Nothing to dramatic going on here, Mainly, I like doing a soft registration launch.
JOB TITLE – Registrar, Event Builder
EVENT DESCRIPTION – All of our events are social.
EVENT DATES – Next large event is November (hopefully)
PHASE OF EVENT PLANNING: (Event/Web Build, During Event, Post-Event)
Event/Web Build
I add sessions and questions as meetings progress. Graphics generally come later. I try not to get too lost in the weeds. So many things change, and the schedule is constantly changing all the way up to the event start date.
During the event I tweak session descriptions and questions based on attendee feedback. Attendees like to be part of the process. Since most events are cloned from year to year, it helps future builds. Keep attendees up to date with short event or session emails. We also send texts reminding attended of key events. I do this by creating using an additional custom contact field using their mobile phone number and carrier. i.e., 3135551212@vtext.com for Verizon customers.
After the event, we reflect on what worked and what did not. We do not do surveys. Those with comments, let us know. And do they ever.
TYPE OF EVENT - Social
WHAT WORKED FOR YOU (DO'S)
Our events always open at a specific time. I send tests to several attendees.
Whenever possible, I do a soft launch to those who I know will be attending.
Usually my most critical and vocal attendees. They can spot errors or make suggestions.
When someone is confused, I explain why I do something a certain way and ask if they can make it clearer.
I use internal questions and custom contact questions.
Custom contact questions are useful for me to tag certain attendees as staff, board, sponsor.
I use those answers for advanced filters or name badges.
WHAT TO AVOID (DON'TS)
Do not get caught up in the negativity of some attendees regarding the registration.
I do not send too many tests to staff. They are too close to the event and are focused on other things.
When 900 people register without a problem and 5 complain. You done good. You can't please everyone.
Do not let attendees know of any problems. It is all smoke and mirrors. No one should look behind the curtain.
Do not use external excel spreadsheet. Instead, use internal questions.
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#Flex-Creating/ManagingEvents------------------------------
Steven Schlossman
Jack of all trades. Master of none.
BMW Car Club of America
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