How small is too small when it comes to delivering profit, impact, and industry value? According to CEIR’s 2025 Performance Benchmark Playbook for Small B2B Exhibitions, the answer might surprise you.

For event organizers managing shows under 50,000 net square feet (NSF), this report isn’t just a nice-to-have—it’s a must-read roadmap to profitability, audience retention, and strategic growth. Whether you’re running a niche regional show or a new industry launch, these findings challenge assumptions, validate scrappy success stories, and most importantly, beg some tough questions about where we go next.

Let’s dive into some key insights, interpretations, and the provocative “what ifs” every small organizer should be asking.

Profitability Isn’t a Size Game—It’s a Strategy Game

Average Net Profit: 31%

Median Gross Revenue: $875,000

67% of events reported positive net profits

Here’s the headline: small shows make money. In fact, many are outperforming their larger cousins when it comes to ROI. The CEIR report shows that profitability is less about scale and more about financial discipline, strategic pricing, and wise investments in attendee and exhibitor experience.

Interpretation:

If you’ve been using size as an excuse for smaller revenue, it’s time to think again. Small shows don’t need massive show floors to deliver real value to their association or organization. But they do need clarity on margins, a strong exhibitor pricing strategy, and streamlined operations to protect the bottom line.

Questions to consider:

• Are you setting stretch goals based on 2019 figures—or stuck in “good enough” mode?
• What would a disciplined cost-to-value audit of your show look like?
• Are you pricing non-exhibiting sponsor packages at a premium—or leaving money on the table?

What You Don’t Track Will Hurt You

Here’s the uncomfortable truth: most small organizers aren’t tracking their expenses effectively.

• Only 18% track exhibitor NPS
• Only 22% track attendee NPS
• Only 27% track attendee retention
• Only 43% track new attendee acquisition

Yet the report is crystal clear—tracking correlates with growth, stronger exhibitor retention, increased sponsorships, and higher booth rates.

Interpretation:

It’s easy to get overwhelmed by event data. In many cases, the data you aren’t collecting is costing your show revenue through lower retention and rebooking rates, as well as missed opportunities for sponsorship and add-on revenue sources. While Net Promoter Scores (NPS) are fairly common in corporate America, association and event organizers are underutilizing this to provide deeper insights.

Questions to consider:

• What’s preventing you from tracking sentiment? Lack of tools? Time? Fear of the feedback?
• Are you using your registration or event management systems to track first-timers vs. returners?
• If you had to present three KPIs of your event to your association board today, would they be meaningful or merely measurable?

New Audiences Are Knocking—Are You Opening the Door?

The average new attendee rate is 37%, yet only 43% of shows are tracking it. For exhibitors, 22% of the base is new, and 57% of organizers track this metric.

Interpretation:

Growth isn’t just about relying on existing companies and attendees who participate year after year; it’s also about attracting new ones. Suppose you’re not understanding why those who attrit versus those who engage for the first time. How can you design content, networking, onsite activations, and build meaningful exhibitor and sponsor opportunities that convert them into loyal returners?

Questions to consider:

• Have you surveyed new attendees to understand their expectations and needs, thereby justifying the ROI?
• Are your exhibitors and sponsors aware of the new and qualified buyers coming to your event?
• What are you doing post-event to convert first-timers into next-year champions?

Location: Strategic Choice or Costly Mistake?

71% of small events rotate cities. The CEIR data, however, highlights the potential risk if organizers are not intentional and strategic in planning. The data highlights poor location choices with:

• 74% of low-profit events
• 81% with lower sponsorship
• 76% with declining attendance

Interpretation:

Organizers have cities they love and love to hate. It’s also easy to forget how our audiences view these cities. With rising costs, changing legislation and other factors, it’s a constantly shifting challenge. For larger shows, there is less opportunity to make a change. For smaller shows, it’s still crucial to consider accessibility, cost trends, and other realities before making a decision.

Questions to consider:

• Are you rotating for audience growth—or to check a destination box?
• What does your geographic attendee heat map or data comparisons say about optimal locations?
• Could staying put every few years provide a more stable base for rebooking and community building?

Digital Tools are a Must

93% of small shows provide their audiences with various digital event tools, including the most common:

• Mobile apps
• QR codes
• Lead retrieval
• Exhibitor support tools and event management solutions

And the reality, digital integration and tools correlate with higher net profits, more satisfied attendees and exhibitors, and less staff time.

Interpretation:

Small events are not exempt from tech-driven expectations. Even lean shows need basic digital scaffolding to support wayfinding, lead generation, and marketing engagement.

Questions to consider:

• Are you offering digital tools that solve problems—or just checking boxes?
• Have you asked your exhibitors what tools they actually use?
• What percentage of your app usage occurs before the show versus on-site?

Sponsorship Pricing Needs a Reboot

• 50% of shows do not require booth purchase for sponsorships
• Yet nearly half don’t charge a premium to non-exhibiting sponsors

Interpretation:

That’s lost revenue. Pure and simple. Non-exhibiting sponsors aren’t bad—they’re an opportunity. But they shouldn’t get the same deal as full-floor supporters.

Questions to consider:

• Do your sponsorship tiers reflect exhibitor investment—or ignore it?
• Have you bundled online digital exposure with on-site visibility to drive perceived value?
• Are you tracking who sponsors but doesn’t exhibit—and why?

Closing Thought: Small But Mighty, or Small and Stuck?

This report isn’t just a snapshot—it’s a mirror. For many organizers, the reflection reveals both potential and areas for improvement. Small events have a unique advantage: agility. But agility without data is just guessing.

So here’s your challenge:

If you could only improve one area for your upcoming event—NPS, location data-driven strategy, new attendee outreach, or event management tools—where would you start?

The CEIR 2025 Playbook reminds us that small shows can—and do—deliver substantial revenue, especially for many associations that depend on them as their primary revenue source. But only when associations and organizers are willing to ask hard questions, track smarter, and stop playing defense.

Want more insights like this? Visit Center for Exhibition Industry Research – Business Intelligence for Better Events for research reports, playbooks, and tools designed to help you maximize your show’s impact—no matter its size.

The post The Small Show Advantage: What Every Organizer Should Learn from CEIR’s 2025 Small Show Benchmark Report appeared first on MemberClicks.

In practice, event marketing means reaching the right people, reminding them of your organization’s value and giving them reasons to return year after year. When it’s done well, it leads to higher attendance, stronger engagement and new revenue streams that support your mission.

In this guide, we’ll look at what event marketing really means for associations, why it matters and the strategies you can use to get results, from branding and promotion to storytelling and partnerships.

What Is Event Marketing?

Event marketing is the process of promoting an event to the right audience and motivating them to attend. For companies, this might mean using big ad budgets to push a product launch or trade show. For associations, the purpose is different: building community, strengthening connections and driving value for members.

In the association context, event marketing focuses on more than attendance numbers. Every message, email or social post should tie back to the mission of the organization. Whether it’s a large annual conference or a smaller workshop, the marketing effort is really about reminding members why the event matters to them and their careers.

Association event marketing also plays a financial role. Because dues alone often don’t cover all expenses, events become a major source of non-dues revenue. This is where a well-planned campaign makes the difference, helping to boost registrations, attract sponsors and create experiences that support the association’s long-term goals.

That’s what separates it from corporate marketing for events: it’s less about short-term profit and more about sustained member engagement and organizational growth.

The Role of Event Marketing for Associations

Event marketing is one of the main ways associations stay visible and relevant to their members. A well-planned campaign doesn’t just boost attendance for a single conference or meeting. It builds awareness of the association’s work and strengthens the overall value members see in belonging.

Strong marketing for events helps fill the room, but it also encourages participation before and after. Members who see consistent messaging and reminders are more likely to register early, share the event with peers and stay engaged during sessions. That momentum often carries forward into higher involvement in committees, renewals and other programs.

There’s also the financial side. Events are one of the largest sources of non-dues revenue for associations. Ticket sales, sponsorships and exhibitor fees all depend on how well the event is promoted. Without marketing, those streams dry up quickly. With it, they can fund new member benefits, cover operating costs and support future growth. Event marketing is also a critical part of any non-dues revenue strategy, something we explore further in our Ultimate Guide to Non-Dues Revenue.

For long-term sustainability, associations need more than a strong event once a year. They need a marketing approach that ties events to their mission, connects with members and creates consistent revenue. That’s why event marketing is such a central piece of association strategy.

Key Strategies in Marketing for Events

Build a Strong Event Brand

Every successful event starts with a clear identity. Members and potential attendees should be able to recognize your event at a glance, whether they see it in an email, on social media or on your website. That’s where branding comes in.

For associations, branding an event means tying it back to the organization’s mission and values. A conference logo, color scheme or tagline should remind people why the association exists and how the event supports their professional goals. Consistency matters: the same visuals and tone across all channels build trust and make the event easier to remember.

You could take this further by offering customized digital experiences, like branded event apps, where members can view schedules, connect with peers and receive updates. This kind of branding helps create a cohesive, memorable event that people want to return to. For example, the CUE case study shows how one association used a conference app to strengthen branding and improve the overall attendee experience.

Use Multi-Channel Promotion

No single marketing channel can reach all of your members and potential attendees. That’s why it’s important to spread the word across several platforms. Email is often the most reliable, but it works best when paired with social media, website updates and partner promotions.

The message should be tailored for different audiences. Members generally respond well to reminders about networking or continuing education credits, while non-members might be more interested in industry access or discounted first-time attendance. For example, a chamber of commerce might lean on Facebook to promote local networking events while using LinkedIn to attract sponsors or industry partners.

Associations can also tap into word-of-mouth promotion by equipping ambassadors, volunteers or committees with content to share. These personal recommendations carry weight and expand reach without extra cost. By blending official campaigns with member-driven promotion, your association can maximize visibility while staying within budget.

Leverage Storytelling and Member Voices

Facts and schedules don’t always convince people to register. Stories do. When members share how past events helped them build skills, make connections or advance their careers, those stories become powerful marketing tools. You can highlight testimonials on event pages, in email campaigns or through short videos. For example, featuring member testimonials in post-conference emails or newsletters can encourage earlier registrations for future events.

Social media also gives members a space to share experiences in real time. Encouraging posts, photos or short clips helps spread authentic excitement. By weaving member voices into promotions, your association can show that events are real opportunities that make a difference.

