Engaged members are loyal, active, and more likely to buy courses, attend events, and promote your brand. So, when it comes to event attendance, engaging your audience can lead to a win-win: they attend, they participate, and they spread the word!

But how do you get that level of engagement? While there are many ways to engage an audience, a strong online presence is one of the most effective. Some might think technology detracts from in-person events, but it’s quite the opposite—it can actually enhance them!

With the right digital strategies, you can build a connected, engaged audience that’s excited to attend your physical events. Let’s explore how:

1. Engage Your Audience Through Interaction

One of the easiest ways to build engagement is by interacting with your audience. Social media provides the perfect platform for this, allowing you to connect with members directly: you can answer questions, solve problems, and build relationships easier than ever before.

The key here is authenticity—skip the corporate jargon and talk to your audience like real people. Join industry discussions, offer insights, and be approachable. An active, genuine online presence can make a big impact!

Beyond social media, consider offering online workshops, webinars, or an open forum where members can connect. The real power of these channels lies in being responsive—quickly address feedback, answer questions, and engage in dialogue. A responsive brand fosters loyalty, which makes users more likely to recommend your association and be more interested in your future events.

After all, high engagement levels make your association’s in-person events feel like a natural extension of your association’s virtual space!

2. Highlight Your Core Values

People are more likely to engage with associations they understand and relate to. Make sure your core values are front and center in everything you do. Be bold in sharing your mission and your stance on important issues in your industry. This doesn’t mean diving into politics, but it does mean consistently aligning your messaging with your values. Authenticity, again, is key here—modern audiences can spot a generic sales pitch a mile away, and they’re drawn to brands that feel genuine and personal.

One way to achieve this is by partnering with influencers or sponsors who share your values. When people see their beliefs reflected in your association, they’re more likely to become loyal participants in your events.

3. Enhance Your Purpose

To keep your audience engaged, offer more than just a product or event—become a hub of valuable information and resources. This could mean providing access to industry news, offering online training or workshops, or creating a space for networking and discussion. The more value you offer, the more invested your audience becomes in your organization.

Then, at your in-person events, make sure to leverage these connections.

Use your partnerships to create unique experiences (such as exclusive trials or presentations) that make your events stand out. When people feel like they’re part of something bigger, they’re more likely to show up and be involved.

4. Give a Behind-the-Scenes Look with Live Streaming

Want to give your audience a taste of your event before they even attend? Live streaming can do just that!

Show off your event in real-time, allowing viewers to experience it virtually and get a sense of what to expect if they attend in person next time. Live streams can also build anticipation–especially if you engage with your online audience during the event.

Don’t stop at just your events, though! You can use live streams to host interviews, discussions, or behind-the-scenes tours. Give your audience an inside look at your organization and the people behind it. These personal touches help build a connection and keep your association top of mind when it’s time to buy tickets to your next event.

5. Leverage Live Engagement Marketing (LEM)

Live Engagement Marketing (LEM) uses technology to create an interactive experience at in-person events. Whether it’s a digital concierge app, a networking platform, or gamified activities, these tools keep attendees engaged and connected. They also provide valuable data on your audience’s behavior and preferences, helping you tailor future events to their needs.

With tools like Near-Field Communication (NFC) devices, attendees can seamlessly interact with event booths and workshops, while you gain insights into their interests. This data can help you improve targeted marketing, advertising, and sponsorships–all of which boost attendance at future events!

Final Thoughts

By integrating these online strategies, you can turn digital engagement into real-world success. From interacting with your audience to live streaming events and using cutting-edge tech, these tactics not only build loyalty but also drive in-person attendance. Embrace the digital tools at your disposal, and watch your events thrive!

References

How To Livestream Your Event & Maximize Social Media. (2017, August 18). Retrieved from Blog website: https://livestream.com/blog/social-media-for-livestreaming-events

LoSasso. (2018, August 8). Tips to maximize engagement while live streaming. Retrieved August 27, 2021, from LoSasso Integrated Marketing website: https://www.losasso.com/blog/social-media/tips-to-maximize-engagement-while-live-streaming/

Odell, P. (2016, November 11). 5 Ways to Maximize Offline Engagement at Your Live Events. Retrieved August 27, 2021, from Chief Marketer website: https://www.chiefmarketer.com/5-ways-to-maximize-offline-engagement-at-your-live-events/

Team, P. E. (2018, July 27). 11 Customer Engagement Strategies for Marketing. Retrieved August 27, 2021, from Chat Blog website: https://www.proprofs.com/c/customer-support/marketing-strategies-for-customer-engagement/

The post How Online Engagement Can Increase Your In-Person Attendance appeared first on Online Learning Solutions | Association Management System | Vocalmeet.

There are a variety of ways live streams can help your association, but increasing the reach and accessibility of your events is one of the best and biggest. In fact, member-based organizations can expand their events in many ways through live streams! In today’s article, we’re going to be highlighting and discussing the major ways that organizations can transform their events through the art of live streaming:

1. Combat Attendance Caps

Since live streams come with a cost, some event planners may question whether it makes sense for their association. The truth is, there is no minimum organization size or attendance number to which live streams are limited! In reality, while bigger events may bring in far larger live stream viewership numbers, smaller associations may actually require live streams more in order to appease their audience.

