Event Management

5 Tips for an Amazing Event Planning Strategy

By 26 March 2019 No Comments

Event planning has always been a time consuming, stressful and often complicated endeavour in the past, but technology has improved and there are now so many processes that can streamline and declutter the whole process. Marketing automation is, of course, one of the best technological advances that has made event planning bearable and at Swift Digital, we offer an event management solution that will ensure your next event is not only a breeze to plan and execute, but also hugely successful in its ROI. With our software, you won’t need anything else, but to sweeten the deal, here are a few great tips for an amazing event planning strategy:

Copy what works

As mentioned, event planning isn’t easy, but thankfully, there have been many events held before yours. This means that you can research what others have done and learn from their mistakes. The same can be said for event management software – if it has worked many times in the past (like Swift Digital’s event management solutions have) then it’s a good idea to invest in it. Look for reviews and testimonials to determine whether the software you’re considering has a history of success. On a similar note, look for software that can be scaled for any sized event.

Prioritise what’s important

Many event planners get bogged down by only prioritising their time and efforts into urgent tasks rather than important tasks. Yes, you’ll likely have a list of thousands of things you’ll need to sort in order of priority, but by determining your event goals and prioritising based on that, you’ll achieve a simple framework that will improve the chances of things running smoothly.

Know your audience

This is a highly important factor for successful event planning and should never be overlooked. You’ll never be able to create an experience your audience will love if you don’t know what that is! Thankfully, if you’ve already been using our marketing automation and engagement scoring software – especially with CRM integrations – you’ll probably have a good idea of who your attendees will be, what they are interested in and how you can attract similar groups. If not, the time to start gathering data about your potential attendees is immediately.

Early birds get the worm

The earlier you start planning your event, the better. There’s nothing worse than running around at the last minute trying to solve avoidable problems! By planning and booking things early, you’ll also be more likely to save money by being able to negotiate fees and take advantage of early bird offers.

Planning isn’t the only thing you should do early though – promoting and sending out invites should be done as early as possible too. Event planners know that the longer you’re selling tickets for, the more tickets get sold. In fact, promoters often find that if they start selling tickets to their next event shortly after their last event when it’s still fresh in attendees minds, they increase their chances of selling all their tickets and sell out much quicker. The early bird comes into play here too, as you can offer it to your own audience/subscribers using a time-limited call to action to create a sense of urgency.

Make your communications pop

Because your event is a big deal that doesn’t happen every day, you will want to convey this to your audience. If you’re using our event management solutions, you’ll already be on the winning path with custom branding, email templates, SMS notifications, exclusive invites and more, but if you really want your communications to pop, there are a few extra steps you can take. After segmenting your campaigns, ensure that your event announcement is clear, exciting and targeted. Treat the importance like a breaking news announcement, but make sure each person feels like they are the first to hear the news. On top of that, try to word your emails in a way that makes each person feel like they are one of only a very select group of VIPs.

If you’d like more excellent tips, read our follow-up article entitled ‘5 More Tips for an Amazing Event Planning Strategy’. If instead, you’d like to get straight into planning your next successful event, give us a call on 1300 878 289 or see our contact page.