 2025

Why attend? Expo! Expo! is the go-to event for trade show organizers and suppliers. The extensive networking at the event alone can open new doors for partnerships and sponsorships. 

Add in sessions on the latest trends in large-scale exhibitions, and you’ll walk away with sharper strategies and a robust contact list ready to tackle 2026.

Who attends?

• Exhibition organizers and trade show managers
• Corporate marketing teams and brand managers
• Event sponsors and industry suppliers
• Venue operators and hospitality professionals
• Business owners eyeing growth in the trade show space

With limited time on your hands, attending the right event marketing conferences can be the difference between staying stuck or hitting that next level at your job. 

Make the most of these events by walking in with specific goals, an open mind, and a willingness to connect with the person next to you.

[.ebook-q-card]Welcome to our brand-new series: The Zuddl Edge.

This series will highlight the power of Zuddl’s event tech platform to help you with every aspect of event planning and execution from pre-event build-up to post-event follow-ups.

We will cover practical workflows within Zuddl and through our seamless integrations with tools such as HubSpot, Salesforce, Pardot, Eloqua, Marketo, etc you name it.

Through this series, we aim to help you get the most out of your events, simplify event tech operations, better engage your attendees, and drive more ROI.[.ebook-q-card]

The Zuddl x HubSpot integration for seamless post-event follow-ups

We’ll begin with the end in mind: the post-event follow-up. 

If you’ve ever hosted an event, you know the pressure to capitalize on the momentum before it cools off. Case in point:

[.blog-widget-orng][.blog-widget-orng-inner][.blog-widget-icon-wrapper][.blog-icon-sparkle][.blog-icon-sparkle][.blog-widget-icon-wrapper]92% of event practitioners are constantly looking to improve their post-event follow-ups. Source[.blog-widget-orng-inner][.blog-widget-orng]

This is where Zuddl’s native integration with HubSpot steps in. 

This integration lets you automatically pass event engagement data to HubSpot, making it easy to filter, segment, and follow up based on attendee behavior. 

This helps you transform raw event data into strategic, targeted campaigns, resulting in faster lead nurture, higher conversion rates, and steady post-event ROI.

We’ll show you how with 5 of our most common use cases. You’ll also find step-by-step video tutorials for each so you can easily set them up.

5 High-impact follow-up tactics

Note: This integration creates ‘Marketing Events’ within HubSpot and updates contact profiles with real-time activity—so you know exactly who engaged, how, and where.

1. Re-engage attendees based on session attendance duration

Not everyone who joins your session will stick around till the end—no matter how good your event is. 

By leveraging Zuddl’s attendance data in HubSpot, you can tailor follow-ups referencing the exact point in the session they left. 

This personalization can drive some serious impact: a report by HubSpot revealed that segmented emails referencing specific attendee behavior see an average of 30% higher open rates and 50% higher click-through rates.

Check out this quick video to learn how you can set up this workflow:

Bonus: Here is a sample email template you can use to target attendees based on their session attendance duration:

[.ebook-q-card]Subject line: “You missed the best part! Here’s how [Session Name/Topic] ended…”
Body: “Hi [Name],

You caught 22 minutes of [Session]—but the last 8 minutes revealed [Key Insight]. 

Watch the recap and claim your [Free Resource] to help you plan your next event.”[.ebook-q-card]

2. Follow-up based on attendees’ engagement with polls and CTAs 

If someone actively engaged with a poll, downloaded a report, or clicked to learn more via a CTA during your event, they’ve shown genuine interest.

Use this to your advantage with targeted follow-ups like these:

[.ebook-q-card]Subject line: “Thanks for rating [Event/Session Name]—Here’s your exclusive resource”

Body: “Hi [First Name],

You rated the [Event/Session Name] at 4 points out of 5. We’re glad you found value in our content.

Also, here’s our exclusive resource [Case Study] to help you dive deeper.”[.ebook-q-card]

Check out this quick video to learn how you can set up this workflow:

3. Follow up with booth visitors

Booth visitors are hot leads—don’t let them cool off!

Whether hosting in-person, virtual, or hybrid events, booth visits can signal high intent. Quick, relevant follow-ups will let you keep these visitors interested in your brand/product.

Additionally, you can leverage Zuddl’s Universal Lead Capture capabilities to collect lead data at side/third-party events. This data will automatically flow into HubSpot, which you can use for targeted follow-ups like these:

[.ebook-q-card]Subject line: “Thanks for stopping by our booth! Here’s your requested product demo”
Body: “Hi [Name],

Loved chatting with you about [Product X] at our booth! 

Watch the demo replay and use code BOOTH15 for 15% off your first purchase. 

Let us know if you have any questions! Happy to help.”[.ebook-q-card]

Check out this quick video to learn how you can set up this workflow:

4. Follow-up based on finished and unfinished post-event surveys

Post-event surveys can give you a goldmine of feedback.

These surveys don’t just gather feedback; they help you collect additional data to streamline your registration, ticketing, on-site, and other areas for your next event (provided you include specific questions).

With our integration, you can engage attendees based on how they answered questions in your survey and guide them to a relevant resource or a link to book a demo call—as needed.

And for the ones who do not finish or take the survey, here’s a sample email template for you to use:

[.ebook-q-card]Subject line: “We need your thoughts on [Event Name]: Claim your $25 Amazon Gift Card”
Body: “Hi [Name], 

We’d love your feedback on our recent event. Complete this quick, 2-minute survey and claim your $25 Amazon gift card.

Your valuable opinion will help us shape our future events and provide a remarkable experience to attendees like you.”[.ebook-q-card]

Check out this quick video to learn how you can set up this workflow:

5. Follow up with people who registered but didn’t show up

To drive maximum ROI from your event, quickly triggering follow-ups to no-shows is critical.

Here’s a sample email template that you can use:

[.ebook-q-card]Subject line: “Sorry we missed you—catch the highlights from [Event Name]”
Body: “Hi [Name],

We noticed you couldn’t make it to [Event Name]—but don’t worry, we’ve got you covered.

Here’s a quick recap of what went down:
[Key Insight #1]
[Key Insight #2]
[Key Insight #3]

We’d still love for you to take a look and see what your peers found valuable. [Watch recap link]

Got questions? Reply to this email or book a quick chat with our team [Insert link].

We hope to see you at the next one.”[.ebook-q-card]

Check out this quick video to learn how you can set up this workflow:

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Your event might be over, but the conversation with your attendees has just begun. 

With the powerful Zuddl x HubSpot integration, you can engage your attendees and prospects precisely when and how they’re most likely to respond.

Essentially, this lets you step up from being an event marketer to a strategic experience designer by maximizing every possible touchpoint with your audience.

Book a demo today to learn more about the Zuddl x HubSpot integration and how it can transform your post-event follow-up strategy.

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You did it—the final attendee has left, and it’s time to close the curtain on another successful event. However, this doesn’t mean you have to lose all the momentum and excitement you built within your community.

With a thoughtful follow-up strategy, you can continue engaging attendees and strengthening their connection to your organization. In doing so, you increase the chances they’ll sign up for more events down the road.

Let’s explore four ideas you can implement to connect and engage with attendees after an event.

1. Share exclusive post-event content.

Your attendees are busy people. They may have a wonderful time at your event, but once it’s over, they’re likely shifting their attention back to their daily lives or perhaps another activity on the horizon.

By sharing exclusive content in the weeks following your event, you remind attendees of their positive experiences and provide additional value they might not have expected.

Depending on your budget and resources, consider creating post-event content such as:

• Highlight videos
• Behind-the-scenes content
• Photo galleries
• Downloadable resources
• Exclusive Q&A sessions
• Post-event webinars

For example, let’s say your organization recently hosted a mental health awareness event. To continue engaging attendees, you might follow up with a downloadable mental health toolkit that contains resources to practice self-care and a recap video compiling meaningful quotes shared by speakers.

Before the event, outline the post-event content you want to create, including what videos or pictures you’ll need. Consider creating downloadable resources in advance and simply dropping in specific statistics or visuals afterward. By preparing as much as you can upfront, you reduce the time and effort it takes to follow up with attendees once the event is over.

2. Encourage social media engagement.

Follow up with attendees on social media to tap into the wide reach of these platforms. By inviting attendees to post and share content about your event, you can even catch the attention of new audiences to boost sign-ups the next time around.

Make it easy for attendees to engage by:

• Creating an event-specific hashtag shared on social media and marketing collateral before and during the event.
• Sharing key takeaways, insights, and behind-the-scenes footage.
• Launching a relevant social media challenge.
• Commenting on event-related posts made by attendees.
• Sharing or re-posting user-generated content from attendees.

For example, if you recently hosted a tree-planting event, you might choose a hashtag like #[Organization Name]SavesTrees and host a challenge where participants go paperless for a month.

3. Send text updates and invitations.

Meet your audience where they are—on their phones! Text messaging is a fast and convenient way to engage attendees during and after an event, whether they’re sitting on public transportation or lounging on their couches at home.

As you set up your event registration page, include an option to sign up for your texting contact list. This could be as simple as having them check a box before they submit their information. Be sure to verify with your legal or compliance team to ensure the language on your form meets regulations for follow-up communications and messages sent via text. 

 Then, after the event, consider sending:

• Personalized thank-you texts
• Impact updates and reports
• Highlight stories from the event
• Quotes from attendees, board members, volunteers, and others
• Invitations to upcoming events
• Discount codes for merchandise or online purchases

To streamline your follow-up communications, use a text messaging platform that allows you to segment messages. This way, you’re only sending relevant texts to your audience, such as those who attended the event versus those who did not. Consider automating tailored messages to all attendees following each event. This will save you time and increase engagement across all event attendees. 

4. Collect feedback with polls and surveys.

Pave the way for more successful events in the future by asking attendees to share their experiences and feedback.

In a poll or survey, include questions such as:

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• On a scale of 1-5 [1 = Very Poor, 5 = Excellent], how would you rate your overall event experience?
• What did you enjoy most about the event?
• What improvements, if any, would you like to see at our next event?
• On a scale of 1-5, how likely are you to recommend our event to a friend or family member?
• Did you find the registration process easy and convenient? Yes/No/Somewhat
• On a scale of 1-5 [1 = Very Dissatisfied, 5 = Very Satisfied], how satisfied were you with the communication leading up to the event (emails, reminders, etc.)?

As you review the feedback you receive and make improvements, be sure to update your attendees so they know that you truly value their input.

When reaching out to attendees after an event, avoid simply bombarding them with content. Remember that meaningful engagement should be relevant and reciprocal.

Provide plenty of opportunities for attendees to share their thoughts, experiences, and feedback so you can learn what resonates with their needs and interests. With the right combination of follow-up and active listening, you can continually improve your events and ensure that each one is better than the last.

Event technology isn’t just a tool—it’s your competitive edge. But what happens when your systems don’t talk to each other? From clunky workflows to disengaged attendees, the cost of disconnected tech can add up fast. 

With a tech stack that works together, you can streamline everything from event planning to ticketing to post-event follow-up. The result will be an unforgettable attendee experience, higher ticket sales, and less stress for your event team.

This guide delves into several strategies for choosing systems that speak to one another and help your association. When you start planning your next big event, you’ll have a unified tech ecosystem tailored to your needs.

1. Start With A Comprehensive Tech Audit

Before purchasing new software, review your existing tools. A tech audit helps you identify what is and isn’t working. Think of it as a spring cleaning for your event technology.

