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The Ultimate Event Monetization Playbook: Turn Every Event Into a Revenue Machine

Marlena Moore — Mon, 29 Dec 2025 16:28:00 +0000

Events cost money – venues, speakers, tech, food, staff – the list adds up fast. Many organizations require months of planning and significant internal effort. And yet, too often, these events barely break even, and some actually lose money. That’s where event monetization comes in.

Event monetization is more than just generating revenue. It’s about being intentional with how your event creates revenue while still serving your audience. Squeezing people for cash or turning your event into a sales pitch is a quick way to turn attendees away. Your event should emphasize the real value you offer and build smart ways for people to pay for it.

When done well, monetization helps events fund themselves. It can support your mission, grow your programs and reduce budget pressure. It can also improve the attendee experience by offering clearer choices, better content and overall, a more relevant event for registrants.

If you’re an event manager or part of a financial team, you need practical ideas that work in the real world. In this guide, we’ll cover what event monetization means, why it matters and how different organizations approach it. You’ll see examples for nonprofits, associations and clubs. We’ll also walk through proven event revenue strategies and tools that make execution easier.

By the end, you’ll have a clear playbook for how to monetize events in a way that feels fair, thoughtful and sustainable.

What Is Event Monetization?

Event monetization is the process of generating revenue from an event in a planned, repeatable way. That revenue can come from ticket sales, sponsorships, add-ons, donations or post-event content. The key is that it’s intentional. You decide ahead of time how the event will support your financial goals, not as an afterthought.

Many people hear “event monetization” and think it only applies to large conferences or corporate trade shows. That’s not true. Any event can be monetized, whether it’s a small workshop, a fundraiser, a member meetup or virtual training. The size of the event matters less than the value it provides.

At its core, event monetization is listening to what attendees value and pairing it with revenue generation. Some people want basic access. Others want deeper learning, better seating or direct time with speakers. Monetization gives event attendees options instead of forcing everyone into the same experience.

It also helps organizations move away from one-off events that end when the doors close. With the right approach, an event can lead to memberships, future registrations, donations or paid content that lives on after the event is over.

Benefits of Event Monetization for All Organizations

Increased Value of Your Event

When monetization is well planned, it often increases the perceived value of the event. Attendees can see clear options and choose the level of access that best fits their needs. Tiered tickets are a common example. A basic ticket might cover entry and standard sessions, while higher tiers include premium workshops, smaller-group discussions or networking time with speakers.

These options help people feel like the event was designed with them in mind. An attendee wanting quick takeaways can keep it simple with a standard ticket. Attendees who want to dive deeper can pay a bit more for exclusive access. That makes the experience feel more intentional and less generic.

Monetization also pushes organizers to think harder about programming. When people are paying for specific sessions or add-ons, they tend to run better, as organizers put more effort into defining what attendees should have as the “take-away”. The event becomes more focused on delivering clear value, which benefits everyone involved.

Boosts Member Engagement and Retention

Monetized events play a huge role in keeping members involved. When you structure your event pricing with member-only discounts or early access, you reward people for staying connected to your organization. Offering exclusive upgrades or training sessions also gives members something they can’t get elsewhere.

Events also give your organization a natural moment to deepen relationships. Someone who attends once can be invited to join as a member, sign up for future events or support your work through donations or recurring giving. Instead of a single transaction, the event becomes part of a longer journey.

This approach helps move engagement beyond attendance numbers. You start to see who is willing to invest more time and money, which often signals higher commitment to your organization. Over time, that leads to stronger retention and a community that feels connected, not just registered.

Sustainable, Predictable Revenue

Reliable event revenue makes planning easier. When events consistently bring in money, organizations are less dependent on last-minute fundraising or hoping for extra budget approvals. That stability creates room to think ahead.

Predictable income from event monetization strategies can support staffing, marketing and future programming. It also reduces risk. Instead of hoping an event breaks even, teams can plan around clear revenue targets. Over time, this leads to better forecasting and fewer financial surprises. Events stop feeling like a gamble and start functioning as part of a steady revenue mix.

Creates New Year-Round Revenue

Events don’t have to end when the last session wraps up. Monetization enables them to be extended. Recorded sessions can be sold as on-demand courses. Slide decks, templates or toolkits can become paid downloads. Member-only content can be added to a resource library.

This approach turns a single date on the calendar into ongoing revenue from events. It also serves people who couldn’t attend live. Instead of losing that audience, you give them alternate ways to participate. Over time, these assets build a content base that continues to bring in revenue between events.

Stronger Relationships with Sponsors and Partners

Monetization opens the door to more meaningful sponsor relationships. Instead of offering only logo placement, organizations can create sponsorships tied to real value. This might include sponsored sessions, branded materials or digital placements in event platforms.

Sponsors benefit when they are part of the experience, not just the backdrop. Attendees notice when a partner adds real value to the event. With higher attendee engagement, sponsors see stronger results, making renewals more likely. For organizers, it means fewer one-off deals and more long-term partnerships with businesses built around shared goals.

Read more: How to Get Sponsorships: The Complete Guide

High Event ROI = Opportunities for Innovation

When events bring in more revenue than they cost, teams gain flexibility. A higher return makes it easier to try new ideas without risking the budget. That might mean testing new session formats, inviting higher-profile speakers or investing in better networking tools.

Innovation often stalls due to tight margins. Event monetization strategies help remove that pressure. With financial breathing room, event managers can focus on improving quality and experimenting with formats that add real community value, leading to stronger events in the future.

Makes Events More Inclusive

Monetization can support inclusion when it’s handled thoughtfully. Revenue from premium options can help fund low-cost or free base tickets. It can also support scholarships, accessibility features or discounted member pricing.

This approach spreads the cost more fairly. Those who can pay more do so, which helps lower barriers for others. Instead of limiting access, event monetization can make events available to a wider and more diverse audience.

Monetization Considerations: Questions to Ask Before Your Event

Before choosing any event monetization strategies, it helps to slow down and ask a few honest questions. Rushing straight to tactics can lead to missed opportunities or pricing that doesn’t match your audience.

Start with your audience segments. Are you serving members, non-members, donors, sponsors or a mix of all three? Some people want educational sessions and CEU credit. Others want networking or recognition of the work they’ve done with your org. Having clear attendee segments makes it easier to decide what to include in the basic ticket and what should be a paid add-on.

Next, think about the main value attendees take away. Is it education, access to experts, community or applicable tactics and strategies? When you understand what your event’s core value is, pricing feels more logical and less arbitrary.

It’s also worth reviewing past events. What sold well last time? What was left over? Look at where money was left on the table. Maybe sponsorships were underpriced, or add-ons were never offered. Consider the attendance as well. Were there any empty sessions? Which rooms were packed with people? Those gaps often point to simple improvements.

Finally, match monetization tactics with the event format and the audience. Virtual training may be a great place to use paid replays after the event. Whereas a conference is a better venue for offering tiered tickets and sponsorship packages. The best event revenue strategies feel aligned, not forced.

Best Event Monetization Examples for Nonprofits

Nonprofits often walk a fine line with event monetization. Revenue matters, but building trust with your supporters and advancing your mission are the priorities. The good news is that many monetization tactics fit naturally into nonprofit events. Just be sure to frame these tactics around your nonprofit’s impact.

Read more: Non-Dues Revenue for Nonprofits: The Basics

Tiered Giving

Tiered giving lets supporters contribute at levels that feel right for them. This can be suggested donation tiers during registration, before the event even takes place, or as special impact levels tied to the event itself. Each tier can clearly explain what the contribution supports. This approach respects all budgets while still encouraging larger donations from those able to give. It also makes fundraising feel structured instead of awkward.

Sponsorships

Sponsorships are a strong fit for nonprofit events because they align business support with community impact. Instead of selling generic exposure, like logo placement, nonprofits can offer sponsors meaningful involvement. That might include sponsoring a session, covering accessibility costs or supporting scholarships. When sponsors understand where their money goes, the relationship feels more genuine. This often leads to repeat support and more stable event revenue generation.

Auctions

Auctions add energy and urgency to nonprofit events. Silent auctions, live auctions or even virtual auctions can work depending on the format. Items don’t need to be extravagant to perform well. Experiences, services or donated packages often resonate more than physical goods. Auctions give attendees a fun way to support the cause while increasing overall event monetization without raising ticket prices.

Best Event Monetization Examples for Associations

Associations often have built-in advantages when it comes to event monetization. They already serve a defined professional audience and offer value that extends beyond a single event. The right strategies can support both revenue and member growth.

Exhibitors

Exhibitor fees are a common and effective revenue source for association events. Vendors pay for access to a specific audience, making the value clear-cut. In-person booths, virtual exhibit halls or sponsored demos can all work. When exhibitor packages are well defined and attendance is strong, this becomes a reliable part of event revenue generation and an expected part of the event experience.

Certifications

Many associations offer certifications or continuing education credits tied to their events. Charging for exams, prep sessions or certification tracks adds revenue while supporting the professional development of your members. Attendees are often willing to pay for credentials that advance their careers. This approach works especially well when certifications are recognized in the industry and clearly connected to the event content.

On-Demand Content

Event content doesn’t lose value after the final session. Associations can sell recorded sessions, workshops or speaker presentations as on-demand content. This helps reach members who couldn’t attend live and extends the event revenue window. Over time, these recordings can become a paid library for your association that supports ongoing event monetization.

Best Event Monetization Examples for Clubs

Clubs tend to focus on community first, which makes subtle monetization a better fit than the heavy hitters we’ve mentioned in this guide. The most effective event revenue strategies for clubs feel fun, optional and tied to a sense of belonging.

Merchandise

Merchandise works well when it reflects the club’s identity and purpose. Branded shirts, hats, stickers or gear let members show pride while supporting the group. For example, a run club might sell water bottles or reflector vests to generate revenue at its next run event. If your club is doing this as a part of the event’s registration or sign-in, it tends to be lower pressure. The key with club merch is quality. People are more likely to buy items they’ll actually use (in this case, runners always need water bottles!), which helps event monetization feel natural rather than forced.

Raffles and Giveaways

Raffles are simple to execute and easy for members to get behind. Inexpensive raffle tickets lower the barrier to entry while remaining a significant source of revenue. You can even get local partners or businesses to sponsor the giveaway and provide the prizes, reducing costs. Raffles are exciting and help create a shared moment for your club’s members while also generating event revenue.

Membership Upsell

Events are a strong moment to invite attendees to become official members of your club. Offering a discounted membership rate during registration or right after the event ends can boost conversions. Attendees already see the value of the club’s community. A clear upsell turns that interest into ongoing support, making what was a one-time participant into a long-term member.

8 Event Monetization Strategies

Tiered Ticketing and Registration Packages

Event attendees like having clear choices. Offering tiered ticketing is an easy way to do this. For example, basic or general ticket options will give access to the main elements of your event. Whereas higher tiers, like VIP or premium tickets, will include extras like premium sessions or networking time. A conference might offer a standard pass and optional VIP passes with small-group discussions. We love this approach because it respects different attendees’ budgets, letting people pay for what matters most to them.

Sponsorships Beyond Logos

Modern sponsorships work best when they add real value. Think sponsored sessions tailored to the sponsor’s business, branded lounges or tools attendees actually use. For example, a local coffee shop might sponsor a lounge that offers its coffee and free Wi-Fi. This tends to be more memorable than just their business logo on a slide. Sponsorships like this work because sponsors see results that impact their business, and attendees don’t feel like they’re being sold something. It’s one of the most balanced event monetization strategies.

Desirable Merchandise and Swag

Swag only works when people want it and can actually use it. Skip the cheap merch items seen at every conference and tradeshow and focus on useful or well-designed products. Even classics like shirts and notebooks can sell well when made from high-quality materials, especially if they’re tied to the event’s theme. Good merchandise adds revenue without changing the event experience. We like it as a revenue generator because it’s optional, simple and reinforces community identity long after the event ends.

Paid Workshops, Certifications or Training Sessions

Workshops and training sessions let your organization charge for depth. These are usually smaller, focused and led by experts. Attendees can dive deeper into the themes of your event and gain more education than just the keynote. Plus, these individuals know exactly what they’re paying for. This is best for events with professional audiences seeking practical skills. It’s effective because the value is clear to attendees, and the outcomes are specific, which supports strong event revenue generation.

Recorded Content, Replay Access and Resource Libraries

Recording your event’s sessions creates assets you can sell later. On-demand or replay access can be offered as an add-on for registrants or sold after the event to your organization’s members. Over time, these recordings can form a paid library. We love this tactic because it extends the life of your event and reaches people who couldn’t attend live, without extra production work.

Vendor and Exhibitor Fees

Charging vendors for access to your event audience is a straightforward revenue generator. Offering tiered exhibitor fees based on booth size, visibility or added exposure is a great way to include vendors of any budget. Putting on a virtual event? No worries, you can implement digital booths or demos for these businesses. This works because vendors understand the value of targeted access. When your event’s attendance is strong, exhibitor fees become a dependable revenue source.

Donations and Fundraising Add-Ons

Donations can also be an effective event revenue generator, but they don’t have to be the main focus to be effective. Simple add-ons during registration or checkout can work well. For example, attendees can round up their ticket price or opt to support a specific initiative related to your organization’s mission. We like this approach because it’s low-pressure for registrants and a simple way to monetize any event, whether it’s a large conference or a small workshop.

Community Membership Upsell

Events create a natural moment to invite deeper involvement with your organization. When setting up event registrations, offering a discount on your membership with ticket purchase easily converts. Those who attend your event will also see the benefits of membership firsthand, so including an option to become a member at the end of the event is a great monetization strategy as well. This turns short-term engagement into long-term support and community growth.