With live streams, event attendance is no longer confined to venue capacity. Organizations don’t have to upgrade their venue size to accommodate unsecured attendees. If the in-person event sells out, organizations can offer live stream access to last-minute guests. This can be especially useful for workshops that might attract new participants during an event. Rather than scrambling to find an adequate space, organizations can simply live stream the workshop to interested parties!

2. Discover a New Marketing Tool

Events are one of the best ways for associations to market their services and their brand. Getting prospective members to the event, however, can offer up some unique challenges. Thankfully, with live streams, much of the heavy commitment is removed for prospective attendees. Sure, there is often a cost associated with tuning in, but it is usually a fraction of the price of attending in person. Additionally, of those who do watch the live stream, a significant number will attend the same event in person the following year! This fact makes live streams a powerful promotional tool to grow events.

After the live aspect of these streams is gone, the video content can be reused in various ways for advertisements and marketing clips. On social media, video content is marketing gold, as 48% of consumers share brand videos on their social media channels. With so much video content gleaned from a live streamed event, event planners can promote their events better and more effectively than ever!

3. Reduce Travel (and Costs!)

Perhaps the most obvious way that live streams enhance the availability and accessibility of events is by reducing the amount of travel–and travel expenses–required for attendance. It’s largely because of these conveniences that some people fear that live streams may cut into in-person attendance numbers. And, while research indicates that live streams may actually increase in-person attendance for events, digital availability is, admittedly, a highly attractive option.

Yet, no matter how much they may want to attend, people can miss out on  events for any number of reasons. They may not have the money to register. The event may be too far away. They may be sick. They may not be able to get the time off work. They may have other commitments. Live streams may not be able to solve all of these issues, but they certainly provide more options. Aspiring attendees can watch from work or from home, and some live streams even allow for video replay, which removes time constraints as well! Live streams don’t remove in-person attendance; they make events accessible to those who wouldn’t be able to come in the first place!

4. Reach All Kinds

Your event could offer the most useful and beneficial content ever put together, and there would still be a large group of people who would rather not attend. Whether due to social anxiety or do-it-yourself attitudes, in-person events just aren’t attractive to some people. Regardless of why, live streams may offer an enticing alternative. People with physical limitations, for example, can access online events more easily. Introverts can attend without having to drain their social batteries.

For many, the greatest element of an in-person event is the powerful networking potential it offers. Yet, event networking has been dominated by a very specific type of person for a long period of time. Various groups and types of people who don’t fit this mold have been pushed to the sidelines, unable to participate. For these people, live streams provide a refreshingly alternative and more welcoming space.

5. Increase the Scope and Engagement

With the understanding that live streams actually improve attendance numbers–both online and in-person for future events–event planners can grow their events in a variety of ways. In addition to increasing the actual size of events and growing revenue, live streams can lead to extended presentations and workshops. Since engagement with live streams is longer, lengthy videos shouldn’t lead to a decrease in online attendance. With more viewers, event planners can also look to grow the scope and variety of topics discussed at their events.

According to some data, users are more interactive and engaged with live streams than they are with recorded videos. This gives event planners another element to consider when designing their event, as forums and various other outlets for discussion can be incorporated. Many live streamed events even allow viewers to speak with presenters, event exhibitors, and administrators while the event is ongoing. This helps enhance the presence, personality, and availability of an organization in the eyes of consumers–making your event both delightfully engaging and memorable!

You may also like: Boosting Your Revenue Potential with Live Streamed Events

Conclusion

When it comes to events, live streaming is the way to go; you can bypass attendance caps, find new methods of marketing, minimize travel and costs, expand your audience, and increase your event’s engagement. Give it a try next time your association runs an event–you’ll find yourself pleasantly surprised!

Sources

The post Filling Seats: How Livestreaming Makes Events Accessible appeared first on Online Learning Solutions | Association Management System | Vocalmeet.

Events are incredibly important for members as well, as they provide some of the biggest membership benefits available. In fact, many members join associations entirely to gain access to industry events and networking opportunities.

With so much depending on these events, there’s a lot of pressure riding on the people who put them together. Thankfully, we’re here to help! Today we’ll be outlining some of the best strategies to employ when putting together a trade show, conference, or workshop.

Let’s dive in!

1. Collect Feedback

What better way to find out what your members want from events than to ask them? Send out a survey, call or email individual members, and ask questions about ideal events on registration forms. There are countless ways to collect this valuable information, so try multiple for the best results.

Another great source of information is social media. You can try to start a conversation about the best events members have been to, or simply pay attention to any already-in-progress conversations on the topic. There’s plenty of useful information available if you take the time to find it!

At your own event, you’ll want to continue the cycle of feedback. Since attendees tend not to fill out traditional post-event surveys in great numbers, you can try having them provide feedback at the event.