Start by listing all the tools you use for event management—registration platforms, mobile apps, survey tools, and your association management system (AMS). Look at each tool’s features and consider if they’re helpful for the events you host. If you’re planning to expand your event offerings or pivot to hybrid or international formats, will the tool still work?

Next, map out how your tools interact—or don’t. Are your platforms seamlessly sharing data, or are there manual processes that slow things down? Common pain points include:

• Re-entering attendee data across systems.
• Difficulty generating reports because data lives in separate places.
• Missed engagement opportunities due to lack of integration.

This step will help you spot redundancies and inefficiencies that hold your team back. From here, focus on essential tools and determine what can be eliminated. Essential systems include the following:

• Registration and ticketing: Simplifies sign-ups, payments, and check-ins with features like group registration and QR codes.
• Event management software: Handles logistics, attendee tracking, and scheduling.
• AMS: Centralizes member data and connects with event tools for seamless communication and tracking.
• Mobile event app: Enhances attendee engagement with live polling, Q&A, and networking features.
• Analytics and reporting tools: Collects and analyzes attendee feedback to measure success and identify improvement areas.

By the end of your audit, you’ll have a clear picture of your current tech landscape and a roadmap for creating a better-integrated system.

2. Choose Tools That Connect Seamlessly

After auditing your tech stack, the next step is selecting tools that integrate easily. Your goal should be a unified system that saves time, reduces manual effort, and enhances your team’s productivity and attendees’ experiences. Look for association-specific tools since these tend to be compatible with popular AMSs and other association software.

Many tools offer native integrations, meaning they connect directly with popular systems. For example, Zuddl’s event management software integrates with popular CRMs, streaming platforms, email tools, payment gateways, and ticketing systems. These connections smoothly sync data, ensuring consistency across platforms without additional effort.

If native integrations aren’t an option, ensure the tools you choose have robust application programming interfaces (APIs) or support middleware solutions like Zapier. Middleware bridges the gap between systems, enabling communication and data sharing even if the platforms weren’t originally built to integrate.

Avoid tools that operate in isolation. These require manual processes—like exporting and importing spreadsheets—that waste time and increase the risk of errors. For instance, your registration platform should automatically sync attendee data with your AMS and analytics tools, not require duplicate entries.

3. Prioritize User Experience Across All Systems

An integrated tech stack is only as effective as its usability. Prioritizing user experiences ensures your tools are easy for your team and attendees to navigate. It’ll lead to higher adoption rates and more meaningful engagement from everyone.

Here’s how to select user-friendly systems that make your integrated stack more effective:

• For staff: Choose tools with intuitive dashboards, drag-and-drop interfaces, and automation capabilities. For instance, a registration platform integrated with your AMS can automatically sync attendee data to eliminate repetitive tasks and reduce errors. This frees your team to focus on achieving goals rather than troubleshooting technology.
• For attendees: Opt for mobile-optimized platforms with features like personalized agendas, single-sign-on (SSO), and interactive elements such as live polling or Q&As. If your AMS integrates with your registration platform, attendees won’t have to re-enter their details when signing up for events, creating a frictionless experience.

Usability directly impacts how well your integrated tech stack performs. A clunky interface can frustrate staff, lowering system adoption and undermining the benefits of integration. Likewise, a poor attendee experience—like difficulties with registration or navigation—can negate the advantages of having connected systems designed to enhance engagement.

Conversely, a positive user experience ensures your tech stack works harmoniously to deliver a seamless event experience.

4. Automate Workflows to Boost Efficiency

Working with an integrated tech stack empowers you to automate workflows across your systems. Automation reduces the need for manual intervention and improves efficiency. With time saved on repetitive tasks, your team can focus on promoting your event, engaging attendees, and fine-tuning details.

Key workflows that can benefit from automation include:

• Registration and payment processing: Automate attendee registration and payment confirmations. Integrated systems can instantly update attendee details in your AMS, reducing manual data entry.
• Personalized email campaigns: Use attendee behavior data, such as session sign-ups or webinar attendance, to trigger automated and highly targeted email campaigns.
• Post-event follow-ups: Based on attendees’ engagement, automatically send thank-you emails, feedback surveys, and follow-up materials.

Standardizing workflows across platforms is essential for successful automation. For example, ensuring consistent data formatting between your registration software and AMS will streamline processes like membership updates or event attendance tracking.

Your AMS can serve as the cornerstone for automation. It can automatically update membership statuses after events, track renewal deadlines, and personalize outreach based on engagement metrics. Centralizing workflows in your AMS can simplify event management.

5. Secure Your Ecosystem

Each time you add a new piece of tech to your ecosystem, ensure it will protect sensitive member and event data. A connected tech stack increases data-sharing across platforms, making robust cybersecurity measures and compliance practices essential. Virtual and hybrid events rely entirely on digital platforms, increasing exposure to cybersecurity threats.

Keys to a secure ecosystem include:

• Tools with strong security protocols: Look for features like data encryption, multi-factor authentication, and secure access controls to protect sensitive data.
• Compliance with privacy regulations: Verify that your systems adhere to laws such as the General Data Protection Regulation (GDPR) and the California Consumer Privacy Act (CCPA).
• Regular security audits: Regularly review your tech stack for vulnerabilities and implement updates promptly.

Without proper security protocols, integrated systems can create vulnerabilities. For instance, sensitive member data may be at risk if your AMS integrates with a less secure registration platform.

By prioritizing security at every stage of integration, you can protect your members and organization from potential data breaches.

Investing in an integrated tech stack will set your association up for success—not just for your next event but for all the events to come. A well-connected system ensures you deliver value to your members and attendees while simplifying your operations and future-proofing your event management strategy.

Begin your event management journey by auditing your current tools. Then, start selecting the tools that will deliver excellent, secure experiences for everyone.

On International Women's Day 2025, we kicked off a special campaign to celebrate the remarkable women shaping the future of B2B events.

We proudly launched our first-ever Zuddl W50 Award to spotlight 50 standout women selected from nominations by event industry peers. Throughout March, we received hundreds of nominations, and based on stringent criteria, we narrowed down the top 50.

At our latest virtual event, Huddl with Zuddl (watch on demand), we announced these inspiring winners.

This blog post brings you all the details—the winners and their professional backgrounds, LinkedIn profiles, and exactly why they’ve earned this recognition. Feel free to connect, get inspired, and learn from these phenomenal leaders.

Meet the top 50 women shaping the future of B2B events

1. Bridget Phelps: Director, Strategic Marketing Programs & Events at Alteryx
   Bridget has been a driving force behind global programs like the Alteryx Executive Summit and Inspire conference. With over 13 years in the events space, she leads with precision and purpose, crafting standout sessions that spotlight Alteryx’s innovations and real-world AI impact.

2. Merissa Sangenito: Director Event Marketing at Broadridge Financial Solutions, Inc.
   Merissa brings nearly 30 years of vision and excellence to Broadridge’s events. She’s built conference experiences that marry precision with brand creativity—earning her a place as one of the finance industry’s most trusted event leaders.
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3. Meghan Rhoades: Director of Global Events at Avaya
   Meghan is the powerhouse behind Avaya ENGAGE, blending 14+ years of experience with strategic vision and seamless execution. Her work brings large-scale global conferences to life, driving global impact through creativity, logistics, and leadership.
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4. Laura A. Bell: Sr. Director, Global Strategic Events at Coupa Software
   At Coupa, Laura executes a global event strategy that unites marketing, sales, and customer success. Her leadership has turned Coupa Inspire into a flagship industry event for procurement and finance experiences.
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5. Kristen Flores: Head of Event Engagement at BetterUp
   Kristen channels her 13+ years of expertise into creating immersive, human-centered event experiences that resonate. From experiential activations to meaningful conversations, she’s turned BetterUp’s events into connection-driven platforms with purpose and long-lasting impact.
   
   
6. Kathryn Kinneberg: US Event Marketing Manager at Crayon
   With more than 10 years in events, Kathryn leads high-impact ABM events at Crayon. She blends creativity, competitive intel, and buyer intent to deliver experiences that punch above their weight and drive market differentiation.
   
   
7. Taylor Conway: Principal Director, Marketing Events at Envestnet
   Taylor’s decade of experience shines through her high-impact financial services events at Envestnet. She constantly delivers high-value, human-centered experiences for advisors, partners, and clients.
   
   
8. Kate McCarthy: Director of Global Events at Datadog
   Through her 10+ years of experience, Kate brings precision, poise, and white-glove execution to every event. With a background spanning corporate, government, and associations, she’s a strategic force behind Datadog’s DASH conference and its global success.
   
   
9. Kelley Sauer: Manager, Experiential Events at Figma
   At Figma, Kelley crafts immersive experiences that fuel community and creativity. With 13+ years across brands like Shopify and Sparks, she brings a unique blend of logistics and storytelling to every touchpoint.
   
   
10. Amy Feinberg: Global Events Marketing Manager at Emerson Electric
    Amy is a master of translating complex tech into engaging event stories. With 18+ years in automation, MedTech, and design, she turns Emerson’s Exchange event into an immersive, high-trust brand experience.

11. Courtney Jackson: Senior Director, US Events Operations at Forrester Research
    Courtney is the operational genius behind Forrester’s flagship events. With 20+ years of expertise, she scales event operations seamlessly across formats, ensuring consistency, efficiency, and unmatched attendee value.
    

12. Dyan McClendon: Director, Events at Frost & Sullivan
    Dyan is behind the super-successful Frost & Sullivan’s Customer Contact series. With 17+ years in events, she curates high-touch, insight-rich experiences that align strategic goals with real attendee value.
    
    
13. Amy Mackreth: Vice President, Global Event Marketing at Databricks
    With 14+ years of events excellence, Amy transforms events into revenue engines—leading 200+ global activations and Databricks’ 16K+ attendee summit with unmatched creativity, scale, and execution.
    
    
14. Traci Stephenson: Senior Event Marketing Manager at Henry Schein Inc.
    Traci brings a sharp mix of creativity and clarity to health tech events. At Henry Schein, her Thrive Live series redefines event marketing—delivering seamless execution and standout brand engagement.
    
    
15. Keegan Hooks: VP, Global Events at Informatica
    A 20-year industry veteran, Keegan leads global event experiences with intention and innovation. At Informatica, she builds immersive, data-driven programs that deepen enterprise relationships and deliver measurable business outcomes.
    
    
16. Tanya Angus: Director, Global Events at Kinaxis
    With 13+ years in the industry, Tanya leads global events with strategy, scale, and a human-first mindset. At Kinaxis, she’s known for flawlessly delivering large-scale experiences that center attendees, proving that operational and creative excellence go hand in hand.
    
    
17. Melissa Vinall: Senior Event Marketing Manager at Morningstar Investment Management LLC
    A versatile events and marketing specialist, Melissa brings 8+ years of experience to Morningstar. She blends precision and creativity to deliver conferences that inform, inspire, and move the needle for both attendees and the business.
    
    
18. Michelle Mathias: Director of Events at NICE Ltd
    Michelle is the strategic genius behind NICE’s event success. With a strong grasp of both audience behavior and brand value, she designs events that are deeply engaging, high-performing, and unforgettable.
    
    
19. Samantha Muntean: Event Manager, Tradeshows at Actimize
    Samantha brings 9+ years of rigor and intention to every tradeshow she touches. In her current role at Actimize, she drives excellence and innovation across the company’s global tradeshow strategy.
    
