Achieving 100% attendance at an event can be challenging, as there are a number of factors that can affect people's availability and willingness to attend.
The aim of every event planner is to have full attendance, so we have compiled some helpful tips that might help you maximise attendance.
1. Plan the event well in advance
This may seem like an obvious one, but this is something that many event planners get wrong from the outset. Set a date that allows attendees to mark their calendars and make necessary arrangements. Avoid scheduling conflicts with other major events or holidays.
2. Clearly communicate the purpose and benefits
Provide a compelling description of the event, emphasising the value participants will gain by attending. Highlight any unique features, such as guest speakers, workshops, or networking opportunities.
Why does your audience even want to be there? According to the International Association of Exhibitions and Events:
– 92% attend to learn something
– 78% show up because the location is appealing
– 76% take part to find networking opportunities
Use this to your advantage by outlining the value of your event.
3. Create buzz and anticipation using multiple communication channels
Reach out to potential attendees through various channels like email, social media, phone calls, and physical invitations. Ensure your message is concise, informative, and visually appealing.
Use social media platforms and event-specific hashtags to generate excitement. Share teasers, sneak peeks, or behind-the-scenes content to engage potential attendees and encourage them to spread the word.
4. Offer early bird discounts or incentives
Encourage early registrations by offering discounts, exclusive perks, or limited time offers to create a sense of urgency. People are more likely to commit if they feel they are getting a special deal.
5. Provide convenient registration options
Convenience is the name of the game. If you want people to dedicate time to attending your event, make the registration process as easy and straightforward as possible. Offer online registration forms, provide clear instructions, and ensure the process is mobile-friendly.
6. Utilise reminder strategies
Send regular reminders leading up to the event, including save-the-date emails, event updates, and final confirmations. Consider using automated reminders through email or text to increase attendance rates.
7. Follow up after initial invitations
If you haven't received responses from potential attendees, reach out again with a friendly reminder or follow-up call. Some individuals may have missed or overlooked the initial invitation.
Achieving 100% attendance is the golden egg for event planners, and there will always be factors beyond your control. We hope that by implementing the above strategies you will maximise your attendance levels.
For more information on event planning, don’t hesitate to get in touch with our team by calling 01792 293 333 or contact us here.
23 November 2023
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