While members wait for a speaker or a workshop to start, ask them to fill out a small questionnaire; make it mobile for maximum effect! You can also open up an online forum for them to talk about their experiences. This won’t just get you feedback–it’ll boost networking, too. That’s a win for everyone!

2. Communicate Well and Often

Long before your event kicks off, you’ll want to make sure that every member is well-informed about what your event will offer:

• Set your dates and destination as early as possible, and be sure to post them in as many places as possible.
• Try offering early bird prices for eager registrants to get the ball rolling.
• As soon as event offerings and the agenda are nailed down, post it for your members to see.

These details will help convince members that they should attend–and help them convince their employers if they need time off work.

In terms of the registration process, ensure that the online registration form is clear and concise. Make it as easily accessible as you can, and make yourself (or your staff) available to answer any questions inquiring minds (potential attendees!) may have.

Use social media to discuss the event and make updates regarding the agenda and speakers. After all, this is likely the first place that attendees will check for information and questions.

3. Apply a Multi-Channel Marketing Strategy

A thorough multi-channel marketing strategy can improve event attendance more than any other element.

With so many events ongoing, however, associations have to think up creative ways to promote their sessions and get their message heard.

Digital marketing is one such way to get your event seen. Use social media and the tools available on each platform to your advantage. For example, Facebook’s targeted ads allow you to hone in on specific groups and demographics; you can even personalize your messages for greater effect!

Associations may also want to employ search engine optimization (SEO) strategies to rank highly on relevant searches. The higher your ranking, the more people will see your event.

Email marketing can also prove effective, especially if the email lists are curated and grouped smartly, with the emails catered to each recipient.

Associations will want to set up an event website (or at least page) to host registration forms, information, and FAQs. Make sure to link back to this page in all of your promotions! Think of it as the information “hub” of your event.

Finally, encourage your event speakers, exhibitors, and sponsors to join the marketing push. This might help get your event seen by eyes that may otherwise miss it!

4. Integrate Great Speakers and Sponsors

When speakers and sponsors are more engaged in an event, they tend to bring more to the table. Therefore, when sourcing speakers, search for the ones that align most closely with your association.

Speakers should have something to gain from your audience and vice versa. Don’t be afraid to take risks when bringing on speakers; while those used to the event circuit may bring more security, newer speakers can bring a fresh message and help make your event unique!

Many associations look for any sponsors they can get for their events, but getting the right sponsors can add great value to your event.

To attract the best sponsors for your organization, ensure that those you approach align with your association’s values. If they do, you have the opportunity to offer a more integrated sponsorship; you can try offering the sponsor a speaker slot or allow them to run a workshop. The more cohesive you make your event, the stronger it will be.

Like speakers, the more sponsors are involved in your event, the more they may bring to the table!

5. Stimulate Networking

As we mentioned above, networking is often thought of as one of the most important elements of any event.

Many people attend events with the hopes of developing their professional network and adding new contacts to their lists. But, all too often, associations leave networking up to the event attendees. Unfortunately, simply putting people in a room together and hoping for the best likely won’t produce the results you (and your members) are looking for!

Instead, try something new and different.

• Try adding in a few games to break the ice.
  • You can find examples online or even make some up yourself! If you do the latter, see how on-theme you can make them.
• Have attendees work in teams.
  • You may want to make the teams up yourself, matching people with others whose interests might align.
• Consider using a mobile app or an online event forum to connect attendees and make conversation a little easier.
  • Some apps even have discovery features that help attendees find their networking match.

A little pizzazz can go a long way!

6. Go Digital

There are so many technology options for events these days–far too many to list or to make use of! Thankfully, there are a few more specific options that can help put your next conference ahead of the competition.

One such piece of technology is a conference app or an accessible conference website. These can allow attendees to easily access event information, such as exhibitor information, maps, calendars, and your forums. Participants can also use it to network, ask questions, and communicate with speakers during presentations.

In general, many associations are now moving toward digital event technology, as it can help accomplish several goals at once.

For one, it’s a greener way of doing things, and incorporating environmental friendliness isn’t just smart and better for the world–it shows that your organization is current and cutting-edge.

Going green with event apps can also help save money during the event and, since most digital conference applications are entirely reusable, they’ll help save money for your next event as well!

7. Justification Letters

A justification letter or package can really help boost event attendance by helping potential attendees convince their employers of your event’s value. Travel and registration costs are often the reason why guests don’t attend your event, so don’t leave your members empty-handed when approaching their managers.

Justification comes in two major steps: registration and recap.

To help improve registration, consider offering your potential registrants a benefit letter for their employer. Highlight the event’s important features, workshops, and networking opportunities. Make it clear what the attendee will get from the event and how it might help them professionally. The more enticing you make it, the more the employer may want to send additional attendees!

The next step is the recap. To ensure that attendees come to your next event, help them show their employers what they gained from this one when they get back. Provide them with a highlights package or a trip report that can help them create an executive summary for their employer–or even act as one by itself!

Remember: the more support you give, the more you’ll get in return.

8. Post-Conference Follow-ups

While the steps above will help with your next event, this step is looking even further ahead: the event after next.

