Regina Hammarlund

5 min read

Staying Ahead in Event Management: Translating 2023's Event Trends into 2024's Success

Event Management Trends 2024 with a Practical Checklist!

This guide and handy checklist will help you navigate the evolving world of event management. It's designed to make your job simpler and help your events grow and succeed. Whether you're planning a small meeting or a big event, this guide will give you valuable insights. Read more to discover strategies for making event planning easier and more successful, ensuring you stay ahead of the game.

Illustration of three people planning an event standing next to a very big calendar

Hybrid and Virtual Reality

Hybrid and Virtual Reality (VR) events are growing in popularity and are predicted to become the new norm in event planning. This growth is driven by the expansion of virtual and hybrid event solutions that connect people worldwide in real-time, regardless of their location, physical limitations, or schedule constraints. The global events and meetings industry's revenue is projected to increase significantly, with virtual and hybrid events being a primary catalyst for this growth.

Benefits of Hybrid and Virtual Reality Events:

1.Increased Reach and Diversity: Hybrid events allow you to reach an international audience, making your event more diverse and boosting your brand. For example, hosting a hybrid event lets you register attendees from different parts of the country or the world.

2. Access to a Wider Selection of Guest Speakers: Hybrid models enable booking international experts as keynote speakers, offering more variety and expertise to your audience.

3. Environmental Benefits: These events help in reducing the carbon footprint by allowing for smaller physical venues and less travel, thus decreasing energy consumption and waste.

4. Data Enrichment: Hybrid events provide rich data on user experiences, helping to enhance future event planning. You can track virtual guest interactions, drop-off points, and chat room engagements.

Planning Hybrid and Virtual Reality Events:

While these types of events offer many benefits, they also present unique challenges, particularly in terms of technology and coordination. Event planners need to ensure that participants have the necessary equipment, the hosting platform is stable, and tech teams are available for assistance. In some cases, advanced technology like VR headsets may be required. But don't worry, there are many specialists out there that can help you set up these environments, and if you need help, we are here to guide you.

Tools for Planning Hybrid and Virtual Events

1. Event Management Software: Tools like Eventbrite, Cvent, and Whova help with organizing and streamlining event planning, promotion, and performance. They assist in managing registrations, check-ins, and event logistics, providing a centralized platform for event coordination. This leads to improved efficiency and a smoother event experience for both organizers and attendees.

2. Donor Management Software (DMS): Tools such as Bloomerang, Salesforce Nonprofit Cloud, and Kindful are crucial for understanding and engaging your audience. They track donor information, manage philanthropic engagement, and optimize communication strategies, enhancing fundraising efforts and donor relations.

3. Content Management Software: Magento, Drupal, Joomla and Squarespace, are interesting to look into for creating engaging websites and event pages. They help in managing online content, simplifying registration processes, and tracking visitor behavior. These tools also aid in SEO optimization, increasing the visibility and reach of your event.

Note: While Magento is primarily an e-commerce platform, it also offers strong content management capabilities, making it ideal for managing event-related online stores or merchandise pages.

4. Virtual Event Platforms: Platforms like Zoom, Hopin, and ON24 provide a digital space for hosting virtual events. They offer features like live streaming, virtual booths, and networking opportunities, essential for engaging online participants in hybrid events.

5. Audience Engagement Tools: Tools such as Slido, Mentimeter, and Pigeonhole Live enhance participant interaction through live polls, Q&A sessions, and real-time feedback. They foster active participation and provide valuable insights into audience preferences, improving the overall event experience.

6. Analytics and Reporting Tools: Google Analytics, Tableau, and Hootsuite are valuable for post-event analysis. They provide insights into attendee behavior, engagement rates, and overall satisfaction, helping organizers measure success and refine future strategies.

Other Interesting Tools to Look Into

1. Asana: This project management tool aids in planning and organizing event-related tasks. It helps teams collaborate effectively, track progress, and meet deadlines, leading to better organizational efficiency.

2. Lumi Global: Specializes in solutions for virtual and hybrid events, enhancing engagement with features like live polling and virtual networking. They help in making remote participation more interactive and inclusive.

Enhancing Sales and Marketing Collaboration

Building a Unified Team

The synergy between sales and marketing teams is more crucial than ever. By focusing on integration strategies, role clarity, and the use of effective collaboration tools, businesses can build a unified team that works cohesively towards shared goals. Communication, clear role definitions, and technology can bridge the gap between sales and marketing, leading to more successful outcomes and a stronger overall business strategy.

1. Integration Strategy: Encourage regular communication and strategy meetings between sales and marketing teams. Utilize shared goals and KPIs to align efforts towards common objectives.

2. Role Clarity: Clearly define roles and responsibilities for each team member before, during, and after the event. This ensures everyone knows their tasks and how they contribute to the event's success.

3. Collaboration Tools: Use platforms like Slack or Microsoft Teams to facilitate ongoing communication and coordination between sales and marketing. Shared documents and real-time updates can help keep everyone on the same page.

CRM Platforms and Registration Tools

Importance of CRM and Registration Tools

CRM platforms help manage attendee information and relationships, aiding in personalized follow-ups and lead nurturing. Registration tools streamline the sign-up process and provide valuable data for targeting and engagement.

Recommended Tools: Some notable tools include Salesforce and HubSpot for CRM, and Eventbrite and Cvent for registration. These platforms offer robust features for data management and analytics.

Leveraging Design and Communication Tools

Utilizing Adobe Spark and Others

Adobe Spark: Use this tool for creating visually appealing event materials, from invitations to social media posts. It's user-friendly and helps maintain consistent branding.

Other Tools: Canva and Photoshop are also excellent for design purposes, offering a range of templates and customization options.

Checklist for Event Planners

Pre-Event Planning:

1.Define event objectives and KPIs.

2. Establish a budget and select appropriate venues or platforms.

3. Set up a project management tool like Asana for task tracking.

4. Choose CRM and registration tools.

5. Design the event layout and logistics.

6. Coordinate with speakers and presenters.

7. Outline safety protocols and emergency plans.

Collaboration and Communication:

1. Schedule regular meetings between sales and marketing teams.

2. Assign clear roles and responsibilities.

3. Implement a communication platform like Slack for team coordination.

4. Develop a shared documentation system.

5. Establish a feedback loop for continuous improvement.

Marketing and Promotion:

1. Develop a marketing strategy using tools like Mailchimp and Hootsuite.

2. Create promotional materials using tools like Adobe Spark or Canva.

3. Launch and monitor marketing campaigns.

4. Utilize SEO and content marketing strategies.

5. Engage with potential attendees through social media.

During the Event:

1. Ensure technical setups for hybrid/virtual components.

2. Engage attendees through interactive sessions.

3. Coordinate real-time updates via social media.

4. Manage logistics and attendee flow.

5. Monitor event performance and address any issues.

Post-Event Activities:

1. Send thank-you emails and feedback surveys.

2. Analyze event performance and gather insights.

3. Conduct follow-ups using CRM data.

4. Review feedback for future improvements.

5. Document and share key learnings with the team. (Don't forget!)

Collaboration and Communication: 1. Schedule regular meetings between sales and marketing teams.