    
20. Emily Lachapelle: Senior Director, Events & Marketing at NielsenIQ
    Emily combines 15+ years of trade show and brand marketing expertise to deliver results-driven experiences at NielsenIQ. Her data-driven, high-growth approach keeps events aligned with business strategy and attendee expectations.

21. Paige Tyson: Event Marketing Manager at Prometheus Group
    At Prometheus Group, Paige delivers user conferences that are strategically aligned and community-focused—creating real value for attendees and driving connection at every level.
    
    
22. Juanita Pina: Senior Event Marketing Manager at Moody’s RMS
    An event pro with 11+ years under her belt, Juanita turns strategy into impact at Moody’s RMS. She’s the powerhouse behind Exceedance, blending tight project management with creative execution to build brand equity.
    
    
23. Kimberly Dorony, CMP, DES: Director, Events at Sage
    With 20+ years in events, Kimberly brings a powerful mix of precision, vision, and heart. At Sage, she leads global event strategy rooted in operational excellence and authentic brand storytelling.
    
    
24. Julia Ross: Director, Events Marketing at Tyler Technologies
    Julia is the architect behind Tyler Connect, a leading event for public-sector tech. With 11+ years in the field, she designs experiences that educate, connect, and inspire long-term partnerships and community growth.
    
    
25. Kristina DeBrito: Director, Strategic Events at Iterable
    With over a decade in events, Kristina is redefining B2B event excellence through bold strategy, innovation, and creative leadership at Iterable.
    
    
26. Dianne Keohane: Senior Manager, Events at Workhuman
    Dianne brings 9+ years of experience across digital and in-person event production to drive authentic, human-first experiences at Workhuman.
    
    
27. Trinia Bruchman: Senior Event Manager & Producer at Zuora
    Trinia is the creative engine behind some of Zuora’s most engaging events. With 15+ years of production experience, she seamlessly blends story and strategy to turn events into unforgettable brand experiences.
    
    
28. Melanie Robinson: CEO at WEBB Productions
    Melanie blends operations savvy with creative tech innovation, delivering unforgettable brand experiences as CEO of WEBB Productions.
    
    
29. Jackie Colligan: Director, Global Field Marketing at Reltio
    Jackie scaled Reltio’s event marketing from zero to 30+ annual programs post-COVID—driving serious impact across pipeline and sales.
    
    
30. Misty Kaufman: Marketing Events Manager at The 20 MSP
    With 14+ years in event marketing, Misty is the powerhouse behind VISION—The 20’s flagship MSP conference—turning it into a high-impact, community-driven industry staple. From strategic planning to immersive branding, she continues to set the bar for events in the IT space.

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31. Kayla Drake: Director of Field Marketing & ABM at StackAdapt
    Kayla brings over a decade of expertise to transforming complex field marketing strategies into clear, actionable programs and actively mentors emerging event marketing leaders.
    
    
32. Jess Smith: Head of Marketing EMEA at Meltwater
    With 8+ years in events, Jess skillfully leads Meltwater’s EMEA marketing, tailoring standout event formats, whether it’s hosting Business Breakfasts in London, CMO Circles in Amsterdam, or Executive Dinners in Dubai.
    
    
33. LaKisha Mosley: Mental Health Advocate & Coach
    LaKisha leverages 12+ years of expertise to create transformative wellness experiences through events, empowering women entrepreneurs to prioritize mental health alongside business growth.

34. Merry Austin: Marketing Manager, Events + Community at Osano
    In just 4+ years, Merry has raised the bar with her positive energy, detailed planning, and effortless execution—making Osano’s events truly memorable and impactful.
    
    
35. Tenny Andriassian: Sr. Director, Corporate Marketing at ServiceTitan
    Over the course of her 19+ years career, Tenny has turned events at Cornerstone and ServiceTitan into high-impact, community-driven experiences that redefine the power of B2B gatherings.
    
    
36. Jules Kelly: Sr. Field Marketing Specialist at Jellyfish
    Jules quickly rose from BDR to independently leading Jellyfish’s event strategy, becoming a valued field partner and cultural leader.
    
    
37. Esther Kim: Director of Marketing at Effectual
    With 10+ years of industry experience, Esther blends elegance, vision, and flawless execution across Effectual’s events. She passionately advocates for women in leadership.
    
    
38. Dionne Maria Vaz: Marketing Director at CoinDesk
    Dionne’s impressive 10+ years of experience across diverse industries—from defense to blockchain—helps her effectively manage events ranging from intimate gatherings to 20,000-attendee conferences.
    
    
39. Mary Tetlow: Chief Brand Officer at UiPath
    Mary leverages her remarkable 25+ years of marketing and brand experience to drive UiPath’s flagship global events. She’s best known for her storytelling skills, humor, and charisma.
    
    
40. Chloe Richardson: Head of Content, ELX
    With 15+ years shaping event strategies, Chloe is the industry’s go-to “Event Rockstar”, celebrated for her influential advocacy and creative leadership.

41. Sonali Nair: CEO at Segment Agency
    After 12+ years in events, Sonali pioneered Segment Agency’s groundbreaking event-sourced pipeline attribution model, proving events as powerful growth engines.
    
    
42. Keri Ibbitson: Director of Scientific Engagements & Events at Danaher Corporation
    Keri brings 12+ years of event expertise, having grown from a logistics pro to a strategic leader. She’s constantly building strong teams and inspiring the next wave of event leaders.
    
    
43. Stephenie Lintl-McLean: Founder & Senior Event Strategist
    With 15+ years driving strategic events aligned with business objectives, Stephenie actively empowers teams, mentors rising talent, and contributes significantly to women’s networks in events.
    
    
44. Nida Ateeq: Strategic Digital Marketing Leader at Anagar Media
    Nida leads high-impact B2B events, driving data-driven audience strategies, innovative campaigns, and passionate advocacy for women entrepreneurs and immigrant communities.
    
    
45. Diana Kolesarova: Senior Event Marketing Manager at Superside
    Diana leverages her 7+ years of expertise to craft brand-driven field experiences. She successfully executes targeted events from San Francisco to New York City, fueling significant revenue growth.
    
    
46. Katherine Tooley: VP of Global Events and Experiential Marketing at HubSpot
    Katherine, an accomplished events pro with 22+ years of experience, leads global experiential marketing at HubSpot. She’s previously held senior roles at powerhouse brands like VICE Media and Refinery29.
    
    
47. EJ Oelling: VP, ABX at 6sense
    EJ is a seasoned marketing leader known for delivering strategic events and campaigns that deeply connect with audiences and drive measurable business outcomes.
    
    
48. Stephanie Anderson: Event Manager, Community at ClickUp
    Stephanie’s decade-plus years in show production and event management for audiences of 40,000+ highlight her hyper-organized creativity and meticulous attention to creating impactful experiences.
    
    
49. Sara Straw: Head of Events & Field Marketing at Deel
    With 20+ years of global experience, Sara strategically leads field marketing at Deel, actively contributes to industry networks, and hosts The Solo Travel Woman Podcast.
    
    
50. Danielle Damiano Medeiros: Brand & Experiential Marketing Leader at LinkedIn
    Danielle transforms every event at LinkedIn into a powerful masterclass in brand storytelling, experience design, and strategic execution. She’s an event pro with over 15+ years of industry experience.

That’s it for the winners of this year’s Zuddl W50 award. These 50 remarkable women aren’t just redefining B2B events; they're taking the entire industry forward. At Zuddl, we celebrate their achievements and eagerly look forward to the innovations they'll inspire next.

Event marketers often fall into one of these traps: measuring everything and getting lost in the noise or not focusing on the metrics that matter most. They struggle with identifying a balanced set of metrics that can help them clearly demonstrate ROI to their executives.

In this guide, we'll help you strike that balance and identify metrics that tell you how your event has impacted your audience and business.

We've bucketed these metrics into two main categories: primary and secondary. These categories are further divided into event analytics, revenue analytics, and content analytics.

[.blog-widget-orng][.blog-widget-orng-inner][.blog-widget-icon-wrapper][.blog-icon-lightbulb][.blog-icon-lightbulb][.blog-widget-icon-wrapper][.blog-widget-text]Bonus: We will attach a screenshot from Zuddl’s platform for each metric to show our commitment to powering outcomes-focused events for event marketers. Follow along.[.blog-widget-text][.blog-widget-orng-inner][.blog-widget-orng]

Primary metrics (Growth-oriented)

Primary metrics are the ones that directly impact your company's bottom line. They reflect how successfully your event drove tangible business results, including attendance, pipeline, and revenue impact.

Event analytics

This category buckets the most essential, event-specific metrics, including:

#1 Total registrations: The total number of registrations your event received. This helps measure the overall interest in your event and brand and gauge the effectiveness of your promotional activities.

Related: 5 Smart (& Budget-Friendly) Ideas To Promote Your Upcoming Event

#2 Attendance and turnout percentage: The total number of attendees and the percentage of those who attended the event versus those who registered. 

This reflects how well you held the attention of your registrants over time and the appeal of your content and event format.

#3 No-shows: Registrants who signed up for your event but did not attend. Consistently high no-show rates can signal event timing, communication, or targeting issues.

#4 First-time vs. return attendees: Comparison between attendees who attended your event for the first time and those who've attended previously.High returning attendee rates signal strong content relevance and loyalty. This can offer insight into your existing retention strategies and help tailor future event content.

#5 Registrations and attendance by channel:

1. By UTM source: Number of event registrations and attendance attributed to specific channels (e.g., LinkedIn, Google Ads) tracked via UTM parameters.
2. By UTM medium: Registration and attendance rates segmented according to the marketing channels used (email, social media, paid ads, etc.).
3. By UTM campaign: Number of event registrations and attendance attributed to specific promotional campaigns (e.g., IntroEmail, PanelAnnouncement, etc.).

This helps precisely track channel effectiveness, letting you better plan budget and resource allocations for future marketing and event promotion campaigns.

#6 Session-wise registrations: The number of registrations per individual event session. This metric helps identify the most compelling topics or speakers.

Revenue analytics

Now, let's move on to the metrics that matter the most to your organization and leadership.

Revenue metrics demonstrate how directly your event has impacted pipeline and revenue generation, tying your event marketing activities to business growth and ROI.

#1 Pipeline to revenue: Pipeline metrics consider potential upsell opportunities with existing customers and new sales from prospects who attended.

Revenue metrics include the actual revenue generated out of the pipeline numbers.

[.blog-widget-orng][.blog-widget-orng-inner][.blog-widget-icon-wrapper][.blog-icon-lightbulb][.blog-icon-lightbulb][.blog-widget-icon-wrapper][.blog-widget-text]Zuddl’s dashboard dedicatedly shows new leads created through your event over a 90 to 120-day period.[.blog-widget-text][.blog-widget-orng-inner][.blog-widget-orng]

#2 Revenue timeline: Shows the timelines of revenue opportunities generated post-event, helping you map the attendee-to-upsell/customer journey.

#3 Industry and session-wise opportunities: Reveals folks from industries most interested in your event and business. This can help you improve your outreach efforts through industry-specific follow-ups.

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#4 Account-level opportunities: Highlights account-level details such as opportunities by registered and attended accounts, account name, account owner, opportunity size, and more.

#5 Sales leaderboard: Tracks registration efforts by key accounts, turnout rates, and revenue influenced via attendees sourced from your sales teams. 