To ensure that the registrants you worked so hard to get keep coming back, you should offer a post-conference follow-up. Reach out to your guests post-conference and keep that connection close. You might even consider providing an attendee-only offer, such as a discount on a training course or early bird access to the next event–whatever helps keep them coming back for more!

You can also share photos, videos, or special moments from your event. While these components can help personalize your follow-up and add more oomph to your thank you, they can also double as marketing or justification package tools, as recipients may share these on social media or with their employers. At the very least, you’ll be able to show potential future attendees how much fun everyone had!

You may also like: Boosting Your Revenue Potential with Live Streamed Events

Conclusion

When it comes to boosting non-dues revenue, orchestrating successful events is crucial for any associations. The careful implementation of strategies can significantly elevate the quality and impact of your event and showcase the value of membership with your organization.

Pave the way for memorable, enriching experiences–follow the above steps and make your next event your best one yet, for both your attendees and your association!

Sources

The post Making Sure Your Next Event is Your BEST Event appeared first on Online Learning Solutions | Association Management System | Vocalmeet.

As an association, you have to consider how your environmental outlook will be viewed by your industry, your members, and non-members alike. While it, of course, looks good for an association to go green, it’s important to recognize that organizations hold the power to make a difference as they hold positions of power and influence in their respective industries. 

Unfortunately, associations also participate in creating an enormous amount of waste–especially during events! According to MeetGreen, a typical three-day event with 1,000 attendees produces an average of more than 5,500 kg of waste. 

For associations looking to make a difference and develop a green initiative that members can get behind, a green-focused venue is a great opportunity. To help you realize this goal, we’ve outlined several ways that you can green up your next venue–without breaking the bank! 

1. Team Green 

When you start developing your venue and considering everyone who will be involved, you should examine the environmental policies of every person and organization attached to the event. Remember, they’ll be representing your association!

You can:

• Ask them to give some background on any green initiatives or efforts they’re currently running. 
• Review their policies and look for 3rd party sustainability certifications (such as LEED, APEX/ASTM, or Green Leaders).

Remember, every speaker, vendor, and exhibitor should be accounted for. The more effort you put into the research and planning in the beginning, the more cohesive your event and your message will be in the end!

2. A Healthy Venue 

Just as your association has to select its partners carefully, your venue choice can greatly impact your event’s environmental impact. 

Locating an environmentally friendly venue may be easier than you think. In fact, many venues today will readily offer up that information in advance–especially if it’s a point of pride for them. 

You can also research green venue reports, sustainability indexes, and ask for more information from the venue administrators. Among other things, look into their waste reduction and energy efficiency policies before you make a decision.

While the venue itself plays a massive role, the location of your event is also important to the overall initiative. You’ll want to consider, for example, where attendees will stay and dine while there. 

• Are there hotels and restaurants close by? 
• Are they environmentally friendly, or are there greener options available? 

You can also consider setting up a carpool project or providing a shuttle during event hours to cut down on car use and pollution. Every little bit helps!

3. Make it Digital

In most settings, going digital can have a significant impact on green initiatives. Additionally, there are multiple options for going digital–and perhaps just as many benefits! 

Associations may consider developing or using an event app, as well as emailing out presentation notes instead of using paper. Meanwhile, speakers can integrate technology into their presentations as much as possible and/or encourage attendees to connect to the event webpage through their smartphones. 

As for the benefits, incorporating digital options can dramatically cut back on paper and other waste during an event. Cost-wise, digital events can end up saving your association  money in the long term. 

Since event apps and other technology can be used for multiple events, your overall costs can be reduced considerably over time. Adding technology can also add to the experience: event apps are powerful tools for networking and communication, as attendees can chat in a less intimidating environment and even ask questions of speakers, exhibitors, and administrators. Less waste, more value!

4. A Green Theme

Once you’ve established that you’re pushing for a green event, you’ve recruited the best of the best to represent your association, and you’ve found your venue, you can now look at developing a green theme to really make an impression on your guests. 

Discuss your themes with the different speakers and exhibitors. Ask them to incorporate some type of environmental theme into their messaging to develop a more cohesive overall product. 

Just as a rising tide raises all boats, this type of consistency can improve the event’s green goals and improve each individual presentation and product.

5. Food and Drink 

One of the biggest waste producers at any event is the food and drink.

You can cut back on this waste by seeking out recyclable or compostable food and drink containers. Consider meatless menus for less carbon production, bulk condiments for fewer packaging requirements, and organic food options to promote healthier farming and eating practices. 

Another great option to promote sustainability is to buy from local food and drink producers. Buy only what is needed and serve only what will be eaten!

6. Start an Initiative

While cutting back on waste and developing a green theme can go a long way, your association can further enhance its impact by getting everyone involved. 

Leading up to the event, think of ways of generating interest in environmental change. Consider creating a green contest of some sort. Celebrate the winners and their stories during the event. To stir up involvement, offer prizes for winners, such as course or event discounts (or even free admission!). You can extend the initiative after the event as well, encouraging attendees to keep the momentum going. 

If you continue this green initiative, you can even track the event’s results year over year, finding new and better ways to hone your environmental skills. 