Optimize Registration and Ticketing Campaigns

Registration is the first step in the attendee’s event experience, and the way it’s marketed can influence how many people sign up. Offering early-bird discounts encourages quick decisions, while tiered pricing, such as member vs. non-member rates or VIP packages, gives attendees clear choices that fit their needs. Associations can also highlight benefits tied directly to professional growth, such as:

• VIP upgrades that include exclusive networking or receptions
• Access to continuing education (CEU) credits
• Discounted member-only workshops

Once the value of each option is clear, the next step is motivating members to act. That’s where urgency comes in. A reminder that deadlines create urgency and discounted pricing ends soon or that limited packages are available can push people to register sooner. Clear communication about what each ticket level includes is equally important. Members should know exactly what value they’ll receive for their money.

These strategies expand accessibility and increase non-dues revenue, giving associations the flexibility to serve members and fund future initiatives.

Incorporate Digital Marketing for Events

Digital marketing makes it easier for associations to reach both members and non-members where they already spend time online. Paid ads, search engine optimization and retargeting campaigns can keep your event visible to the right audiences. Even a small ad budget can extend reach when paired with strong organic efforts.

Social media adds another layer. Use event hashtags, share behind-the-scenes content and post short videos to build excitement before the event starts. During the event, live posts and streams keep attendees engaged and allow non-attendees to follow along. Afterward, highlights and recaps keep the conversation going.

By extending promotion across the entire event cycle, associations can stay top of mind, drive more registrations and keep their community connected year-round.

Sponsorships and Partnerships

Sponsorships are a core part of marketing for events because they add both financial support and promotional reach. When associations work with sponsors, they’re creating opportunities for visibility that bring value to both the sponsor and the audience.

Tiered packages make this easier. A gold, silver or bronze model, for example, gives sponsors clear options that fit different budgets and levels of exposure. Some may want to sponsor a keynote session, while others prefer branding on lanyards, lounges or digital materials.

Partnerships go beyond money. Sponsors often share event content with their own networks, extending the reach of your marketing efforts without extra cost. That added exposure helps attract attendees who may not be on your regular lists.

With the right mix of packages and communication, sponsorships will strengthen relationships and help the event reach a wider, more diverse audience.

Tools to Support Event Marketing for Associations

Running a successful event takes more than good ideas and promotion. The right tools help you manage the process, reach attendees and keep everything on track. Event registration platforms are one of the most important. They streamline sign-ups, collect payment and give attendees a simple way to confirm their spot. A smooth registration process sets a positive tone from the start.

Automation tools are also valuable. Scheduled reminders, confirmation emails and post-event follow-ups save staff time while keeping attendees informed. For small-staff associations especially, automation reduces the burden on teams who are often juggling membership management, advocacy and events at the same time. Event apps can take it further, offering attendees agendas, speaker details and networking features right in their hands.

Feedback tools are another piece of the puzzle. Quick surveys during or after the event provide data that can guide future planning. By combining these tools, associations can deliver a better attendee experience while easing staff workloads. The most common tools include:

• Feedback surveys to guide future planning
• Event registration platforms for streamlined sign-ups
• Automation tools for reminders, confirmations and follow-ups
• Event apps for agendas, speaker info and networking

Common Challenges in Marketing for Events

Even with strong strategies, associations face real obstacles when promoting events. These challenges often come down to resources, competition and balance — factors that can make or break how well an event performs. Recognizing these hurdles up front makes it easier to plan realistic campaigns and set expectations.

• Limited staff and budgets: Many associations run on small teams, making it hard to manage campaigns across multiple channels. Without big marketing dollars, every decision has to stretch further.
• Competition for attention: Members receive dozens of invitations weekly, not just from associations but also from companies, vendors and online events. Standing out in this crowded space takes planning and persistence.
• Balancing promotion with value: A flashy campaign won’t work if the event itself doesn’t deliver. Marketing efforts must align with programming and member needs. Planning early and setting clear goals helps manage these challenges without overwhelming staff or resources.

Addressing these challenges takes planning and prioritization, but with the right strategies, associations can keep their events both effective and sustainable.

Measuring Success: Event Marketing Metrics That Matter

Marketing for events isn’t finished when the conference or workshop ends. You’ll need to measure results to understand what worked and what didn’t. Tracking registrations is a starting point, but it only tells part of the story. Attendance rates show how many registrants actually showed up, and engagement levels during the event reveal how involved participants were.

Then there’s the financial results. Sponsorship conversions and non-dues revenue growth give a clear picture of whether the event supported the association’s bottom line. These numbers help leaders see the value of marketing efforts in real terms.

Feedback adds another layer. Post-event surveys and session ratings capture what attendees liked and where improvements are needed. Combined with hard data, this information can shape future campaigns. The goal is to use these numbers to refine strategies and keep events aligned with member needs.

The Future of Event Marketing for Associations

Event marketing is changing quickly, and associations need to keep pace. One of the biggest shifts is the rise of hybrid events. Members want flexibility. Some prefer in-person networking; others value the convenience of online access. Marketing has to reflect both, showing that the event experience is valuable, no matter how someone participates.

Personalization will also shape the future. With better access to member data, associations can send targeted messages that match specific interests or career stages. A younger professional may care about skill-building sessions, while a senior leader may focus on high-level networking. Tailoring outreach makes each message feel more relevant and helps boost response rates.

Digital tools will continue to play a bigger role. From social campaigns to live streaming, associations can extend the life of an event far beyond the closing session. We’re also likely to see AI-powered tools supporting event marketing, such as automated member segmentation, predictive attendance forecasting and smarter follow-up campaigns that reduce workload for small teams.

The organizations that adapt to these trends will attract more attendees and build sustainable marketing practices that keep members engaged year after year.

Why Strong Event Marketing Sets Associations Apart

Event marketing for associations is about building lasting connections, generating non-dues revenue and showing members the value of their membership. A clear strategy, from branding and promotion to digital outreach and sponsorships, turns events into engines of engagement and growth.

Strong marketing for events also supports the long game. Each successful campaign builds trust, strengthens the association’s reputation and sets the stage for future programs. And when revenue from events funds new initiatives, members see the benefits in tangible ways.

The associations that invest in smart, consistent event marketing will be the ones that thrive. By planning ahead, measuring results and adapting to new trends, your organization can create events that matter today and lay the groundwork for long-term success.

Want to learn more about funding growth? Download the Non-Dues Revenue Guide to see how event marketing fits into your broader revenue strategy.

The post Event Marketing Guide: Strategies for Associations appeared first on MemberClicks.

This guide covers the full picture: what event monetization means, common models, creative ideas and strategies for building a plan that works. You’ll also see mistakes to avoid and practical steps for putting everything into action.

What Is Event Monetization?

A Simple Definition for Associations

Event monetization is the practice of turning an event into a reliable source of revenue. For associations, this can mean charging for access, offering premium upgrades or partnering with sponsors and vendors. It doesn’t always mean maximizing profit. It’s about creating balance: covering costs, generating non-dues income and still keeping events valuable and accessible for members.

Think of it as a mix of strategy and creativity. Some associations rely on sponsorship packages while others sell access to recordings or host special workshops for a fee. Each option adds another layer of financial support without taking away from the purpose of the event itself: building community and knowledge.

Why Event Monetization Matters for Non-Dues Revenue

Member dues are important, but they rarely cover everything. Rising costs for venues, technology and staffing make it increasingly difficult to run high-quality programs without additional funding. That’s why event monetization has become such a priority for many associations.

Strong event revenue can ease budget pressure and fund other initiatives, like professional development or advocacy. It also helps associations provide more value to members. A successful conference, for example, can allow an association to offer lower-cost training sessions or even cover thoughtful extras, such as volunteer appreciation gift ideas.

When done well, event monetization doesn’t (shouldn’t!) feel like a sales pitch, but like an extension of the event experience, giving attendees more options, more access and more reasons to stay engaged with your organization.

Common Event Monetization Models

Sponsorships and Partnerships

Sponsorships are one of the most reliable ways associations can monetize events. A sponsor gets visibility and access to your audience, and your association gains financial support to offset costs or fund new initiatives. Partnerships can range from simple logo placement to full-scale involvement, like sponsoring a keynote session or networking lounge.

The key is offering packages that align with what sponsors want. Some value exposure to a broad audience, while others are looking for targeted access to decision-makers in a niche industry. Tiered options — such as gold, silver and bronze packages — give sponsors flexibility while giving your event a steady revenue stream.

Strong sponsorships both generate income and create deeper connections between your members and industry partners.

Ticket Sales and Tiered Pricing

Charging for event attendance is straightforward but still very effective. Associations often use tiered pricing to reach different segments of their audience. Early-bird pricing, for example, can attract members who plan ahead, and premium tickets can include extras like reserved seating, access to special receptions and bonus workshops.

Tiered models allow you to serve a wide range of attendees without pricing out those who may have tighter budgets. Members might opt for standard access, while non-members or professionals looking for more networking opportunities may choose higher levels.

This approach helps you balance accessibility with added revenue so that attendees have options that fit their needs and budget.

Exhibitor and Vendor Fees

If your event includes an expo hall or trade show, exhibitor and vendor fees can be a significant revenue stream. Associations bring together a concentrated audience of professionals, which is valuable to companies looking to showcase their products or services.

Exhibitors typically pay for booth space, but the opportunity doesn’t have to stop there. You can charge extra for premium locations near high-traffic areas, larger booth sizes, or add-ons like branded signage. Some associations even offer bundled packages that combine booth space with advertising in the program guide or event app.

The key is making sure vendors see a clear return on their investment. If they can meet potential clients and strengthen their brand, they’ll be willing to pay and return year after year.

Digital Monetization

Virtual and hybrid events have opened new ways to monetize. Associations can sell access to live streams for people who can’t attend in person or offer recordings and replays for a fee after the event.

Digital add-ons work especially well for professional development. Members may be interested in purchasing session replays to revisit training material or to share with their teams. Non-members might also pay for access if it helps them earn continuing education credits.

These options expand your reach while creating revenue that doesn’t rely on physical space. And because digital products are easy to distribute, they can keep generating income long after the event is over.

Educational Add-Ons

Associations are trusted sources of knowledge, and many members attend events with learning in mind. Offering educational add-ons gives you a way to meet that demand while generating additional income. These can include pre-conference workshops, certification courses or small-group sessions focused on advanced topics.

Attendees often see these extras as investments in their careers, making them more willing to pay a premium. For example, a workshop that offers continuing education credits can be a strong draw for professionals who need them to maintain licenses or certifications.

To make these add-ons successful, highlight the clear value: practical skills, official credits or exclusive access to expert instructors. That clarity helps attendees understand why it’s worth the extra cost.

Advertising Opportunities

Advertising tied to your event can be just as valuable to sponsors as a booth or speaking slot. Associations can offer ad placements in printed programs, event apps or on signage throughout the venue. Digital options, like banner ads in a mobile app or sponsored push notifications, are increasingly popular because they’re highly visible and trackable.