[.blog-widget-orng][.blog-widget-orng-inner][.blog-widget-icon-wrapper][.blog-icon-lightbulb][.blog-icon-lightbulb][.blog-widget-icon-wrapper][.blog-widget-text]Pro tip: Set this up early on by team/region for internal contests and to report on the leading sales representatives driving registrations. [.blog-widget-text][.blog-widget-orng-inner][.blog-widget-orng]

#6 Country and account type-wise opportunities: Insights on opportunities based on attendee location (country) and account type (e.g., prospect vs. customer).

Secondary metrics (Brand and engagement-oriented)

Moving on to secondary metrics. They provide context about audience experience, brand awareness, and content effectiveness, offering deeper insights beyond direct revenue impact.

Content analytics

Through content analytics, you can evaluate how well your event content resonated and drove attendee engagement.

#1 Event-level engagement

Polls, Q&A, and surveys answered: Insights on the polls, questions, answers, chat activities, and surveys completed by attendees. 

[.blog-widget-orng][.blog-widget-orng-inner][.blog-widget-icon-wrapper][.blog-icon-lightbulb][.blog-icon-lightbulb][.blog-widget-icon-wrapper][.blog-widget-text]Pro tip: Use this data for personalized follow-ups and post-event emails.[.blog-widget-text][.blog-widget-orng-inner][.blog-widget-orng]

CTAs clicked: Shows direct responses to your calls-to-action (book a demo, download a report, etc.) during the event. High CTA response rates can correlate with higher pipeline generation.

Tip: If you’re using an app for your event, remember to check the event-level engagement data inside the app.

The higher these engagement signals, the more relevant and high-quality your event content is. Monitor these metrics closely to refine future event programming.

#2 Feedback and NPS scores: Tracks attendee satisfaction and willingness to recommend your event via feedback surveys. We highly recommend collecting attendee feedback systematically and timely to improve your event content and attendee experience.

#3 Website traffic and press mentions: Measures volume and quality of traffic directed to your website attributed to event-related activities. 

Also, covers mentions your event receives from external media sources, contributing to brand awareness and credibility.

Add UTMs to all your promotional campaigns and use tools such as Google Analytics to measure the traffic coming into your website via event-related assets and activities.

[.blog-widget-orng][.blog-widget-orng-inner][.blog-widget-icon-wrapper][.blog-icon-lightbulb][.blog-icon-lightbulb][.blog-widget-icon-wrapper][.blog-widget-text] Increased post-event traffic can indicate elevated interest sparked by the event.[.blog-widget-text][.blog-widget-orng-inner][.blog-widget-orng]

#4 Social media engagement: Includes engagement metrics such as likes, comments, reshares/reposts, hashtag usage pre, during, and post your event. These metrics help gauge your event's broader impact on brand awareness. 

[Bonus] Event analytics (For ticketed events)

For ticketed events, tracking the following revenue and attendance metrics via tickets and add-ons is crucial:

#1 Revenue, registrations, and sales by ticket type: Clearly defines revenue, registration, and sales contribution from each ticket segment. 

These numbers indicate the overall financial success of your ticketed event and can help aid future pricing strategy and promotional targeting.

#2 Ticket-wise turnout: Compares attendance rates among different ticket categories. This metric can help identify if specific ticket types have higher attrition to help guide your future ticketing strategy and pricing models.

#3 Promo code effectiveness (registrations and attendance): Highlights promo code effectiveness by assessing registrations and attendance driven by each code. 

This gives insight into high and low-performing promo codes [can be session (ex. SessionName20) or person (Walter30) based].

Track strategically, not obsessively

The best event marketers focus not on tracking everything but on tracking the right things. 

The exact metrics to track will largely depend on your company and event’s goals. But through this checklist, we aim to provide a focused understanding of the most important metrics you should be tracking.

Ultimately, the right metrics don’t just measure success—they help you create pathways for continuous improvement.

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Event marketers, we hear you. Managing guest lists, capturing insightful attendee data, and reaching diverse global audiences shouldn't feel overwhelming. That’s why our March updates put the power back in your hands—simplifying event management, delivering deeper attendee insights, and ensuring your content speaks clearly to everyone attending, no matter where they're from.

Here are three of Zuddl's latest enhancements that make your job easier and your events even better.

1. Audience Control: Enhanced Control and Flexibility for Registrants

Managing invite-only events often means striking a balance between exclusivity and flexibility. The new Audience control feature simplifies this balancing act by giving organizers precise control over who can attend and how many additional guests they can bring.

How it works:

• Organizers can enable or disable the option for invitees to bring their plus one, colleagues, or extra guests who aren't originally on the invite list, via a simple toggle under Registrations > Advanced Settings > Invite Lists.
• You have the flexibility to set a specific guest limit for each invite list or apply a common guest limit across all lists.
• During ticket purchase, the invitee will only see ticket options based on their guest limit—even if the event’s ticket limit is higher—ensuring clarity and preventing confusion.

Why this matters for event marketers:

• Streamlined Registration: Attendees clearly understand how many guests they can invite, removing ambiguity and friction from the registration experience.
• Controlled Flexibility: You maintain full control over event exclusivity while providing attendees the flexibility they desire.
• Efficient Management: Reduces manual intervention and administrative overhead by automating guest limitations directly within the registration flow.

Example: A VIP attendee can easily register themselves and their +1 for the concert or evening entertainment at your user conference. They can bring additional guests up to their allotted guest limit, without encountering mismatches or errors.

2. Enhanced Integrations: Rich Attendee Insights from the Start

Every attendee’s journey contains multiple milestones—from invitation to post-event interactions. Our Enhanced Integrations feature now captures critical attendee statuses before they even register directly into your CRM, starting the moment the attendee is invited.

How it works:

• We now support additional attendee statuses including Invited, Invite Declined, Registration Attempted, Registration Abandoned, Registration Pending for Approval, Approved but not Registered, and Registration Rejected.
• Salesforce & Marketo: Organizers can map these new statuses directly under ‘campaign member status mapping’ & ‘program member status mapping’ in salesforce and marketo respectively - at the organizational level, customizing them further at the event level.
• HubSpot: Attendee statuses are passed as activities, and you can easily map these under the ‘Status fields’ tab, selecting specific activities to track.
• Zapier: A new trigger "New Registrant Status" allows you to choose the exact attendee statuses you want to pass to connected applications.

Why this matters for event marketers:

• Immediate Visibility: Gain real-time insights into attendee behavior, from initial invitation to final attendance, right inside your CRM tools.
• Proactive Engagement: With detailed status tracking, you can quickly identify attendees needing additional nudges or personalized outreach at key milestones.
• Enhanced Personalization: Richer data integration allows for targeted marketing efforts, resulting in better attendee experiences and higher engagement.

Example: If a prospective attendee abandons their registration midway, this status immediately syncs to Salesforce or Marketo. Your team can then trigger timely, personalized follow-ups, significantly increasing registrations.

3. Translated Captions: Making Your Events Accessible in Multiple Languages

When hosting global events or webinars, language shouldn't limit engagement. Zuddl’s enhanced Translated Captions feature lets attendees easily choose their preferred language for real-time captions allowing the message to resonate clearly with every attendee.

How it works:

• We've expanded support to 7 languages: English, French, German, Italian, Portuguese, Spanish, and Japanese.
• Set up is straightforward—you simply select the languages you need under the Advanced Settings > Accessibility Settings > Automated Captions menu. 
• Clearly indicate your event’s source language, then choose up to 6 additional caption languages for your attendees.
• You can designate one of these languages as the default, and even specify whether captions apply to the current stage or all event stages, customizing the accessibility experience.

Why this matters for event marketers:

• Boost Global Engagement: Engage attendees from diverse linguistic backgrounds, making content more relatable and understandable for international audiences.
• Enhance Accessibility and Inclusivity: Improve participation from non-native speakers and attendees who prefer captions to audio, increasing overall attendee satisfaction.
• Customizable and Scalable: Easily adjust caption languages per event stage, providing attendees a tailored experience without additional hassle.

The 'State of Event Marketing' report reveals a clear trend: successful events require distinct marketing and logistics streams. Quick attendee confirmation is crucial – especially for high-stakes events where getting the right people in the room matters most.

Yet approval processes often create bottlenecks. Sales teams get stuck with limited visibility, updates get buried in emails, and delays pile up. Our enhanced Slack + Salesforce Integration solves this, bringing real-time approvals and attendee insights directly into Slack. Now your team can move faster and keep the right prospects engaged from start to finish.

Lack of Real-Time Event Insights

Without seamless integration, event teams struggle to:

• Keep approvals and notifications organized across different events.
• Quickly approve or reject attendee registrations without logging into multiple platforms.
• Equip sales teams with key attendee insights for better follow-ups and engagement.

Intelligent Slack + Salesforce Integration

We’ve added three major improvements to our existing slack integration to streamline event workflows:

1. Faster Approvals, Less Delays - Previously, approvals had to be managed separately within the Zuddl platform. Now, when an attendee registers for an event requiring approval, organizers can approve or reject the registration in slack to make real-time collaboration with decision-makers and other team members easy.

2. Smarter Event-Level Slack Notifications – Instead of funneling all event updates into a single Slack channel, you can now configure notifications at the event level. This means:

• Choose different Slack channels for different events.
• Keep updates focused and relevant to the right teams.
• Avoid clutter and confusion with more targeted notifications.

This speeds up decision-making and ensures a smoother attendee experience.

3. Sales Teams Get the Right Insights, Instantly – Event organizers can now decide which attendee details are visible in Slack notifications. Pull in registration form data, dietary preferences, hotel assignments, or key Salesforce insights such as Opportunity, Lead source, Contact Status, Account Name etc.

This means:

• Sales reps can instantly see critical attendee data for immediate follow-up.
• Teams can personalize follow-ups before, during, and after the event.
• No more switching between multiple platforms to get the information you need.

4. Follow-up with Speed 

When a contact from a sales rep’s account registers or attends an event, they receive an instant notification in Slack. If no account is linked in Salesforce, the lead or contact owner gets notified instead.

• Sales reps can act fast and plan their outreach while prospects are actively engaging.
• No lead goes unnoticed.

Why This Matters for Event Teams

Strategic Attendee Decision-Making –. Approve or reject registrations instantly in Slack. Quickly approve and reject to get the right people in the room.

Better Team Alignment – Sales and marketing teams receive relevant event updates without the noise.

Smarter Attendee Insights – Sales reps get real-time visibility into attendee details, making for customized conversations, VIP treatment, and faster and more effective follow-ups. .  

More Efficient Workflows – No more jumping between platforms; everything is synced across Slack, Zuddl, and Salesforce.

Who Is This For?

If you’re an event marketer, organizer, or sales leader, these enhancements will make your life easier. Whether you’re managing large conferences, field events, or invite-only executive gatherings, you’ll benefit from real-time approvals, better notifications, and deeper attendee insights.

Ready to Work Smarter?

Our Slack + Salesforce Integration Enhancements are now live! Activate them today and experience a faster, more connected way to manage events.

Need help setting it up? Visit our knowledge base or contact our support team.

Hosting exclusive experiences or targeting high-value prospects isn’t just about filling seats—it’s about ensuring the right people show up. But when sales and marketing aren’t perfectly aligned, things can go sideways. Invitations go out to the wrong crowd, prime prospects miss out, and event ROI takes a hit.

