Do you organize races and events for your community? From a 5K fun run to a large-scale triathlon, events get tricky when it comes to the small details. For those races where you need to gather customized information about each attendee, an online event management system makes life easy for the organizer.
Here are seven ways to successfully plan and run your next event with software:
1. Use an Online Event Management System
A web-based event management system allows you to collect online registrations through customized forms and easy-to-build event websites. From there, marketing tools like social sharing, event listings and emails can help you increase attendance. When it comes to managing your event, mobile apps and custom reporting help you manage any event smoothly and efficiently.
2. Promote Your Event
Email, social and website marketing will be your most cost-effective ways to promote your event. Make sure the event management software incorporates those tools to save you time and money, especially if the software includes easy-to-use templates that can make it a breeze to build emails and send them to the appropriate segments. As for offline marketing, consider posters, local newspaper ads/press, flyers and other ways to spread the word through local partners.
3. Guarantee Event Registration Is Simple
No matter how appealing your event, confusing registration is always a major turnoff for participants. Be sure to offer online registration that ' simple, customized to fit different needs and quick for attendees. Offer group rates, early bird discounts, kids' rates, special discount codes and different payment options so you can appeal to a wider range of potential participants. Don’t forget to ensure your registration can be done from anywhere, anytime with mobile-friendly registration.
4. Get Attendees to Interact
Event interaction has grown beyond the event itself. In today's world you should encourage your participants to interact before, during and after the event itself. Before the event, social media is a great way to get people talking and excited, whether it's on your organization’s Facebook page or within a Facebook group dedicated to your race. As for after the event, consider feedback surveys that can be done in-person or online (via email or a survey website like SurveyMonkey or Google Forms), so you can improve for the next time around.
5. Rely on Mobile Tools for On-site Tasks
Mobile tools should allow you to check in attendees with one click. Also, manage schedules and access attendee information onsite via a smart device. With those tools, you won't have to deal with clunky folders and clipboards, double checking information and other manual, time-consuming tasks.
6. Maintain a Relationship with Your Attendees
Use your event management system to send automated, personalized thank you notes. Also, continue discussions and picture/video sharing through social networks. That way you can keep people excited and engaged for your next event. You know how to put on an event. Now consider a helping hand from a proven event management software system. From registration and marketing to on-site management and everything in between, your job will be a little easier so you can focus on the people, not the paperwork.
7. Offer Event Bags
Show your participants some love when they cross the finish line (in person or virtually) with an amazing event bag full of swag and that also helps increase your and your sponsors' brand identities. Make sure to include healthy and tasty snacks, coupons, a little something for self-care, swag that they're definitely going to use like portable phone chargers or cool light-up shoe-clips for night runs, sponsored goodies and of course, the ever-so-coveted finisher's medal.
If your event is a virtual one, you can send event bags to the homes of your participants, allow them to pick them up at a specified location or have a virtual event bag that includes a custom-branded, dedicated landing page featuring all your sponsors and more.
ACTIVEWorks Endurance’s All-In-One Solution Has Everything You Need for Success
Grow your events and increase revenue with ACTIVEWorks Endurance. Our dynamic, all-in-one solution has the tools you need to help attract and convert new participants. Rest easy with streamlined events that are supported by event technology that grows your event and elevates the experience for all involved.
ACTIVEWorks Endurance has robust analytics and reporting tools, a helpful CRM and email tool, a participant experience-enhancing app and Virtual Event Bags that can be custom branded to showcase your sponsors. Connect with us today to see how ACTIVEWorks Endurance can set your events up for success!