Event Guide: How To Turn Attendees Into Happy Guests – Part 1

Corporate event success celebrated with thumbs up by attendeeThere are many aspects that affect a guest’s impression of your corporate event. Recruiting an enticing speaker, and selecting a trendy topic, no longer suffice. So what does the trick? How do you turn attendees into happy guests?

The answer is simple: Improve the event experience for your attendees!

Follow these rules, and your guests will keep coming back again for more!

1. Communicate Only Essentials

Keep the invitation brief and simple. Stick to spelling out the 5 Ws: who, what, when, where, and why of the event. And do provide a Link leading to further information for those interested in digging deeper. Potential attendees need to be able to assess whether or not the event is of interest to them within seconds.

Browse Make Your E-Invite Stand Out From The Crowd! for ideas on designing the perfect invitation!

Man registering to attend corporate event with tablet computer2. Be RSVP Friendly

Clearly communicate registration requirements. Assure that the sign-up process takes less than 30 seconds for a free-to-attend event. And, less than two minutes if a registration fee is collected, or if there is a choice between individual sessions. Only ask for information you will utilize to improve the attendees’ event experience. Any additional information such as demographics can be assessed during, or after the event.

3. Assure Accessibility

Smart Phone with Corporate Event Driving DirectionsKnow who your target group is. Then, select an event location that is easily accessible for a majority of potential guests. Send a reminder to those registered, and include information on accessibility. Save your guests some time by providing public transportation options, driving directions, and parking information. Nothing is more frustrating than arriving at an event, and then finding out that no parking is available!

4. Speed Up On-Site Sign-In Procedures

Keep the registration lines short upon guests’ arrival. For events with more than 50 attendees, split name badge lines by first letter of the attendees’ last names to speed things up. Assure you have enough staff available to help with registration, welcoming guests, and answering questions. The more support you have ‘at the front,’ the less time the guests will have to spend in line!

Businessman drinking coffee at corporate event

5. Provide Refreshments

Especially for evening events, providing refreshments for your corporate guests is essential. Meetings and deadlines are part of the corporate game. They can be exhausting, time-consuming, and often leave us hungry and tired at the end of the day. So, offer caffeine and a sugar boost, already BEFORE the evening’s presentations begin. Content is much easier to take in with a clear head, and a satisfied stomach! Continue offering refreshments during the informal part of the evening, so people won’t have to leave the event early to refuel.

Please go to Part 2 for six more rules that will have your attendees coming back for more!

- Mona

4 thoughts on “Event Guide: How To Turn Attendees Into Happy Guests – Part 1

  1. posh productions, LLCAshleigh Dorfman CSEP

    I like that you added Be RSVP friendly. Yesterday I had a great registration experience. I was told there would be a short survey; responses would help guide the presentation. Its the little details that make the difference. Now I’m excited to attend and hear the (free) presentation!

  2. Michael Ng

    Agree with 3, 4 & 5. Who doesn’t like food. People just love food. After a long day attending a conference or seminar, if ever they provided cordial and food, I will be happy to stay for a while to mingle around with other people. Another point I would like to add is the friendliness and the helpfulness of the event staff. It does really make a difference when all your staff at the registration table or anyone in the event are friendly enough, making sure everyone is comfortable and easy going, it will make attendees know that it is an experience that cannot be found else where.

    1. Admin by Mona

      Michael, thanks for the addition. Paying attention to your attendees’ needs, and treating them with respect, are very important when working on creating a positive event experience for your guests. I absolutely agree! It is vital to treat guests with respect, and to give them the attention they deserve throughout the event: from the first welcome to the farewell, and the follow-up!


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