One of our clients put it best:

"For any C-level event with our co-founders, we use a waitlist for quality control. We define the target accounts and titles with sales, but sometimes, they don’t always stick to the plan, and invites land in the wrong inboxes. The waitlist helps us maintain that exclusivity."

That’s exactly why we’re introducing Approvals in Ticketed Flows—a powerful new way for event organizers to control ticket distribution with greater flexibility and precision.

The Missing Piece in Ticketed Events

Until now, approvals were only available for non-ticketed registrations, leaving organizers with limited options when managing ticketed events. If you wanted to vet attendees before granting access, there wasn’t an easy way to do it. You either had to manually review registrations offline or restrict ticket sales altogether—neither of which is ideal when you’re balancing attendee experience and event logistics.

The result? A less streamlined registration process, mismatched attendees, and missed connections.

Flexible, Configurable Approval Steps

With Approvals in Ticketed Flows, we’re giving you flexibility to decide who gets access to your event. Here’s where Zuddl stands out:

Set Approval Criteria Based on Ticket Type or Custom Fields 

Need to approve only VIP tickets? Or filter attendees based on company, title, or other custom fields? Now, you can define your own criteria and ensure only the right people get through.

Automated Processing & Tracking 

Approved registrants move seamlessly to payment and ticket confirmation. Declined registrants don’t clog up your system. Everything is logged for easy tracking, reducing manual follow-ups.

Why Does This Matter?

Precision in Ticketing – Ensure your limited spots are filled with the right people, maximizing event ROI.

Better Audience Curation – Align attendees with your event goals, whether it’s an invite-only summit or a high-value networking opportunity.

Time-Saving Automation – No more manual reviews or disconnected approval processes. Everything is streamlined inside Zuddl.

Smart Attendee Selection – Ensure your most relevant audience gets access first, avoiding mismatched attendees and maximizing engagement value.

Who Is This For?

If you’re an event organizer managing ticketed events, this update is for you. Whether you’re running high-value conferences, exclusive networking events, or member-only experiences, Approvals in Ticketed Flows ensures you have the final say on who gets in.

Ready to Take Control?

Approval in Ticketed Flows is now live! Set up your first approval step today and experience seamless, structured ticketing like never before.

Need help getting started? Check out our knowledge base or reach out to our support team.

As an event marketer, you understand the struggle of a limited budget and resources (especially for promotions) and cutting through the noise to get people to register for your event.

Even the best-planned conferences with top-notch speakers and content won’t succeed if enough people (and the right ones) don’t know about it—or don’t feel excited enough to attend.

To help you go from “we have an outstanding event idea” to “we had an amazing turnout and meaningful engagement”, we will share 5 practical and budget-friendly ideas to help you ace your user conference promotions. Read on.

1. Personalized invites from customer success, sales, and executives

Encourage your customer success and sales reps and executives to send personal invites to prospects and top customers. 

We recommend sending out LinkedIn messages as they often cut through the noise more effectively than email. However, communication via phone and email can still be effective, depending on your ICP preferences.

For your top accounts, tailor your messaging by highlighting a custom agenda (and discounted passes) aligned with their business needs. For example, you can share specific session schedules that can help them overcome the pain points they are currently facing. 

You can also spark friendly competition and recognition as additional motivation for your sales and customer success teams. Track whose invites secure the highest or most relevant registrations for your user conference.

Did you know? 💡

On Zuddl’s analytics dashboard, you can easily view and track turnout rates and revenue-influenced via attendees who sign up through invites sent by your internal team members.

Pro tip: Don’t forget to consider AI tools (such as Outreach, HeyReach, etc.) that can help you scale personalized outreach to these prospects or top customers. 

[.ebook-purple-list][.ebook-q-card-heading][.h5-ebook-24px-p-600]Why this tactic works:[.h5-ebook-24px-p-600][.ebook-q-card-heading][.ebook-notepad-list][.ebook-list-text]• Personalized outreach feels more genuine and less “spammy”.[.ebook-list-text][.ebook-list-text]• Prospects and top accounts appreciate a tailored approach that aligns with their needs.[.ebook-list-text][.ebook-list-text]• Builds on existing trust between your internal team members and prospects and top accounts.[.ebook-list-text][.ebook-notepad-list][.ebook-purple-list]

‍

2. Make use of your top web pages and in-product notifications

Don’t forget to turn your existing, high-traffic website pages into sign-up magnets for your conference. Place event-related display banners on your most popular blog posts, landing pages, home page, and product login screen.

Every time someone visits these pages, they see a clear CTA prompting them to register or learn more.

Also, consider in-product notifications (with special offers or discounted tickets) for existing customers, motivating them to sign up for your user conference.

[.ebook-purple-list][.ebook-q-card-heading][.h5-ebook-24px-p-600]Why this tactic works:[.h5-ebook-24px-p-600][.ebook-q-card-heading][.ebook-notepad-list][.ebook-list-text]• You’re maximizing your existing high-traffic real estate.[.ebook-list-text][.ebook-list-text]• Frequent references to your user conference keep it top-of-mind for your website visitors.[.ebook-list-text][.ebook-list-text]• In-product notifications reach customers who are already engaged with your product.[.ebook-list-text][.ebook-notepad-list][.ebook-purple-list]

3. Double down on user conference promotion via your speakers

You’re probably already investing in top speakers. Go one step further by asking them (especially the ones with a sizable audience) to record a short teaser video for their socials, sharing what they’ll speak about and why your user conference is a must-attend. 

You can also have your speakers send these videos and other event details to their email lists for more views 

We recommend you include this ask in their contract during your initial discussions so it’s not overlooked.

[.ebook-purple-list][.ebook-q-card-heading][.h5-ebook-24px-p-600]Why this tactic works:[.h5-ebook-24px-p-600][.ebook-q-card-heading][.ebook-notepad-list][.ebook-list-text]• Personal videos from experts grab more attention than simple text posts on socials.[.ebook-list-text][.ebook-list-text]• Creates a ripple effect on social platforms, helping your event reach wider audiences organically.[.ebook-list-text][.ebook-notepad-list][.ebook-purple-list]

4. Cross-campaign all year long 

Don’t wait until 3-6 months before your user conference. Promote it in your webinars, field events, or email newsletters throughout the year. 

Offer discounts or free passes (wherever possible) to attendees or recipients. This way, many will already be counting down by the time actual ticket sales open up.

[.ebook-purple-list][.ebook-q-card-heading][.h5-ebook-24px-p-600]Why this tactic works:[.h5-ebook-24px-p-600][.ebook-q-card-heading][.ebook-notepad-list][.ebook-list-text]• Keeps your conference in the spotlight, building gradual anticipation.[.ebook-list-text][.ebook-list-text]• Rewards loyal participants across other campaigns, increasing brand goodwill.[.ebook-list-text][.ebook-list-text]• Spreads out your promotion efforts, so you’re not scrambling at the last minute.[.ebook-list-text][.ebook-notepad-list][.ebook-purple-list]

5. Build FOMO via past attendees’ experiences

One of the most authentic ways to generate buzz for your user conference is to have past attendees share personal experiences via their social accounts. These experiences could be around their favorite moment—something that inspired, entertained, or educated them. 

Encourage them to include pictures, quotes, takeaways, and relevant hashtags. A quick selfie from last year’s conference or a testimonial about an epic panel discussion can generate serious FOMO for anyone who missed out.

Don’t forget to incentivize them in return for sharing these posts. For instance, you could offer free or discounted tickets for the next edition of your conference to the top 5 or 10 people with the best social posts (with the most engagement or value).

Here’s an example of how Ahrefs, a leading SEO SaaS platform, executed this tactic:

[.ebook-purple-list][.ebook-q-card-heading][.h5-ebook-24px-p-600]Why this tactic works:[.h5-ebook-24px-p-600][.ebook-q-card-heading][.ebook-notepad-list][.ebook-list-text]• People trust recommendations from their peers, and user-generated content feels more authentic than any ad campaign.[.ebook-list-text][.ebook-list-text]• Creates a ripple effect on social platforms, helping your event reach wider audiences organically.[.ebook-list-text][.ebook-notepad-list][.ebook-purple-list]

Promoting your user conference doesn’t have to be expensive or overwhelming. You can build real excitement at a reasonable cost by leaning on genuine stories, smart speaker promotion, internal team efforts, and tapping into your existing resources and networks. 

Remember, the best events feel personal. So, focus on connections, creativity, and consistency to bring your conference’s vision to life.

Happy planning, and here's to the success of your user conference!

We’re all in full swing, planning big for 2025 events. With the events industry projected to surpass $2 trillion by 2028- Allied Market Research we know you’re juggling big opportunities—along with countless logistics.

At Zuddl, we’ve been refining our platform so you can tackle 2025’s opportunities head-on and deliver experiences that match the industry’s trajectory. Below are our latest enhancements, each designed to help you save time, reduce stress, and create incredible events in the year ahead.

1. Auto- assign Tasks for Sponsor Tier 

What is it?
We’ve made sponsor task assignment more dynamic by linking tasks to specific sponsor tiers. In other words, when you create a task and opt to auto-assign it to future sponsors, our system will check their tier and assign tasks accordingly.

Why it matters :
When you add a Gold-tier sponsor, they’ll automatically see any tasks mapped to Gold. If you need to tweak things for a particular sponsor because sometimes deliverables vary—you can easily add or remove tasks on an individual level. It’s a huge time-saver and keeps your sponsor management workflow more organized.

According to Allied Market Research, sponsorship emerged as the top revenue segment for the global events industry in 2023- 2035 is projected to keep that lead in the years ahead.

2. Feeds

What is it?
Think of it as your event’s own social wall inside the attendee app. Folks can post photos, videos, and comment on each other’s posts—almost like having a mini social network dedicated to your event.

Why it matters :
Everyone loves a space to connect beyond the formal agenda. Maybe someone posts a quick selfie from your expo floor, or a short video recapping a morning panel. This fosters a sense of community—and hey, more engagement means happier attendees (and better event reviews).

3. Day-wise Calendar Blocks

What is it?
We’ve made it easier to handle multi-day events by introducing day-wise and event-wise invites. Day-wise means attendees get calendar invites only for the days they’ve registered for, while event-wide sends a single invite covering all event days.

Why it matters :
Attendees won’t be overwhelmed with invites for the entire duration of the event. This makes their calendars clearer and ensures they show up to the right sessions. This way, if an attendee’s ticket only covers one day, they’ll see the calendar blocked just for that day—no unnecessary holds for the rest of the event.

4. Email Improvements: Merge Tags in the Subject

What is it?
We’ve introduced merge tags in the subject line for emails. By typing {{, you’ll see a range of merge tags—event name, start date, event type, even the hotel name—so you can give your emails a personal touch before the reader even opens them.

Why it matters :

This is especially helpful for event teams that are running repeat events. Just set a subject-line template with merge tags, and each time you copy it, everything—like the event name and start date—fills in automatically.

For example, a subject like ‘Don’t miss {{eventName}} on {{startDate}}’ would instantly update to ‘Don’t miss Spring Marketing Expo on March 10’ for one event and ‘Don’t miss Innovation Summit on April 12’ for another, without you lifting a finger.

Ready to See These in Action?

These updates aim to lighten your workload and let you focus on delivering a memorable experience—just not on repetitive admin tasks. Driving sponsor engagement, sparking attendee conversation, or refining your email outreach, we think you’ll find these features are just what you need to create a smoother, smarter event.