You may also like: 5 Benefits to Live Streaming Your Association’s Event

Conclusion

When it comes down to it, adopting eco-friendly practices and implementing green initiatives for events can not only improve the reputation of an association but also create a positive impact on the environment. 

By carefully considering every aspect of the event, from venue selection to waste reduction strategies, associations can pave the way for more sustainable practices within their industries. Engaging all stakeholders–including event partners and attendees!–in the green mission can also amplify your effort and inspire others to follow suit. 

As leaders in their fields, associations can (and should!) embrace sustainability and set an example for members–while maybe even saving some coin in the process!

Sources

The post Make Your Events More Green (Without Spending It!) appeared first on Online Learning Solutions | Association Management System | Vocalmeet.

When choosing a presenter, associations need to consider several key elements about their event. They can then match speakers to session themes to ensure a cohesive event from start to finish. 

Though budget often plays a large role in the process, associations should ensure that quality is the most important consideration in their decisions. Because of this, we’ve compiled a list of tips to help your association simplify the process and find the perfect speaker for your next event!

1. Define and Align Values

The first step of this process requires your association to define its values and goals for the event. 

Think about the overall message of the event. You can use this as a basis for your speaker search. Your speaker should deliver something consistent with your overall message. 

Consider the timing of their presentation: where will it fall? Is it the kick-off, the midpoint, or the closing keynote speech?

Equipped with this information, finding a speaker to fit will be much easier. Get a feel for their material and how it might work with your audience. If their message would be best served to set the table for what’s to come, they might be best in one of your event’s opening slots. 

Don’t be afraid to voice what you want from your speaker, either. Let them know what your values and goals are and see how they believe they will fit. They may have suggestions you never thought of!

2. Understand Your Audience

The best speaker for your event is the one that will best satisfy your audience. For this to happen, you should know who your audience is and what they want. 

Wondering how to gather this information? 

Ask your members for feedback. 

Ask them what they look for from event speakers, and review feedback from past events. You may also consider searching social media to learn what members want most–or even using the poll functions to quiz your audience. 

The important thing is to start the conversation on your association’s various channels. Do this, and you’ll understand what your members want in no time! 

3. Consider Their Style

If you have a chance to see and review the style of your potential presenters, consider how they might fit in with the feel of your event. You may also want to think about how their style matches the time slots available. 

For example, those with energetic and dynamic presentation styles may work best at the mid-day point to get everyone energized and over the hump. On the other hand, those who inspire and motivate change may be best suited for the final keynote slot.

You will also want to think about how speakers structure their presentations. For example, those who integrate Q&As can be useful for livening and loosening up a crowd. 

Consider:

• How do they present and work with audiences? 
• Are they creative and thoughtful? 

It’s a delicate balance. 

While the big name speakers may help attract audiences, those who constantly work the event circuit may not be able to offer the same fresh ideas and perspectives as newer or more unfamiliar speakers. Try to incorporate some of both!

4. Take Some Risks

As mentioned above, taking a risk on a speaker can pay off enormously, as unknown speakers bring an element that attendees can’t find elsewhere. The trade-off here is that more familiar speakers likely bring with them more security; they often have more experience and more material for your association to review before making a decision. 

Think about what is most important to your event and let that help inform your decision.

You might want to also consider what kind of risks speakers take. 

• Are they trying new things?
• Do they incorporate new technologies or new keynote methods? 

While new speakers might not have the same proof of success as their tried and true counterparts, they may also give your audience something they’ve never seen before–making a lasting impact and boosting your event’s value.

5. Seek Out Integration

While integrating a speaker into your next event largely depends on how your association structures its speaker packages (and what you offer them), you can at least explore whether potential speakers would be open to greater involvement. After all, speakers who are more engaged with your event and your association may be willing to offer something extra for your audience. 

• Would they stick around after their presentation to talk to the audience? 
• Would they be open to running a workshop as well? 
  • Do they have the material (and the ability) to do so? 
• Would they speak to smaller groups who express interest after? 
• Would they promote the event to their network? 

These are all questions that may help you answer how much integration is possible. Talk to your potential speakers–you may be surprised!

You may also like: 5 Benefits to Live Streaming Your Association’s Event

Conclusion

Choosing the perfect speaker for your next event requires careful consideration and planning. By following the tips outlined above, your association can simplify the process and find a speaker who aligns with your values, understands your audience, and complements your event. Remember to prioritize quality, and be willing to take risks to make your event memorable and impactful!

With a well-chosen speaker, your event is sure to go in with a boom and leave a lasting impression on all who attend!

Sources

The post How to Choose the Perfect Speaker for Your Next Event appeared first on Online Learning Solutions | Association Management System | Vocalmeet.

Technology has given us the ability to witness things in real time with few restrictions through the birth and growth of live-streamed events. While some organizations and event planners still question how this movement will impact in-person event attendance, the vast majority are readily investing in live streaming. 

For those who are still on the fence about live streaming their next event, today we’ll be looking at some of the major benefits it can offer. Your members and your audience will appreciate it!