You can also sell naming rights for things like coffee breaks, charging stations or Wi-Fi access. These opportunities provide steady revenue while giving sponsors a unique way to connect with attendees.

If you’re considering which tools to use, the right technology makes a big difference. Exploring some of the best event registration apps for associations can help you streamline registration, improve the attendee experience, and open new channels for sponsor visibility.

Even small touches, like adding sponsor logos to lanyards or water bottles, can add up. Just be sure the ads blend naturally with the event so they support — rather than distract from — the attendee experience.

How To Build a Monetization Strategy That Works

Know Your Audience and Value Proposition

Every successful monetization plan starts with a clear understanding of who your attendees are and what they value. Members might be looking for professional development, networking or recognition, while non-members may want exposure to a new industry or skill.

Your value proposition is what makes your event worth attending and worth paying for. If your audience views your event as an opportunity to gain knowledge, then educational add-ons could work well. If they see it as a hub for networking, premium lounges or VIP passes might be a stronger fit. Matching opportunities to audience needs helps you avoid wasting effort and builds stronger engagement.

Set Clear Goals and Success Metrics

It’s difficult to know if your monetization strategy is working without clear goals. Start by deciding what you want to achieve. Is it covering event costs, creating new non-dues revenue or funding future programs?

From there, set metrics you can track. Ticket sales, sponsorship renewals or even attendee satisfaction scores can all serve as benchmarks. With clear goals and data in place, you’ll know which strategies to continue and which to adjust.

Bundle Monetization Opportunities for Sponsors and Attendees

Sometimes the best strategy is packaging options together. For sponsors, this could mean combining booth space, ad placements and speaking slots into a single package. Bundles make it easier for them to commit, while giving your association a larger upfront investment.

For attendees, bundles can also add value. A standard ticket could be paired with access to a workshop recording or discounted merchandise. Offering these as part of a package can encourage people to choose a higher-priced option.

Bundling works because it simplifies choices while showing clear benefits, making it a win for both sides.

Use Data and Feedback to Refine Future Events

Event monetization isn’t a one-time effort. Each event gives you data you can use to improve. Tracking which ticket tiers sell best, which sponsor packages renew or which add-ons get purchased helps you understand what’s working.

Attendee feedback is equally valuable. Post-event surveys can reveal whether people found add-ons worth the cost or if certain prices felt too high.

By combining hard numbers with direct input, you can adjust pricing, refine sponsorships and introduce new revenue ideas. Over time, this data-driven approach helps build a monetization strategy that gets stronger with every event. These insights also make it easier to measure returns and improve event ROI, showing your board and members the tangible value of each program.

Common Mistakes to Avoid in Event Monetization

Even with strong planning, associations can run into challenges when trying to monetize events. Here are a few common pitfalls to watch out for.

Over-reliance on One Revenue Stream

Depending too heavily on a single source, like ticket sales or sponsorships, can put your event at risk. If that stream underperforms, your budget takes a hit. A balanced mix, like tickets, sponsors, exhibitors and digital add-ons, keeps revenue steady and more predictable.

Overpricing or Creating Barriers to Access

It can be tempting to raise prices to increase income, but high costs may push attendees away. Associations must balance revenue goals with accessibility. Offering tiered options, scholarships or member discounts can help you keep doors open without losing income.

Ignoring the Attendee Experience in Pursuit of Revenue

Monetization should add value, not take away from it. If attendees feel bombarded with ads or forced into upsells, they could leave with a negative impression. Simple touches, like meaningful swag or thoughtful volunteer appreciation gift ideas, can add revenue while improving the overall experience.

Keeping these mistakes in mind will help you build a sustainable model that supports your mission and strengthens long-term member relationships.

Putting Event Monetization Into Action

Event monetization works best when it’s seen as a process instead of a one-time fix. Start by focusing on a few strategies that make sense for your association, like sponsorship bundles, digital add-ons or simple merchandise sales. Once those are running smoothly, you can expand into larger initiatives such as premium experiences or certification workshops.

Begin small, test what resonates, and scale from there. With each event, use data and feedback to refine your model. Over time, you’ll create a sustainable system that generates non-dues revenue and strengthens member value. And since monetization is just one part of a successful event, you may want to explore a full conference planning guide to help connect the financial side with the logistics that make an event run smoothly!

Event monetization is more than covering costs — it’s about fueling member value and long-term growth. Ready to unlock new revenue opportunities for your association? Download the Ultimate Guide to Non-Dues Revenue and start building a smarter strategy today!

The post Event Monetization Strategies for Associations: A Complete Guide appeared first on MemberClicks.

Use the tips below to attract top speakers in your industry and write an engaging invitation that helps bring the high-quality talent you want to your event.

Why a Strong Invitation Letter Matters

An invitation letter does more than share event details. It signals how your association approaches professionalism and relationships. A thoughtful message shows that your team is organized and intentional, giving the speaker confidence in your ability to host a meaningful program.

When you take time to connect their expertise to your event goals, the request feels genuine rather than generic. A personalized letter demonstrates that you understand the value they bring. This not only increases the likelihood of a positive response but also lays the foundation for a strong relationship that can extend to future events or collaborations.

Key Elements of an Invitation Letter for Guest Speaker

Several elements make an invitation letter stand out and attract the right speakers. Be sure to include the purpose of the event, a personalized message, event logistics, speaking role and compensation. Covering these essentials shows professionalism and respect for the speaker’s time, making them more likely to accept.

Clear Purpose of the Event

Your invitation should state the type of event, the date and the audience you expect. A speaker who understands the purpose of the event and their role in it is far more likely to say yes. Keep the explanation clear and concise while still giving enough context to show why their expertise is a strong match.

For example, rather than simply writing “We would like you to speak at our annual conference,” you could say, “Our annual conference brings together over 500 professionals in the hospitality field who are eager to learn about new industry trends. Your recent research on guest satisfaction would provide practical insights that our members can apply immediately.” This type of detail shows the speaker why they are being asked and what their impact will be.

Personalization

Generic invitations are easy to spot. Instead, personalize every message to show that you know the speaker’s background and accomplishments. Mention a recent article, book, award or project to demonstrate that you are familiar with their work. This shows respect for their expertise and makes the request feel authentic.

For instance, you might say, “Your presentation on leadership at the Midwest Leadership Summit last spring resonated with our team. We believe your insights would be equally valuable to our members.” Adding specific references like this creates a stronger connection and helps your letter stand out among the many requests top speakers receive.

Event Logistics at a Glance

Include all the important logistical details in your letter. Share the date, time and location, or provide clear instructions if the event is virtual. Indicate the expected audience size and profile so the speaker knows who they will be addressing.

With hybrid events becoming common, you may want to specify whether the program will be recorded, live-streamed or interactive. A speaker who understands the format and audience expectations will be more confident about participating. Presenting these details in a clear and organized way shows professionalism and allows the speaker to make an informed decision without needing to request additional information.

Speaking Role and Value Proposition

Clearly outline the role you are asking the speaker to take on. This could be keynote presenter, panel participant, workshop leader, moderator or fireside chat guest. Be specific so there is no confusion.

Explain why their expertise is the right fit for the role and how it will contribute to the success of the event. For example, “As a leader in nonprofit governance, your perspective on volunteer engagement would add depth to our opening panel on member retention.” By linking their experience directly to the event, you build credibility and show that the invitation is intentional.

Honorarium, Travel and Support

Transparency about compensation and support builds trust. If your organization is offering an honorarium, travel coverage or accommodations, include that information clearly in the letter. Addressing these details early avoids misunderstandings and demonstrates respect for the speaker’s commitment.

Not every invitation will include a large honorarium, but you can also highlight other benefits. This might include professional exposure, networking opportunities, book sales, media coverage or recorded sessions they can repurpose. When speakers see both the financial and non-financial value of participating, they are more likely to accept.

Call to Action and Next Steps

Always include a clear call to action. Ask the speaker to confirm their availability and provide a specific date for their response so you can finalize planning. Include your direct contact information for questions or clarifications.

For example, “Please let us know by September 15 if you are available to join us as a panelist. You can reach me directly at 555-555-5555 or events@association.org.” Setting clear expectations for follow-up helps the process move forward smoothly.

Common Mistakes to Avoid in Invitation Letters

Avoiding a few common pitfalls can make your letter far more effective:

• Being vague about event details. Specifics show your event is well planned.
• Using an overly stiff or generic tone. Professionalism matters but warmth and sincerity are important too.
• Forgetting to mention compensation or support. Transparency is essential for credibility.
• Overemphasizing your organization rather than the speaker’s role. The invitation should be centered on their value.
• Ignoring accessibility or technical needs. Clarifying these early demonstrates consideration.
• Typos or formatting errors. Mistakes make the invitation look rushed or careless.
• Failing to include a contact person. Make it clear who the speaker should reach out to with questions.

Avoiding these mistakes communicates professionalism and increases the likelihood of a positive response.

Sample Invitation Letter for Guest Speaker

This sample works because it introduces the speaker to the event, clarifies expectations and compensation and provides direct next steps for response.

Tip: This template can be adapted for panels, workshops or virtual presentations by adjusting the role, length and format of the session.

Dear [Guest Speaker Name],

We would like to invite you to be a guest speaker at our upcoming event, [Seminar Name], hosted by [Your Organization’s Name]. The event will take place on August 31, 2025, from 9:00 AM to 2:00 PM at the Grand Ballroom Hilton in Boston, MA. The program will focus on [Seminar Theme].

The event is designed to showcase leaders in the literary world and bring together professionals, students and teachers with a shared passion for reading and writing. As an author with extensive accomplishments, we would be honored to feature you as our keynote speaker.

For your participation, we are offering an honorarium of $5,000, along with full travel and accommodation support.

Please confirm your availability by July 15, 2025. If you have questions or would like to discuss this opportunity, you can contact us at 413-111-2222 or event@help.com.

Thank you for considering this opportunity. We look forward to the possibility of working with you.

Sincerely,
[Name]
[Title]
[Organization]

Tips to Make Your Invitation Stand Out

Highlight Mutual Benefits

Explain what the speaker will gain from the event. Share details about audience size, relevance and exposure. Mention networking opportunities, the chance to connect with other industry leaders or the possibility of showcasing recent work. Pair these benefits with appropriate compensation to create balance and credibility.

For more inspiration on how to boost audience connection, explore these event engagement ideas.

Keep It Concise and Readable

An invitation letter should usually stay under 400 words. Busy professionals are more likely to read and respond when details are presented clearly and efficiently. Short paragraphs and clear formatting make the message easy to scan.

