As event professionals, we’ve all had those moments of frustration when guests don’t show up. It can feel like a huge setback and throw off everything we’ve planned. But here’s some great tips from the Customer Success team that might just make those headaches a thing of the past!
Recent studies have shown that using event management platforms like Conference Manager can drastically reduce no-show rates. In fact, many event organizers are seeing up to a 90% drop in no-shows thanks to these tools. That’s right—8 out of 10 event planners are reporting such a significant improvement, and it’s all because of smart reminder and follow-up systems.
So, how does this magic work? These platforms use automated reminders and follow-ups to keep attendees engaged and committed. This not only helps in getting more people to attend but also makes the whole process smoother for everyone involved. Here are a few tips to help you tackle no-shows using the features in Conference Manager:
- Set up meeting requests: When participants register for your event, you can automatically send them a meeting request so they can easily add the event to their calendar. This way, they won’t forget it’s coming up!
- Send reminders: Send relevant event info to participants a few days before the big day. You can send out a general reminder to everyone who signed up, or customize emails for different groups. Be sure to personalize the message with merge fields, so it feels like you’re speaking directly to them.
- Schedule your emails in advance: There’s always a lot going on right before an event, so save yourself some stress by planning the dispatch of your emails in Conference Manager ahead of time. You can pick the exact day and time for them to go out!
- Include an easy way to cancel: To keep track of who’s actually coming, include a link in your emails where participants can cancel if their plans change. Just make sure you enable the deregistration option in your settings—it’ll keep your participant list current and might even open up space for someone else.
- Send SMS updates: For those last-minute details or important reminders, an SMS can be invaluable to ensure participants don’t miss key information like meeting spots or schedule changes. Just remember to include the mobile field during registration, so you’re all set when the time comes.
No-shows don’t have to be an inevitable part of event planning. With the right tools and strategies, you can get a better attendance rate, keep your participant list accurate, and make your events run more smoothly. So, embrace the event tech and say goodbye to the stress of unpredictable turnouts.
Author: Guðrið Simonsen
Date: 19.08.2024