How To Implement Event Monetization Without Hurting the Attendee Experience

The biggest risk with event monetization is losing the trust of attendees and members. The mistake too many event organizers make is focusing on revenue before value. A better approach is to start with what attendees need first, then build pricing around that.

Clear communication makes all the difference. Your event attendees should know exactly what’s included, what costs extra and why. Hidden fees or confusing ticket packages create frustration fast. Create a simple pricing page with plain language to help people feel in control of their choices.

Inclusivity should stay front and center. Offering a budget-friendly base ticket or discounted member pricing keeps events accessible. Premium options can still exist! You’ll be able to gain that VIP revenue without locking people out of the core experience. Scholarships and flexible pricing (think early-bird discounts and student tickets) can also help widen access.

Feedback is vital for event planners to make educated decisions. Surveys, whether it’s on-site or post-event, will reveal where pricing felt fair and where it didn’t. If something misses the mark, adjust next time. Event monetization strategies work best when they’re based on real attendee input rather than assumptions.

When value leads and revenue follows, attendees feel respected. This will keep them coming back to all your future events.

Tools and Tech to Make Monetization Easy

Managing event revenue manually creates extra work and increases the risk of error. The right tools simplify the process and support better decisions.

Registration platforms handle tiered tickets, add-ons and member pricing in one place. Payment processing tools are just as important, though! Flexible payment options lower friction and help increase conversions. Email automation helps promote ticket upgrades, send out reminders and post-event offers without having admins manually manage follow-ups.

Finally, analytics dashboards show what’s working. Tracking revenue by ticket type, sponsorship or event add-ons allows your team to refine future event revenue strategies. Good data turns event monetization from guesswork into a repeatable system.

Tech like WildApricot (that’s us!) make events easier. You can manage registrations, track payments and send out event communications with just one tool. Our all-in-one membership management software combines event management with your membership, making it a great choice for organizations with more than just event needs. People love reducing their admin time while improving their attendees’ experience with features:

Drag-and-drop website builder to make event pages and registration forms
Email and communication tools to handle event promotion, real-time updates and follow-ups
Secure online payment processor for donations, tickets and merch sales
Event management tools to track attendee data, sessions and speakers
Contact database to keep all your attendees, members and donors in one place
Online store to sell your merchandise, access to gated content and services

Try WildApricot today! We have a 60-day free trial, you can get up and running in just an afternoon.

Wrap Up: Best Practices for Successful Event Monetization

Track and Measure Your Event KPIs

If you don’t track results, it’s hard to improve. Look beyond the total event revenue and focus on specific numbers. Revenue per attendee shows how well the pricing aligns with value. Sponsorship revenue highlights partner interest. Upsell conversions reveal whether add-ons are working. After each event, gather your team and look at what performed well and what didn’t. Small adjustments based on real data will improve event ROI over time.

Try New Things

Sticking to the same approach every year limits growth. After all, Einstein said, “The definition of insanity is doing the same thing over and over again and expecting different results.” Testing new formats, pricing models or add-ons helps you learn what your specific audience responds to. Not every idea will work, and that’s okay. Your event monetization strategies will improve with steady experimentation, not big one-time changes.

Use Software to Simplify and Streamline

Manual processes slow teams down and create errors. Event software will manage registration, payments and reporting all in one place. Try out tech like WildApricot to save time by reducing admin work, so you can focus on bringing value to attendees (and boosting your ROI!). Start your 60-day free trial today to see how easy events can be.

Ask For Feedback (and Listen!)

Attendees and staff see things you might miss. Post-event surveys and team debriefs can reveal where you can monetize more and where you might need to back off. Listening to that feedback helps improve future events and keeps event revenue strategies grounded in real experience.

The post The Ultimate Event Monetization Playbook: Turn Every Event Into a Revenue Machine appeared first on WildApricot.

Beyond the Final Session: A Modern Guide to Post-Event Engagement

Marlena Moore — Wed, 17 Dec 2025 19:08:00 +0000

Most events don’t fail because of poor planning. They fall short because everything stops once the final session ends.

For nonprofits and volunteer managers, an event is often the start of a relationship, not the finish line. You bring people together around a mission. What happens after the event decides whether that connection grows or fades. That’s why post-event engagement matters.

Post-event engagement is the follow-up that helps you turn a one-time attendee into a repeat volunteer, donor or member. It doesn’t need a big budget, but it does need intention.

This article covers post-event engagement strategies you can use: a strong thank-you message and ongoing follow-ups that feel relevant. You’ll also get practical event engagement ideas you can adapt for different types of organizations.

Why Post-Event Engagement Matters

An event creates a moment. Post-event engagement turns that moment into something that lasts.

People often decide what to do next after they leave. If they hear nothing, they move on. If they get a clear message and a clear next step, they’re more likely to stay involved. That’s the core of post-event engagement.

For nonprofits, this follow-up supports long-term mission work. Repeat volunteers, steady donors and committed members usually come from consistent contact over time. Strong event engagement means people feel seen, know what their involvement changed and understand how to help again.

Good post-event engagement strategies also help you learn. You can spot what worked, what didn’t and what to improve before the next event. Over time, this turns events into a cycle: connect, follow up, invite and build.

Benefits of Engaging with Attendees Post-Event

Post-event engagement helps events live longer than a single day. It supports the people who showed up and the organizations that worked hard to bring them together. For nonprofits and volunteer managers, this kind of follow-up is less about promotion and more about relationships.

When attendees hear from you after an event, they feel acknowledged. When they’re invited back into the conversation, they feel included. Over time, that builds loyalty and trust. It also makes future event engagement easier because people already know what to expect and why it matters.

Below, we’ll focus first on the benefits for attendees. These are often overlooked, but they’re the foundation of strong post-event engagement strategies.

Attendee Benefits

Continued Learning and Value

Many attendees leave an event with new ideas but little time to process them. Post-event engagement gives them space to reflect and keep learning. Sharing session recordings, slides or written recaps helps reinforce what they heard and fills in gaps they may have missed. This added value shows respect for their time. It also makes the event feel like more than a one-off experience, which improves overall event engagement.

Stronger Sense of Community

Events bring people together, but post-event engagement keeps them connected. Follow-up emails, social posts or discussion threads remind attendees that they’re part of a group with shared goals. For nonprofits, this sense of community matters. Volunteers and supporters are more likely to stay involved when they feel they belong. Ongoing interaction will help you turn a room full of individuals into a network that recognizes and supports each other.

Visibility and Recognition

People like to feel seen. Post-event engagement creates simple ways to acknowledge attendees, volunteers and contributors. A public thank-you, a photo recap or a short spotlight can go a long way. Recognition doesn’t have to be formal to be meaningful. When attendees see themselves reflected in your follow-up content, it reinforces that their presence mattered and encourages them to stay engaged.

Clear Next Steps

After an event, many people are willing to help but are unsure how. Post-event engagement removes that uncertainty. Clear follow-up messages can point attendees to volunteer opportunities, membership options or upcoming events. This guidance helps people move from interest to action. It also reduces drop-off by answering the quiet question many attendees have after an event: “What should I do next?”

Organization Benefits

Post-event engagement supports the people who attend your events, but it also supports the organization behind them. When follow-up is done with care, it helps nonprofits get more value from the time and resources they already invest in events. It also makes future planning easier and more informed.

Higher Attendee Retention and Engagement

It’s often easier to re-engage someone who already attended an event than to attract a brand-new audience. Post-event engagement keeps your organization top of mind and relevant. When attendees hear from you soon after an event, they’re more likely to open future emails, register again or show up to volunteer. Over time, this steady contact builds stronger event engagement and reduces the need to start from scratch with every new event.

Improved Event ROI

Nonprofits rarely measure success by profit alone, but events still come with real costs. Post-event engagement helps extend the return on that investment. A single event can lead to multiple outcomes, such as volunteer sign-ups, donations or memberships, when there’s a clear follow-up plan. Strong post-event engagement strategies make it more likely that one event leads to ongoing support rather than a one-time interaction.

Stronger Relationships With Members and Prospects

Events often attract a mix of long-time supporters and people who are new to your organization. Post-event engagement helps you speak to both groups in meaningful ways. Members feel appreciated and recognized, while prospects learn more about who you are and how you work. This steady communication builds trust over time and supports long-term relationships instead of quick asks.

Feedback and Insights Improve Future Planning

Follow-up surveys and engagement data provide useful insight into what worked and what didn’t. Attendance patterns, content feedback and engagement levels can guide future decisions. Post-event engagement turns attendee input into a planning tool, helping you improve logistics, content and overall event engagement with each new event.

Post-Event Engagement: Step-by-Step

These post-event engagement steps below focus on simple actions that support long-term event engagement without adding a lot of extra work.

Step 1: Send a Thoughtful Message

The first follow-up message sets the tone for everything that comes next. It should go out the day the event ends or the next day if the event runs late. Waiting too long makes the message feel like an afterthought.

Start with a genuine thank-you. Acknowledge attendees for giving their time and energy. Personalize the message based on their role. Attendees, speakers, sponsors and volunteers all contributed in different ways. Even light personalization helps people feel recognized.

This message is also a good place to recap the event. Share a few highlights, a short summary or a link to a photo album or highlight reel. Keep it brief. The goal is to remind people why the event mattered, not to restate the full agenda.

End with clear next steps. That might be a link to upcoming events, a survey or a piece of shared content. Many organizations automate this process using membership software like WildApricot, which makes it easier to send segmented emails without extra manual work. Done well, this first message anchors your post-event engagement strategy.

Step 2: Share Event Content

After the initial thank-you, continue the conversation by sharing event content. Recordings, presentation slides and photos help extend the life of the event and support ongoing event engagement. They’re also helpful for people who weren’t able to attend every session or want to revisit a certain moment.

Think about how you share access. Some nonprofits offer recordings to everyone, while others reserve full access for just members. This approach adds value to membership without creating barriers to basic participation. Be clear about what’s available and how to access it.

Event content can also be reused in smaller ways. A single session can become a short blog post, a social media clip or a discussion starter in your community forum. This kind of reuse supports post-event engagement without requiring new content from scratch. Bonus – you can use this as extra revenue. Gating your high-value, on-demand content can be for members only or for individuals who donate a small amount to your cause.

Step 3: Send Follow-Up Survey

A follow-up survey gives attendees a chance to share their experience while it’s still fresh. Sending it within a couple of days of the event leads to more honest and helpful responses. If you wait too long, people forget details or stop caring enough to reply.

Keep the survey short and focused. Ask about overall satisfaction, how the event was organized and whether the content met expectations. Include a question or two about logistics, such as timing or location, since these often affect attendance more than the program itself. It’s also helpful to ask attendees what topics they’d like to see in future events.

Surveys play a quiet but essential role in post-event engagement strategies. They show that you care about attendee input and plan to act on it. Over time, this feedback supports better event engagement by helping you improve what matters most to your audience.

Step 4: Send Targeted Follow-Up Campaigns

Not all attendees leave an event with the same needs or level of commitment. Targeted follow-up campaigns help you meet people where they are. Segment your audience based on factors like first-time vs. returning attendees or members vs. nonmembers.

First-time attendees generally need more background about your organization and a clear invitation to stay involved. Returning attendees might appreciate updates on upcoming events or deeper volunteer opportunities. Members can receive different messaging than nonmembers, like early registration or exclusive content.

Each segment should have a clear call to action. This could be an invitation to join as a member, to register for upcoming events or to subscribe to newsletters. These targeted messages make post-event engagement feel relevant rather than generic, which supports stronger event engagement over time.

Step 5: Ongoing Touchpoints Via Social Media

Social media keeps post-event engagement visible and ongoing. Share behind-the-scenes moments from the event or tease what you’re planning next. This gives attendees a reason to keep following your updates.

Invite people to share their own experience. Ask for photos, short recaps or favorite moments. When attendees contribute content, it reinforces their connection to the event and to each other.

If your organization has a community forum or group, start discussion threads tied to event topics. These spaces allow conversations to continue well after the event ends and support a sense of shared purpose.

Step 6: Spotlight Attendees, Winners and Contributors

Recognition goes a long way in post-event engagement. Taking time to spotlight attendees, volunteers or contributors shows that individual efforts matter. This can be as simple as a short social post, a mention in a newsletter or a dedicated thank-you section on your website.

Outstanding volunteers, top donors or award winners often put in extra time behind the scenes. Publicly acknowledging their work builds goodwill and encourages others to get involved. It also reinforces the values your organization stands for. Recognition doesn’t need to feel formal or polished. A sincere message is often enough to strengthen event engagement and make people feel proud to be part of your community.

Step 7: Utilize Event Insights to Shape Future Events

Post-event engagement isn’t complete without reflection. Registration numbers, attendance rates and participation data offer a clear picture of how people interacted with your event. When you combine these metrics with survey responses from Step 3, patterns start to emerge.

Look at which sessions had the highest attendance, where people dropped off and what feedback came up repeatedly. This helps you understand what resonated most and what missed the mark. Use these insights to adjust topics, formats or timing for future events. Over time, this approach leads to stronger event engagement and post-event engagement strategies that improve with each event rather than starting over every time.

Example of Post-Event Engagement Timeline

A timeline removes guesswork and makes follow-up easier to manage, especially when events are just one of many responsibilities.

Day 1: Thank-You Email and Photo Album

The first follow-up should happen quickly. A thank-you email sent the same day or the day after the event keeps the experience fresh in people’s minds. This message should focus on appreciation and acknowledgment, not promotion. Thank attendees for showing up, volunteers for helping and speakers for sharing their time.