Go on—log in, take them for a spin, and let us know what you think. 

Your attendees (and your sanity) will thank you. ;)

When it comes to event planning and marketing, you're only as good as your team—and vendors are an extension of that team.

In addition to lightening your workload, identifying and working with the right vendors creates a smoother, more manageable experience for your events team.

In this blog post, we list the 10 most essential vendors to consider when planning your annual user conference. We also share some expert tips so you can identify cost-saving opportunities and negotiate favorable terms with vendors. 

Read on.

The outsourcing advantage: Balance external and in-house tasks

While you may be able to assign a few tasks to your internal team members, here's how outsourcing to the right vendors can give your conference the edge it needs.

1. Cost-effectiveness

If you hire full-time staff for every specialized task—salaries, benefits, and training costs will drain your budget faster than you think. By outsourcing, you can tap into expert services without long-term financial commitments.

2. Expertise on demand

[.testimonial-ebook-purple][.ebook-testimonial-text][.h5-ebook-24px-p-600]When it comes to event expertise, you really don’t know what you don’t know.[.h5-ebook-24px-p-600][.ebook-testimonial-text][.ebook-testimonial-profile][.ebook-testimonial-profile-steph][.ebook-testimonial-profile-steph][.ebook-testimonial-profile-text][.b1-ebook-600-cb-500]Stephanie Christensen[.b1-ebook-600-cb-500][.b3-400-cb-300]Events and Marketing Leader[.b3-400-cb-300][.ebook-testimonial-profile-text][.ebook-testimonial-profile][.testimonial-ebook-purple]

Vendors bring specialized skills to the table that can elevate your event in ways you might not achieve on your own. 

Think: Cutting-edge event technology or exceptional catering services. By leveraging their expertise, you offer your attendees a level of innovation and professionalism that might be challenging to achieve internally—all while saving time, resources, and money.

3. Relieving workloads

Wherever budget allows, bring in vendors who can significantly lighten the load on your team, allowing them to focus on what they do best. 

For instance, your marketing team focuses on promoting the event while a trusted vendor handles the logistics. It's a win-win that leads to smoother operations and happier employees.

4. Flexibility and scalability

Events are dynamic, and your requirements can change rapidly. Vendors offer the flexibility to scale services up or down based on your requirements. Whether you're increasing attendee numbers or requesting last-minute changes, having vendors who can adapt quickly is invaluable.

Craft a winning vendor selection strategy

A well-thought-out strategy is your roadmap to choosing vendors who will be not just service providers but partners in your conference’s success.

1. Define your needs

First, figure out what you need. Review your internal team's strengths and identify key gaps. 

[.blog-widget-orng][.blog-widget-orng-inner][.blog-widget-icon-wrapper][.blog-icon-lightbulb][.blog-icon-lightbulb][.blog-widget-icon-wrapper][.blog-widget-text]Think: Do you need creative minds for event production? Do you lack logistical, F&B, or staging expertise? [.blog-widget-text][.blog-widget-orng-inner][.blog-widget-orng]

2. Budget wisely

Set a realistic budget for each vendor category and prioritize spending based on what's most critical to your conference's success.

3. Research and recommendations

Referrals from your trusted sources can be all you need.

Tap into your professional network for trusted vendor recommendations and to determine which vendors to avoid. Your colleagues and industry contacts can provide valuable insights based on their experiences.

4. Request proposals and customer stories

Involve your legal and procurement teams from the beginning to assist with detailed RFPs and negotiations. They can help you navigate contracts and ensure you get fair terms, maintain vendor relationships, and save money and time.Also, don't hesitate to ask prospective vendors for case studies or customer testimonials.

5. Evaluate and decide

When reviewing proposals, consider not just your core requirements but also the vendor's culture fit, bandwidth, creativity, and flexibility. 

[.blog-widget-orng][.blog-widget-orng-inner][.blog-widget-icon-wrapper][.blog-icon-lightbulb][.blog-icon-lightbulb][.blog-widget-icon-wrapper][.blog-widget-text]Think: Do they understand your vision? Are they excited about becoming an extension of your team? Can they meet in person and join your recurring check-ins? Can they conduct site visits? What other projects are they managing that may affect their bandwidth and focus on your event?[.blog-widget-text][.blog-widget-orng-inner][.blog-widget-orng]

10 Key vendor partners to consider for a successful user conference

1. Event production and management

Event production and management vendors turn your vision into reality. They can coordinate logistics, manage timelines, and handle on-site operations. A great production company doesn't just execute your vision—they elevate it.

We advise looking for teams (i.e., vendors) that are resourceful and resilient, receptive to feedback, and willing to iterate and innovate alongside you.

2. Audio-visual (AV) specialists

AV specialists can make or break your presentations, live streams, and recordings—essentially the core of your conference. 

Trust is paramount here. Vet your AV vendors thoroughly—ask for referrals, check their experience, request testimonials, and understand their contingency plans.

[.ebook-purple-list][.ebook-q-card-heading][.h5-ebook-24px-p-600]Consider specific questions such as:[.h5-ebook-24px-p-600][.ebook-q-card-heading][.ebook-notepad-list][.ebook-list-text]•  What measures do they have in place to ensure seamless execution on the day of the event?[.ebook-list-text][.ebook-list-text]•  How do they handle last-minute changes or overruns?[.ebook-list-text][.ebook-list-text]•  What is their strategy for dry runs on the main stage that may run late into the evening?[.ebook-list-text][.ebook-list-text]•  How flexible are they if speaker dry-runs go overtime or change? How do they charge in such scenarios? [.ebook-list-text][.ebook-list-text]•  How flexible are they if speaker dry-runs go overtime or change? How do they charge in such scenarios? [.ebook-list-text][.ebook-list-text]•  Can they change scripts and music on the fly?[.ebook-list-text][.ebook-list-text]•  How capable is their mainstage team? Confirm if they manage down-stage monitors, scripts, etc. [.ebook-list-text][.ebook-list-text]•  Can they provide specific examples of when they solved the problems mentioned above?[.ebook-list-text][.ebook-notepad-list][.ebook-purple-list]

Moreover, emerging trends and technologies such as holographic displays, VR experiences, headphones for open-air breakout rooms, and interactive activations can set your event apart. 

Ensure your AV partner offers state-of-the-art tech and is capable of integrating these elements (according to your preferences, of course).

[.blog-widget-orng][.blog-widget-orng-inner][.blog-widget-icon-wrapper][.blog-icon-lightbulb][.blog-icon-lightbulb][.blog-widget-icon-wrapper][.blog-widget-text]Try to determine if they fit well with your executives’ vision and team’s culture.[.blog-widget-text][.blog-widget-orng-inner][.blog-widget-orng]

3. Event technology providers

[.blog-widget-orng][.blog-widget-orng-inner][.blog-widget-icon-wrapper][.blog-icon-lightbulb][.blog-icon-lightbulb][.blog-widget-icon-wrapper][.blog-widget-text]Nearly 80% of planners have used more event technology since COVID-19 to deliver enhanced attendee experiences. Source[.blog-widget-text][.blog-widget-orng-inner][.blog-widget-orng]

Event tech vendors usually offer fragmented services such as registration and ticketing, virtual event software, marketing and analytics, speaker and exhibitor management, lead capture and attendee apps, on-site services, and more.

Our advice is to look for vendors that consolidate everything in one place (such as Zuddl) so you don't have to juggle tools or spend more time and money on multiple platforms. This also frees up your time to focus on what really matters: creating an unforgettable experience for your attendees.

[.ebook-purple-list][.ebook-q-card-heading][.h5-ebook-24px-p-600]Things to keep in mind when selecting an all-in-one event tech platform:[.h5-ebook-24px-p-600][.ebook-q-card-heading][.ebook-notepad-list][.ebook-list-text]•  Customizable and brandable: Look for platforms that let you match your event’s branding with your company’s branding through customizable landing pages, registration workflows, attendee portals, and more.[.ebook-list-text][.ebook-list-text]•  Analytics and reporting: The ability to track event-level engagement data and demonstrate how events directly influence your pipeline through revenue dashboards.[.ebook-list-text][.ebook-list-text]•  Scalability: The platform should be able to scale as your event programs scale—from webinars to large-scale user conferences.[.ebook-list-text][.ebook-list-text]•  Integrations: Easy-to-implement integrations with sales, marketing automation, and CRM tools.[.ebook-list-text][.ebook-list-text]•  Lead capture: Lead capture and retrieval capabilities for owned and third-party events. [.ebook-list-text][.ebook-notepad-list][.ebook-purple-list]

{{demo-widget}}

4. Registration and guest services staffing

First impressions matter. Friendly and efficient registration staff can set a positive tone for the rest of the conference. 

Work with well-trained temporary staff who can guide attendees, answer questions, and manage crowds. Make sure they understand and represent your company culture well. They should be flexible and prepared to take on ad-hoc responsibilities or job shifts on the fly.

[.ebook-purple-list][.ebook-q-card-heading][.h5-ebook-24px-p-600]Pro tips[.h5-ebook-24px-p-600][.ebook-q-card-heading][.ebook-notepad-list][.ebook-list-text]•  Provide comprehensive training sessions before the event.[.ebook-list-text][.ebook-list-text]•  Create a FAQ sheet or cards to help staff handle common inquiries.[.ebook-list-text][.ebook-list-text]•  Be mindful of the legalities surrounding temporary staff, including hiring practices and setting clear expectations.[.ebook-list-text][.ebook-list-text]•  Ensure all temp staff is aware of where information desks are located for questions they are unable to answer.[.ebook-list-text][.ebook-list-text]•  Fully communicate expectations regarding the dress code, arrival times, and customer experience—what kind of professionalism is needed when interacting with attendees.[.ebook-list-text][.ebook-notepad-list][.ebook-purple-list]

5. Swag and merchandise partners

Gone are the days of generic swag and merchandise. Aim to leave a lasting impression through thoughtful gifts that could include services and donations on behalf of your attendees.

Explore vendors specializing in creative, sustainable options that can resonate well with your audience. Whether it's a personalized gift or a tech gadget, the key is to choose items that your attendees will genuinely find valuable.

[.ebook-purple-list][.ebook-q-card-heading][.h5-ebook-24px-p-600]Here are some innovative ideas to get you started:[.h5-ebook-24px-p-600][.ebook-q-card-heading][.ebook-notepad-list][.ebook-list-text]•  Send postcards back home—on your attendees’ behalf.[.ebook-list-text][.ebook-list-text]•  Gift reusable water bottles.[.ebook-list-text][.ebook-list-text]•  Offer services such as car detailing or meal prep.[.ebook-list-text][.ebook-list-text]•  Donate to charities or non-profits instead of handing out swag items.[.ebook-list-text][.ebook-notepad-list][.ebook-purple-list]

When picking a vendor, you might want to consider:

• Flexibility: Can the vendor accommodate last-minute changes and requests?
• Location: Local vendors might offer faster turnaround times and allow for in-person sampling.

6. Entertainment and talent buyers

The right type of entertainment can significantly enhance your conference’s atmosphere and keep your attendees entertained.

Look for talent buyers who can act as intermediaries, securing entertainment acts like DJs, musicians, or interactive performers within your budget. They should be able to effectively handle negotiations, availability, and contracts—saving you time and money.

