Preparing a flawless on-site event communication plan

At a Glance:

  • Pre-Event Communication: Build anticipation and provide essential event details such as presenter information, event schedule, and communication channels to engage attendees effectively.
  • Communication Timeline: Follow a structured timeline for announcing, marketing, and communicating event information to attendees and teams.
  • Three Key Considerations: Understand audience preferences, be flexible with timelines and tools and optimise your budget for effective event communication.

Planning and executing a successful event requires meticulous attention to detail, and one of the key factors that can make or break the experience is effective communication. In this article, we will delve into the intricacies of developing a comprehensive on-site event communication plan and highlight its pivotal role in successful event execution.

Pre-Event Communication: Setting the Stage for Success

1. Presenter Information

Sharing the names of the presenters and their credentials is a crucial step in generating excitement among attendees.

2. Event Schedule

Provide a detailed timeline of the event’s activities, including presentations, workshops, and networking sessions.

  1. Communication Channels

Clearly define the communication methods for in-person, hybrid, or virtual events. Utilise digital tools like social media platforms, mobile apps, and event websites to facilitate effective communication and engagement.

4. Food and Beverage Arrangements

Communicate whether food and beverages will be provided at the event or if attendees need to make their own arrangements.

5. Event Logistics

Share important logistical details such as the venue address, parking availability, transportation options, and accommodation recommendations.

6. Contingency Plans

Prepare contingency plans for unforeseen circumstances such as inclement weather, technical glitches, or speaker cancellations.

Communication Timeline: Mapping Out Your Strategy

Here are some general guidelines event management companies in Australia can follow:

  1. Announce the event to the public at least 12 weeks prior to build anticipation and allow for ample registration time.
  1. Focus on executing your marketing campaign and developing a strategy for communicating information for the next 10 weeks or more.
  1. Keep other teams involved in the event informed so they can share any additional information you may overlook.
  1. During the week of the event, communicate all vital information directly with attendees to ensure everyone is aware of any last-minute changes or important details.

Pre-Event Communication Tools: Harnessing Technology

1. Event Website

Ensure that your event website is user-friendly, visually appealing, and contains all necessary details, such as the event agenda, speaker bios, and registration information.

2. Email Marketing

Utilise email marketing to reach a wide audience and provide regular updates and reminders about the event.

3. Social Media

Leverage the power of social media platforms like Twitter, Instagram, Facebook, and LinkedIn to promote your event, engage with potential attendees, and share real-time updates.

4. Mobile Event App

Encourage attendees to download your event app, which serves as a central source of information and facilitates engagement. Use the app to send push notifications, conduct surveys, and provide real-time updates during the event.

During the Event: Keeping the Flow of Information

1. Team Coordination

Ensure that all members of your event team are aware of their roles, responsibilities, and the schedule of the event.

2. Mobile Event App

Encourage attendees to utilise the event app to access important event-related information such as schedules, session details, speaker bios, and room updates.

3. Live Polling

Engage attendees and gather real-time feedback by conducting live polling surveys through the event app.

4. Push Notifications

Utilise push notifications to keep attendees informed about any last-minute changes, important updates, or upcoming sessions.

5. Social Media Integration

Continue leveraging social media during the event to share live updates, engage with attendees, and create a buzz around the event.

After the Event: Show Appreciation and Gather Feedback

1. Post-Event Survey Feedback

Gather feedback from attendees through post-event surveys to understand their experience and identify areas for improvement.

2. Email Marketing Follow-Up

Stay connected with attendees by sending follow-up emails that express gratitude, share event highlights, and provide information about upcoming events or initiatives.

Three Key Considerations for Event Communication

When developing an on-site event communication plan, there are three important factors to consider:

1. Audience Preferences:

Understand your audience and their preferred communication methods. Tailor your communication strategies to cater to their preferences and maximise engagement. As an event management agency, experiment with different channels and techniques to determine what resonates best with your target audience.

2. Timeline Flexibility:

Different phases of your event may require various communication tools. Be flexible and adapt your communication methods based on the timing and specific needs of each phase. Use tools that allow for real-time updates, immediate feedback, and seamless coordination during the event.

3. Budget Optimisation:

Maximise your budget by selecting communication tools that are effective yet affordable. Consider utilising pre-existing communication channels, such as preferred chat applications or social media platforms, to minimise costs. Collaborate with an experienced event planner to optimise your spending and choose the best tools for your budget.

Crafting a comprehensive on-site event communication plan is key to the success of any event. By establishing clear channels of communication, leveraging technology, and considering the preferences of your audience, event management companies in Australia can create a seamless event experience that leaves a lasting impression. Effective communication before, during, and after the event ensures that all stakeholders are informed, engaged, and satisfied. So, plan carefully, communicate effectively, and prepare to deliver an unforgettable event.