Use Association Branding

Send the invitation on professional letterhead or through a branded email template. Consistent branding reinforces your association’s identity and credibility. It also assures the speaker that the invitation is official and well organized.

Follow Up Politely

Allow at least a week for a response. If you do not hear back, send a short and friendly reminder. Even if a speaker declines, thank them for their time. Courtesy leaves a positive impression that could open the door for collaboration in the future.

Conclusion

A strong invitation letter helps you secure the right guest speakers and set the tone for a successful event. By being clear about logistics, transparent about compensation and respectful in tone, you make it easier for speakers to say yes. Thoughtful invitations not only help you confirm high-quality talent but also strengthen your reputation as an organized and professional association.

When your invitations are professional and personal, you increase the chances of securing top speakers for this event and create connections that can benefit your organization in the long term.

Ready to maximize the impact of your events? Download The Ultimate Guide to Non-Dues Revenue for Associations for strategies that help you attract sponsors, increase revenue and deliver more value with every program you host.

The post Crafting the Perfect Guest Speaker Invitation Letter appeared first on MemberClicks.

Imagine this: You’re just two weeks away from your organization’s biggest annual event. The registration spreadsheet is a tangled mess, RSVPs are trickling in, and you’re stressing over whether attendees will actually show up.

Sound familiar? Planning events can get hectic – especially when you’re juggling attendee lists, manually tracking RSVPs, and maybe even untangling that old box of conference lanyards!

One of the most time-consuming parts of event planning is relying on spreadsheets. A manual process also increases the chances of missed sign-ups, lost payments, and confused attendees.

That’s why more organizations are turning to event registration software to work smarter, not harder. A a way to manage the entire process, automate payments, and simplify every stage of your event.

Of course, with so many event management platforms on the market, choosing the right one can feel overwhelming. There’s no one-size-fits-all solution. Your ideal choice will depend on your budget, feature needs, and ease of use.

But here’s the good news: no matter which tool you choose, the right event registration app can save you hours every week, reduce stress, and greatly boost attendee engagement.

In this guide, we’ll cover:

• Key features to look for in the best event registration software for associations, nonprofits, schools, and more
• A comparison of the top platforms for event sign-ups in 2025
• How to choose the best tool for your organization’s unique needs

Let’s dive into the best event registration apps for 2025!

What Is an Event Registration App?

An event registration app is a simple-to-use platform. It can simplify everything from sign-ups and secure payments to attendee communication and on-site check-ins.

These platforms save you time by offering:

• Custom registration forms
• Secure payment processing
• Real-time attendance tracking
• Integration with your AMS or CRM

In short, they free up more time so you can focus on what matters most: creating great event experiences!

Why You Need an Event Registration App

Every event – conferences, workshops, galas, training sessions, and more – will have different audiences and objectives. Even with a full team supporting your event strategy, the to-do list can get complex and things can get lost in the shuffle.  

The right event registration app can help you:

• Enhance attendee experience with user-friendly sign-up flows and timely communication
• Automate repetitive tasks like email reminders, confirmations, and post-event surveys
• Reduce data errors by centralizing attendee information in one system
• Track real-time engagement metrics to understand what’s working
• Simplify payments and reporting to support your finance and operations teams

Ready to ditch the spreadsheets and streamline your event planning? Let’s take a look at how to choose the right platform for your needs.

Find the Best Event Registration App for Your Needs

There are lots of features when comparing the best event registration apps – so it’s important to do a little research first. Before making a decision, consider the specific features you need – whether it’s easy check-in, payment processing, attendee tracking, or custom branding. Also, think about which features align with your organization or association’s goals. Choosing the right platform can streamline your entire event planning process and boost attendee satisfaction.

• Ease of Use – The platform should be intuitive for staff, volunteers, and attendees
• Payment & Reporting Integration – Secure and flexible, with built-in or compatible financial tools
• Mobile Check-In – QR code scanning and app-based check-in for fast, contactless entry
• AMS/CRM Integration – Syncs seamlessly with your existing member database (like MemberClicks)
• Transparent Pricing – Understand what you’re paying for, including any transaction fees or usage limits
• Security & Compliance – Look for PCI-DSS, GDPR compliance, data encryption, and secure logins
• Custom Branding – Add some fun! Make the experience look and feel like your group, not a generic registration form
• Support & Training – Responsive customer service and detailed onboarding materials for your team

The 12 Best Event Registration Apps (With Honest Analysis)

Choosing the right event registration app offers tons of benefits in your busy day. We’ve compared the top platforms to help you find the perfect fit — including pros, cons, key takeaways, and real user reviews. 

1. MemberClicks

Overview:

MemberClicks offers robust event management features, including event registration, making it a smart choice for associations and nonprofits needing effective event registration tools. Key features include on-site badge printing, attendee check-in tools, and robust post-event analysis. Customers get access to more extensive tools (timelines, videos, and training resources) as well as automated custom reports for deeper insights into session popularity and reporting on exhibitors’ direct sales.

Pros:
✔ Seamless integration with MemberClicks AMS
✔ Customizable registration forms and branded badges
✔ Responsive and knowledgeable customer support

Cons:
✘ Best suited for those already on MemberClicks
✘ Not a fit for groups planning a smaller or one-time event

Key Takeaway:
An ideal solution if you want a modern registration platform that is simple to use and plays nicely with your existing AMS.

G2 Review Highlight:

“Registration Tech made our event check-in process a breeze. Integration with our AMS saved us hours!” 

2. WildApricot

Overview:
WildApricot is a popular all-in-one membership management software with robust event registration tools. Manage members and events in one place.

Pros:
✔ User-friendly interface
✔ Automated reminders and payment processing
✔ Mobile app for on-the-go management

Cons:
✘ Limited advanced customization
✘ Some advanced features have a learning curve

Key Takeaway:
Great if you’re seeking an affordable, all-in-one membership and event solution.

G2 Review Highlight:
“Wild Apricot’s event features are intuitive and save us so much time. The mobile app is a bonus!” 

3. A2Z Events

Overview:
A2Z Events offers a comprehensive suite of solutions, including event registration integrated with AMS platforms.

Pros:
✔ Strong AMS integration
✔ Scalable for large organizations
✔ Good reporting tools

Cons:
✘ Best suited for organizations ready for a comprehensive solution
✘ Setup may require dedicated customization

Key Takeaway:
Best for larger associations and organizations needing a powerful, integrated solution.

G2 Review Highlight:
“It is so easy to use! Order consolidation along with floor control and robust reporting make it my favorite go-to solution.”

4. Cvent

Overview:
Cvent is a scalable event management platform for professional planners. Features include customizable registration, mobile check-in, analytics, and CRM integrations.

Pros:
✔ Extremely robust and scalable
✔ Excellent analytics and reporting
✔ Wide range of integrations

Cons:
✘ Can be expensive for smaller associations
✘ Steeper learning curve

Key Takeaway:
Ideal for large, complex events where analytics and integrations matter.

G2 Review Highlight:
“Cvent’s reporting and integration features are unmatched.” 

5. Eventbrite

Overview:
A popular, easy-to-use platform for smaller events and community gatherings. Free plan available for free events. Offers email marketing tools with an option to send between 250 – 10,000 emails a day.

Pros:
✔ Simple setup and interface
✔ No fees for planning free events
✔ Good promotional tools

Cons:
✘ Limited customization
✘ Fees can add up for paid events

Key Takeaway:
Best for small to mid-sized events where ease of use and cost are top priorities.

G2 Review Highlight:
“Eventbrite is so easy to use, but we wish it had more branding options.” 

6. Regpack

Overview:
Regpack offers deep customization, including conditional forms, payment plans, and automated communication.

Pros:
✔ Highly customizable registration flows
✔ Supports payment plans
✔ Automated emails and reminders

Cons:
✘ Interface can be overwhelming at first
✘ Reporting features could be improved

Key Takeaway:
Great for educational programs or recurring training events needing flexible registration.

G2 Review Highlight:
“Regpack’s customization is fantastic, but it takes time to learn.” 

7. Bizzabo

Overview:
Built for professional conferences, Bizzabo offers sponsor engagement, branded microsites, and networking tools.

Pros:
✔ Strong design and branding capabilities
✔ Excellent sponsor and attendee engagement features
✔ Good analytics

Cons:
✘ Higher price point
✘ May be overkill for smaller events

Key Takeaway:
Best for hosting high-profile conferences and/or wanting a polished, branded experience.

G2 Review Highlight:
“Bizzabo makes our conferences look and feel professional. The networking tools are a hit.” 

8. Whova

Overview:
Excels at attendee engagement with in-app messaging, live polls, surveys, and session tracking. It also includes an extensive question bank and templates (200+ questions and 10+ templates).

Pros:
✔ Top-notch attendee engagement features
✔ Easy to manage speaker profiles and sessions
✔ Good for hybrid and virtual events

Cons:
✘ Some users report limited customization
✘ Pricing can be high for smaller organizations

Key Takeaway:
Ideal for educational and networking-focused events where engagement is key.

G2 Review Highlight:
“Whova keeps our attendees engaged from start to finish. Love the live polls!” 

9. RSVPify

Overview:
RSVPify is a user-friendly registration platform with strong customization options, ideal for nonprofits and schools. It allows users to create branded forms, manage guest lists, automate emails. It also offers advanced ticketing, plus real-time reporting to monitor attendance and engagement.

Pros:
✔ Customizable forms and branding
✔ Great for school, nonprofit, and community events
✔ Real-time reports and automated communications

Cons:
✘ Fewer third-party integrations than enterprise tools
✘ Limited advanced analytics for complex event data

G2 Review Highlight:
“Loved the different templates offered for professional events.”

10. Accelevents

Overview:
Accelevents is designed for both in-person and virtual events. Nonprofits and schools appreciate its built-in ticketing, live streaming, and fundraising features. It also integrates with HubSpot, making it easy to sync event and marketing data. Robust analytics and CRM tools round out the platform’s strengths.

Pros:
✔ Square and HubSpot integrations
✔ Supports virtual, hybrid, and in-person events
✔ Fundraising and donation tools included

Cons:
✘ Mobile app can be frustrating, with some users redirected to a browser instead
✘ Slight learning curve due to broad feature set

G2 Review Highlight:
“The platform has so many features to use to make event planning and execution easier on the whole team.”

11. Eventleaf

Overview:
Offers registration, check-in, and badge design in one platform. Easy setup for on-site events.

Pros:
✔ Simple and quick to set up
✔ Good for on-site check-in and badge printing
✔ Affordable pricing

Cons:
✘ Limited advanced features
✘ Not ideal for large or complex events

Key Takeaway:
A strong choice for small to mid-size groups needing a straightforward solution.