[.ebook-purple-list][.ebook-q-card-heading][.h5-ebook-24px-p-600]Our advice:[.h5-ebook-24px-p-600][.ebook-q-card-heading][.ebook-notepad-list][.ebook-list-text]•  Be sure to take all entertainment expenses into account (not just the event fee, but rider requirements, staff, flights and accommodations, etc.).[.ebook-list-text][.ebook-list-text]•  Ask for recommendations based on previous successful events.[.ebook-list-text][.ebook-notepad-list][.ebook-purple-list]

7. Culinary and catering services

Great food is often a highlight for attendees. Choose caterers who offer more than just menus——they should be your partners in delivering a memorable dining experience.

[.ebook-purple-list][.ebook-q-card-heading][.h5-ebook-24px-p-600]Questions to ask:[.h5-ebook-24px-p-600][.ebook-q-card-heading][.ebook-notepad-list][.ebook-list-text]•  Can they accommodate dietary restrictions and preferences?[.ebook-list-text][.ebook-list-text]•  Do they have ideas for interactive food stations?[.ebook-list-text][.ebook-list-text]•  Are they flexible with custom menus?[.ebook-list-text][.ebook-list-text]•  Do they include locally sourced items on their menus?[.ebook-list-text][.ebook-list-text]Can they offer food-tasting sessions before the event?[.ebook-list-text][.ebook-notepad-list][.ebook-purple-list]

The vendor should offer insights into what dishes stay fresh the longest, are in season, and can be served efficiently to large crowds.

8. Transportation and logistics providers

When everything runs like clockwork—transportation (especially for your VIPs), registration, schedules, and logistics—you and your guests can immerse themselves in the best event experience instead of the hassles. Pick vendors who can help you achieve this.

[.ebook-purple-list][.ebook-q-card-heading][.h5-ebook-24px-p-600]Bonus tips:[.h5-ebook-24px-p-600][.ebook-q-card-heading][.ebook-notepad-list][.ebook-list-text]•  Partner with (or simply give a heads-up to) ride-sharing services like Uber or Lyft. Inform them about your event to ensure sufficient drivers are available around the venue, reducing wait times for your attendees.[.ebook-list-text][.ebook-list-text]•  Consider all aspects—from parking management and shuttle services to clear signage and accessibility.[.ebook-list-text][.ebook-list-text]•  Build backup plans if transportation fails at any point or is late.[.ebook-list-text][.ebook-notepad-list][.ebook-purple-list]

9. Venue and accommodation coordinators

Look for venue coordinators who can help you easily navigate the layout design, ensure compliance with local regulations, and provide essential on-site services such as Wi-Fi and equipment.

For instance, a helpful venue coordinator might suggest the best room setup for workshops or point out areas with the best acoustics for speeches.

[.ebook-purple-list][.ebook-q-card-heading][.h5-ebook-24px-p-600]Consider specific questions such as:[.h5-ebook-24px-p-600][.ebook-q-card-heading][.ebook-notepad-list][.ebook-list-text]•  Have a dedicated point of contact (POC) at the venue to assist with layouts and ensure the flow of your event makes sense.[.ebook-list-text][.ebook-list-text]•  Negotiate for better rates or added perks, such as complimentary Wi-Fi and breakfast for guests, free parking, or extended access hours.[.ebook-list-text][.ebook-list-text]•  Ensure accommodations are nearby or easily accessible to reduce attendee fatigue.[.ebook-list-text][.ebook-notepad-list][.ebook-purple-list]

10. Security partners

Safety is non-negotiable, especially for large-scale events or when high-profile guests are involved. Here are some key points to consider when vetting a solid security partner:

[.ebook-purple-list][.ebook-q-card-heading][.ebook-q-card-heading][.ebook-notepad-list][.ebook-list-text]•  Thoroughly understand their communication and crisis management plans.[.ebook-list-text][.ebook-list-text]•  Review their staffing strategies and how they coordinate with public safety personnel (police officers, EMTs, fire marshals, etc.).[.ebook-list-text][.ebook-list-text]•  Discuss how last-minute security incidents will be handled discreetly and efficiently on-site.[.ebook-list-text][.ebook-notepad-list][.ebook-purple-list]

Remember, each vendor category plays a pivotal role in crafting an event that's not just successful but memorable — both for you and your attendees. The best way to ensure such an event is to identify, recruit, and work with the right vendors.

Once you finalize the vendors, make sure to treat them as an extension of your in-house team. When they are valued and treated as true partners, better results and ownership will follow. Ask for their advice, involve them in decision-making, and include them in team-bonding and morale-boosting activities.

In the following pieces under the Vendor Selection and Management section, we will cover how to build effective RFPs and how to onboard and work with vendors. 

Until then, happy planning, and here's to the success of your user conference!

It’s been a busy month at Zuddl HQ! November brought a fresh wave of updates designed to make event planning and execution even smoother for you. Whether you’re hosting global conferences or tradeshows, we’ve got something in store that’ll resonate with your goals.

This isn’t just about shiny new tools. It’s about giving you features that genuinely solve the real challenges you face every day. From crafting more personal attendee experiences to managing events across teams effortlessly, these updates are here to help you do what you do best, only better.

So, let’s take a quick walk through November’s spotlights and see how they can elevate your events and streamline your processes.

First up,

Side Events Within Third-Party Events - A Secret Weapon for Deeper Lead Engagement

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At third-party events, it’s all too easy to let valuable opportunities slip away. Event organizers often need more focused, intimate opportunities to showcase their brand and engage key leads on a deeper level.

Without Zuddl, it often involves juggling spreadsheets, email threads, and manual RSVPs, not to mention missing out on valuable lead data.  This is where Zuddl’s Side Events feature steps in. With just a few clicks, you can invite booth visitors and non-booth attendees directly, capture lead information seamlessly, and manage registrations all in one place. 

How Does It Work?

• Scan a badge, spot the top qualified lead, and invite them to your event right then and there.
• Create a registration page for side events additionally to enable even non-booth visitors to register and attend. 
• Manage the guest list, track attendance, and collect attendee insights.

What’s in It for You?

1. Get more face time with the right leads: Setting up side events with Zuddl is easy. It presents a perfect opportunity to give your most promising leads more personal, meaningful touchpoints with your brand, helping you build stronger connections.
2. Improve attendee turnout: By ensuring that invitees who have shown interest in your brand are prioritized on the guest list and by automating highly personalized reminders, Zuddl significantly boosts turnout and improves attendance rates for your side events.
3. Simplify the process: No more juggling spreadsheets or endless email chains. Zuddl makes it easy to invite attendees, capture lead data, and manage RSVPs—all in one place.

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Dedicated, smaller tracks that focus on niche content can sometimes provide all the content you need. This helps you get great insights quickly, so you can then enjoy the rest of the bells and whistles of big events. - Julius Solaris at Event Marketers Week

Attendee Web Portal: Simpilfy Event Access for Everyone

Some attendees simply don’t want to download an app for a one-day conference. The Attendee Web Portal solves these problems, offering an inclusive and flexible option that works for everyone.

How Does It Work?

The Attendee Web Portal gives your attendees access to all the event content they need—straight from their browser. No downloads, no extra steps.

With the portal, attendees can:

• View schedules, custom pages, and content without needing a mobile app.
• Log in seamlessly using magic links or verification codes.
• Enjoy a consistent experience with the same content available across web and mobile platforms.

What’s in It for You?

• No app? No problem: Attendees can log in via the web portal and access schedules or event content instantly.
• Multitask-friendly: Check the schedule on your laptop while streaming sessions on your phone.

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Global Email Templates

The Global Email Templates feature has evolved into a smarter, more streamlined template management system, allowing you to focus on personalization. No more losing track of countless email templates created for different events. With a dedicated dashboard, you can now effortlessly create, organize, and manage event-specific templates without cluttering your global options from one central location. 

How Does It Work?

Global Email Templates make it easy for organizers to:

• Save and reuse email templates for multiple events or specific use cases.
• Manage templates in one place, whether at the event level or the global (tenant-wide) level.
• Edit, clone, and update templates quickly without losing formatting.
• Work across editors, including both visual (befree) and HTML editors.

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Ready to Simplify Your Event Communications?

With these features, your attendees get what they need (without the hassle), and your team gets more time to focus on delivering unforgettable events.

Let us know how you’re using these updates to make event planning smoother—we’d love to hear your story!

Let’s be honest: Budgeting for an event can quickly become a mess if not done right. With countless considerations—venue fees, speaker costs, event tech and marketing expenses, etc.—it’s easy to lose sight of your financial goals and end up overspending.

[.blog-widget-orng][.blog-widget-orng-inner][.blog-widget-icon-wrapper][.blog-icon-lightbulb][.blog-icon-lightbulb][.blog-widget-icon-wrapper][.blog-widget-text]According to our internal survey, nearly 80% of respondents reported their event budgets have risen in 2024 (vs. 2023). [.blog-widget-text][.blog-widget-orng-inner][.blog-widget-orng]

To fuel the fire, proving the return on investment (ROI) for every dollar spent can be extremely challenging.

This blog post focuses on the key budget elements you must prioritize for your annual user conference. We will also cover ways to help you identify and generate revenue streams to offset costs.

8 Essential expenses to consider

Successful event budgeting isn't just about allocating funds—it's about ensuring every piece of the puzzle fits seamlessly to support your event's goals. 

Here are the 8 essential expenses you need to consider when planning your annual user conference:

1. Venue costs

Rental fees

Understand pricing models: Venues may charge by the day or hour or offer specific package deals. Some may also provide special rates for multi-day events.

[.blog-widget-orng][.blog-widget-orng-inner][.blog-widget-icon-wrapper][.blog-icon-lightbulb][.blog-icon-lightbulb][.blog-widget-icon-wrapper][.blog-widget-text]Negotiate room block guarantees for reduced rental fees. Committing to a certain number of hotel rooms can lead to cost savings for event spaces like conference rooms, ballrooms, or meeting areas you might need.[.blog-widget-text][.blog-widget-orng-inner][.blog-widget-orng]

Inclusive vs. exclusive: Determine what's included in the rental fee. Does it cover essentials like tables, chairs, and basic AV equipment?

Additional expenses

Setup and teardown costs: Some venues charge extra for setting up the space and cleaning up afterward. Make sure to factor this in.

Security deposits: Be prepared for refundable deposits required by the venue to cover potential damages.

[.blog-widget-orng][.blog-widget-orng-inner][.blog-widget-icon-wrapper][.blog-icon-lightbulb][.blog-icon-lightbulb][.blog-widget-icon-wrapper][.blog-widget-text]Negotiate concessions—free parking, amenities, and other complimentary services can be negotiated right from the beginning.[.blog-widget-text][.blog-widget-orng-inner][.blog-widget-orng]

2. Catering costs

Meal planning

Meal types: Consider your estimated attendee count before deciding whether you want full meals, buffets, or light refreshments. Understand the venue's F&B minimums and restrictions on outside catering.

[.blog-widget-orng][.blog-widget-orng-inner][.blog-widget-icon-wrapper][.blog-icon-lightbulb][.blog-icon-lightbulb][.blog-widget-icon-wrapper][.blog-widget-text]Another way to offset rental fees for event spaces is by negotiating a higher food and beverage (F&B) minimum.[.blog-widget-text][.blog-widget-orng-inner][.blog-widget-orng]

Frequency: Determine how many meals or breaks will be catered and across how many days. Will you offer breakfast, lunch, dinner, and coffee breaks?

