Tag: event planning

How to Make Your Event Paperwork Paperless

How to Make Your Event Paperwork Paperless

If you’ve ever had to send event paperwork to attendees, you already know the pain that comes along with managing a ton of documents. Papers get lost or misfiled. Attendees forget to complete an important field or don’t write legibly.

Thankfully, modern event organizing technology offers plenty of ways to get event paperwork completed quickly and easily — and makes illegible handwriting a thing of the past.

Here are three simple ways to get your paperwork signed faster and more reliably:

1) No more chaos

There are a couple truths behind successful event organizing: people like to know what to expect, and they like things to be easy.

You can achieve both when you give attendees the early heads-up about event paperwork they’ll need to sign. This sets expectations and onboards attendees to future actions they’ll need to take.

Most importantly, introducing paperwork early on minimizes the day-of-event chaos for both event organizers and attendees. When registrants have the opportunity to receive and sign event paperwork before the event, it cuts down on day-of document chaos.

So when your big day comes, your staff will be able to focus on more pressing tasks, and your attendees can focus on having a great time at your event.

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2) Time Saving

eSignatures – like traditional signatures – are a legally-binding way to sign documents online.

Compared to pen and paper signing, eSignatures come with a few extra perks. They’re trackable. They can generate reminders for documents that still need to be signed by attendees. And you usually have the option to automatically store signed copies of documents in one easily-accessible place.

Another bonus of planning an event with online paperwork? You can cut down on the redundancy of formatting paperwork. Online templates make it simple to prep once and then send as many documents as you need. This can be a huge time saver for any event organizer who’s juggling different forms for big events.

3) Make it easy 

Instead of having to print, sign and fax forms, online paperwork allows attendees to sign online in a few clicks. To get the most out of online signing, though, it’s super helpful to think about mobile-friendly signing. After all, more people access the internet on mobile devices than desktops.

Luckily, most people already carry the capability to complete paperwork in their pocket.

Mobile-friendly documents make it easy for attendees to fill out, sign, and complete event paperwork from wherever they are. That way, they can use their phone or tablet to sign as soon as they’re ready—and you can get paperwork filed faster.

Don’t forget about other devices, too. Attendees and event organizers often use tablets for live, in-person signing at events.

 

The Perfect Agenda

The Perfect Agenda

Agendas can greatly improve the efficiency and productivity of any decision process.

One good agenda can cut the number of meetings needed to complete a project in half and greatly reduce the tendency for meetings to branch off into discussions that are not useful to goal achievement.

 

The goal of an agenda is to facilitate the decision-making process among group members.

This may be for a technology upgrade or a budget discussion.

The agenda helps to keep meeting attendees focused on the final decision.

Agendas also make it easier to evaluate the success of the meeting by providing a checklist for follow-up and accountability.

The Role of an Agenda

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The first line of the agenda should state the goal and purpose of the meeting.

Some agenda formats prefer to state the goal along with sub-goals after each agenda item. Both formats establish a framework for discussion. Agendas can vary from simple to complex.

They can include attachments and reading material or the agenda from the previous meeting.

The type of format used is generally established by the formality and length of the meeting.

A good rule of thumb is that the format should match the dress of the meeting participants; that is, a meeting full of sandals and shorts can get by with an informal agenda while a room full of suits may require a formal agenda.

Formats

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The short or informal meeting can be subsumed into an email or a meeting reminder.

It might contain one line for the goal of the meeting and then three to five short discussion points.

The long agenda is usually a full page, which includes a title, meeting location, date and time, goals and topics or points of discussion. Long meetings should also include times for each discussion topic and the name of the presenter.

Both agenda formats should end with a section for “Next Steps” for follow-up. These “Next Steps” will become the basis for agenda topics at the next meeting.

Check the infographic below for some agenda format examples:

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Event reminders: how many is too many?

Event reminders: how many is too many?

Our audience is being bombarded by email marketing and email reminders. So how much is too much? And what email campaigns really capture attention? Here are a few tips.

Engaging content

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It’s no secret that the key to our audience’s heart is content that engages.

Think about the value that your email marketing brings to them. Not only are you pushing an event, but what can you give to them in addition?

Perhaps a recap of helpful articles from your website that they may have missed, a summary of trends that will be interesting to them, or other ways of providing value so that your audience clicks and engages.

Engaging subject line

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You can have great content, but if no one opened your email, you only get so far.

The art of subject lines is more complicated than ever, but definitely an art worth learning.

You can try personalizing the subject line so that your attendees first name is in that prominent location.

Segment

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It’s very important to email people who register for your event frequently. The key is segmenting and specializing.

Don’t send the same confirmation email over and over to the same attendee.

Take them through a pipeline – ask them to download your app, highlight some of your speakers, introduce them to other people will be attending. And, segment your list so that the content they receive is customized for them.

Perhaps you have one email confirmation going to speakers, a different one for sponsors, one for longtime supporters, another for people who are coming to your event for the first time.

This, of course, is a lot more work on the writing side, but it allows your emails to be much more personalized and will help your attendees find the value in repeat communications.