When planning an event, you have to communicate with a bunch of people from different settings and with different interests.
As such, more often than not, the success or failure of the event you’re planning depends on how able you are to communicate your needs, intentions, and plans.
But a successful event involves more than your ability to connect with people. It also requires impressive organizational skills, patience, vision, and access to the right tools.
So, here’s how to handle communication for an event and why this matters so much.
1. Use Your Team to Its Fullest
Your event management team can only be as good as you make it.
You can have people with impressive skills that fit the job description, but if you don’t assign them the right tasks and keep track of their progress, they won’t be working at 100% capacity.
This is why it helps to use event CRM and communications software to keep track of each stage of the progress while making sure team members stay in touch with each other.
By using specialized software, it’s easier to organize the tasks, but you also get a bird’s eye view of things, and it’s easier to work on several events at the same time (for event organizers).
Also, you can use the same type of software to send out invites, receive replies, and manage the list of attendees. Communication with every party involved in the event becomes a lot easier because you can keep track of messages, emails, lists, and invites.
You can further use custom signup forms to connect with potential attendees and request them to register. These forms are often highly customizable, ensuring they look and feel good, as per the theme. Moreover, these are mobile-friendly to cater to the attendees’ needs.
2. Keep a Tight Grip on the Event with proper communication
For successful event planning, communication must be flawless and fluid to ensure you host an event that people will talk about positively.
First, it is essential to make sure everyone on your team and the teams of collaborators is up to date with the timeline of your event.
Avoid mistakes that can taint the guests’ experience. Everyone should know where they are supposed to be and when they should be there.
3. Promote on social media
Also, if you are promoting the event on social media, make sure the PR team is in the loop and knows when and what to post.
In terms of tools, if the event is big enough, you may want to create an app or a page where attendees can see the schedule, the speakers, shows, and other activities.
This will simplify communication with the guests as you can hand out QR codes or have them made visible at the venue so anyone with a smartphone can get their answers.
Plus, up on the list of tips on how to host a memorable event, you always have good communication. If the guests feel shunned (even if it’s unintentional), they’ll take their frustrations to the internet, and you don’t want that.
4. Get Feedback from Your Guests
Most events focus on getting new people or companies interested in a product or service. However, to do so, communication must continue well after the event is over.
Even if your main goal was to raise funds for charity or raise awareness for a cause, it’s still essential to keep the communication lines open.
Plus, by asking for feedback, you show your guests you care and want to improve.
In this phase of your project, feedback is very important. There are tools you can use, such as feedback forms, surveys, testimonials, or just asking for a review of the event in an email.
People are usually eager to provide their opinion, but you must make it easy. So keep it short and sweet.
Key Takeaways
Successful events take a lot of work and planning.
However, if you don’t have good communication and proper channels for it, chances are you’ll encounter lots of hurdles down the road.
But when you get it right and communication flows well, your event will come together like pieces of a puzzle.