Dietary accommodations

Special diets: Account for vegetarian, vegan, gluten-free, kosher, allergy, or other special dietary needs. Offering diverse food options can enhance attendee satisfaction.

[.blog-widget-orng][.blog-widget-orng-inner][.blog-widget-icon-wrapper][.blog-icon-lightbulb][.blog-icon-lightbulb][.blog-widget-icon-wrapper][.blog-widget-text]If you have special meal requests, make them as early as possible since complex meals and Kosher usually need plenty of notice.[.blog-widget-text][.blog-widget-orng-inner][.blog-widget-orng]

Additional expenses

Hidden fees: Catering quotes may not include service charges or taxes, which can be up to 25% at some venues. Clarify these costs upfront to avoid budget overruns.

3. Marketing costs

Promotions and discounts

Digital marketing: Budget for paid social ads, email campaigns, and influencer marketing.

Discounted passes: You should consider the costs of offering free or discounted passes to attract certain special attendees.

Public relations

Agency fees: If you need to hire a PR firm, include retainer or project-based costs in your budget.

[.blog-widget-orng][.blog-widget-orng-inner][.blog-widget-icon-wrapper][.blog-icon-lightbulb][.blog-icon-lightbulb][.blog-widget-icon-wrapper][.blog-widget-text]If your organization prioritizes press coverage, be sure to account for video, sound, and on-site press rooms.[.blog-widget-text][.blog-widget-orng-inner][.blog-widget-orng]

Branded items

Company swag: Factor in costs for custom swag (such as t-shirts, mugs, notebooks, or tech accessories) or service gifting that you will use to promote your brand and enhance the attendee experience.

[.blog-widget-orng][.blog-widget-orng-inner][.blog-widget-icon-wrapper][.blog-icon-lightbulb][.blog-icon-lightbulb][.blog-widget-icon-wrapper][.blog-widget-text]Dreamforce by Salesforce invests heavily in promotions and marketing, creating a festival-like atmosphere that attracts thousands of attendees. Their substantial marketing budget is a key driver of their annual event's success.[.blog-widget-text][.blog-widget-orng-inner][.blog-widget-orng]

4. Technology costs

Event tech stack

Ticketing and registration: Include subscription fees for event registration and ticketing platforms.

Attendee app and onsite services: Development or licensing costs for custom event apps and check-in/badge printing services.

Virtual and hybrid platforms: If you’re hosting a hybrid event, factor in costs for platforms enabling virtual environments at your conference.

Analytics and reporting: Expenses for analytics software to report on revenue influenced, registration numbers, session analytics, etc.

Universal lead capture: Budget for third-party lead capture tools.

[.blog-widget-orng][.blog-widget-orng-inner][.blog-widget-icon-wrapper][.blog-icon-lightbulb][.blog-icon-lightbulb][.blog-widget-icon-wrapper][.blog-widget-text]Pro tip: We recommend opting for event solutions, such as Zuddl, that consolidate everything—registration and ticketing, mobile attendee app, virtual and hybrid platforms, onsite solutions, speaker and exhibitor management, analytics and reporting, and integrations—in one place. This allows you to stop juggling multiple event tools and focus on creating memorable experiences that drive your business forward.[.blog-widget-text][.blog-widget-orng-inner][.blog-widget-orng]

[.blog-widget-orng][.blog-widget-orng-inner][.blog-widget-icon-wrapper][.blog-icon-lightbulb][.blog-icon-lightbulb][.blog-widget-icon-wrapper][.blog-widget-text]We recommend opting for event tech solutions such as Zuddl that consolidate everything—registration and ticketing, mobile attendee app, virtual and hybrid platforms, onsite solutions, speaker and exhibitor management, analytics and reporting, and integrations—in one place. This allows you to stop juggling multiple event tools and focus on creating memorable experiences that drive your business forward.[.blog-widget-text][.blog-widget-orng-inner][.blog-widget-orng]

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Production and audio-visual

Equipment rental: Costs for staging, backstage areas, green rooms, microphones, projectors/screens, lighting, and sound systems can add up quickly.

Technical support: Budget for on-site technicians to manage AV needs during the event.

[.blog-widget-orng][.blog-widget-orng-inner][.blog-widget-icon-wrapper][.blog-icon-lightbulb][.blog-icon-lightbulb][.blog-widget-icon-wrapper][.blog-widget-text]Be sure to account for on-site dry runs and late-night main-stage rehearsal tech support.[.blog-widget-text][.blog-widget-orng-inner][.blog-widget-orng]

Wi-Fi and connectivity

High-speed internet: This is essential, especially if your audience is tech-savvy and/or the sessions require streaming for your virtual audience.

[.blog-widget-orng][.blog-widget-orng-inner][.blog-widget-icon-wrapper][.blog-icon-lightbulb][.blog-icon-lightbulb][.blog-widget-icon-wrapper][.blog-widget-text]Some venues might include this in your rental or F&B minimum, but many might not. Make sure to fully understand the Wi-Fi packages before signing the contract.[.blog-widget-text][.blog-widget-orng-inner][.blog-widget-orng]

Interactive technologies

Engagement tools: Consider expenses for audience response systems, AR/VR experiences, or live polling software to boost engagement levels.

5. Staffing costs

Event staff

Internal team: Salaries or stipends for your event planning team, including overtime if necessary.

On-site staff: Budget for registration desk personnel, ushers, coordinators, and security staff.

Volunteers

Training and management: While volunteers may not require pay, you'll need to cover training costs and provide meals and/or uniforms.

Professional services

Consultants: Fees for event consultants or specialists, such as security experts or accessibility coordinators.

6. Speaker and entertainment costs

Speaker fees

Honorarium: Payments to keynote speakers or industry experts can vary widely.

Travel and accommodation: Cover expenses for speakers from out of town—including flights, hotels, and meals.

[.blog-widget-orng][.blog-widget-orng-inner][.blog-widget-icon-wrapper][.blog-icon-lightbulb][.blog-icon-lightbulb][.blog-widget-icon-wrapper][.blog-widget-text]If possible, be flexible with your event dates so you can approach destinations during their shoulder season when leisure travelers aren’t driving up hotel rates and venues have more availability.[.blog-widget-text][.blog-widget-orng-inner][.blog-widget-orng]

[.blog-widget-orng][.blog-widget-orng-inner][.blog-widget-icon-wrapper][.blog-icon-lightbulb][.blog-icon-lightbulb][.blog-widget-icon-wrapper][.blog-widget-text]Many companies often cover travel and accommodation for speakers instead of paying speaking fees. This model works well for events with strong brand appeal and speakers who value the exposure.[.blog-widget-text][.blog-widget-orng-inner][.blog-widget-orng]

Entertainment

Performers: Costs for bands, DJs, or other entertainment acts to enhance the attendee experience.

Music licensing fees: If you're playing copyrighted music, you may need to pay for performance rights through organizations like ASCAP or BMI.

7. Administrative costs

Insurance

Event insurance: Coverage for liability, cancellation, or property damage is essential for risk management.

Permits and licenses

Legal requirements: Fees for necessary permits to host events in certain locations, especially for large gatherings.

Financial services

Transaction fees: Costs associated with payment processing for ticket sales, such as credit card fees.

[.blog-widget-orng][.blog-widget-orng-inner][.blog-widget-icon-wrapper][.blog-icon-lightbulb][.blog-icon-lightbulb][.blog-widget-icon-wrapper][.blog-widget-text]Sales taxes are not the same in every destination. Taking a closer look might help you drive major savings. For example, Portland has no sales tax, which can result in huge savings that might not be readily visible in your early planning stages.[.blog-widget-text][.blog-widget-orng-inner][.blog-widget-orng]

8. Contingency funds

Budget padding

Percentage allocation: Set aside at least 15% of your total budget for unexpected expenses. This safety net can save you from financial stress down the line.

Risk management: Helps cover last-minute changes, emergency services, or unforeseen price increases.

Key considerations

• Vendor negotiations
  • Bulk discounts: You can negotiate better rates when purchasing services or goods in bulk.
  • Early bird rates: Planning ahead can pay off as some vendors offer discounts for early bookings.
• Cost tracking
  • Budget software: Utilize tools like Microsoft Excel, Google Sheets, or specialized event budgeting software to monitor expenses in real-time.
• Historical data
  • Past events: Use data from previous events to estimate costs more accurately and identify areas for savings.
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7 Ways to generate revenue streams and offset costs

Offsetting your expenses with revenue streams is critical to a financially successful event. Here are some avenues to explore:

1. Ticket sales

Pricing strategy

Tiered pricing: Set early bird, standard, and last-minute ticket pricing to incentivize time-based registrations.

Group discounts: Encourage organizations to send multiple attendees by offering reduced rates for groups.

Value addition

VIP packages: Include premium seating, exclusive sessions, or swag bags to justify higher prices.

Workshops and add-ons: Offer specialized sessions or certifications at an additional cost.

2. Sponsorships

Sponsorship packages

Tiered levels: Create and offer multi-level sponsorship packages (for example: Bronze, Silver, Gold, and Platinum) with escalating benefits.

Customized opportunities: Offer unique branding opportunities like sponsored Wi-Fi, charging stations, or branded lounges.

Value proposition

Audience access: Highlight attendee demographics and engagement opportunities that can appeal to your sponsors.

Brand exposure: Emphasize the marketing reach through event promotion, social media, and press coverage.

3. Exhibitor fees

Exhibition space

Booth pricing: Charge for exhibition booths based on size and prime locations.

Additional services: You can offer furniture, electricity, internet services, etc., at extra costs.

Exhibitor benefits

Lead generation: Emphasize opportunities for exhibitors to generate valuable leads through attendee interactions.

Networking events: Include access to VIP events or receptions to sweeten the deal.

4. Advertising revenue

Digital and offline ads

Printed materials: Sell ad space in event programs, brochures, or maps.

Digital platforms: Offer banner ads on the event app or website.

Local partnerships: Allow local restaurants, bars, and stores to advertise to your audience at your venue, on your app, or in digital programs.

Sponsored content

Emails and newsletters: Include sponsor messages in email communications.

Social media shoutouts:  Provide promotional posts for sponsors on your social channels.

5. Ancillary services

Workshops and training

Premium sessions: Host specialized workshops or training sessions at the event with separate fees.

Certification programs

Professional development:  Offer paid certifications that attendees can earn during the event, adding value to their experience.

6. Grants and funding

Industry and government associations

Apply for grants: Some organizations fund events that benefit the industry or support educational initiatives.

Government support: Local governments may provide funding or incentives to attract events that boost the local economy.

7. Hotel fees and taxes

Additional fees

Conference fees:  As an organizer, you can charge your attendees a conference fee as a part of the hotel room fees and taxes to generate more revenue for your event.

Key considerations

• Market demand
  • Pricing sensitivity: Survey your target audience to understand what they are willing to pay for tickets and other services.
  • Competitor analysis: Research how similar events price tickets and sponsorships to stay competitive
• Legal and tax implications
  • Compliance: Be aware of tax obligations and regulations related to revenue generation. Consult a financial advisor or accountant if necessary.

Budgeting may not be the most glamorous part of your user conference planning, but it's undeniably one of the most important. A well-thought-out budget sets the foundation for every aspect of your event, from securing a fantastic venue to providing unforgettable experiences for your attendees—all while demonstrating a solid ROI.

So roll up your sleeves, dig into the numbers, and develop a budget to bring your event's vision to life. 


Happy planning, and here's to the success of your user conference!