Include a link to a photo album or a few highlighted images. Photos help people relive the event and often prompt them to share with their own networks. This early touchpoint sets a positive tone for the rest of your post-event engagement efforts.

Day 3–5: Feedback Survey

A few days after the event is the right time to ask for feedback. By this point, attendees have had time to reflect but still remember the details. Keep the survey short and easy to complete.

Frame it as a way to improve future events rather than a formality. Let people know their input matters. This step supports better event engagement in the long run by helping you understand what worked and what should change next time.

Week 1: Share Recordings, Key Takeaways

About a week after the event, shift the focus to shared learning. This is a good time to release session recordings, presentation slides or written takeaways. Attendees are more likely to revisit content once their schedules settle back into a routine.

Keep the messaging simple. Highlight a few key points or moments instead of sending everything at once. This approach makes the content easier to digest and supports ongoing event engagement. For those who couldn’t attend every session, these materials reinforce the value of showing up and staying connected.

Week 2–4: Lead Nurturing Sequence and Upcoming Event Announcement

In the weeks that follow, post-event engagement can move from reflection to action. A short lead nurturing sequence helps maintain contact without feeling repetitive. Messages during this phase can share stories, spotlight volunteers or explain how people can get involved in meaningful ways.

This is also a natural time to mention upcoming events. Keep the invitation relevant to what attendees have already shown interest in. When people see a clear link between past and future events, they’re more likely to register again and remain engaged.

Ongoing: Social Engagement, Community Discussions

Post-event engagement doesn’t end after the first month. Ongoing social engagement keeps your organization visible between events. Share updates, comment on attendee posts and keep conversations active.

If you host online groups or forums, use them to continue discussions sparked by the event. These spaces help people stay connected to each other and to your mission, supporting long-term event engagement beyond any single event.

Post-Event Engagement Ideas for Every Organization

Post-event engagement looks different depending on the type of organization you run, but the goal stays the same. Keep people connected and give them a reason to stay involved. The ideas below focus on practical ways to continue event engagement without adding unnecessary complexity.

Post-Event Engagement Ideas for Nonprofits

Nonprofits can use post-event engagement to connect event experiences back to their mission. Share short stories that show how the work discussed at the event creates real impact. This could be an update on a program, a beneficiary story or a milestone your organization recently reached. These updates help attendees see how their time and support fit into the bigger picture.

Events also create a natural opening to invite people into your volunteer programs. After attending, many people feel motivated, but they need direction. Clear invitations to volunteer – paired with simple next steps – can help turn that interest into action.

Post-Event Engagement Ideas for Clubs

For clubs, post-event engagement often centers on social connection. Sharing photos, casual recaps and member spotlights helps keep the tone friendly and inclusive. These updates remind attendees that the club is about people, not just activities.

Post-event follow-up is also a good time to invite attendees to take on a role. Asking people to join planning committees or help organize the next event gives them a sense of ownership. When members feel involved behind the scenes, they’re more likely to stay active and show up again.

Post-Event Engagement Ideas for Associations

Associations often serve members who attend events for professional growth. Post-event engagement should support that goal. Releasing CEU certificates soon after the event helps members close the loop on their participation. It’s a simple step, but it shows respect for their time and reinforces the value of attending. Session recordings and workshop materials can serve the same purpose by extending learning beyond the live event.

Associations can also use post-event engagement to continue conversations that started during sessions. Creating topic-specific discussion groups gives attendees a place to ask follow-up questions, share resources and connect with peers. These spaces support ongoing event engagement and help members get more value from both the event and their membership.

Tips to Make Post-Event Engagement Easier

Post-event engagement doesn’t have to feel like extra work piled onto an already busy schedule. A few simple habits can make follow-up more manageable and more effective, especially for small teams and volunteer-led organizations.

Prompt and Personalized Thank Yous

Timing matters. Sending a thank-you soon after the event shows respect and keeps the experience fresh. Even light personalization can make a difference. Using a name, referencing the event they attended or acknowledging a specific role helps the message feel human. You don’t need to write every email by hand. Tools that support basic personalization can save time while still supporting strong event engagement.

Share Valuable Content and Make it Accessible

Post-event content should be easy to find and easy to use. Share recordings, slides or summaries in a clear format with simple instructions. Avoid burying links in long emails. When content is accessible, more people will actually use it. This keeps post-event engagement focused on value rather than frustration, making attendees more likely to stay connected.

Nurture Based on Attendee Interests

Not everyone attends an event for the same reason. Some want to volunteer, others want to learn and some are just getting to know your organization. Segmenting follow-up based on interests helps your messages feel relevant. Over time, this kind of nurturing supports better event engagement and reduces the chance that people tune out your communication.

Utilize Tech and Tools to Simplify

Post-event engagement is easier when the right tools do some of the heavy lifting. Email automation helps you send timely follow-ups without having to remember every step. Survey tools collect feedback in one place and make it easier to spot patterns. Online communities give attendees a space to stay connected, while event analytics dashboards show what people clicked, attended and ignored.

Membership management software or a CRM can bring all of this together. Platforms like WildApricot help nonprofits manage events, email follow-ups and member data in one system. This makes it easier to:

Segment audiences
Automate post-event engagement strategies
Track ongoing event engagement

All without juggling multiple tools! If you’re looking for a practical way to streamline follow-up, WildApricot (that’s us!) offers a 60-day free trial! Our all-in-one membership management software enables you to maximize engagement with members, donors, volunteers, supporters and more with features like:

Email and communication tools to automate and segment your messaging
Membership database where all your contacts and their information are securely stored in one place
Event management tools that allow you to create custom registration forms and track attendee data
Mobile app for members and admins to update member profiles, pay dues and keep connected
Secure payment processing for donations, event tickets, membership dues and more
Online store to sell merchandise, gated content and generate revenue
Website builder with a user friendly drag-and-drop editor

Get started today with our 60-day free trial!

Keep Momentum Going Beyond First Week

The first week after an event is essential, but post-event engagement shouldn’t stop there. Consistent, lighter touchpoints over time help keep your organization top of mind. A quick update, a reminder about an upcoming event or a shared success story can reinforce the connection you’ve already built. When follow-up becomes a habit, each event strengthens the next rather than standing alone.

Bring your attendees together and build the relationship beyond that final session. With our tips and best practices, your next event will be the match that sparks your organization’s bonfire of growth!

The post Beyond the Final Session: A Modern Guide to Post-Event Engagement appeared first on WildApricot.

The Complete Guide to Understanding your Event ROI

Marlena Moore — Mon, 29 Sep 2025 19:53:13 +0000

Every event takes time, money and energy to plan. But when it’s over, one big question always comes up: was it worth it?

That’s where event ROI comes in. Event ROI, or return on investment, helps you see whether the resources you put into your event actually paid off. For event planners, it’s proof of value, a way to show stakeholders the impact of your work and a roadmap for making the next event even better.

The challenge is that ROI in events isn’t always so easy to track. Some results are obvious, like ticket sales or new memberships. Others, like attendee satisfaction or brand awareness, are harder to measure but are just as important. The good news is that there are clear methods and tools you can use to measure event ROI with confidence.

In this guide, we’ll break down what event ROI really means, why it’s important and the steps you can take to measure it effectively. You’ll also see formulas, tools and practical ways to improve your ROI over time.

What Is Event ROI?

Event ROI is a method for measuring the success of an event compared to the resources that went into it. In simple terms, it looks at what you gained versus what you spent. For some events, that “gain” might be revenue. For others, it could be brand awareness, lead generation or stronger member engagement.

At its core, ROI is about value and cost. Value is what the event brings back to your organization. Cost is what you had to put in to make it happen. Once you have those two pieces, you can see if the event delivered more than it consumed.

Event Value

Event value comes in many forms. The most straightforward value is revenue from ticket sales, sponsorships or post-event purchases; however, not all events are about direct sales. For member-based organizations, value could mean higher retention, new signups or stronger community engagement. For corporate events, it could be generating quality leads, fostering client relationships or increasing product awareness.

Value can also be intangible, like how satisfied attendees felt, how widely your event was shared on social media or how much stronger your brand reputation is afterward. These aren’t always tied to dollars, but they’re still part of the return your event creates. Sometimes, the goal you’ve set for your event will be these immaterial values, so it’s important to have a way to measure them.

Event Cost

Event cost is everything you spend to make the event happen. This includes obvious expenses like venue rental, catering, technology and staff. But it should also include less visible costs, such as the time your team invests in planning, marketing and follow-up.

Costs also go beyond the event day itself. Pre-event promotions, design work and post-event reporting are all part of the investment. To calculate ROI accurately, you need a complete picture of both direct and indirect costs. Otherwise, you risk underestimating what the event truly required.

Why Do You Need to Measure Event ROI

Events don’t just happen in isolation. They take budget, staff and time that could be used elsewhere. Measuring event ROI is how you show that the investment was worth it. Without it, you’re left with guesses and opinions rather than solid proof.

For event planners, ROI serves a few key purposes. First, it’s a way to demonstrate value to leadership, sponsors or board members. Numbers carry weight. Being able to clearly demonstrate the return builds trust and helps secure future funding.

Second, ROI helps you make smarter decisions for future events. If you know which sessions drove engagement or which channels brought in the most registrations, you can double down on what worked and drop what didn’t. It turns event planning into a cycle of improvement, rather than starting from scratch each time.

Third, ROI can justify the work your team puts in. Events are resource-heavy. By measuring ROI, you can show that the time and energy your staff invested created meaningful outcomes. This matters for recognition inside the organization as much as for external reporting.

When you measure event ROI, you move beyond “the event felt successful” to “the event was successful, and here’s the proof.”

Key Metrics for Calculating Event ROI

Before you can measure event ROI, you need to know what to track. The right metrics depend on your event’s goals, but most fall into two categories: financial and engagement-based. Both matter because together they give a complete picture of the return.

On the financial side, revenue is the most obvious metric, including things like ticket sales, sponsorship fees, exhibitor fees or post-event purchases tied to the event. You’ll also want to track new memberships or clients gained directly through the event, since those can provide long-term value beyond the event itself.

Engagement metrics show the less tangible side of ROI. Attendance numbers are a decent start, but you should also look at participation during the event. Did people attend sessions, ask questions or interact with exhibitors? Post-event surveys can reveal how satisfied attendees were and whether they’d return in the future.

Digital metrics are another important piece. Registrations that come through specific marketing campaigns, website traffic around event time and social media activity all reflect your event’s reach and influence. For virtual or hybrid events: data from your event platform, like time spent in sessions or chat activity, can give even deeper insights.

The best approach is to select a combination of metrics that directly align with your goals. If your primary goal is revenue, closely track sales and conversions. If the goal is community building, focus on engagement and satisfaction. Clear metrics make ROI easier to calculate and explain.

How To Measure Event ROI

Measuring event ROI starts long before the event itself. To calculate ROI accurately, you need a clear framework for what success looks like and how you’ll track it. That means setting goals, collecting data and applying the correct formulas to compare value with cost.

Read more: Setting Goals for Your Nonprofit

Define SMART Goals

SMART goals — specific, measurable, achievable, relevant and time-bound — give you a solid foundation for tracking ROI. Without them, it’s too easy to focus only on general impressions, like “people seemed to enjoy the event.” A SMART goal would instead look like: “Increase event registrations by 20% compared to last year,” or “Secure 10 new sponsor leads during the event.”

By setting goals with specific numbers and deadlines, you create clear benchmarks. This helps you know exactly what data to collect, making it easier to prove results after the event. SMART goals also keep your team aligned so that everyone works toward outcomes that can be measured and directly tied to ROI.

Track and Gather Event Data

Once your goals are set, the next step is to collect the right data to measure event ROI. Start by tracking attendance and registration numbers, since those provide a baseline for reach. Then go deeper. For example, monitor which sessions people attended, how long they stayed and how they engaged with speakers or exhibitors.

Don’t forget to capture financial data in detail. Record all ticket revenue, sponsorship fees and any sales generated through the event. On the cost side, log expenses for venues, vendors, staff hours and technology.

Post-event surveys are another key data source. They help measure satisfaction, interest in future events and the likelihood of attendees recommending the event to others. Combining this feedback with financial numbers provides you with both the tangible and intangible results that factor into ROI.

Utilize the ROI Formula

With your event data collected, you can calculate ROI using simple formulas. Each one offers a slightly different view, depending on what you want to measure.

1. Return/Investment Formula

The most basic formula is:

ROI = Event Revenue / Event Expenses

For example, if your event brought in $50,000 in revenue and cost $25,000 to run, the ROI would be 2.0. That means you earned two dollars for every one dollar spent. Since ROI is usually presented as a percentage, you can multiply the number by 100 to get a percentage. In this case, this would be 50,000 / 25,000 * 100 = 200%.

2. Incremental ROI

This version accounts for profit, not just revenue:

ROI = (Event Revenue – Event Expenses) / Event Expenses

Using the same numbers, ($50,000 – $25,000) / $25,000 = 1.0, or a 100% return. This shows how much you gained after covering costs.

3. Incremental Margin ROI

This formula focuses on profit margins rather than total revenue:

ROI = (Gross Margin – Event Expenses) / Event Expenses

Say your gross margin (revenue minus cost of goods sold) is $40,000, and event expenses are $25,000. ($40,000 – $25,000) / $25,000 = 0.6, or a 60% return.

