When planning the conference experience, one often thinks of the program and the planning of large necessities such as the stage, technology and catering. However it is the so called “little things” that particularly characterize the participant’s experience. Therefore, we have devoted ourselves to three small and often neglected points, which can significantly improve a conference experience.
1. The use of event apps
A well-informed participant is a happy participant! In order to keep guests up-to-date, more and more event organizers are resorting to event apps. This is great, however the need for well thought out strategy and planning is often neglected. Those who don’t think enough about their app, waste money!
Therefore, you should not just choose the cheapest provider or easiest planning effort, but first create an individual requirements checklist: What content do my guests and my kind of event need? What functions do I need? What kind of presence do I want to offer my advertising partners? Only then should you start looking for an appropriate provider. A practice-orientated test, with focus on user-friendliness, technical functionalities and data protection is also important.
The content and offers should, most importantly, always serve the interests of the participants! Try to think about how the guests arrive, how they try to find their way around and which questions they could have. Think about targeted, clear and easy to find content.
Advertisements can of course be included, but they should not always stand in the center and above all should not bother the user, for example, Pop-ups or push notifications. Try to include interesting offers of your partners instead: Downloads of information, whitepapers or interesting campaigns that can be advertised on the app.
2. Good employee training
If a guest has questions or problems, they most often will talk to the first employee they can find. What happens now, leaves a very important impression! Can the employee help them? If not, do they know an alternative way of finding the necessary information or can they find the right person for the guest to talk to?
As an event organizer you should take employee training very seriously. The employees are the people who have the closest contact with each guest. This also involves delegating specific tasks, so that for every area (ticket counter, speaker, volunteers etc.) there is a leading employee, who is well informed and can help quickly.
It is also helpful to have a code of conduct in this case. How is an employee meant to behave in case of a problem with a guest? What should everyone be paying attention to? What is important to us as event organizers? When you set these base rules and have explained them to your employees, you set a certain standard as well as a guide.
3. Accessibility, comfort and service for all
When you are planning an event, try not to just think of the bare minimum when it comes to your guests. Think much further and try to not only leave your guests satisfied but happy!
What can make the visiting experience of your target group better? For example a quiet room for people who need a break every now and then? Would a child care service or a breastfeeding room be appropriate for you target group? Think also about the people who are possibly a minority at your event, who should also receive an equally pleasant experience. Other people will also notice this and see it as especially good service.
Accessibility does not just mean barrier liberty. It also refers to if the factors are beneficial to the goals and that the entire event is an accessible experience. Can I see and hear the speaker from all areas of the room? Are presentation and networking areas split so that they don’t disturb one another? Are the paths of an adequate distance and sign posted properly? Is the volume of the music set to a level so that people can still talk amongst themselves and network? Is it too cold or too warm, too light or too dark? All small details, but with large impact.