G2 Review Highlight:
“Eventleaf is perfect for our smaller events. Setup takes minutes!” 

12. Eventzilla

Overview:
Flexible, affordable, and supports multiple ticket types, promo codes, and custom forms.

Pros:
✔ Budget-friendly pricing
✔ Flexible ticketing and promo options
✔ Easy to use

Cons:
✘ Some users would prefer deeper integrations
✘ Occasional glitches reported

Key Takeaway:
Best for smaller teams with tight budgets and simple event needs.

G2 Review Highlight:
“Eventzilla is affordable and gets the job done, but we wish it integrated with our CRM.” 

Cheat Sheet: Choosing the Right Solution 

Now that you’ve compared 12 popular platforms, how will you choose? There are so many decisions to be made. Here are some key areas to consider.

Match Your Event Size and Complexity

• For large, multi-day conferences or hybrid events, platforms like Accelevents, Cvent, and Bizzabo deliver advanced tools such as multi-track scheduling, sponsor engagement features, and robust reporting.
• If your group focuses on smaller, frequent gatherings or regional meetings, consider solutions like Eventbrite or Eventleaf, which are straightforward, user-friendly, and tailored to smaller-scale event needs. RSVPify is another excellent choice in this category, providing branded registration forms, simple guest management, and professional templates ideal for schools and nonprofits.
• Organizations already using MemberClicks will appreciate how seamlessly Registration Tech integrates, offering powerful registration and check-in features without a steep learning curve.

💡 Pro Tip: Look for platforms that offer session management and flexible ticketing if your event includes breakout sessions or tiered pricing.

Balance Features and Budget

• A tool like Eventzilla offers budget-friendly plans perfect for limited budgets or smaller events.
• For more integrated membership management alongside event registration, Wild Apricot’s all-in-one platform stands out. It helps manage both members and events, making it easier to streamline workflows and reduce duplicate work.
• Platforms such as Personify provide tailored solutions to help you drive member engagement while simplifying event logistics.

💡 Pro Tip: When reviewing pricing, consider not only subscription costs but also payment processing fees, customization costs, and customer support availability.

Prioritize Integration with Your AMS or CRM

• Seamless data flow is critical. For example, Registration Tech is known for its deep integrations, ensuring member and event data sync flawlessly.
• Wild Apricot is another excellent choice for a unified solution that combines membership and event management in one platform, reducing administrative overhead.
• Personify specializes in connecting event registration with member management and CRM systems, best for keeping accurate databases and improving communication.

💡 Pro Tip: If your existing AMS or CRM doesn’t have native integrations, check if the event software supports APIs or third-party automation tools like Zapier.

Customize for Your Brand and Audience

• For highly personalized registration experience, Regpack and Bizzabo offer advanced customization, including conditional forms and branded microsites.
• MemberClicks Registration Tech provides easy branding options so your registration pages and communications reflect your unique identity without overwhelming your team.
• Personify’s event solutions also support customization, allowing you to craft engaging event journeys that resonate with your members.

💡 Pro Tip: Custom branding and tailored communication help build trust and increase registrations, especially for member-focused organizations.

Additional Considerations

• Support & Training: You may want easy access to dedicated support and training. Solutions like MemberClicks Registration Tech and Wild Apricot have strong reputations for responsive customer service.
• Scalability: Think about your future needs. Platforms such as Cvent, Bizzabo, and Personify scale well for hosting multiple event types.
• Mobile Experience: Mobile-friendly registration and check-in options are no longer optional – they’re essential for improving attendee satisfaction. Check out Eventbrite’s mobile event app for an example of great mobile event management.
• Security & Compliance: Always choose platforms that prioritize data security and compliance with regulations such as PCI DSS and GDPR.
• Reporting & Analytics: Insightful reports empower you to evaluate your event’s success and plan better next time. Registration Tech offers tight integration with MemberClicks AMS and offers automated custom reports, such as deeper insights into session popularity and exhibitors’ direct sales to analyze their performance.

The Road to (Almost) Stress-Free Event Planning

Okay, maybe completely stress-free is a stretch – but low-stress? That’s within reach, especially when you’re using the right event registration software. 

Throughout this guide, you’ve picked up practical tips to help you create better experiences. The right platform can keep you organized, boost attendance, and make it easier to keep your members engaged and coming back.

If you’re looking for a solution to kick things off today, MemberClicks Registration Tech is a great place to start. With easy-to-use tools, deep integrations, and flexible features, it’s designed to make your event planning process seamless from start to finish.

Schedule a demo today!

The post The Best Event Registration Apps in 2025 (With Pros & Cons) appeared first on MemberClicks.

Leading our largest city-wide event for several years opened the door to serve on another organization’s board young in my career. I am sure the executive director had little interest in the opinions or fiduciary experience of a late 20-something in his first board role. Like many leadership roles, it leads to others. From arts and events to academics, each board has come with unique opportunities and challenges – from tough decisions to the evolving needs of each organization. You’re expected to be a strategy steward, a mission champion, and a sounding board for leadership. But the unspoken (and critical) art of board service? Knowing when to lean in—and when to back off.

In other words, there’s a careful finesse to being a great board member. One that means contributing meaningfully without overstepping, supporting staff without smothering, and pushing for progress without derailing the operations of the organization you care so deeply about.

So much of what we do at Personify is to serve the association community with technology that supports their missions, members, and events. Being interwoven in their staff’s daily lives and frequently engaging with our customers, I have learned firsthand the role a board can play in an association’s activities. So, when I was offered the opportunity to serve on another association’s board (International Association of Exhibitions and Events), I jumped at the chance. Not only did I feel the most prepared (having been involved for nearly a decade), I had the most to offer.

So, as I look back,  let’s explore what it means to serve wisely, respectfully, and effectively—without becoming the board member everyone dreads seeing in their inbox or at meetings.

You’re Not the CEO or Executive Director. Don’t Try to Be.

Let’s start here because it’s the biggest misstep I see.

Too often, well-intentioned board members (especially those with executive experience) can slip into “mini-CEO” mode. They start rewriting staff work, suggesting program tweaks during board meetings, or offering unsolicited advice on operations.

Here’s the thing: the staff already has a CEO, a team, and likely a strategic plan that’s been blessed by—you guessed it—the board.

Your role as a board member is governance, not management. That means focusing on the big picture: mission, strategy, fiduciary health, and the long-term vision of the organization. If you find yourself commenting on font choices, calendar invites, or how many webinars to run this year… it’s probably time to zoom out.

Want to really support the CEO? Ask what success looks like for them this year—and how the board can help clear the way.

Staff Are Not Your Assistants

Another common tripwire is treating association staff like your personal admin team.

Yes, staff are here to support the board—but they’re juggling a million other responsibilities. They’re not on call for your pet projects, deep-dive data requests, or last-minute requests for a bespoke briefing packet.

Before asking staff to do something, pause and ask:

• Does this align with the board’s priorities?
• Is this already in the staff’s workflow?
• Am I asking because it helps me or because it helps the organization?

If it’s the former, write it down and save it for the next board meeting. Better yet, see if you can answer it yourself before calling in the cavalry.

Support Is a Two-Way Street

Being a board member means being an ambassador—but it also means being a shield.

Yes, you’re expected to speak up, offer input, and push the organization forward. But you’re also expected to protect it—to ensure staff aren’t getting whiplash from every board member’s opinion of the week.

Here’s a little secret: most association staff are not struggling because they lack ideas. They’re struggling because they have too many ideas, too many pivots, and too little breathing room to execute.

The best board members I’ve worked with knew when to contribute and when to hold back. They didn’t just offer thoughts—they listened. They didn’t just challenge—they helped problem-solve. They showed up for the work, not just the spotlight.

Think Generative, Not Just Governance

Boards shouldn’t be rubber stamps. But they also shouldn’t be endless loops of red tape.

Some of the best board discussions I’ve seen weren’t about voting on motions or nitpicking financials—they were generative. That means using your collective insight to wrestle with big questions:

• Where is our industry heading, and how do we lead?
• What member needs are we not yet meeting?
• How do we future-proof our revenue, relevance, and reputation? 

These are the kinds of questions that ignite purpose—not panic. They create space for creativity, trust, and strategic foresight—without stepping into the day-to-day lane of operations.

Be a Board Member Between the Meetings

Excellent board service doesn’t only happen during quarterly Zooms or annual retreats.

It’s the quiet call to thank a staff member after a successful event, introduce your association to a key sponsor, speaker, or partner, advocate in your industry circles or during legislative action days, champion membership, and show up when the association needs a voice.

But again—don’t overdo it. You don’t need to be on every committee or attend every program. Pick your lanes. Show up with consistency. And remember that impact isn’t always about visibility.

Leave the Association Better Than You Found It

Before their term ends, every board member should ask themselves, “Did I strengthen this organization?”

Not louder. Not busier. Not flashier. Stronger.

That might mean helping launch a new strategic plan, improving governance, or simply mentoring a newer board member so they feel confident stepping into leadership.

And when your time is up—make space. Let the next generation step in. Celebrate them, support them, and resist the urge to “hover” as past chair, emeritus advisor, or unsolicited backchannel whisperer.

In Closing: Lead with Humility and Serve with Heart

The best board members I have served with aren’t the loudest, they show up with humility, restraint, intentionality and passion to serve. They have a geuniunie interest in shaping the future of the industry, supporting the mission and deep respect for the associaiton staff and systems in place.

So before your next board meeting, ask yourself:

• Am I helping steer the ship—or am I trying to grab the wheel?
• Am I empowering the staff—or overwhelming them?
• Am I creating clarity—or adding confusion?

In other words, Are you serving with finesse?

Because, in the end, how you serve matters just as much as that you serve.

The post The Board Balancing Act: Contributing Without Controlling in Association Leadership appeared first on MemberClicks.

In this guide, you will learn step-by-step planning tips to take your event to the next level. We’ll even include some ideas to provide some fuel.

Step 1: Define Goals and Objectives

Your educational sessions are an integral part of your event, and how they are received will go a long way in determining the overall success of your event. With this in mind, it is important that educational sessions are in sync with the theme and flow of your event.

Determine the desired outcome of your educational sessions and how that outcome will be measured.

Each educational session should be carefully planned to deliver your desired outcome.

Step 2: Know Your Audience

The more clearly you define your target audience by demographics, interests, educational level, and career goals, the better you will be equipped to provide educational sessions that shine.

What are the interests and expectations of your audience, and what subjects are likely to entice attendance? What are the most entertaining, engaging, and effective ways to deliver your educational messages? How can your conference or event address their more frequently asked questions and keep attendees ahead of the curve? Be sure to point out the benefits of attending specific sessions.