By applying these formulas, you can show ROI in different ways, whether it’s total return, net profit or profit margins. Select the option that best aligns with your goals and the priorities of your stakeholders.

Tools and Methods for Gathering Event Data

Collecting accurate data is what makes event ROI possible. Without reliable numbers, even the best formulas won’t tell the real story. The good news is that there are plenty of tools that help capture and organize data before, during and after your event.

Event Management Software

Event management software can centralize much of your data. Registration, ticket sales, attendance records and payment tracking all feed directly into ROI calculations. A tool like WildApricot is especially useful for associations and nonprofits because it combines event registration, member management and payment processing in one platform. Having this data in one place saves time and helps you keep a full picture of both costs and returns.

Surveys and Polls

Surveys provide insight into attendee satisfaction and engagement, which are harder to capture with numbers alone. You can send short polls during the event to gauge session value or follow up with surveys afterward to ask about the overall experience. This feedback helps measure event ROI by showing how well the event met expectations.

Analytic Tools

Digital analytics tools provide another layer of data. Google Analytics can track website traffic and conversions tied to event promotions. Social media platforms display reach, engagement and impressions related to event hashtags or posts. If you used an event app, you can also review participation data like chat activity or session check-ins. Together, these analytics add depth to your ROI calculations.

How To Improve Event ROI

Measuring event ROI gives you the numbers, but improving ROI is about what you do with those insights. Small changes in planning and execution can lead to stronger returns over time. Here are a few strategies to consider.

Sponsors and Partnerships

Sponsors and partners bring in financial support that can offset costs and boost ROI. Building long-term relationships with sponsors is especially valuable because it reduces uncertainty for future events. The key is to align with partners who share your audience and goals, so the sponsorship feels natural and meaningful to attendees.

Prioritize the Attendee Experience

Attendee satisfaction is one of the strongest drivers of event ROI. People who enjoy the event are more likely to return, recommend it to others or engage with your organization in the future. Improving the experience can mean booking speakers your audience cares about, offering interactive sessions or streamlining the registration and check-in process. Even small details, like clear communication before the event or a smooth post-event recap, make a significant difference. If you’re running a larger gathering, resources on conference planning can help you organize the details in a way that supports a positive attendee experience from start to finish.

Connect Before and After the Event

Engagement shouldn’t stop when the event ends. Start building connections early with pre-event content, networking opportunities or speaker highlights. During the event, using tools like QR code check-in can make entry faster and give you better attendance data to use later. After the event, share recordings, summaries or resources that extend its value. These follow-ups keep the conversation going and turn a one-day event into a longer-lasting relationship, which adds to ROI.

Learn From Past Events

Finally, use each event as a learning opportunity. Review the data, survey results and ROI calculations to see what worked and what didn’t. Then apply those lessons to your next event. Over time, this cycle of measuring and improving creates steady growth in ROI.

The post The Complete Guide to Understanding your Event ROI appeared first on WildApricot.

From Registration to Recap: The Ultimate Event Engagement Guide to Keep Attendees Hooked

Marlena Moore — Fri, 29 Aug 2025 15:23:48 +0000

Planning an event means more than picking a venue and sending invites. You want people to participate and leave feeling like their time was well spent. That’s what event engagement is about. Holding attention and creating genuine connections, from the first announcement to the final recap.

This guide breaks down the entire process step by step. We’ll look at mistakes that cause engagement to drop, strategies that keep energy high and event engagement ideas you can use for nonprofits, associations, chambers and clubs. You’ll also find ways to measure results so you can see what worked and improve next time.

Whether you’re running a fundraiser, a member conference or a community gathering, these event engagement strategies will help you keep attendees interested before, during and long after the event ends.

Common Pitfalls That Lower Engagement

Even well-planned events can fall flat if attendees lose interest along the way. Here are some of the biggest mistakes that cut engagement short.

Not Creating Pre-Event Buzz

If the first time someone thinks about your event is the day it happens, you’ve already lost half the battle. Attendees need a reason to look forward to it. Without teaser posts, email reminders or early involvement opportunities, many people walk in cold and leave just as quickly.

Complex Processes: Registration and Check-In

Nothing kills excitement faster than clunky forms or long lines at the door. If your registration system isn’t mobile-friendly or if attendees need to wait too long to check in, frustration builds before the event even starts. A smooth process sets the tone for the entire experience.

Poor Event Pacing

Gaps in the schedule, sessions that run too long or insufficient breaks can leave people restless. When attendees don’t know what’s coming next or feel stuck in one spot, they mentally check out. A balanced flow of learning, networking and downtime helps maintain steady energy levels.

Missing Momentum After the Event

Many organizers stop engaging with their event goers as soon as the last session ends. Without a follow-up email, survey or recap, connections fade quickly. Attendees move on, and the effort you put into planning loses its long-term impact.

Failing To Track Engagement

If you don’t measure how people participated, whether through app usage, poll responses or feedback forms, you’ll have no way to know what worked. Guessing your way into the next event often means repeating the same mistakes.

Things to Consider to Boost Event Engagement

Strong engagement doesn’t happen by accident. Even if you avoid the previous mistakes we listed above, increasing event engagement takes a bit more work. It comes from truly knowing your attendees and planning with purpose. Before you put strategies in motion, keep these points in mind.

Who Is Your Audience

Not every event works for every group. A chamber of commerce generally values networking over entertainment, while a club audience might prefer something more casual and fun. If you know precisely who is attending, you can easily tailor your event’s activities to them.

Alignment With Your Mission

Every event should connect back to why your organization exists. If you’re a nonprofit, attendees should see how the event supports your cause. If you’re an association, people should leave with resources that strengthen their professional growth. When engagement aligns with your mission, it fosters trust and encourages people to return.

Balance Fun And Value

Raffles, games and giveaways can draw attention, but they aren’t enough on their own. Attendees also want time to learn, connect and share ideas. Strike the right balance between fun and meaningful interaction to make an event feel worthwhile without dragging down the energy.

Go Beyond the Event

Engagement doesn’t end when the doors close. People want to feel like they’re part of something ongoing. Sharing recaps, sending thank-yous or giving attendees ways to connect after the event shows that you see it as one step in a bigger relationship, not a one-off gathering.

Pre-Event Engagement Strategies

Engagement starts well before the first guest walks through the door. The lead-up sets the tone, and if people feel connected early, they’re more likely to show up excited and ready to participate.

Here are our top strategies to employ before your event occurs to spark engagement and increase the likelihood of success.

Personalizing the Experience Before Day One

One of the simplest ways to begin is through personalized communication. Instead of sending the same generic invite to everyone, segment your audience and speak directly to their interests. Members who’ve attended past fundraisers might want to see how this year builds on previous impact, and first-time guests may need a tangible reason to attend. A personal touch can turn a single email into a moment that feels like an invitation instead of a formality.

Social media is another tool to build anticipation. Hashtags, teaser videos or even a quick poll about what attendees want to see can spark conversation and make people feel like they’re shaping the experience. The more attendees interact with these posts, the more invested they become before the event even begins.

Making Registration Part of the Engagement Journey

You can also invite members to take part in planning beyond social media engagement. Ask people to vote on sessions, submit questions for speakers or volunteer for roles, giving them a stake in the outcome. When attendees see their input reflected in the program, they arrive with a stronger sense of ownership. Provide links to these initiatives in your registration emails and promotional content like blogs, registration form and in your newsletters.

Don’t overlook the basics either. If registration is slow, clunky or hard to use on a phone, some people will give up before they even finish signing up. A mobile-friendly system that allows for quick registration and easy check-in reduces frustration and sets the event off on the right foot.

These early touches — personalized messages, interactive promotions, opportunities for involvement and a smooth registration process — work together to create excitement. By the time the event day arrives, attendees already feel like they’re part of something worth showing up for.

Event Engagement Strategies During the Event

Once the event begins, your job shifts from building anticipation to holding attention. A strong program keeps people active, curious and connected throughout the day. This is where most event organizers put the bulk of their engagement initiatives. Here are our top picks for your next event.

Creating Interactive Sessions

Sitting passively through long presentations is one of the fastest ways to lose your audience. No one wants to feel like they’re being talked at or lectured at an event they were excited to attend. Adding interactivity – Q&As, live polls, small group discussions or even gamified challenges – turns passive attendees into active participants. Breakout groups give people space to contribute their own ideas, while polls and quizzes keep large sessions lively. When attendees feel involved, they’re much less likely to disengage.

Building Spaces for Connection

For many, the most valuable part of an event is the chance to meet others. Structured icebreakers, roundtable discussions or speed networking sessions help people connect beyond casual hallway chats. For many individuals, your event could be the first time to see someone they’ve connected with online – maybe it’s the one chance a year they get to see other colleagues in their industry.

By guiding networking instead of leaving it to chance, you make it easier for attendees to walk away with new relationships and stronger ties to your organization.

Making Technology Work for Everyone

Event technology can extend engagement far beyond the room itself. Apps that handle scheduling, maps and real-time updates reduce confusion and keep people engaged with the program. Live streaming and hybrid options also open the door for remote participants to join in a meaningful way. When people feel included — whether they’re sitting in the front row or joining from another city — they’re more likely to stay connected.

Read more: How to Use QR Codes to Speed Up Event Check-In

Accessibility and Recognition

True, authentic engagement means making sure no one is left out. Offering multilingual resources, clear accommodations for attendees with disabilities and inclusive design helps everyone take part fully. Recognition matters too: highlighting sponsors, thanking volunteers or calling out standout members during the program makes people feel valued and encourages future involvement.

When interactivity, networking, technology, accessibility, and recognition come together, attendees experience an event that feels active rather than static. And the more present and engaged they feel during the day, the stronger the relationship becomes once the event ends.

Post-Event Engagement Strategies

The energy from an event shouldn’t disappear once the doors close. The follow-up stage is where short-term excitement turns into long-term connection. Once you build that relationship with an event attendee, maintaining and strengthening it is how you create long-term engagement. Try these strategies after your event concludes.

Keeping the Conversation Going

A simple thank-you email goes a long way, but you can take it further by sharing recap content. Blog posts, highlight reels on social media or photo albums let attendees relive the experience and share it with others. When people see themselves and their peers featured, it reinforces the sense of community.

Surveys are another vital piece. Sending them right after the event captures feedback while it’s fresh. Ask about the sessions, the format and what people would like to see next time. Just as asking for input before the event is important, your attendees’ voices post-event will help you make the next event even more engaging. The responses give you practical insights while also signaling that attendees’ opinions matter.

Turning Events Into Ongoing Involvement

Your event produces a lot of content that you can repurpose. Recorded sessions can become YouTube clips, podcasts or educational resources for members who weren’t able to attend. This extends the event’s value and keeps the material working long after the day is over.

Post-event communication is also a good moment to invite attendees into deeper involvement. Offering a membership discount, highlighting volunteer roles or pointing to upcoming programs shows clear next steps. These calls to action turn a one-time experience into part of a longer relationship with your organization.

When the follow-up is thoughtful, attendees don’t feel like the event was an isolated moment. It becomes a bridge to ongoing participation, future events and stronger ties to your mission.

How To Measure Event Engagement Success

Even the most creative program doesn’t mean much if you can’t tell whether it worked. Measuring engagement helps you understand where attendees were most active and where they lost interest. The data you collect guides future planning and makes it easier to prove the value of your events.

Registration and attendance are the most obvious starting points. A high number of sign-ups is encouraging, but it doesn’t always translate into people showing up. Comparing registrations against actual check-ins tells you whether your outreach and reminders were effective.

During the event, participation data can show how invested people were. Look at how many attendees responded to live polls, filled out surveys, joined breakout rooms or used your event app. These numbers give you a picture of where energy was high and where it dipped.

Social media is another window into engagement. Hashtag usage, likes, shares and comments reveal whether attendees were excited enough to spread the word. This type of activity also extends the event’s reach to people who weren’t in the room, adding long-term value.

Using Feedback to Improve

Numbers tell part of the story, but direct feedback gives you context. Post-event surveys, open-ended questions or even short interviews with attendees can uncover details that you won’t see in data alone. Did people feel welcomed? Was the pacing comfortable? Did they leave with something useful?

By combining hard numbers with honest feedback, you can form a complete picture of success. And more importantly, you’ll know exactly what to repeat (and what to change!) before your next event.

Tools To Make Your Next Event a Showstopper

Good engagement strategies work best when you have the right tools to support them. WildApricot offers a 60-day free trial so you can see how its features simplify event management from start to finish.

With WildApricot, you can build a website that handles event promotion and registration while also processing payments in one place. The event management software makes it easy to set up sessions, manage waitlists and track attendance. A built-in membership database keeps your contact information organized, while the emailing system helps you send reminders, updates and follow-up messages without juggling separate platforms.

For the event day itself, the mobile app is especially useful. Attendees can register or check in on the spot, and organizers can monitor sign-ups in real time. These tools cut down on stress behind the scenes so you can focus on keeping attendees engaged.

By combining strategy with the right technology, you’ll have a clear path from registration to recap and fewer headaches along the way.

12 Event Engagement Ideas for Every Org

Every organization has a unique audience, and engagement takes on a different form depending on who you’re serving. What excites a chamber of commerce crowd like doesn’t resonate with a local club, and a nonprofit fundraiser has a very different tone than an association conference. That’s why it helps to look at event engagement ideas by type of group. Here are twelve approaches, categorized into four sections, that you can adapt for your next event.

Nonprofit Event Engagement Ideas

For nonprofits, events often serve two purposes: raising funds and strengthening ties with the community. Engagement ideas should help people feel personally invested in the mission while also giving them a chance to contribute.

