5 POINTERS TO ENSURE CONFERENCE DELEGATES LOVE YOUR CONFERENCE!

After 2 long hard years for event professionals, the industry is rapidly on the mend, and in-person meetings and gatherings are in full swing. Have a look at our tips to be at the cutting edge of efficiency and technology.

  1. COMMUNICATE EARLY AND OFTEN

The attendee journey begins with communication ahead of the event, highlights with an on-property experience, and completes with post-event follow-up.

Each stage of the process requires lots of communication between all the parties (hotel and planner, and planner and attendee) so that everyone knows what is expected and needed and how that will be fulfilled.

Planners need to communicate logistics such as dates, agenda, destination, and venues. But ahead of the event, planners should also emphasize the importance of the event while building excitement for what attendees can expect. Are there fun activities ahead, such as cocktail receptions, awards dinners or outdoor adventures?

Anticipation and the build up of an enjoyable gathering can be almost as fun as the event itself.

   2. SIMPLIFY THE RESERVATIONS PROCESS

To fulfil hotel contracts and avoid attrition, planners need to make booking within the room block as easy as possible. Online housing tools allow you to eliminate rooming lists so that guests can make and manage their own reservations within your room block. It’s especially important to share these resources early so that guests can book their hotel when they book their flights.

Housing tools are essential from the hotel’s perspective, as it streamlines the group reservations process, allows for real-time monitoring of pickup, and saves staff considerable time better spent on taking care of your guests.

  3. MIGRATE POSSIBLE FRICTION

Many of the current meetings on the rise are smaller and regional gatherings within driving distance of attendees. As confidence rises, incentive trips for executives or top sales performers, which simply cannot be replicated online, have also been among the first to return.

Incentive trips to foreign destinations come with their own set of possible complications. Potential points of friction include:

  Shipping materials

          Navigating customs requirements

          Managing audio-visual needs and power costs

          Protecting guests in possibly unsafe areas near the venue

The host hotel can offer guidance and coordination on many of these aspects. Once a planner has done their homework, both they and their attendees can rest assured that the details are covered, and they will have a great time at the event.

  4. WORK CLOSELY WITH THE HOTEL

As the host to meetings and events, hotels are the primary hub for the attendee experience, including the environment, infrastructure, and consumables. The hotel needs to make sure everyone is happy, planners and attendees, to maintain a positive brand reputation.

In terms of the property, is it secure? Is it close to outside venues, such as convention centres for citywide events? Is the environment welcoming? Does the hotel have adequate staff to attend to the needs of groups?

Hotels can capture additional revenue and enhance the guest experience through attendee engagement tools. Housing tools help planners manage room blocks, while also offering guests the opportunity to upgrade room types, book spa packages or make dinner reservations at on-site restaurants.

  5.  MAINTAIN ATTENDEE ENGAGEMENT

After a successful meeting or event, keep the drive going by staying in touch with guests and attendees.

Ways to engage with employees, guests and attendees include:

  Send follow-up emails with pictures of the event and people in attendance

  Post pictures and stories on social media with your event hashtag

  Ask attendees to fill out a post-event survey to evaluate their satisfaction.

  Host smaller networking events in key markets where attendees live.

  Offer exclusive discounts on products and services to event participants.

The goals for a meeting or event are numerous:

  Brand loyalty and increased sales

  Better employee engagement

  Repeat visits from guests

  Positive ROI

A successful attendee experience obtains long-term dividends for meeting stakeholders, hotels, and planners alike.

Contents per groups360.com