If there is any major headache for a conference or event planner, it is with getting enough audience to fill the venue to capacity.
There is even more pressure to deliver when you have very high and well-known personalities confirm their attendance to the event.
Apart from the audience size communicating the value of the event, it signals your effectiveness in putting together the event especially with promotion and more so, speaks directly to either a boost or decline on your brand.
Unfortunately many people fail to value the basic practices of maximizing attendance at the event and go after wild ideas that often brings nothing more than disappointment and frustration.
LeadersGH.com in this article puts together 4 things you can do to ensure people show up and in their numbers at your upcoming event.
1. Sending out Invitations Early
The idea that the supposed high value of your event will convince someone to attend no matter how late the invite was sent is wrong. In a time where people at almost every point in time have other equally important things to do and their activities appear to be more than can be accomplished within a day, people prioritize events they have long known about and planned for.
In fact it is considered respectful to your audience if they are informed ahead of time so they can make the necessary adjustments to their schedules, be it cancelling another one or probably getting a particular shirt they may need for that event.
Being proactive about planning can help you maximize your event attendance.
2. Make follow Ups
Your guests, as human as they are may genuinely forget about your event sometimes and there would be a need to remind them constantly. This step also show you care about them and will really value their presence at the event.
There are several ways to do this, either by making direct phone calls, sending out a SMS messages or emails.
You can determine the frequency of the reminders based on the number of days/weeks to the event. Note that your reminders should not end up being a nuisance else the event is ruined!
For a general rule, a week’s reminder and two clear days to the event is recommended.
3. Invite/Target the Right Audience
It will be such a great disaster when your executive cocktail and networking event turns out to be a fancy high school students’ studded event that will make the few executives feel old school and completely out! Rule number one is, define your audience and send the invites to them accordingly.
The fact that you want to boost attendance to your event
While it makes sense to invite a larger audience if you want to boost attendance at an upcoming event, it’s also important to target the right people. For example, if the theme of your conference is related to recent technology trends, it may not make sense to invite too many people who aren’t in the high tech sector. In order to get the most benefit from your events, you want to make sure that the content is relevant for the audience.
You are better able to do this when you start preparing your guest list early enough.
4. Take cues from previous events
Learning from the past can save you a lot of money and time. Past events, whether good or bad can help you with some relevant information that will make your upcoming event better.
Looking at what worked, what didn’t, what got people excited and more can help you know what to incorporate or do away with for the upcoming event. This is only possible when you pay critical and special attention to past events. Some of the easiest things to track include timing, venue and program lineup.
It is important to note that events for some other reasons can be unpredictable and as such the aforementioned may not produce your desired for a particular event. Indeed this list is not conclusive as there are many other things that can help boost attendance to your event. Look out for subsequent publications on this subject on LeadersGH.com.