1. Peer-to-Peer Challenge

A peer-to-peer challenge is one way to do that. Ask attendees to recruit friends to come to the next fundraiser, and offer a small recognition or reward to those who bring in the most guests. It adds a competitive but fun spirit and spreads awareness of your cause.

2. Donor Recognition Wall

A donor recognition wall, whether digital or physical, can highlight contributions in real time. Displaying names of donors during the event creates visibility and encourages others to give. It also makes supporters feel valued, which is key to long-term engagement.

3. Community Vote

A community vote can turn fundraising into a shared decision. Let attendees choose where the raised money goes by offering a shortlist of programs or projects. This sparks conversation and shows transparency, giving people confidence that their contributions have a direct impact.

Association Event Engagement Ideas

Associations bring people together around shared professional interests, so engagement works best when it helps members connect and grow. The more useful and collaborative the event feels, the more likely attendees are to see value in staying involved long term.

4. Pre-Event Networking Match-Ups

One idea is to set up pre-event networking match-ups. Pair attendees with similar interests or agendas and introduce them before the event starts. By the time they arrive, they already have a connection waiting for them, which lowers barriers and makes networking feel more natural.

5. Professional Development Crash Course

Another approach is to host a professional development crash course. A short, focused workshop gives members a chance to build skills, share expertise and learn from each other. It turns the event into more than just a gathering. It becomes a place where people can walk away with practical takeaways.

6. Booth Passport Prizes

A booth passport prize system works well for trade shows or expos. Give attendees a stamp or code for each exhibitor they visit, and reward those who complete the “passport.” This encourages people to engage with more vendors, while exhibitors get more traffic and conversations.

Chamber of Commerce Event Engagement Ideas

Chambers often focus on promoting local businesses and strengthening community ties, so engagement strategies should highlight members while giving them chances to connect.

7. Business Highlights

A simple but effective option is to feature business highlights in your pre-event promotions. Spotlight member businesses in emails, social media posts or event materials so attendees get to know who’s part of the chamber before the event even begins. It builds visibility for members and sparks curiosity about meeting them in person.

8. Panel Discussions

You can also plan panel discussions that bring together a mix of chamber members, sponsors and community leaders. A conversational format, like a fireside chat, helps attendees hear multiple perspectives, and it positions the chamber as a hub for meaningful dialogue.

9. Follow-Up Directory

After the event, follow up with a digital directory or contact sheet of attendees. This gives participants an easy way to stay in touch and encourages continued networking long after the event ends. It also reinforces the chamber’s role as a connector in the local business community.

Club Event Engagement Ideas

Clubs thrive on a sense of community and fun, so engagement works best when it strengthens social bonds while maintaining a light atmosphere.

10. Early Bird Perks

Offering early bird perks is a simple way to build excitement. Attendees who register early could get small bonuses like raffle entries, VIP seating or first choice of activities. This rewards commitment and helps drive up registrations sooner.

11. Photo Booth

A photo booth is another easy win. Set up props and a backdrop that reflect the club’s identity, and encourage attendees to share their photos on social media. It creates a lively atmosphere, increases online visibility and leaves people with tangible memories of the event.

12. Club Award

Lastly, consider hosting club awards. Fun categories like “Most Enthusiastic,” “Best Team Spirit” or “Always First to RSVP” give members recognition in a playful way. These lighthearted awards bring entertainment but also strengthen the sense of belonging that keeps club members engaged.

From Registration to Recap: Bringing It All Together

Strong event engagement doesn’t happen at one single point. It’s a thread that runs from the first registration email to the final thank-you message. When you plan for each stage — before, during, after — you give attendees more reasons to participate and more reasons to stay connected with your organization.

By pairing thoughtful strategies with the right tools, like those offered through WildApricot, you can simplify the work behind the scenes and keep your focus where it belongs: on your attendees. With clear planning and consistent follow-up, your events can do more than fill a room. They can strengthen relationships that last long after the recap is posted.

The post From Registration to Recap: The Ultimate Event Engagement Guide to Keep Attendees Hooked appeared first on WildApricot.

Event Budget Templates for Every Organization (Annual Conferences, Fundraisers, Meetings and More!)

Marlena Moore — Wed, 23 Jul 2025 19:35:21 +0000

In 1976, ABBA said “Money, money, money – must be funny.” And here we are, almost 50 years later, still wishing we all had a little money, like the rich man’s world. This sentiment is true for more than just the average Joe – nonprofits, associations, clubs and chambers like yourself are always trying to do more with less, combatting the ever-increasing costs.

Especially when it comes to executing an event.

This is the big question we’re here to answer: How can you maintain your standard operating costs, make the biggest impact you can, fostering relationships with your supporters and execute a successful event with the greatest ROI?

Sticking to an event budget.

Why Use an Event Budget Template

It seems as though events season is always upon us. Whether you’re planning a big trade expo or your annual member’s luncheon, event budgeting crucial for mission-driven organizations.

Having one ambiguous budget for an event can get messy quickly without a template to follow for each aspect of the event. Even small functions need a budget template to follow – there are always unexpected expenditures that can muddle your organization’s finances, like printing costs for flyers, invitations or sign up sheets.

Here’s a quick list of why you should implement an event budget template for every occasion:

Save time – utilize the same template for functions over and over again
Prevent overspending – following the budget will show you exactly how much you can spend for each line item
Alignment – your team and any stakeholders involved will come together to determine how much to allocate for each function
Compliance – ensure the budget you’ve created follows the legal requirements and financial policies – especially if you’re a nonprofit or chamber

Now that we’ve covered the basics – on to what you’re here for: Event Budget Templates for Every Occasion! Utilize these templates and modify them for your organization’s events.

Event Budget Templates for Nonprofits

Some of the most frequent events we see nonprofits execute are fundraisers and workshops. Here’s two budget templates to make your own! Simply download a copy and customize it to your needs.

Nonprofit Fundraiser Budget Template

This template is perfect for fundraising galas, auctions and events like walk-a-thons. You’ll find this template helpful if your main line items include things like:

Ticketing
Catering
Audio/visual equipment
Staff/volunteer labor costs
Venue rental
Donation software

Download the free Nonprofit Fundraiser Budget Template HERE

Nonprofit Workshop or Training Budget Template

This template is perfect for smaller groups where you’re doing some sort of education or training. You’ll find this template helpful if your main line items include things like:

Speaker fees
Materials – worksheets, pens, markers, sticky notes, etc.
Catering/simple refreshments
Audio/visual equipment

Download the free Nonprofit Workshop/Training Budget Template HERE

Event Budget Templates for Associations

Associations are known for their annual conferences – they can be complex with many event expenses. Here’s two budget templates that will help associations with their financial planning. Simply download a copy and customize it to your needs.

Association Annual Conference Budget Template

From large-scale conferences with multiple days to single afternoon with many sessions, this template can be modified to fit your conference. You’ll find this beneficial if your line items include:

Venue rental
Sponsorships
Speaker fees
Catering/simple refreshments
Audio/visual equipment
Registration and badge printing technology
Event app platform

Download the free Association Annual Conference Budget Template HERE

Association Networking Event Budget Template

Networking events, no matter the size, still need a budget proposal. This might even be a budget within your larger conference budget. This is great for mixers, meetups and industry chats. You’ll find this beneficial if your line items include:

Venue fees
Light refreshments
Marketing and promotion
Materials – name tags, signage

Download the free Association Networking Budget Template HERE

Event Budget Templates for Clubs

Clubs are constantly having events – from weekly meet-ups to big social gatherings, the party doesn’t stop. But to party, one must have the event budget. Here’s two templates clubs will surely use regularly, simply download and customize for your function.

Club Meeting Budget Template

Every club has regular meetings, whether it’s just for admins/board members or the whole club membership. You’ll find this beneficial if your line items include:

Room rental
Light refreshments
Printing fees

Download the free Club Meeting Budget Template HERE

Club Social or Holiday Party Budget Template

Be it the annual holiday festivities or member appeciation events, there’s always something to celebrate in your club. You’ll find this beneficial if your line items include:

Decorations
Venue rental
Catering or light refreshments
Entertainment

Download the free Club Social or Holiday Party Budget Template HERE

Event Budget Templates for Chambers of Commerce

Chambers are all about making connections and building relationships of the community’s small businesses. Events are incredibly important to keep this mission moving forward. Check out these two templates when planing your next chamber function.

Business Expo or Trade Show Budget Template

Executing a business expo or trade show is a major undertaking. You might find this template helpful if your line items include things like:

Booth rentals
Venue rental
Vendor contracts
Permits/licenses
Sponsorships
Entertainment

Download the free Business Expo or Trade Show Budget Template HERE

Chamber Luncheon or Speaker Series Budget Template

Chamber luncheons aren’t your traditional luncheon – typically there’s a special speaker or educational aspect. You might find this template helpful if your line items include things like:

Venue rental
Catering
Permits/licenses
Ticketing
Awards
Speaker fees
Audio/visual equipment

Download the free Chamber Luncheon or Speaker Series Budget Template HERE

Event Budget Templates for Charities

Charities, much like nonprofits, tend to put on a lot of fundraisers for their events. These two budget templates should be beneficial for most charities as they support their community or interest.

Charity Benefit Concert or Community Event Budget Template

Charities frequently put on community events for their fundraising initiatives like concerts, festivals and even markets. You might find this template helpful if your line items include things like:

Venue rental
Permits/licenses
Ticketing
Security/police officers
Talent/entertainment fees
Audio/visual equipment
Merchandise
Vendor fees

Download the free Charity Benefit Concert or Community Event Budget Template HERE

Small-Scale Volunteer Appreciation Event Budget Template

Volunteer appreciation is important for every organization and although these events can be smaller – having a proper budget in place is crucial. You might find this template beneficial for your charity if you have line items like:

Gifts or awards
Catering/light refreshments
Venue rental
Audio/visual equipment
Vendor fees

Download the free Small-Scale Volunteer Appreciation Event Budget Template HERE

Wrapping Up – Download All Templates Here

We know this might not cover every event your organization might have, but with some simple modifications, you can make any of these templates work for you! Who knows, maybe as a club, you’re executing a benefit concert and can utilize the template we put under Charities.

If you skimmed through and aren’t sure of which templates we included, no worries. We have all the links to download each Google Sheet template here:

Click Here Access All 10 Event Budget Templates

The post Event Budget Templates for Every Organization (Annual Conferences, Fundraisers, Meetings and More!) appeared first on WildApricot.

Event Registration Forms 101: How-To, Best Practices and Templates

WildApricot — Thu, 29 May 2025 02:24:00 +0000

What does your organization currently use to register new event attendees?

Does your system involve multiple steps, half a dozen tools that don’t integrate with each other and a whole lot of manual data entry?

If so, you’ll be happy to know that there exists an easier solution. Queue the online event registration form.

What is an Event Registration Form?

Event registration forms are the starting point for event organizers when putting on any sort of function. This will be the first documentation potential attendees will encounter for your event and will allow your planning team to collect valuable information about registrants.

You may have utilized basic event registration forms in the past that required manual data entry for your organizers, or perhaps the form only gathered basic attendee information like name and email. An effective event registration form will give registrants a seamless experience and lessen the grunt work needed by admins.

Why You Need an Effective Event Registration Form

An effective event registration form will make everything easier for your team to put on successful events. You’ll see a difference in time spent, user experience and overall ROI for your functions. Here’s some benefits for both your event attendees and your administrators.

Attendee Experience with Event Registration Forms

The user experience is just as important for those registering and attending your events as it is for your team managing these registrations. A well thought out form will:

Allow attendees to connect with your organization by utilizing email opt-ins like newsletter subscription or “I want to hear about future events”
Recurring event attendees to log in for a quicker and easier registration process
Offer multiple payment options like credit card, debit card, ACH, Google Pay and Apple Pay
Provide custom event fields for any special accommodations like dietary restrictions
A seamless registration experience right on the organization’s website with no redirects

Admin Experience with Event Registration Forms

While the main goal of an event registration form is capturing a potential attendee’s information for a better event experience. Successful event registration forms will allow administrators to automate the event planning process and gain valuable insights.

Online registration forms that integrate well with event software can let admins:

Get instant access to the new registrant’s information and automatically store them as a contact in your member database
Easily customize what your event registration form asks (ex: dietary restrictions, preferences, etc.)
Promote the event listing on your website to get more registrants and showcase an event calendar
Accept and process payments for event tickets
Send automatic or manual emails to confirm event registration and share important updates about the event
Communicate with and register attendees through the member mobile app
Issue unique QR codes for hassle free check-in on event day
Track event attendance and personalize post-event communications
Send post-event surveys to gather feedback
Download and analyze event-related reports
And much more!

All this is possible with WildApricot, the #1 membership management software used by over 15,000 organizations, clubs and associations. WildApricot is much more than an event management software — it’s also a website builder and contact management system, so it’s the perfect tool to solve all your organization’s needs.

Check out the capabilities of our mobile app for admins and members below! Allow your attendees to register for events on the go from their smart device and your administrators to manage events, registrations and check-in.

If you’re ready to get started with your next event now, start a 60-day free trial of WildApricot to build your event pages, register event attendees and process online ticket sales now!

Essential Fields to Include in Your Event Registration Form

Now onto building your event registration form! Here’s the must-have elements to ensure you capture all attendee data and essential details for a great event.

Attendee Information

For your attendees, ensure you have all the contact information needed for sending them updates on your event and creating a contact profile. Be sure to include these:

First name
Last name
Email
Phone number
Address
Job title
Organization
A drop down menu or checkbox for how they prefer to be contacted (text, call, email, etc.)