Continue reading to learn how introducing live streaming to your event can improve your association overall:

1. Increased Attendance 

Live streams have the ability to increase your event attendance in several different ways. 

For one, live streams expand the reach of your event. With virtually no geographical restrictions and the reduced costs associated with attending live streams, people from all over can tune in. 

These digital events also cater to an additional crowd: attendees who would otherwise never attend an in-person event can watch from the comfort of their own homes. People with physical disabilities or social anxiety, for example, can not only attend your event but participate with virtually no limitations. Inclusive and effective!

In general, live stream attendance requires much less of a commitment, so people who were originally on the fence about attending are granted an easier, lower-stakes decision. Live streams mean lower costs and easier access, so there are fewer barriers to entry.

However, live streams don’t just improve overall attendance of your current event–they may also impact future events, both online and in-person. 

Live streams can serve as an introduction to your organization and your events, giving potential attendees a closer look at how things are done. This can help interested attendees make an educated decision on whether to attend an upcoming event–they’ll be able to see what your association can offer, after all! In fact, upwards of 30% of live stream attendees may actually attend the same event in-person the following year.

2. Improved Engagement 

Nothing inspires engagement like videos–even more so when they’re live! 

According to Fidji Simo, the Product Management Director at Facebook, live video viewers comment 10 times more often than regular video viewers. The live aspect better connects viewers to the content and other viewers, likely because they can interact and receive responses in real-time. 

For even greater effect, event organizers can interact with viewers on their streams by hosting a Q&A, participating in the discussion, and involving the stream audience in the physical event as much as possible. 

Live streams can also improve engagement among members within an organization–especially those who aren’t as involved, committed, or enthused. Often called “dormant members,” these more inactive people may be more willing to tune into a live stream than attend a physical event.

In many cases, live stream audiences are partially made up of people who have never attended a physical event in the past. Providing this group with a means of interacting and engaging with your organization can pay major dividends now and in the future!

3. Create New Material

While a live stream is a powerful tool at the moment, the session recording can be used in a number of ways for a variety of purposes in the future, too. 

A recording of your event can be archived and made accessible to viewers at a later date. For potential event attendees, an archived recording of a past event may help convince them that the new event will be worthwhile. These event archives can also be used to attract potential speakers, exhibitors, advertisers, and sponsors for your future sessions. 

Furthermore, the recorded material can be broken up, reused, and repackaged in multiple ways. For instance, an organization may use videos of workshops or presentations as part of future training programs. They may package certain videos by theme or type, or else make a “highlights” package for quick event recaps. 

You can even use event clips for marketing purposes to help drive brand recognition, promote future events, and encourage membership renewals. 

4. Additional Revenue Streams 

In addition to the revenue-boosting material live streams bring about after the fact, live sessions can help bring in new revenue in real-time.

For example, live streams often feature digital workshops or online-only offers, which present additional revenue-earning possibilities. Your live streams don’t just provide the material for these offers, but they also help encourage the audience to partake in these offers. 

Moreover, live streams can help attract new advertisers and sponsors, particularly those with an online influence or those with a brand influence that stretches beyond the location of the physical event. In fact, they can be especially attractive to advertisers and sponsors due to their replayability; because live streams are typically recorded and hosted for later viewing on an association’s website (whether in course-form or not), the expanded audience means a higher return on investment!

5. Enhanced User Data

One of the most underappreciated aspects of live streams is the data that they can provide an organization. 

Aside from the obvious recording of an event and its sessions, live streams often leave a very detailed record of audience activity and responses. Organizations can use the resulting viewer data, forum records, and survey results to generate an accurate reflection of the event as a whole.

This information can be incredibly helpful for planning future events and improving customer service: 

• How well was a speaker received? 
• Which topics drew in the most consistent traffic? 
• What was missing from the event or the live stream? 
• What were some of the highlights and lowlights? 

Live stream data can go a very long way in helping organizations answer these questions–and more. 

When associations take advantage of the information available to them, they become better able to serve their audience by pinpointing areas of improvement and excellence; you can do more of what works and fix what doesn’t. Because of this, collecting data and analytics is crucial when planning for the future!

You may also like: Keeping Current with Technology: How Your Association Can Benefit

Conclusion

Keeping these benefits in mind, it’s no wonder that event live streaming has become an increasingly popular option for event planners and organizations.And, with the increased attendance, improved engagement, and ease of creating new material, it’s easy to see why! The additional revenue potential and access to enhanced user data make it an especially attractive option for those looking to expand their reach and boost their profits. 

Incorporate live streaming into your next event; your audience–and your association–will appreciate it!

Sources

The post 5 Benefits to Live Streaming Your Association’s Event appeared first on Online Learning Solutions | Association Management System | Vocalmeet.

Of these revenue opportunities, sponsorships often contribute a significant amount. Not only can sponsorships increase your event budget, but they can help attract new audiences and bolster your credibility as well!

Yet, many associations don’t quite know where to start when recruiting sponsors. 

Thankfully, while the process can seem daunting at first, there are a few steps you can take to take the guesswork out of it all. Below, you’ll find an outline of some of the things you can do to appeal to the sponsors of your choice. 