Use your current membership knowledge base and/or a pre-event survey to tune into the educational needs and desires of potential attendees.

Step 3: Select Relevant Topics

Choose relevant and pertinent topics that strike a careful balance between those that appeal to a broad audience and select niche topics. Make sure broad, appealing topics are presented in a conducive environment with niche subject matter using more intimate, or one-on-one venues.

Balancing broad appeal sessions and niche topics also can demonstrate how well your organization is connected to its members and its place in your industry.

Select topic sessions that enhance your brand and position your organization as a leader that is in touch. This is an opportunity to show members and attendees the diverse range of topics your organization is prepared to address.

Step 4: Choose the Right Format

Along with choosing appealing subject matter for your educational sessions, selecting the right format to present them in is critical. Welcoming and keynote speakers will generally require a larger venue with good sightlines, lighting, and sound. You will, of course, want the speaker elevated for optimum visibility.

Workshops can often benefit from tables, desks, or work surfaces, where attendees can gather in more intimate work groups.

Depending on your subject matter and how content is anticipated to be delivered and digested, you may want to consider a panel discussion, roundtables, or other formats. This can often benefit from the input of the speaker, presenter, or session leader. Take steps to ensure your event uses a variety of presentation modes to maintain attendee interests.

Step 5: Find and Secure Speakers

Another key component in the recipe for successful educational sessions for an event is the style and quality of presenters and speakers. They can be selected from a wide range of sources, including sponsors, educational facilities, industry experts, and perhaps even members of your own board of directors.

There are also multiple sources where professional speakers can be chosen. Decide whether you prefer a speaker that is motivating and inspirational, one who has a great story to tell, or one that utilizes humor at the core of their presentation.

Fortunately, today, videos are frequently available to help in your selection. You may also want to use reviews and referrals to help guide your choice. Be sure to verify the credentials of any speakers. A personal contact can help validate whether they will have the personality and energy you desire for your event.

Understand that most professional speakers have a “style.” Make sure you are a fit. Discuss how they will customize their presentation to best appeal to your attendees.

Step 6: Plan the Logistics

Logistics are the details that can make or break an event and determine how well educational sessions are attended.

Avoid scheduling conflicts that can force attendees to choose between “must-see” sessions. You need to balance networking and educational sessions, and make sure spaces for your educational sessions are appropriate and include access to needed technology.

Don’t overlook the importance of the atmosphere of the room. Your seating should be comfortable and uncrowded. If possible, keep the aisles wide and the rows of seats shorter. Angling seating towards the speaker can make for a more intimate and personal experience for attendees.

Heighten your senses to determine the comfort level of the room, including lighting, temperature, and sound levels. Encourage attendees to be seated in a timely manner and strive to maintain a schedule that is on time.

All of these smaller elements can contribute to educational sessions that score well.

Step 7: Promote the Sessions

Of course, scheduling compelling and engaging educational sessions is one thing. Making sure potential attendees know about them is another. This is where marketing and promotion are critical.

Coming up with clever session titles can help. So will one to three sentence compelling summaries of what attendees will learn. More detailed descriptions should include a more in-depth look at the subject and speaker’s bio. When promoting educational sessions, include those who may benefit from attendance and what will be learned.

Use every asset available in promoting your educational sessions. These can include emails with links to specific session descriptions, social media, and landing pages. Including links to personal or professional webpages of speakers and presenters, as well as YouTube and other social media pages, is also helpful. Quote reviews and testimonials, and include short video clips when promoting sessions.

Reach out to vendors, sponsors, and speakers to help in promoting educational sessions. Consider creating a Q&A page on your event website to answer questions ahead of time. Include a brief “Meet the Speaker” video interview to introduce speakers to potential attendees.

Use these blocks to build value in your sessions prior to your event, creating anticipation and enthusiasm.

Step 8: Engage Attendees During the Sessions

Once you have crafted a terrific slate of educational sessions with compelling speakers and have a venue full of attendees, they will need to be energized and engaged. While the speaker/session leader will be responsible for much of this, there are techniques you can use to improve audience engagement.

• Use Upbeat Music Prior to the Sessions
• Utilize Handouts
• Encourage Q&A Sessions
• Utilize Audience Participation
• Make Use of Technology
• Use Gameification Strategies Like Trivia
• Conduct a Brief Post Session Survey or Ask for Immediate Feedback Using an Event App or Social Media

Your goal is to have attendees leaving educational sessions feeling that their time was well spent and that their expectations were met. This can often depend on the energetic and enthusiastic last few minutes of the session.

Step 9: Evaluate and Follow Up

Once your event is concluded, you will want to conduct an immediate and honest evaluation of the event and its sessions. Not only can you benefit from attendee surveys and feedback, but also from those of your speakers, vendors, and sponsors.

Try to get to the “why’s” of how a person felt about a session. Be sure to leave room for some open-ended feedback. Analyze why some things went well and why others may have fallen short.

Consider reaching out to attendees with survey responses that were both extremely positive and negative. This may not only provide some useful feedback but will also demonstrate your genuine interest in their opinions.

Ideas for Educational Sessions

The success of educational sessions for events depends not only on the topics being explored, but on how these materials are being presented. The subject matter and its complexity can help determine your best approach.

The key is making sure you choose the best vehicle for the materials being presented. Here are a few ideas to use in delivering your educational materials:

Skill-Building Workshops

Skill-building workshops are usually smaller, interactive groups using hands-on sessions to improve skills through learning and practice. These workshops are valuable for learning beginning materials or those that may be complex.

Expert Panels

Attendees can benefit from getting multiple expert opinions on a subject at once through a panel discussion. This not only provides several insights but often allows for lively discussion and question and answer sessions.

Case Study Presentations

These sessions take real-life situations and break them down into informative and sometimes inspiring stories that serve to enlighten. Lessons learned from these success stories can serve attendees throughout their careers.

Roundtable Discussions

Roundtable discussions often take on emerging technologies and trends where expert opinions may differ. These small group discussions delve into a particular topic and are often led by a group mediator.

Networking Sessions

Networking sessions are a terrific opportunity for attendees to share their own experiences and build relationships that can last far into the future.

Successful sessions include inviting ice-breakers and a welcoming atmosphere.

Interactive Demonstrations

Interactive demonstrations are an excellent vehicle for learning about new technology, products, tools, and techniques. Sessions are often hands-on and highly interactive. These are superb formats for audience engagement.

Problem-Solving Workshops

These are not only a collaborative way to solve specific problems but often offer valuable insights into problem-solving in general. Sessions often include brainstorming and thinking outside the box. Sessions often inspire attendees to take larger perspectives when addressing problems they face.

Inspirational Talks

Most events can benefit from an or two where attendees can get reenergized, focused, and motivated. Sessions often include inspirational stories and examples of when individuals overcame major challenges.

Future Trends and Innovations

Conferences often offer attendees a way to peek into the future. Educational sessions that focus on future trends and technology are frequently very popular. They often include lively discussions on predictions of where an industry is headed.

Best Practices and Tips

Creating compelling, engaging, and valuable educational sessions takes using all the tools available to you.

You should avoid falling into the “Intro/Speaker/Q&A Session” format that can have attendees feeling as if they were back in school.

Instead, raise your standards in the diversity of topics and how they are presented. Upgrade technology and the use of apps that enhance your event and your sessions. Raise attendee expectations and your ability to meet and exceed them.

Interactive Q&A Sessions

Technology has improved the ability to engage and interact with attendees as well as to get real-time feedback. There now can be live and expanded Q&A sessions through apps, social media, and event management software.

Open forums improve transparency and enhance communication. Experts can even provide real-time answers and attendee feedback.

Key Takeaways/Conclusion

With educational sessions playing such a critical role in the success of conferences and events, they deserve your full focus and attention. They deserve full use of every tool available. Remember to:

• Use your experience and provide exceptional content with compelling speakers
• Choose the right format for sessions and engage the audience
• Use the latest membership management and event management software to better connect with attendees

When you are ready to meet the growing expectations of your members and event attendees, we encourage you to learn more about MemberClicks.com. We provide innovative software solutions designed to help me every step of the way. Reach out for your free trial and demo today!

The post How to Create Education Sessions for Your Event (Guide + Session Ideas)   appeared first on MemberClicks.

In this article we will discuss specific strategies to maintain connections with your audience. We will explore the critical importance of ongoing communication and networking. We’ll explain how polls, surveys, and exclusive content can keep the momentum going long after your attendees return home.

Why Post-Event Engagement Matters

It can be easy to get lost in the excitement and execution of seeing an event come together. Sure, the event can be fun, entertaining, and educational, but there is a deeper core goal behind these professional events. It is to build more and stronger relationships that are long-lasting. This is exactly why post event engagement is so powerful. It is an important way to realize these goals.

While your event can demonstrate your competence and capabilities, it is those post-event activities that can be so effective in creating lasting relationships. When these strategies are customized to your event and organization, they can serve as a multiplier of the power of your post-event engagement strategies.

A Community Within Your Community

An association is already an organized group of like-minded people with an interest in a particular purpose. When you stage an event, you are, in essence, creating a community within your association.

These people are often the movers and shakers in an industry and have an interest in building their knowledge and connections within their business or industry. This subgroup of your association already has experience in common and are building their own networks. You can benefit by helping to facilitate their continued involvement with each other and your organization. It also can be a significant boost in promoting upcoming events.

This can be important in the post event marketing period. You have this interested, active, involved group that supports your organization. They are certainly worth investing additional time and effort in, and it starts with post-event engagement.

Key Post-Event Engagement Strategies

After executing your pre event marketing strategies and your event engagement activities, you should have a wealth of info and data to pull from to effectively, positively, and precisely connect with attendees in the post-event marketing period.

It is important to note that while most view the event itself as the height of momentum, attendees are often most positive and feeling good about your association in the immediate post-event period. This is why you want to quickly act on maintaining connections and nurturing relationships following the event.

Create a Post-Event Website and Resource Page

Head into your event with a post-event website and resource page in mind. Get plenty of images and short videos. Be sure to capture key attendees and sponsors. Your resource page may also include a survey, exclusive content, and event sessions. Use this page as the center-piece for your post-event engagement activities. Link it in every post event communication and promote it in all your digital social media.

Personalize Post-Event Follow-up Communications

Craft sincere and meaningful thank-you notes tailored to the recipients. You may want to reference the positive features of the event. This is also a good time to solicit their feedback through a survey or open-ended questions. Emphasize the value you place on all input and prepare to respond as necessary.