Event Preferences

Event preferences is where you can give a personalized experience for your event attendees. Consider these form fields when building your registration form:

Dietary restrictions (allergies, vegetarian, vegan, gluten-free, kosher, halal, etc.)
Session or track preferences – add a drop down menu or checkbox for attendees to choose their own sessions
Seating preferences – ensure accessibility and comfort for attendees
Travel accommodations – for multi-day events, asking about attendees needing lodging or transportation will allow you to plan for room blocks or shuttles
Optional events – if you’re offering entertainment outside of the official event, here’s where attendees can opt-into social events like wine tastings or evening receptions
Volunteer roles – sometimes registrants want to get involved beyond attending your event. Offer a checkbox to see if they’d be interested in helping check-in, speaking on a panel or being on a planning committee

Payment Details

Here’s where you can offer the flexibility of payment processing. This can eliminate barriers for potential attendees who might not have a credit card or prefer paying online via a specific channel. Here’s some common payment options to consider including:

Credit card
debit card
ACH
Apple Pay
Google Pay
PayPal
Check by mail
Pay later at event

Event Registration Form Template and Samples

Depending on the event management software you use for your organization’s events, your registration forms may look slightly different. But at it’s core, most event registration tools can utilize these common form fields and tailor them to your event.

Basic Event Registration Form (Free or Simple Event)

Template:

First Name:
[ Text Field ]

Last Name:
[ Text Field ]

Email Address:
[ Text Field ]

Phone Number:
[ Text Field ]

Organization:
[ Text Field ]

How did you hear about this event? (Optional)
☐ Email
☐ Social Media
☐ Friend or Colleague
☐ Website
☐ Other [Text Field]

Any accessibility or special accommodations needed? (Optional)
[ Text Area ]

Would you like to receive updates about future events?
☐ Yes, sign me up!
☐ No, thank you

Communication Preferences:

☐ Text
☐ Call
☐ Email

Submit Button
[ Register ]

Example from Backcountry Women

Advanced Event Registration Form (Multi-Day or Paid Event)

Template

First Name:
[ Text Field ]

Last Name:
[ Text Field ]

Email Address:
[ Text Field ]

Phone Number:
[ Text Field ]

Job Title:
[ Text Field ]

Organization:
[ Text Field ]

Street Address:
[ Text Field ]

City:
[ Text Field ]

Zip Code:
[ Text Field ]

Which days will you attend?
☐ Day 1 (Workshops)
☐ Day 2 (Panels)
☐ Day 3 (Networking + Closing)

Select Ticket Type:
☐ General Admission — $75
☐ Member — $50
☐ VIP — $150
☐ Student — $25

Choose Your Breakout Session (Day 2):
☐ Track A: Fundraising Strategies
☐ Track B: Volunteer Management
☐ Track C: Digital Tools for Nonprofits

Do you have any dietary restrictions?
☐ None
☐ Vegetarian
☐ Vegan
☐ Gluten-Free
☐ Halal
☐ Kosher
☐ Allergies (please specify): [ Text Field ]

Do you need any accessibility accommodations?
[ Text Area ]

Would you like to volunteer?
☐ Yes
☐ No

Payment Information:
Secure Payment Section with payment fields:

Payment Preferences: (Credit Card, PayPal, Apple Pay, etc.)

Billing Name: [Text Field ]

Billing Address: [ Text Field ]

Consent:
☐ I agree to receive event updates via email.
☐ I consent to the event’s photo and video policy.

Would you like to receive updates about future events?
☐ Yes, sign me up!
☐ No, thank you

Communication Preferences:

☐ Text
☐ Call
☐ Email

Submit Button
[ Register ]

Example from NWT Recreation and Parks Association

Best Practices for Building an Event Registration Form

No matter the tools you use to build your event registration form, you’ll want to employ these best practices to see the most success for your next function.

Keep it Short and Simple

Only ask for the information you need. A barrier to potential attendees could be a lengthy form that requires a significant amount of time to fill out. Ideally, you’ll want to limit your registration form to 5-8 fields depending on event complexity. For free events you might only need registrant name and email!

Mobile Responsiveness

Did you know that 78% of event registration pages are optimized for mobile devices? It’s vital to provide a seamless experience for attendees when registering for your event. If your event registration page is glitchy or your registration form cannot be filled out on a smart phone or tablet then you may be missing out on a lot of registrants. Especially if you utilize QR codes to direct individuals to your reg page, it needs to be mobile-friendly.

Tip: Be sure to test your registration form on multiple devices before launching. Consider iPhone, Android, laptops, tablets and desktop computers.

Automate Your Confirmation and Reminders

Have you ever thought you signed up for something or submitted an online form only to find out later that something went wrong? Whether it’s a technical glitch or user error, submissions can be missed. This is why confirmation is key for any registration.

Set up an email campaign or text message workflow that launch once your registration form is submitted. There should be at least two messages you send out to your registrants, but we suggest 3 or more to ensure your have the highest event attendance (and your numbers are accurate for your event staff).

1. Email Confirmation (or text) – this is a notification shortly after form submissions that confirm a registrants event details. This will also serve as a reference for the date, time and location of your function in one easy place. Be sure to include any session selections, food preferences and other user responses that are specific to this event.

2. Event Reminder(s) – these reminders should be sent about a week out and the day of reminding registrants (and getting them excited!) all about your event. Depending on the complexity of your event, you may even want to send out reminders or event updates (like revealing speakers or added sessions) a month out, two weeks out, etc. Share any important event information like the time, date, location, parking, directions and any other details to ensure a smooth check-in process.

3. Follow Up – asking your event attendees about their experience is vital for success and making improvements for next time. This follow up should be sent within a few days of your event’s end, ideally the day of/next morning while it is fresh on their minds. Whether you simply send an email asking for feedback or a survey using Google forms, gaining insight from your attendees is valuable. It’s easy to think an event has gone well from a planner’s prospective, but your event participants will have a unique perspective to refine your next event.

Make it Easy with WildApricot

All of these email notifications should be automated so you won’t have to think about building out your messaging or sending them in a timely manner. Using software or tools can do this easily for you, and many have templates to get you started!

Here at WildApricot, our all in one membership management software can help you build your event registration page, create and customize your registration form, set up email campaigns, store registrant information, process ticket payments, automate your communications and so much more!

Start a free 60 day trial of WildApricot and get started TODAY with your own event registration form, registrant database and website.

And if you’d like more details on customizing your registration form, as well as answers to common troubleshooting issues, visit the WildApricot Get Help site.

Good luck with your new event registration form!

The post Event Registration Forms 101: How-To, Best Practices and Templates appeared first on WildApricot.

Conference Planning 101 (Plus a Checklist!)

WildApricot — Tue, 29 Apr 2025 04:05:13 +0000

If you’re considering hosting a conference, we say go for it — it’s an amazing way to offer professional development to your community, provide them with networking opportunities and grow your own presence in your industry.

Every successful conference starts with a well-thought out plan. That’s why in today’s post, we’ll be going over everything you need to know to plan your best conference. From finding a venue to hosting your post-mortem meeting, we’ll cover every step.

Looking for a checklist you can use for your conference planning?

Download our FREE conference planning checklist here.

What’s a Good Conference Plan?

A good conference plan is detailed, yet highly organized and easy to follow. It includes clear goals, milestones and timelines for achieving them. It covers everything you need to do before, during and after the conference.

Most importantly, creating a conference plan is not a one-and-done activity — it’s a collaborative effort that needs to be regularly reviewed and updated as necessary to have successful events.

Before You Start Planning

Before you actually start planning your conference, there are a few essential decisions you need to make and tasks you need to complete:

1. Assemble a Team

Who will be involved in organizing this conference? Who will be responsible for what? If you don’t have enough staff members who can dedicate their time to planning this conference, can you assemble a volunteer committee?

2. Set Objectives

What are you hoping to achieve with this conference? How many attendees, new contacts, or new members are you hoping to gain? How much revenue are you looking to generate?

Utilize the SMART goal framework (specific, measurable, attainable, relevant and time-bound) and identify KPIs (key performance indicators) to help you evaluate the success of your conference.

3. Identify Your Target Audience

Who is this conference for? Who would be interested in attending and what would they gain from it? Answering these questions will help you better promote your conference and attract the right kind of ticket buyers.

4. Come Up With a Theme and Format

Your conference doesn’t necessarily have to have a theme but it can help you tie everything together and put on a cohesive event. Your theme can be seasonal, related to a current trend, or the general landscape within your industry.

Also think about the format of your conference. Will it be in-person, virtual, or hybrid? How many days will it last and how many sessions will you offer?

5. Develop a Budget

How much money do you have to spend on this conference? Will you be looking to offset some of your costs with sponsorships? Where can you save money and where do you need to spend a bit more? (For example, a great keynote speaker will be well worth the cost.)

How To Keep Your Team Motivated When Planning a Conference

Planning a conference is a big undertaking and can often last an entire year. Your planning committee might feel overwhelmed, stressed, or even burned out by the process. Here are a few tips to help make sure that doesn’t happen:

Give everyone clear jobs and set expectations
Set lots of manageable mini-goals and assign mini-tasks
Regularly remind your team about your mission and vision, as well as your objectives for this conference
Share wins and celebrate even the smallest achievements in the planning process
Maintain open communication and make sure your team knows that they can ask for help and guidance at any time

17 Steps for Planning a Successful Conference:
Your Conference Planning Checklist

Now, without further ado, let’s take a look at the 17 steps you need to take to plan a successful conference. These are roughly broken down by when they should be completed. Use this checklist as a guide, but ultimately, your own timeline will depend on the size and format of your conference, as well as the size of your team.

Let’s dive in!

9-12 Months Before the Conference

1. Book a Venue

If you’re organizing an in-person or hybrid conference, finding a venue should be your number one priority. Start with the venue and select your conference dates based on its availability, as opposed to the other way around. This will guarantee you’ll find something that fits your goals and vision for the conference.

When looking for a venue, consider the following:

The size of your conference (How many attendees do you expect?)
The format of your event (How many sessions will be happening at the same time? How many rooms will you need? Where will attendees have a chance to network with each other?)
Your conference’s theme (If possible, find a venue that reflects it.)

When booking a venue, be sure to inquire about any additional fees and regulations, accessibility, and possible accommodation for out-of-town attendees.

2. Confirm Date(s)

Once you’ve selected a venue, work with them to finalize the date(s) of your conference. Do this as soon as possible, as you’ll need to share this date to everyone involved in the next steps.

3. Create a Master Plan

Starting with Day 1 of the conference, work backwards and list every single task that needs to be done, its deadline, and who’s responsible for completing it. Use this checklist as a starting point and fill it with more details — no task is too small to be included in the master plan. Share this plan with everyone involved, refer to it regularly, and update it as necessary.

4. Choose Your Technology

If your conference will be virtual or hybrid, you’ll definitely need a conference platform — this is where your virtual guests will attend sessions and engage with you and each other.

Regardless of the type of conference you’re organizing, you’ll also need a few other tools, such as:

A website builder
Event registration software
A customer relationship management (CRM) system, where you will keep track of your attendees and communicate with them
A project management tool for keeping track of deadlines, speakers, vendors, budget, etc.

6-9 Months Before the Conference

5. Find Speakers

Inspiring and knowledgeable speakers are in high demand, so reach out to them as early as you can. Great speakers will help you promote your conference and attract more attendees. And it’s not just because people are eager to learn from them, but because everyone wants an opportunity to network with them.

Look for experts in your industry, your organization’s own network, or your local connections. If you need help, the National Speaker’s Bureau is a good place to start.

6. Find Sponsors and Exhibitors

Hosting a conference is an expensive undertaking, and finding a sponsor (or a few) can really help keep costs down. Plus, people are more likely to attend a conference if it’s backed by a well-known and trusted company.

For the sponsor, it’s a great opportunity to act on their values, get their brand in front of new audiences, and attract new customers. This mutually beneficial partnership can be the start of a long term relationship, with many more future opportunities for collaboration.

When reaching out to potential sponsors, be sure to look for companies whose values align with yours and who support your mission and vision.

You may also wish to open up your conference to exhibitors — these are companies who’ll pay a fee or offer you their services in exchange for permission to set up a booth and engage with your attendees.

7. Develop Branding

Branding affects how potential ticket buyers will feel when they come across information about your conference. It includes things like your conference name, slogan, logo, color palette, messaging and imagery. In order to attract attendees, these things need to be unique, cohesive, and inspiring.

Take time to brainstorm ideas based on your conference’s theme and your goals. You may need to hire a photographer and graphic designer to help you create graphics and other brand elements. You’ll use these on your website, invitations, tickets, event program, and all promotional materials.

3-6 Months Before the Conference

8. Order Branded Merchandise

Conference attendees love free stuff and most will expect to receive a swag bag of some sort. When choosing which swag items to order, opt for things related to your industry and that your guests will actually use. Order them as soon as your brand elements have been finalized — that’s the best way to save money and reduce pre-conference stress.

Don’t forget to also ask your sponsor(s) if they’d like to include any promotional items in the swag bags.

At this point, you can also order t-shirts for volunteers, lanyards and name badges, signage, and other branded event materials.

9. Find Suppliers

Some event venues will provide internal employees to take care of things like catering, security, furniture, A/V, and Wi-Fi. If not, you’ll need to hire external suppliers and get permission from the venue to bring them in. Find and book them early to make sure they’re available on the dates of your conference.

