Organizing and hosting a successful event can be a lot of work. There are so many details to keep track of, from the guest list and RSVPs, to the schedule and agenda, to making sure everyone is where they’re supposed to be and knows what they’re supposed to be doing.
Fortunately, there’s a tool that can help take some of the burdens off of your shoulders and make your job a whole lot easier: an event mobile app.
An event mobile app can manage your attendee’s list, provide up-to-date schedules and agendas, and track who attends which sessions. They can also offer an excellent way for attendees to connect before and during the event and can even be used as a tool for collecting feedback from attendees after the event has ended.
In short, an event mobile app is essential for any event manager looking to make their next event a success.
How Can Event Mobile Apps Be Helpful For Your Next Event?
So why exactly are mobile apps so helpful for events? Let’s take a look at some of the ways they can be used to make your life (and your event) better:
Managing Attendee Lists
An attendee list is one of the most important details of any event. With an app, you can easily add or remove people from the list as needed and send automated reminders to people who have RSVP’d but have not yet confirmed their attendance. This will help ensure you have an accurate headcount for food and other planning purposes.
There are a few things you’ll want to keep in mind when managing your attendee’s list:
- Keeping Track of Who Has RSVP’d: The first step is to create a list of everyone who has RSVP’d to your event. You can do this manually or use an app that automatically keeps track of your RSVPs.
- Sending Reminders: Once you have a complete list of who has RSVP’d, you’ll want to send out reminders to those who have not yet confirmed their attendance. This way, you can be sure that everyone who says they’re coming is coming.
- Making Changes: As the event gets closer, there may be some changes to the guest list (people dropping out, new people being added, etc.). With an app, you can easily change the list as needed so that everyone has the most up-to-date information.
Scheduling and Agenda
A good mobile app for your event will allow you to input all the details of your event schedule and agenda, which will then be automatically pushed out to attendees’ phones. This way, everyone will always have access to the most up-to-date information about what’s happening and when, so there’s no confusion or disruptions on the day of the event.
There are a few things you’ll want to keep in mind when creating your event schedule and agenda:
- Conflicts: When creating the schedule, check for conflicts (sessions that are happening at the same time, for example). You can use an app to help you with this.
- Breakout Sessions: If you have breakout sessions, include information about which session is happening in which room. This will help people find their way around and ensure they’re going to the right place.
- Last-Minute Changes: Things always have a way of changing at the last minute, so be sure to build some flexibility into your schedule. Some apps allow you to easily make changes to the schedule and push them out to attendees.
Tracking Attendance
Another great feature of many event mobile apps is the ability to track attendance. This can be particularly helpful if you’re hosting a large conference or symposium with multiple tracks or sessions running simultaneously. By seeing which sessions are attended by the most people, you can adjust future events accordingly.
There are a few factors you’ll want to keep in mind when tracking attendance at your event:
- What Are You Tracking?: First, you’ll need to decide what exactly you want to track. Do you want to track overall attendance or just attendance at specific sessions?
- How Will You Track It?: There are a few different ways to track attendance, including manual sign-in sheets, barcodes, and RFID tags. Each has pros and cons, so choose the best method for your event.
- What’s the Purpose?: It’s essential to have a clear purpose for tracking attendance. What information do you hope to glean from the data? This will help you determine which tracking method is best for your needs.
Connecting Attendees
One of the great things about event mobile apps is that they can help attendees connect before, during, and after the event.
Many apps have features like attendee profiles, messaging, and networking opportunities built in, so people can easily connect before and during the event. And after the event, attendees can continue to communicate via the app and stay in touch even after they’ve left.
Some things to consider when connecting attendees:
- Privacy Settings: Be sure to set privacy settings so only attendees who want to be contacted can be. This way, everyone stays safe and comfortable.
- Messaging: Include a messaging feature so that attendees can easily communicate with each other. This can be particularly helpful for organizing meetups and getting together during the event.
- Groups: Create groups for attendees to join based on their interests or location. This will help people connect with others who share their interests and make it easy to find people from your area.
Collecting Feedback
After the event is over, it’s important to collect feedback from attendees so that you can improve future events.
An event mobile app can be an excellent tool for collecting this feedback, as it allows you to send surveys and polls directly to attendees’ phones. This way, you can get an accurate picture of what people liked and didn’t like about the event and use that information to make improvements.
When collecting feedback, be sure to:
- Keep it Short: Keep your surveys and polls short and to the point. People are more likely to fill them out if they’re not too long or complicated.
- Make it Anonymous: Allow people to fill out the surveys anonymously if they want to. This will help encourage people to be honest in their feedback.
- Follow Up: After you’ve collected the feedback, be sure to follow up with attendees. Thank them for their input, and let them know how you plan to use it to improve future events.
Conclusion
Mobile event apps can be a great way to improve the experience of your next event. From managing attendee lists to providing up-to-date schedules, tracking who is attending which sessions, connecting attendees, and collecting feedback, event mobile apps can help you at every stage of the event planning process.
So if you’re looking for ways to improve your next event, consider an event mobile app.
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