Remember, this is not casually sending a thank-you note after receiving a graduation gift. It should be done professionally and made as personal as possible.

Your post-event communications should be carried out with a sense of urgency. The more you delay, the less likely your recipients are likely to respond.

Create a Post-Event Contest or Contests for Attendees

You can use your post-event website to keep attendees interested and engaged by conducting fun contests. These contests could include trivia about the event or the host city.

Build a simple word search or crossword puzzle using event-related terms. You could simply post registration or badge numbers and have attendees reach out to you to claim prizes.

You could even offer prizes to the organization and attendees that are represented. Prizes could be offered for participation in a short poll.

Gift cards or branded merchandise from your association can make appreciated prizes. A lighthearted contest can extend the fun of your event in a small way.

Reach Out to Your No-Shows

Sending a note to those who registered but could not make it to your event can have a powerful impact. It demonstrates that you were aware of their absence, and they were missed. You may want to send along a link to your post-event page and post-event photos. It may also be a good time to reach out with any credits for next year’s event.

Keep in mind at this point, you may not know the reason for them being a no-show, so be cautious about being judgmental or too strict in a no-refund policy.

Publicize Your Event in the Post-Event Period

The successful conclusion of your event can be newsworthy. Publicize it as that. Make sure you get as much visibility as possible to those who decided not to attend. Use your association website and social media to accomplish this. Now is the time to start nurturing these people into attendee candidates for next year. Be sure to include positive reactions, quotes, and testimonials in your post-event marketing and promotion.

Utilizing Social Media for Continued Engagement

The post-event period is a terrific time to leverage social media to validate the positive experiences of your attendees. You can use a variety of tools to accomplish this, including hashtag comments, social media contests, by soliciting and posting user-generated images and videos.

Your goal is to keep the conversation alive through questions and encouraging those who attended to share their experiences.

Creating Post-Event Content

Creating post-event content allows you to control the narrative and to choose what particularly well-received sessions to highlight. Use blogging and vlogging to review these high points. Share behind the scenes photos, as well as stories and insights from speakers and presenters. Include links to your exclusive content on your post-event website and resource page.

This is also a good time to give your event sponsors a little extra love. Make sure this content is linked to your post-event website and resource page.

Organizing Follow-Up Networking Opportunities

Many attendees view networking as the single most powerful reason for attending professional events. You can benefit from staying involved in these networking opportunities. Create smaller or regional get-togethers or establish virtual meetings. Help facilitate connectivity with those involved in your association. Make sure you are playing a role in facilitating stronger relationships.

Offering Exclusive Incentives

The post-event marketing period is a perfect time to maintain positive relations with perks, offers, and exclusive content specifically for those who attended the event. This is a terrific vehicle for not only demonstrating your appreciation for their support but to show how attendees are valued. These “bonuses” are often so appreciated because they may be unexpected. It is a way to make your guests feel like they are still part of an exclusive group.

Engaging with Attendees Through Surveys and Feedback

Conducting post-event surveys and collecting ongoing feedback not only shows attendees that their feedback matters but can be valuable data in building future events.

Consider a survey to follow up on previous feedback, to focus on particular responses. “What if…” and “Would you…” type questions are a great way to follow up on responses you get from an initial post-event survey. You may find potential ambassadors in those who provide thoughtful and positive insights.

Measuring Success

Of course, you will want to track and measure your post-event engagement to help determine its success and to set the benchmark for future events. Track the number and success of your various engagement strategies. Keep in mind that the success of your post-engagement strategies is not just about numbers but also the quality of the feedback you receive. Every touchpoint, each connection, and every engagement can have a positive impact on binding your association with supporters.

At this point, you should have access to an enormous amount of data about your event and its attendees. You know what sessions were popular and why. You have feedback from sponsors and vendors. It is time to merge all of this valuable information and use it in building permanent relationships.

Conclusion

When it comes to professional trade shows, conferences and building relationships, it may not even be over at the conclusion of the event. Post-event engagement activities have become an increasingly valuable tool in creating long-term relations, and those who bail too quickly following an event are missing some valuable opportunities.

This is where all your previous efforts pay dividends to become supporters and sponsors. This is the season for cultivating and crafting long-term, valuable relationships to build the strength of your association or organization.

Key components of this post-event include sending timely thank you messages and seeking input through surveys. It should include post-event perks like valuable attendee-only content and networking opportunities. It should build on the ties between those who went through the complete event journey experience and your association.

We encourage you to discuss ways you can build on the post-event experience. Share how you may take better advantage of your successful event. Explain how you can explore taking steps to avoid missing post-event engagement opportunities.

The goal? Turning the euphoria and goodwill that are available following a successful professional conference or trade show into valuable, lasting relationships.

Employing the Power of Technology

One of the reasons post-event activities or engagement strategies are overlooked or ignored is that an organization may not feel it has the human, financial, or technological resources to fully take advantage of the valuable data that is available. There is also a certain level of fatigue that can come into play a successful event.

This is where MemberClicks shines.

Our innovative software solutions for organizations and event planners help improve ROI, take advantage of available data and feedback, and maximize staffing and human resources. It helps ensure your organization is taking full advantage of every opportunity it may face along the way.

See why an increasing amount of small to large organizations are choosing MemberClicks. Schedule your free trial and we think you will quickly see how Memberclicks can help take your organization to the next level.

Book your demo today.

The post Post-Event Engagement: How to Keep the Hype Going Once Your Event Is Over appeared first on MemberClicks.

In this article we will address what an attendee’s journey map is, and the steps involved in creating one. You’ll learn about how valuable the map can be and why it is well worth the additional effort. We will provide tips on following your map and validating its effectiveness. We will explore the best practices to use when creating an attendee journey map and the important role empathy can play in its creation.

Get ready to take the next step in planning and executing successful events that excel.

What is an Attendee Journey Map?

The attendee event experience is what happens to an attendee before, throughout, and following an event. An event attendee journey map plots out the various scenarios attendees may face and lays out a detailed plan for the most enjoyable and efficient experience for them.

In creating an attendee journey experience map, an organizer or planner may more clearly see potential problematic areas in their event stages and minimize any barriers or problem areas. By asking, “How can this part of the experience be improved?” the planners’ focus turns to proactively improving the experience.

This process of looking for potential barriers along with possible areas of improvement through each step of the attendee’s experience helps ensure a successful event.

While both you and your attendees may get to your destination without mapping the attendee journey, creating and utilizing the mapping process can make sure you are both on track to a successful event without bumps in the road and without getting sidetracked.

Key Stages of an Attendee Journey Map

Like mileposts or landmarks along the highway, there are key stages in creating an attendee journey map.

These three key stages before, during, and after the event each have their own critical touchpoints to use in the creation of your positive and efficient attendee journey map.

Pre-Event

It can be a mistake to minimize the importance of the pre-event experience for potential attendees. It can significantly impact the number of registrations, anticipation, and expectations for your event.

Research:

What similar events have taken place in the past, and what contributed to their success (or failure)? Research comments on these events and build upon the positives in creating your attendee journey map.

Invitations:

What are ways you can reach potential attendees? Beyond your member list, consider influencers, social media, and contacts from sponsors. Can you incentivize early sign-ups through discounts or referral perks? Ensure initial and early communications convey a positive, enticing message.

The Registration Process:

Take the steps necessary to ensure your registration process is simple, barrier-free, and streamlined. Include an automatic confirmation message and let attendees know of the next steps.

Pre-Event Engagement:

Pre-event communications are critical in maintaining anticipation and excitement for your event while communicating important event information. Engage attendees frequently, using as many digital vehicles as possible. Use videos, social media, emails, video conferencing, and virtual tours. Highlight keynote speakers and presentations.

Promote learning sessions and networking opportunities. Tease new products and technology. Reassure the registrants they made a good decision and encourage them to spread the word. You can also use polls and surveys to engage attendees in advance of your event. Encourage questions and answer them quickly and visibly.

During the Event

Much of the onsite experience can be enhanced through technology and by placing yourself in the shoes of attendees every step of the way.

Make Attendees Comfortable.

One of the best ways to make attendees comfortable from the start is to have clear signage announcing the location of your event and where attendees should sign in. Use automated registration if possible, and consider using an event app to stay in touch. Get sufficient staff who can anticipate common questions. Understand that while your staff may go through repeated similar steps, attendees only check in once.

Maintain Attendee Engagement.

Take advantage of as many engagement opportunities as possible. Avoid losing connection with attendees. Use an event attendee app, social media, forums, and instant messaging to maintain contact. Make sure attendees have plenty of opportunities and vehicles to express any concerns in real time.

Facilitate Networking.

Remember the importance of networking in the attendee journey. Provide multiple and varied opportunities to network, including post-session gatherings, social areas, social events, social media, and even fun events like “speed networking.” You not only want to engage attendees; you also want to promote their engagement with each other. Provide plenty of opportunities.

Post-Event

Even after your event ends, the attendee experience journey continues. Attendees now have an opportunity to better absorb what they experienced and how they feel about it. Just as important, they have an opportunity to judge their experience as a success or a disappointment. Take steps to follow through and follow up with attendees.

Thank You’s:

There will be time for a more elaborate expression of gratitude later, but it is important to recognize and thank attendees for their support immediately. A quick post-event text or email of thanks is a good place to start.

Surveys:

Some of the most valuable feedback you can get may be that submitted closest to the event. Have a post-event survey ready to present to attendees. Let them know their input is valuable in shaping future events. Allow for open-ended feedback. Be prepared to address any severe criticism immediately and with empathy.

Adding Post-Event Value:

This can be accomplished in a variety of ways, including event photos and comments. Make recorded sessions available for streaming to attendees. Include brief video interviews of speakers and presenters sharing experiences from their point of view. Share success stories from vendors. This all tends to add value to your event, even following its conclusion.

Long-Term Engagement:

One of the most valuable aspects of conducting a successful event is the long-term relationships, engagements, and benefits it can provide.

This is an opportunity to stay engaged with a group of interested people who have already sampled your product. They not only can be a source of valuable data but can also serve as your brand ambassadors. Nurture these contacts through long-term engagement like polls, surveys, and exclusive content. They are potentially your first-class

Steps to Create an Effective Attendee Journey Map

Like any journey, a successful attendee experience should be taken one step at a time. Here are six steps in creating an effective attendee journey map.

Step 1: Define Goals and Objectives

Determining the goals and objectives is the initial step in crafting a successful attendee journey map. Define the main goal of your event and what it is you want attendees to get from it. Knowing exactly where you want to get to is crucial in establishing the best way to get there.

It can help to set goals for each part of the journey so your progress and success can be better gauged along the way. Know what your desired outcome is at the outset.