10. Recruit Volunteers

Figure out how much support you’ll need during the conference with things like:

Parking
Coat check
Attendee check-in
Wayfinding
Managing speakers
Managing exhibitors
Set-up and tear-down

Recruiting volunteers for these and other small tasks will ensure that your conference runs smoothly and that your guests have a positive experience.

To find volunteers, look within your organization’s existing community, advertise at your local post-secondary programs related to your industry, and post open positions on your website and social media.

Be sure to recruit more volunteers than you anticipate needing, as some of them will likely drop off in the days leading up to the conference.

11. Start Promoting

Set up a website and a registration page so people can start buying tickets. About two months before the conference, you can start advertising early bird pricing.

Promote the conference on your website, in your emails, and on social media. Send out a press release and try to get media coverage in local papers and on the radio. Consider paying for digital and social media ads that target your ideal audience. And don’t forget to offer special deals, giveaways, and registration prizes to entice more people to attend.

1 Month Before the Conference

12. Finalize Conference Schedule

At this point, all your speakers and events should be finalized, so it’s time to create your conference schedule. For the attendees, create a program that will be handed out at the start of the event. Make this program available digitally, as well.

For everyone else — speakers, your staff, venue staff, suppliers, and volunteers — create a master schedule that’s easy to follow and has all the necessary details. Be sure to include contact information of key persons who would need to be notified should anything go wrong.

13. Finalize Tasks With the Team, Volunteers, Speakers and Venue

In addition to receiving a master schedule, everyone involved behind-the-scenes needs to receive a customized document that outlines their key tasks and responsibilities. This will help ensure that everyone knows what’s expected of them, where they need to be and when, and what they need to do to make sure the conference runs smoothly.

1 Week Before the Conference

14. Send Out Reminders and Check-In

Send out email reminders to all attendees. Publish an FAQ on your website and offer your contact information should they have any questions or concerns.

Check in with your team, speakers, and volunteers — make sure everyone feels ready and has everything they need before the big day.

1 Day Before the Conference

15. Last Team Check-In and Kick Off

The day before the event, check in with the team once again to see how everyone is doing, address any final concerns, or communicate any last minute changes.

During the Conference

16. Conference Management

As the conference organizer, you shouldn’t have any actual tasks during the entire duration of the conference, other than being available for your team should they run into any issues.

If you’re hosting a hybrid conference, a dedicated team should be live-streaming the events and engaging with virtual attendees.

Someone who’s responsible for communications at your organization should be monitoring engagement at the event and on social media. If your conference is a multi-day event, they can also send out daily recaps via email to help attendees remember the highlights and transition into the next day.

After the Conference

17. Follow-Up and Analysis

Congratulate yourself for hosting a successful conference! However, the work isn’t done yet. Here are a few things you need to do to wrap up:

Send a follow-up email to all attendees to thank them for attending and invite them to complete a survey.
Follow up with sponsors, speakers, and volunteers to thank them for their help.
Analyze attendance numbers, revenue, engagement rate, and other metrics to see whether or not you met your goals.
Host a post-mortem meeting with your team to discuss what went well and what you would do better next time.
Keep in touch with all attendees to remind them about any other upcoming events, services, membership, etc.

Make Conference Planning Easy

Conference planning involves many moving parts, particularly on the technology side — you need to build a website, create a registration page, process payments, track attendees in a CRM, and send them regular updates and reminders.

Of course, you can look for separate tools that will take care of each of these tasks, but that can get very expensive and very tedious, especially if the different tools don’t integrate with each other.

A much better option would be to invest in an all-in-one solution like membership management software. It’s a single tool that can take care of all of the aforementioned tasks and help you save hours of manual work (not to mention, unnecessary expenses).

Here at WildApricot, we’re proud to be the number one rated membership management software on the market. We regularly help nonprofits plan and execute events, as well as engage with their communities well after the event is over.

If you’re curious to learn more, start a free 60 day trial and see if WildApricot is for you.

Best of luck with your conference!

The post Conference Planning 101 (Plus a Checklist!) appeared first on WildApricot.

28 Event Management Software Tools You Need to Know About

WildApricot — Thu, 26 Sep 2024 12:00:02 +0000

How would you feel if we told you that you can gather an army of robots to do all the grunt work for your events? This isn’t science fiction: this is the power of event management software!

The best event software can help you streamline and automate:

Processing registrations
Payments and ticketing
Marketing and promotion
Project management
Scheduling
And more!

Ariana Stecker, a leading expert in the event planning world and the previous Chief Operating Officer at Save the Date®, says that the top event managers are the ones who leverage technology the most. For example, she’s seen clients easily raise 20% more funds from their events simply by using software tools for online event registration and bidding.

Event management software doesn’t just help you behind-the-scenes—it also makes the event experience more enjoyable for your attendees. With the right software, you can increase event attendance and raise more money for your organization.

In this post, we’ll answer key questions like:

What is event management software in the first place?
What is event management software used for?
What should you look for in events software?

Better yet, we’ve included a comprehensive list of our 43 favorite event management software tools and platforms!

Let’s explore which options are best for you.

What Is Event Management Software?

Event management software is any software that helps event managers plan, organize and execute events. This software can either be an all-in-one event management platform, or software that can help you with individual items on your event planning checklist.

Event management software aids in each aspect of the entire event lifecycle like:

Project management
Event marketing
Building a registration website
Accepting registrations and payments
Sending out invitations, updates and other communications
Managing RSVPs
Managing information about guests (e.g. dietary restrictions)
Creating floor plans and seating charts
Managing relationships with past, current, and potential guests
Managing relationships with vendors
Managing volunteers
Creating schedules
Checking-in guests at the event
Organizing virtual and/or hybrid events
Providing a virtual platform for guests to network
Managing budgets
Creating reports about finances, attendees, fundraising, etc.

The events software you choose largely depends on the gaps you need filled. For example, if you’re planning a conference with multiple stages and streams of programming, looking specifically into event scheduling software could be extra valuable!

What Should I Look For in Event Management Software?

With so many event management software options out there, it can be overwhelming to choose which one is right for you.

As you explore the options, ask yourself if they:

1. Meet your specific needs

Will your event be in-person, hybrid or virtual? The right software should have capabilities that will allow you to execute the type of event you’re planning.

For example, if your event is virtual, you’ll likely need:

A website
A virtual platform
Video-conferencing capabilities
A mobile-app

Keep in mind that it may not be possible to find every feature you’re looking for in a single event software within your budget! In this case, it’s perfectly fine to use a combination of tools.

2. Have good reviews

Curious about whether or not a software will work for you? Check on what other people are saying about it!

Head to sites like Capterra or G2 to read detailed reviews about your software options and testimonials from real event managers who’ve used them. Pay special attention to event managers that run similar events to you! Their perspective will likely be the most valuable.

3. Are user-friendly

Event planning is hard enough already, and your software should make your job easier, not cause additional headaches! Event management software should be user-friendly, intuitive and quick to learn for beginners.

Keep in mind how many people are involved when planning an event, you’ll want them to all to be able to use the software since it’ll be used for so many aspects of your function (e.g. marketing, registration, schedules, communication, payments etc).

4. Integrates with your current software

If possible, look for an event management platform that integrates with related tools for a more seamless experience. Nothing is worse than having to manually upload your registration lists into your contact database every time you host an event. You’ll save your event organizers and other admins a lot of time and your organization a lot of money in the long run.

For example, your event registration tool should communicate instantly with your member management software. This seamless integration makes it easy to invite your current members/supporters, process payments, send out messaging pre and post-event, view data and process reports.

13 All-In-One Event Management Software Options

Don’t want to use a hundred different platforms for one event? Events management software is the way to go!

Here’s a list of our favorite event software picks that cover all your event needs:

1. WildApricot

If you’re looking for a complete solution to run every aspect of your membership organization, not just your events, WildApricot is for you.

WildApricot is the #1 rated event and membership management software used by over 20,000 organizations.

WildApricot’s complete all-in-one platform offers:

A website builder with a built in payment processor
Online registration tools with customizable forms
Support for multiple ticket types, including early bird pricing and discounts
Automated email communication for easy event promotion and event follow-ups
A fully searchable contact database
Mobile event registration through the free app
Professionally designed email and newsletter templates to utilize
Interactive event calendars that are easy to navigate for upcoming events

It also has a free 60-day trial! In just an afternoon you can have a full website and event calendar setup to begin registering event attendees and processing online payments instantly.

Pricing: Plans start at $63/month.

2. MemberClicks

While WildApricot is perfect for many small organizations, MemberClicks builds integrated membership management software solutions specifically for small-to-midsize professional associations, trade associations and chambers of commerce.

MemberClicks is an intuitive association management system built to save time, save money, grow membership and boost revenue with:

Event management solutions for registration, ticketing and payment processing
Built-in communication tools to promote and provide event updates
Reporting and data analytics to analyze event performance and attendee demographics
Learning management software
Job board software

Learn more about how MemberClicks can help your organization by connecting you to connected solutions!

Pricing: Available upon request.

3. Registration Tech (Previously GTR)

Registration Tech provides the conference and tradeshow industry with innovative technologies designed to improve and simplify every event. With quality customer support, global reach and consistent innovation in event technology, Registration Tech “stands apart as a full service, white-glove solution when it is needed and do-it-yourself event technology when you do not.”

Features include:

Real-time analytics and reporting for registration trends, attendee demographics and promotional ROI
Fully customizable registration form builder
Tools for creating post-event surveys to gather attendee feedback
Integrated marketing features to promote events to potential attendees via email or social media
User-friendly interface that simplifies tasks like data collection, payment processing and communication
On-site badge printing, allowing for quick check-in and identification

Pricing: Free demo available

4. A2Z Events

A2Z Events is perfect for large organizations who want to give their attendees the best experience possible. This is a robust event management software designed to streamline the planning and execution of your next conference, trade show or corporate event.

Comprehensive features include:

Exhibitor and sponsor management for registrations, payments and logistics
On-site badge printing and check-in to streamline your processes
Customizable registration forms tailored for different event types and multiple ticket types
Secure payment gateways for processing credit card and online payments
Attendee profiles and matchmaking for a positive attendee experience in the A2Z portal
Floor plan management makes a seamless experience both for organizers and attendees
Powerful reporting features with attendee tracking, real-time data and session summaries

Pricing: Available upon request. Free demo.

5. Amilia

Amilia is a complete event management software for any organization. Although they focus on recreation departments, this is a great solution for many organizations wanting to execute a successful event.

Features include:

Customizable and streamlined online registration process for events, classes, and memberships
Scheduling tools and calendar integration
Comprehensive reporting tools to analyze attendance, revenue and member engagement
Built-in communication tools with automated notifications and reminders for events and registrations
Payment solutions with flexible payment options

Pricing: Plans start at $99/month. Contact their team for nonprofit options.

6. Stova

Stova is a robust online event management platform that simplifies registrations while helping you to plan, market and manage even the most complex events. It integrates with SalesForce.com, Cliqbook, Pathable, and other services.

Features include:

On-site check-in tools and badge printing capabilities
Custom branded website builder
Live and on-demand streaming, branded event lobbies and community moderation
Sponsor and exhibitor management in one dashboard in the exhibitor portal
Advanced reporting and analytics in the real-time dashboards

Pricing: Available upon request. Demo available.

7. Bizzabo

Bizzabo is an all-in-one event management platform that helps organizers create successful events by empowering them in a beautiful, user-friendly platform. There are tons of premium add-ons available to customize your event management depending on your needs.

Features include:

Email marketing tools for event promotion
Built-in networking tools to help attendees make connections
Room block management for group bookings
Tools for post-event surveys and feedback
Mobile app for event lead capture and attendee experience

Pricing: Plans start at $499/month

8. Cvent

Cvent is a flexible, easy-to-use online event management software that helps increase event attendance and engagement. This comprehensive solution is perfect for larger events and conferences.

Features include:

Data analytics to gain insights on your event, attendees, exhibitors and leads
Mobile event app for personalized attendee experience
Speaker and exhibitor management
OnArrival, their in-person attendee check-in, badging and tracking
Event design software that guides event set-up and showcases 3D walkthroughs

Pricing: Available upon request.

9. Eventleaf

Eventleaf is an event management system offering a variety of robust features to simplify your next event. Whether you’re planning a virtual, hybrid or in person event, they have tools to set your up for success.

Features include:

Online attendee registration with customizable forms
Custom event website builder
Abstract submission management
Virtual events management via Eventleaf Guide App

Pricing: Free limited plan. Paid plans start at $1/attendee.

10. Eventbrite

Eventbrite is perfect for organizations wanting to focus on ticketing and event promotion. This is a self-service, all-in-one solution to help you grow your events.

Features include:

Promotional tools like automated emails and social media integration
Advertising features to build marking campaigns and ads
Event management app for event check in, mobile ticketing and on-site payments
Data reports and insights about payments, ads and attendance

Pricing: There is a free plan for up to 25 tickets. Paid plans start at $29/month

11. Eventzilla

Eventzilla’s event management platform offers a complete event registration and ticketing platform for classes, conferences, fundraisers, social events and more.

Features include:

Ticket management with barcode ticket scanning, box office management, print-at-home tickets, mobile ticketing and reserved seating options
Seamless and secure checkout experience with payment processing
Personalized email campaigns
Reporting dashboard to make custom reports and view data

Pricing: Plans start at $1.50 per ticket.

12. Planning Pod

Planning Pod is an all-in-one online event management platform that streamlines how you plan your events by organizing all your event information in one convenient place. Execute the 3 main management needs across their solutions (venue management, floor plan management and event planning).

