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Re-envisioning the Event Ecosystem for Attendee First Experience

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event management process
Re-envisioning the Event Ecosystem for Attendee First Experience
By admin October 17, 2022
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A key objective of the event management process is to ensure excellent event attendees’ experiences. The total of all direct and indirect encounters at an event is the attendance experience. People may forget information, but regardless of how wonderful or unpleasant an event was, the emotion it created is difficult to forget. Attendees must consider these encounters to be worthwhile, practical, fun, distinctive, and positive. These opinions will differ from person to person, but if an attendee has a negative perception, they are likely to share it with their friends, family, and even on social media, which can ultimately hurt the event organizers. Quality experiences are the key to a successful event. They put the attendees first, trigger strong emotions in the audience, and convert them into ecstatic followers. An effective online conference platform makes far more interaction, scalability, third-party integration, and other capabilities available that are frequently required for virtual events of such a scale.


Why is attendee experience important for events


Every year, businesses in nearly every sector spend a lot of money on events, which may be expensive even though they frequently give employees valuable learning and professional development opportunities. Organizations must produce satisfying experiences that inspire continued involvement if they want to recover their investment. On the other side, those who have a horrible time are more inclined to complain and let others know about it. It should come as no surprise that many participants would be less willing to spend money on a conference if other people had unfavorable things to say about it. Because of this, providing an outstanding attendance experience is essential. Organizations must consider how they may utilize technology, like a good online conference platform to enhance attendee experiences and assist reduce any hazards connected with them to improve these efforts.


Tips to strategically create good experiences



Empathy is a powerful tool for creating genuine consumer relationships.

Contrary to popular belief, empathy is not a pliable soft talent. It is a powerful ability that may be cultivated to address issues in the actual world. It would be simpler for anyone to identify the participants’ needs and choose the most suitable and efficient strategy to fulfill them if they are aware of their preferences through conversations, surveys, and focus groups with them.

This not only assists them in creating a ROS utilizing all that data, but it also fosters a relationship with the clients—a true personal connection. For instance, when one communicates with his/her prospects empathically, sales become simpler. One would be able to complete more sales if they told customers a scenario that directly addressed the problems they had been attempting to solve.


  1.     Don’t cut production corners

Many people make the error of reducing production if the event is conducted in a virtual town hall. One should never undervalue the importance of skilled graphic designers since they control how the visual story appears on the screen. If a person is not hosting an in-person event, he/she should not cut corners on the production expense. The customer experience will be negatively impacted, which will have an impact on sales.


  1.     Responsive event planning

One’s event strategy must adapt to the audience’s changing demands to be successful. Empathetic event design may help one do this.

  •   Relearning through objective listening: By listening to the guests without any preconceived notions, one may learn a lot about their preferences and establish a solid grasp of their behavior, what makes their day, what makes them happy, what gives them joy, etc. Asking the correct questions is important.
  •   Designing for people: An Online event planner may want to experiment with creating archetypes and experience profiles in conjunction with focus groups while planning an event.
  1.     Reuse the material from your event

After the event, never put the hard work on hold. Repurpose, distribute, and reshare the material throughout time if it is evergreen. Depending on the resources the team has, one may experiment with everything from a one-minute film to a full-fledged YouTube video approach. One may engage audiences with blog entries from session learning, social media postings, and speaker quotations if he/she has a strong content distribution plan in place. Here are a few strategies one may use to keep people talking about your event long after it has ended. Through engagement measures like social sharing, reach, and overall brand voice, one can gauge the favorable attitude around the brand. These analytics may then be shared with leadership to demonstrate the effectiveness of events.

  1.     Keep up a solid relationship with sponsors to ensure retention

Because the sponsors will pay for the event and should agree to reciprocal advantages both sides will receive from the alliance, it is crucial to understand their demands for the event and to create clear expectations and guidelines from the start. Transparent communication with the sponsors is quite beneficial. For instance, one might not meet the goals he/she sets for an event in terms of attendance, social media engagement, or demographics. However, it’s crucial to make sure the sponsors are aware of this. Building a true, long-term connection with them through open communication enables one to count on them each time they host an event.

  1.     Feedback from attendees

Make sure to gather feedback from every participant in the event so that one can keep track of what they liked and didn’t like about it and make improvements for the subsequent events. For comments, use social media outlets. Using platforms like Facebook, Twitter, and Google can assist gather input from attendees about their experiences because social media greatly improved the attendance experience during events.

  1.     Guest Experience Analytics

After an event has ended, one of the key things to consider is how satisfied attendees were with the level of customer service, wait times, availability of essential equipment, etc. When organizing events, all of these variables should be taken into account because they will affect the brand’s reputation for customer service and draw in new customers. One should look for an online conference platform, like Mixhubb, that comes with features like providing event analytics at the end of the program.




Event management is a fascinating but difficult profession. One of the many issues is how to design an experience for event attendees that is distinctive, encourages them to return to the event in the future, encourages them to become devoted clients, and encourages them to spread the word about it. Making events happen in this way calls for a multidisciplinary strategy that incorporates, among other things, technology, branding, marketing, sales prowess, research & development, training, and design thinking. After all, providing a fantastic attendance experience involves doing more than just satisfying consumer demands.