Step 2: Understand Your Audience

Build upon data you may already have on potential attendees by conducting research. Include demographic info like age, gender, education level, and experience. Find out what they may desire from your event and what their expectations are. What products and technology do they have an interest in?

You may be able to segment attendees into multiple groups by creating more detailed attendee journeys for maximum appeal.

The more you know about your potential attendees, the better you will be able to design a map to maximize their journey experience.

Step 3: Identify Touchpoints

From start through post-event activities, your attendees will experience many touchpoints where they come in contact with your event. Define these touchpoints and list them in order when creating your map. These are critical moments of expectation for your attendees and should be areas of focus for you and your team.

Ensure your attendees have plenty of opportunities to ask questions, make changes, and express concerns along the way. Stay connected with them.

Step 4: Plan Engagement Strategies

Take the time to create engagement strategies for each touchpoint, or milepost, along the journey. Use a poll or survey. Offer a speaker bio or video interview. Answer FAQs. Keep the lines of communication open, and welcome and invite feedback. Address any anticipated issues early.

Your event itself should be loaded with touchpoints and engagement ideas.

There should be plenty of opportunities for feedback and interaction.

Step 5: Implement and Monitor

Not only is it important to implement your attendee journey map, but to monitor its effectiveness. Monitor your attendee experience through engagement and technology. If you use an event management forum, message board, or social media, you will have a front-row seat to what is going on at ground level and if it meets your expectations and those of your attendees. Note areas of greatest success as well as those that may require improvement.

Step 6: Post-Event Analysis

Talk to attendees and get their real-time feedback. Follow up after the event with conversations and surveys. Perform a post-event analysis with staff and venue staff. Look for both positive and negative common denominators, and how well you performed with your touchpoints and engagement.

Encourage return of post-event surveys.

Use this valuable data and insights to help guide future events and build stronger and more effective attendee journey maps.

You not only want to grade your event but also how effective you were in building and following your attendee journey map.

Best Practices for Creating an Attendee Journey Map

Here are some valuable tips to keep in mind when creating an effective journey map for attendees to your next event.

Use Empathy

When planning an event, it can be easy to get lost in your own problems and concerns. It takes an ability to be empathetic to create an effective attendee journey map. What are the potential roadblocks an attendee may encounter? How can you help them solve them?

Go, step-by-step, through what marketing materials they may see and what they will be faced with when registering. What happens at check-in, and what are potential touchpoints that may cause frustration? Place yourself in their position as a paying customer with their own expectations.

Stay Flexible

It may take a long time to create a detailed attendee journey map, but that does not mean you still won’t encounter roadblocks and detours. Be flexible and be ready to adapt to your changes. You may even decide to adjust the map as you gain more data throughout your event. Don’t be afraid to use trending feedback to make adjustments.

Leverage Technology

Event management software, apps, and other technological tools can help you leverage the power of your attendee journey map and even help in its creation. From automating the registration process and streamlining check-in to engaging attendees and post-event surveys, software can help you maximize your personpower and increase your odds of success.

Focus on Communication

An event attendee journey can be easily derailed by a lack of communication or total miscommunication. Keep communications clear, concise, and timely through every stage. This is another area that can be enhanced through the use of event planning and management technology.

Summary

Customer journeys have been planned and mapped in the commercial service and retail industries for years. It is now securing its place for organizations that are planning events.

In summary, an event attendee journey map takes a close look at the three main stages of an event; pre-planning, the event itself, and post-event. It involves detailing the “touchpoints” in those stages and looking for potential problems and opportunities as the attendee moves through these stages.

It is a detailed, proactive way to anticipate issues and find solutions before they turn into problems. It also allows planners to ask, “Is there a better way?” when handling touchpoints.

The result is, hopefully, a streamlined, efficient map in which an event can be planned and the attendee experience maximized.

An attendee journey map places the emphasis on the attendee experience, the primary way most events are judged.

The Technological Help You Deserve

We encourage you to try attendee journey mapping for yourself. Experiment and share your experiences. Whether yours is a small or large organization, and you are still using spreadsheets, or you’re dipping your toes in member management or event management and planning software, MemberClicks is here to help. We offer a range of innovative software solutions that can streamline your processes and maximize the use of your data and staff.

From registration through communications and post event surveys, we can handle it all. We invite you to learn how you can take your event to the next level and beyond with a free trial. Contact us at MemberClicks for your test drive.

The post How to Create an Effective Attendee Journey Map appeared first on MemberClicks.

It’s not as simple as picking up the phone and ordering up your next professional, though. Before you book, take your time to think through all the details. Not sure where to start? Here’s how to find speakers for an event.

What to know before you start looking for speakers

First and foremost, when searching for speakers for your event, make sure to stick to the basics. What is your organization’s focus? What does your audience need? How does this event propose to serve that need?

It’s possible that the best way to create a meaningful experience is to get the biggest talking head in your industry. Even if you can afford to shell out for a household name, though, are they really the best choice for your audience? Or are you getting distracted by wanting a unicorn when a solid workhorse would do just as well (and come at a much more affordable price)?

Remember, it isn’t just the person. It’s also the cost, their specifications, their schedule, and the time they’ll offer you when they’re in town. Look at the complete package before signing on the dotted line.

Types of speakers and which are right for you

So what types of speakers are right for your organization? That’s up to you, and will depend on the vision for your event. Is it built on the idea of one powerhouse presentation? How big is your budget? Are you looking for one speaker or multiple?

The good news, says the blog MarketResearch.com, is that “There are an estimated 40,000 professional speakers in the United States.” That’s a lot of names from which to choose, and you don’t have to take a traditional in-person approach, either.

Why? Because “the old roster of familiar names is dying, retiring, or cutting back on their travel schedules. Live events attendance is slumping, so speakers are delivering their message more often via more convenient and less costly online courses and academies, coaching by phone, webinars, and other online vehicles.”

The blog adds that most speakers have a variety of income channels, including books, courses, podcasts, webinars, and coaching as well.

The modern speaker

Due to the prevalence of speakers in many different places, you don’t have to book someone to literally walk across your stage. If you’re open to it, you can hire someone to give a digital address for much less. This dramatically widens your options for how to find speakers for an event.

Moreover, it can help you increase your audience attendance too, since you can pipe a digital address straight to computer screens across the country and world. If you’re thinking of a hybrid event, then a remote speaker might be just the ticket for writing your proposal effectively.

Understanding your audience

Next on the list of how to find speakers for an event: Know your audience. What are they into? What do they want from you? Do they care about name recognition, or do they just want good intel?

For instance, a group of tax preparers looking for the best ways to save their clients money in the coming year probably won’t care that much about who gives them the info.

On the other hand, a bunch of people looking to transform their figures will likely be more motivated by a big name backed by major successes, perhaps even in the celebrity world.

Knowing your event’s theme and objectives

Every event should have both a theme and a set of objectives on which it operates. Otherwise, without clear direction, it’s much harder to engage your audience.

Choose one theme, and stick to it. This is the guiding light for your entire event, dictating who speaks, what services you offer, what swag you send people away with, and what message you use to sell the event to them in the first place.

Examples of event themes might include:

• Your best self in a weekend
• Add a zero to your income
• Seasonal or holiday
• Carnivals or casinos
• Destinations
• Industry (dream wedding, modern kitchen, etc.)

Whatever your theme, make sure it aligns with who you are and what you do. For instance, if you’re a nonprofit dedicated to writers, a destination workshop might be a good idea. A destination event is, however, not at all useful to kitchen suppliers who need a showroom.

Make sure your theme both informs and follows from your objectives. What actions are you hoping people will take? Do you want them to make purchases or is the ticket price enough? How will this further your cause overall?

Answer these questions before booking your speaker and you have a better chance of fulfilling your original mission in hosting your event.

How to find speakers for your event

So now you have a better idea of who you want headlining. It’s time to take a detailed look at how to find speakers for an event.

1. Networking and referrals

First and foremost, take a look at whom you already know … and whom they know. A preexisting relationship can save you tons of time researching and reaching out. Put the word out on LinkedIn or social media, and let your members know that their recommendations and introductions are welcome (and might even come with a perk or two).

Reach out to board members or your local chamber of commerce

Board members are elected because they’re in the know. They’re experts in their fields, have a lot of connections, and have open hearts. They are a fantastic place to start for recommendations.

2. Who’s influential in your field?

Other than board members, who else is influential in your field? If we continue with the example of the writing nonprofit, this might include:

• Local and national authors
• Editors and literary agents
• Poets
• Journalists
• Teachers

These people might be willing to speak themselves, or they might have great recommendations to share and introductions to make. Both are super helpful!

3. Ask what your audience wants to see

Your audience is the best source of information on what your audience needs. Before you get tangled up in how to find speakers for an event, just ask: “What do you guys want to see? What will make you attend? What kind of information do you crave?”

Poll social media

The easiest way to go about this is to put the question out on social media. You can offer an incentive for completing a survey, but many people will do it just because they care. You can also use email and text for surveys.

4. Use speaker lists and databases

If learning how to find speakers for an event seems daunting, take the guesswork out of it. Use a speaker list or database, which is easy to find online and full of event potential.

5. Research competitor events

What are your competitors doing? Who are they hiring? What themes and objectives have worked for them in the past? This is a goldmine of information. Don’t copy their approach, but do pay close attention to what their audiences keep coming back for.

6. Re-book top speakers from past events

Did someone perform really well in the past? Then most likely, they and your audience would both be happy to repeat the experience. Make sure you always administer post-event surveys so that you have this kind of information later on.

Next step: Make the ask

All right, you know who you want speaking at your event. Or, alternatively, you’ve made a shortlist and are ready to pick up the phone. It’s intimidating, though, to approach someone who has name recognition, even if only in your niche industry, and ask them for their time. If you feel a bit anxious, that’s only natural.

Just remember: They aren’t going to speak for free. This isn’t a favor you’re asking for; it’s a business transaction you’re proposing. Be direct about your event, sharing attendance numbers and scheduling details. Tell them exactly what you want them to speak about, for how long, and in what venue. They or their agent will decide and get back to you, no stress needed.

It’s a good idea to have an event registration app already set up at this point. That way, as soon as your speaker says yes, you can add them to the headline and take your event marketing live.

Final Thoughts

Now that you know how to find speakers for an event, you’ll have a much easier time doing it the next time around … and the next time and the next.

Still have questions about how an event registration app can help you streamline your process, grow your audience, and bring in more attendees than ever before? MemberClicks is here to help, so get in touch today!

The post 6 Strategies to Find Great Speakers for Your Next Events appeared first on MemberClicks.