Features include:

Proposal and contract building
Automated workflows for email communications
Event CRM and lead management
Invoicing and payment processing

Pricing: Plans start at $59/month when you sign up for an annual plan.

13. Whova

Whova provides an award-winning event management system to save organizers time and create a modern and engaging event. Their all-in-one event management software focuses on enhancing attendee engagement through mobile apps.

Features include:

Powerful event app with easy-to-navigate, interactive digital agenda
Name badge generation and attendee check-in
Attendee networking through SmartProfiles
Sponsor and exhibitor tier package capabilities

Pricing: Available upon request.

5 Event Scheduling & Organization Tools

If you’re just starting to plan your event or need help visualizing how it’s all going to come together, take a look at the tools below!

1. Slack

Chances are your organization may already use Slack, but did you know it’s great for event planning too? With this popular messaging app, you can create channels for different groups of people or topics, host 1:1 video calls, and message people individually. It’s perfect for communicating with event planning staff, volunteers and vendors.

Pricing: Free limited plan, premium plans start at $8.75 per user per month.

2. OnceHub

OnceHub is an online event scheduling software that enables all meeting attendees to compare real-time availability and quickly find the best time for all. It was specifically designed to integrate with Google Calendar to prevent double booking. Use this software to coordinate schedules with all the people involved in your event planning process (e.g. event organizers, sponsors, exhibitors caterers, venue, rental company etc.)

Pricing: Free limited plan; paid plans start at $10 per user per month.

3. Evite

Evite lets you create and send an online invitation for any event in just a few steps. They provide a lot of flexibility by inviting via email, text or social media. Their events software offers hundreds of templates to choose from, plus many additional features including RSVP tracking, event reminders, guest messaging and contact management.

Pricing: Free limited account; premium invitations start at $17.99 per event or $249.99/year.

4. Smartwaiver

If your event requires waivers, you’ll definitely want a software solution to help you out. Make signing waivers online easy with Smartwaiver and its highly customizable platform. Guests can sign or type their signature, and the Auto Photo Capture feature captures the participants signing waivers. You can also add instructional or safety videos to your waiver, and set up the waiver for adults, minors or guardians.

Pricing: Plans start at $19/month.

5. Trello

Trello is a simple project management tool that’s perfect to use as event planner software. You can create a card for each task, add any notes, assign it to the right team member and set a deadline, then place the card in the appropriate column.

Pricing: Free limited plan; paid plans start at $5 per user per month.

6. Poll Everywhere

Poll Everywhere is perfect for events where you need feedback from your attendees in the moment. By using their smartphones, audience members can engage with your event and interact in the moment. They provide live polling, surveys, Q&A’s, word clouds, and more with their easy-to-use tool.

Pricing: Free limited plan; paid plans start at $5 per user per month.

10 Event Registration and Ticketing Software Tools

One of the most important parts of event management is registration and ticketing. Event management tools can ease the process of selling tickets, registering and checking in guests. We’ve handpicked the best events software to make the process less intimidating!

1. 123formbuilder

Create and customize user-friendly registration forms with all the options you could ever need, such as contact fields, feedback fields, quizzes and polls in just minutes. You can start with their free form templates or you can start with a blank form. No coding skills required for this event planner software!.

Pricing: Free limited plan; paid plans start at $32/month.

2. Formsite

Formsite is an online form builder that lets you create secure and awesome web forms, order forms, and post-event surveys with just your browser. This event planner software supports you from start to finish!

Pricing: Plans start at $21 per month billed annually.

3. TicketStripe

TicketStripe’s events software amazing at creating beautiful, colorful event pages that are accessible from any device. Search Engine Optimized event pages help your event show up in search engines. Register and check in guests while keeping track of the demographics and where your sales are coming from with useful real-time reports.

Pricing: Service fee of $0.99 + 2% per ticket. Nonprofits get reduced pricing

4. Regpack

Regpack’s online event registration software enables organizations to register applicants quickly and effectively, while seamlessly integrating online payments and providing a sophisticated yet intuitive user management platform. Features include the ability to A/B test forms and fields, insight reporting, enhanced security, data backups and integrated payment processing.

Pricing: Plans start at $125/month per admin + 1.5% payment processing fee.

5. WhenNow

Customize any event with WhenNow’s events software. Promote and share anywhere, and manage ticketing and registration on-the-go. Features include social sharing, attendee check-in and full analytics. This online event registration software is perfect for nonprofits on a budget. There is also a WhenNow app that makes checking guests in easier.

Pricing: 2.99% + $0.50 per ticket.

6. Accelevents

Accelevents’ event software offers easy online ticketing setup and allows you to customize your event page. Sell tickets and sponsorships, as well as collect attendee information. They also offer mobile bidding, donation pages and text-to-give software.

Pricing: $5000 per event

7. Brown Paper Tickets

Brown Paper Tickets’s event management system offers a wide range of services besides easy-to-create and print event tickets. Some of their services include free custom seating charts, barcoded mobile tickets, donation tracking and fully customized event pages.

Pricing: $1.49 + 6.0%per ticket.

8. Give Lively

Give Lively is focused on helping nonprofits achieve their mission without high costs, so they provide their solutions free for nonprofits. Their event ticketing platform offers a better way to promote and sell tickets to your next fundraising event. Users can create unlimited user-friendly pages with custom ticketing and sponsorship tiers for as many events as you want.

Attendees can quickly purchase tickets, share your event and get directions on any device—all without leaving your page! Event Ticketing seamlessly integrates into all features of Give Lively’s fundraising platform.

Pricing: Free for nonprofits. Small fees associated with third party payment processors, usually 2.9% + $.30.

9. TicketBud

Easily create a fully functional event website ready to sell tickets in 5 minutes with TicketBud’s event software. Upload photos, descriptions and integrate your social media and email platforms to generate more ticket sales.

Pricing: 2% + $0.99 per ticket plus 2.9%+$.30 credit card processing fee.

10. Yapsody

Yapsody’s event software helps you create an online ticketing store that’s customizable in every way. You can plan out your seating with separate categories of General Admission, Reserved Seating and much more! The marketing features make it easier to integrate your social media presence with your event.

Pricing: $0.59 + 1.75% per ticket.

Which Event Management Software Is Right For You?

We hope this list has helped you discover the perfect event management software toolkit for organizing and executing your next in person or virtual event!

If you haven’t already, do consider investing in an all-in-one solution. Even if you don’t need all of its capabilities at this very moment, you’ll likely be putting on larger and more elaborate events in the future, as your organization and community grow.

WildApricot has countless other features that will not only help you organize events, but also manage all other aspects of your nonprofit! When everything is integrated and housed in one database, you can automate most of your administrative tasks and focus on what really matters—building and engaging your community.

The post 28 Event Management Software Tools You Need to Know About appeared first on WildApricot.

What To Do If You Have to Cancel Your Event: Alternative Options to Consider

WildApricot — Mon, 29 Jul 2024 00:38:49 +0000

Cancelling events is never fun. It’s a hard decision to make but sometimes necessary as there are so many variables you can’t control. Especially if this event is a huge fundraiser for your organization.

Many nonprofits rely heavily on the money they raise from these events, with some counting on raising a large chunk of their annual budgets from one event. (Raise your hand if you’re one of the above…)

So, what are your options?

From what I can see, there are three paths you can take. In this post, I’ll cover the benefits and drawbacks of each option, as well as how your organization can handle the communications around each one.

And if you want to bring your event virtual, check out our post on how to do so effectively!

Option 1: Postpone Your Event

The safety of attendees, speakers and staff should be the number one priority when event planning. It’s a difficult decision to cancel but if the variables at play for your event cancellation are temporary, like bad weather, you can postpone. This gives your ticket buyers the option to still attend your event, just at a later, safer date.

Once you’ve decided to cancel your event, let your venue and vendors know. If your reason for cancelling is due to external factors, like a hurricane, they won’t be surprised — in fact, they may even reach out to you first. Find out what kind of refunds you qualify for, if any, and costs associated with rescheduling.

Check in with your sponsors, and let them know what your plans are. Offer refunds where possible, and communicate your gratitude for their support.

Once you’ve taken care of these logistics, you need to communicate to event attendees:

1. That the event will not take place as scheduled

Send the message out on all your communication channels about the event status. This should include sending cancellation emails to anyone registered, a post on your social media channels and updates on your website (especially on the event registration form). If you’ve already received RSVPs, consider calling each person who planned to attend, if you have the bandwidth to do so.

2. How and when refunds will be processed

If you’re postponing the event indefinitely, it’s best to refund tickets. I know that may hurt, but it’s the right thing to do for your donors and will help build trust in your organization.

3. A brief update on future event plans

If you know when the new event date is, make sure you provide this in your communication. Some attendees may not be able to attend the new date, so make sure you address what to do if you can no longer attend. It’s nice to offer a full refund, but if you can’t swing it, consider a partial refund for these individuals.

If you don’t have a new date set, a simple, “We plan to hold the event later this year, and will keep you posted as plans develop,” is enough. You should also create a segment in your database for those who planned to attend the original event, so you can start sending them targeted messages once you’ve scheduled a new event.

Option 2: Go Virtual

Virtual events are a huge part of many organization’s event strategy. Technology helps to bring everyone together if there are barriers to meet in person. When it comes to unforeseen events causing you to cancel your original plans, consider swapping to an online event.

If you’ll be going this route, be sure to download our Virtual Event Checklist so you don’t miss any steps in planning your virtual event.

3 Ideas for Virtual Events

Virtual events can take many forms. You may want to create a new kind of event entirely, or simply transfer what you were already planning into a virtual format.

Live Stream + Online Auction

What kind of program had you originally planned? If you had been thinking about a presentation about your organization, a speech from a leader and an auction, it’s fairly straightforward to put those things online. You can live stream your presentation and speeches, and use charity auction software to allow donors to bid online.

An UnGala

An UnGalas is essentially a virtual gala, or a “stay-at-home” gala. They have been gaining popularity in recent years, especially after 2020. These non-events offer supporters the chance to make a donation to not attend an event. This is key for helping you reach your fundraising goals while still providing value to your attendees.

Rather than having individuals buy tables and tickets, event attendees can use that money to donate to your cause. Depending on how you set up your UnGala, you could create a virtual dinner party experience where attendees connect with one another at their “table” during your online event through virtual breakout rooms in Zoom. You can also provide video entertainment, online games, raffles or online auctions. Send a little swag in the mail to make it feel official, like a wine glass or travel mug with your logo on it — your cost will still be lower than a catered dinner.

A Virtual Walk or Run

If you were planning a walk-a-thon or race, you can still engage walkers and runners. They’ll just need to walk or run alone. In a virtual event, they’ll track their solo miles and times, raising money as they would have for an in-person event. Or you can take inspiration from the ungala concept and just fundraise without breaking a sweat like in this example.

Tools for Virtual Events

You don’t have to be super tech-savvy to host a virtual event. Zoom and Facebook Live are often good options for nonprofits who want to live stream video to their audience, but there are many other software options you can check out.

You’ll want to make sure your software meets your needs depending on the type of event you’re executing. Event management software will help you:

Automate emails for promotion, event updates and post-event follow ups
Build registration forms and track registrants
Process payments online
Manage event attendees with attendance tracking and reporting
Build pages on your website with event details

If you’re looking for help setting up a online event with WildApricot, take a look at this help article.

Virtual Event Sponsors

Going virtual instead of postponing allows you to create new ways to involve your sponsors.

For example, you could:

Shout them out in your live-streamed speeches
Display their logos on your website and peer-to-peer platform
Feature them in your event emails and social media posts
Send a digital copy of what would have been your print program via email to your attendees or display it on the screen
If you’re sending swag, include their logo on it as well, or ask them to send something too

Your sponsors might have other ideas, too. See what their preference is for transitioning to a digital platform.

Option 3: Try Another Approach

Event-based fundraising is not your only option, and while canceling an event can be devastating, it also frees up a lot of time to explore other opportunities. Consider launching a mini-campaign through other means, like:

Direct Mail Appeals

If you haven’t sent a direct mail appeal in a while, now might be the time. Direct mail allows you to take the time to tell a longer story, so don’t be afraid to share emotionally-engaging details with your donors. Alternately, a postcard saying, “Unexpected events derailed our spring fundraising, but you can help!” could get your point across. You can also send out thank-you letters to keep in touch with regular donors.

Social Media

Use social media to promote your fundraising campaign with shareable messages, visual content and fundraising challenges. You can also use this as a time to ask your supporters to create content for you online and share it; they probably have a little more time on their hands to help you out.

Phone Calls

This is probably not the moment to launch a full-scale tele-fundraising campaign. However, it’s a great time to call your donors to thank them for their support and check-in. It may lead directly to donations, or not… but building relationships and expressing gratitude is never a wasted effort.

As you’re emailing people to let them know your event is postponed, canceled or changed, you can also explain why this matters for your organization. Tell them how much you expected to raise, what you intended to do with that money, and what the picture looks like now. Invite them to help with a donation.

Do What You Can

As event organizers, we know the challenges that can come with event cancellations. It’s important to provide ticket buyers with as much value as you can. Giving as much notice when you need to cancel or reschedule is always appreciated. Having a backup option will save you a lot of time and will help you avoid the scramble when you hear the bad news. Implementing an event insurance plan or having a disruptive events policy is also a great idea when unforeseen circumstances occur.

Hopefully you won’t have any hiccups with your upcoming events but now you have some options to consider for when you do have to cancel!

The post What To Do If You Have to Cancel Your Event: Alternative Options to Consider appeared first on WildApricot.