Without further ado, let’s delve into what it takes to get the support you need for your next event!

1. Develop Your Brand

Before you approach any potential sponsors, it’s important to build a strong brand. Unfortunately, there isn’t a single or simple way of accomplishing this. 

Every sponsor that signs on to your event will be putting their name next to yours, so you need to think about the vetting process these brands will go through and ensure you measure up. That may mean beefing up your website and making sure everything is accurate and up-to-date. You may also need to ensure that your mission statement is clear and something that your desired sponsors will support. 

You’ll also want to clean up and strengthen your social media accounts. This will help demonstrate that you hold a solid position in your industry and that your members and consumers recognize this. 

For many sponsors, nothing is more attractive than an association with an active community. Give your members the space and reason to be active, such as an online forum or a well-attended social media channel. Each of these factors will combine to help define your brand identity. 

The more a sponsor knows and understands your organization, the more willing they will be to support it.

2. Know Your Audience and Your Event 

The biggest reason why organizations sponsor events is to reach the attendees. This means that associations should know who their audience is before ever reaching out to potential sponsors. 

Start by getting some information and statistics about your attendees. Whatever you can learn about your ideal sponsors’ audience can prove useful as well. If your target demographics overlap or your primary members are an underutilized demographic for the sponsor, a sponsorship could carry more value. 

You can also reach out to your audience and ask them what type of sponsors they want to see at future events. You can use this information in your proposal, informing the brand that there is demand for a partnership. Your customers likely know, trust, and follow the sponsor already, so there is a mutual benefit already in place. Your attendees will appreciate sponsors more as well!

3. Seek Out Aligned Organizations

One of the best sponsorship search approaches is to seek out brands that align with your organization in various ways. 

Perhaps you share similar goals or missions that you can highlight in your pitches. There’s a good chance that you share a similar audience with the proposed sponsor if both organizations are pointed in the same direction and looking for the same things. 

You’ll also want to look at your upcoming events. Think about the themes of the events and what sponsors might value that messaging most. 

A good method for identifying potential sponsors is to look at related events from the recent past. If an organization has sponsored a similar event, that means they are already familiar with the industry, the audience demographics, and the returns on their investment. 

While some sponsors may be loyal to your competition, most are open to any and all ways of improving their own businesses! 

4. Fill Out the Proposal 

In addition to including much of the information above, you need to ensure that your sponsorship proposal clearly outlines how the sponsor’s investment will generate a return. 

It’s important to be as specific as possible. Use as much data as you have access to in order to reflect the potential and actual value–remember, numbers talk! 

Use all of the information you currently have and fill in the blanks with numbers from past events. Consider ticket and registration numbers, resulting sales, attendance numbers, specific demographics, vendor information, social media engagement, website traffic, and past sponsorship and advertising returns. 

Possible sponsors won’t know what they’re missing unless you show them, so make sure to dazzle them with your experience!

5. Provide Integration Options

As a way to improve the value of a sponsorship deal for your events, think of ways that you can integrate them; this can add some extra incentive to your proposal and give sponsors something more to consider. 

Some possible integration options can include offering the customers of your sponsors free admission to the event (or even a membership with your association!). You may try using the sponsor’s brand of technology during sessions or giving them an exhibitor booth. 

Think about what would be attractive to your organization if you were to be a sponsor. If it sounds too costly, don’t worry–adding non-financial benefits to your proposal can still be a powerful motivator! Get creative with it and you’ll have sponsors lined up in no time.

6. Offer Different Packages

When it comes to sponsorship opportunities, one size rarely fits all. 

To give your potential sponsors some choice and flexibility, consider offering a variety of packages. Allow them to choose how invested they want to be by setting up a tiered system. A basic sponsorship package can open the door to some really impactful brands that might otherwise not get involved. 

You can also allow for customizability in the sponsorship. Enable organizations to suggest their own level of involvement and work with them to find an appropriate middle ground. Giving over some control can also lead to more invested sponsors; they may take on more responsibility in the success of the event and give more of themselves in return!

7. Take the Event Online

Once an in-person event is complete, most event sponsorships come to an end. For some organizations, this is how they want it set up. 

Many, however, would love to have their sponsorship extended beyond the timeframes and location of the event. This is what live streaming and online events can offer. By posting videos of the event online–both during the actual event and after it ends–traditional sponsorships can take on new life. 

Not only is an online audience different in many ways, but live streamed events can cast a much larger net. The recorded events can be played long afterward, which means sponsors can receive returns much longer than they would otherwise. 

As a result of the boosted audience and reach, online events can also change the type of sponsors available. Your association may be able to look for sponsors outside of your local area or explore possible sponsors with a greater online presence. 

Think about how live streams will alter your event and your audience, then look for sponsors who might benefit most from this change.

Conclusion

By following the tips above, you can increase the chances of success the next time your association looks for sponsors. It’s essential to put in the time and effort to properly structure your proposal and effectively represent your event (and its value!). Gain an edge in appealing to potential sponsors and secure the support you need for your next event–you’ve got this!

