Manage your events with the help of email and SMS

Working with events is a complex world. It requires a large dose of planning, plenty of scouting to find the right places and people, and of course functioning marketing as well. Then it's not wrong to be able to evaluate the entire event too, to see what can be done better next time.

In this article, you'll get answers on how you can use email, SMS and email lists to create effective and automated event management; from invitation, through to the event and to the evaluation.

Invitation via email - or simply register on an email list

Just because you use an email tool in connection with your events doesn't mean you only have to invite people to the event via email. You can also spread your registration form on social media and on websites. However, remember to be clear about what you use personal data for and whether those who register will receive emails from you.

The important thing in the invitation stage is that you coordinate everything and work from your email tool. Who hasn't experienced registrations living their own little life? Some registrations come via registration forms, some via email, others from salespeople, telephone, visits. The list is usually long.

But you can get rid of much of the administrative stress by setting up a standard for registrations. Tell your salespeople that they should register guests via the form that's linked to an email list. If in all marketing and invitations you refer to a form that's linked to the same email list, then you get an orderly flow and thus find it easier to create an overview.

The first link in the chain - The confirmation

To show how professional you are, nothing beats a booking confirmation. The easiest thing is to connect a confirmation email that goes out to everyone who is added to the email list. Here are some things you can include in your confirmation email:
 

Booking details

Can be done through dynamic parameters such as: Hi ##firstname##, welcome as a visitor to ##event## ##timeanddate##. Here are your details that we received from you:

##Address##
##Company##
##Allergies##
##Phonenumber##

Map to the event

Having many registered guests doesn't matter if they can't find the venue for the event. Show your service awareness and include location and perhaps directions, even a map?

Contact details of organisers

There's nothing more annoying than if contact details of those responsible are missing. Make it a habit to include email, telephone number and names of those responsible in all your event mailings.

Sharing links for social media

Someone has just told you they like what you do - otherwise they wouldn't have registered for the event. And if someone likes something, the chance is greater that they'll tell their friends. Help them along by encouraging them to share via email and social media. You do know that confirmation emails have very high open rates, don't you? 

Video clips from previous events

Video is always popular. Many prefer to absorb information via video rather than reading. Video also gives a clearer picture of your event and can help raise expectations.

More information, articles, accommodation tips and more

It's the little extra time you spend on service that usually adds up to create a really professional event. Things like links to where people can read more about speakers, the venue and its surroundings, as well as accommodation tips are always appreciated.

Over time - administering lists

Using a list as the administrative hub in your event is something we've talked about before. Because everything is linked to the list, you always know how many have registered and how many are on the waiting list. Moreover, all changes take effect across the entire event when changes are made to the list.

The list is also a valuable tool during the event itself. If you have access to iPads, you can also use these in a convenient way to check in visitors. As soon as a guest is checked in, this is marked in the list. This way, it also becomes easy for you to choose who you should send the evaluation to afterwards - or why not send a check-in email with a welcome and programme information?

Part of a successful event

Even though email can't take all the credit for a successful event, it can still have a large part in it. When it comes to invitation, evaluation and administration of participants - few things beat a professional email tool.

What will you do next time you need to administer an event? Learn more about Apsis events management tool.