It may seem that the issue discussed in this post is an obvious one. However, it is often the case that things we see as easy at first glance, soon become problematic because we have ignored them before.
Some event managers do not attach enough weight to communicating with attendees on an ongoing basis, while they are the very core of each event. Efficient communication with attendees is one of the most significant factors that have a direct impact on the success of the entire event. More than that, it can also apply to the entire event organization process. Therefore, it is highly recommended to make sure it all goes smoothly and impeccably.
Contact by phone is obviously a traditional and indispensable method but it will generate a lot of costs if you want to share an important message with many attendees. In addition, there is no quick strategy of carrying out the entire operation if large groups are concerned (consisting of at least several dozen people). In such cases, it is worth applying methods based on completely different technologies.
Each of the automated methods of communication that will be discussed in the further section of this post requires dividing attendees into groups. It results from the fact that messages very often need to be divided into groups, depending on the people we address them to. One example of that is a situation where you are running registration for guests speaking different languages. The registration system you intend to use must allow you to make such divisions. It is also recommended for the software to have integrated tools that enable communication from the software itself, without the need to export and import attendee data to external applications.
Updating the event website and social media profile is a lightning fast method, which offers another valuable advantage – it organically enhances the marketing mechanism behind your event. In addition, it gives the attendees easy access to any news or other content. If you are about to organize an event, make sure your website is always updated and that it both provides information and supports promotion and sale of products that you would like to offer to your registered and potential attendees.
If your conference registration software does not have an event mailing feature, use a dedicated solution (eg. GetResponse, FreshMail, Mailchimp, etc.). However, remember not to abuse this method, as nobody likes spam. Provide important information in doses and in a clear and personalized manner, thus making sure that attendees of your event will receive your message quickly, without being pushy. If you are interested in creating a mailing campaign that will not be blocked by anti-spam filters, then read the article published by Krzysztof Jagoda - How to Make Sure Your Emails Don't End up in SPAM?.
Integrating a registration platform with an SMS gateway (eg. REDLINK, SMSAPI) gives you completely new possibilities regarding quick communication. First and foremost, it is recommended to use this option when the event is in progress. It is because not many attendees will actually find time to read an email sent between sessions (provided they actually receive it in the first place), while the majority will simply notice they have a new text message and read it. It is quite a useful solution to integrate the check-in module with an SMS gateway, which will allow you to automatically send a welcome message straight to the participant's phone once their attendance has been recorded.
Attendees will surely hear what you are trying to tell them if you use all these methods. An efficient and clear website that works on different devices, a mailing system and text messages will guarantee that all attendees will be informed about all important aspects of the event at all times.
Tomasz Chrościechowski