Sources

The post How to Get Sponsors for Your Next Event (and Beyond!) appeared first on Online Learning Solutions | Association Management System | Vocalmeet.

Over the last decade, the growth of hybrid events (in-person + virtual) has changed the event landscape. While many already benefit from adding online options to their events, there is still some resistance–usually based on the fear that hybrid events might reduce in-person attendance.

Today, we’ll help you put some of that hesitance at bay; let’s look at some of the major benefits that hybrid events offer!

1. Increased Revenue

It’s no secret that advertising and brand awareness are the core of every event.

Adding a relatively low-cost online component to your event will broaden the advertising space available to the participants and sponsors involved. Additionally, by opening the event up to a wider customer base, many organizers see a substantial increase in registration numbers. This increase is also due to a lower overall cost for registrants, and it’s easy to see why: less travel and less time means fewer restrictions for registrants (Frost & Sullivan, Inc. 2008)!

Try encouraging both your virtual and in-person audiences to engage with your major social media outlets during the event–this can drive both event participation and brand marketing simultaneously!

2. Expanded Member Base

Perhaps the greatest advantage to a virtual event space is that it is essentially borderless. Participants from different countries and time zones can join in from the comfort of their own homes or offices.

While it may seem obvious that throwing a larger net will catch more fish, your fear might instead be that an online event might reduce in person attendance: “If I offer an online option, people may choose it over in-person event!”

However, the available data suggests that these fears are unfounded. In fact, the truth is that hybrid events don’t appear to detract from in-person attendance at all!

According to research from MPI Foundation, 67% of event organizers saw no change in the in-person attendance when offering hybrid events in the first year. Additionally, 23% of the participants saw growth in their hybrid events in the following year, totalling a very compelling 90% of participants who saw static or increasing attendance numbers in year-after-year hybrid events (MPI 2011).

3. Extended Event

Like the expansion of the customer base, virtual event platforms provide a wider reach for the event. Geographically, your event can take place in any city or country and in front of any audience anywhere in the world, opening the door for expanded advertising, greater brand awareness, and new market infiltration.

Temporally, virtual events do not have a beginning or an end, as viewers can watch and rewatch at any time. For advertisers, this loop allows for an ongoing relationship with the customer base.

Another important point is the recording of virtual events means that they can be available on-demand for as long as you want. Further, they can be turned into courses with little additional costs.

Virtual events also expand the event and the advertising mediums available. While social media is a large part of all events today, hybrid events allow for a far greater online presence, which can increase organizational exposure and real-time audience promotion through social media channels (Pearlman & Gates 2010).

4. Increased Engagement from Online Attendees

Today, participants are expecting more personalized and participatory events from their hosts (Talwar & Hancock 2010). By adding a virtual component that utilizes rapid-response communication tools (such as social media and smart phones apps for both live and virtual participants), honest and non-disruptive discussions can take place concurrently with the events.

Furthermore, without any geographical, temporal, financial, and/or accessibility restrictions, the diversity of responses can be greatly improved upon as well. Virtual events are great for maximizing your audience!

5. Know Your Audience

Finally, incorporating a virtual event space can help organizers track and understand their audience better. There’s the clear benefit of having a visual and textual record of your event and the discussion it generated, but online events also allow organizers to see accurate and analytical representations of their audience’s interests and participation. This can provide sponsors with opportunities to create more effective, personalized, and direct advertising.

Today’s audiences are comfortable communicating online, and creating a space where discussion can spill out endlessly can benefit associations; you want your organization to stay part of the industry “conversation”, after all! Hybrid events also provide a much more immediate way for associations to engage with attendees online, which can expand their immediate and future networks.

Meanwhile, today’s organizers are developing creative ways of blending live and online environments by using QR codes, phone apps, and social media to create more immersive and engaging event for participants of all kinds.

You may also like: We’re All Watching: Why Video is the Most Engaging Medium

Conclusion

When it comes down to it, hybrid events are an innovative way to bring people together and provide an exciting, engaging experience. They offer a variety of benefits (such as increased engagement, increased reach, cost-efficiency, more flexibility, and more interactivity) and have the potential to revolutionize the event industry.

So, when planning your next event, consider this: why not try going hybrid?

Frost & Sullivan, Inc. Webcasting: The New Essential Ingredient of B2B Success. Palo Alto, CA: A Frost & Sullivan White Paper, 2008.

MPI Foundation. “Meeting Pros are from Mars, Attendees are from Venus; Techniques for Creating a Remarkable Hybrid Event,” 2012. Accessed 24 March 2016. http://www.mpiweb.org/events/wec2012/hybridevent.

Pearlman, D.M & Gates, N.A. “Hosting Business Meetings and Special Events in Virtual Worlds: A Fad or the Future?” Journal of Convention and Event Tourism, 11 (4) 247-265, 2010.

Talwar, R. and Hancock, T. “The Shape of Jobs to Come.” Possible New Careers Emerging from Advances in Science and Technology (2010 – 2030), 2010.

The post Top Five Reasons to Make Your Event Hybrid appeared first on Online Learning Solutions | Association Management System | Vocalmeet.