Role of the website on organizing an event more efficiently

If you are organizing an event without knowledge of maintaining an online presence then you should stop right now. As we indulge in this information technology era, we might want to incorporate all these newly formed resources for our benefit. One of the beneficial sources is websites. 

From attracting participants to sending out updates related to that particular event, an event website solves/tackles a lot of problems alongside making everything much easier. Features like registration, marketing, venue management, etc get much better once brought online.

Increasing the reliability of participants to join the event

While everyone is busy spending huge amounts of money printing flashy banners, television adverts, etc you can choose the cheaper but efficient way of executing a well-planned event. For connecting your vigorous concept to the internet, you might want to know some of these tools/add ons which are essential:

Registration

Managing the data collected can be messed up if not done perfectly. Some of the time, accidents contribute to loss of data. Also, all this data will end up in a database file on the computer sooner or later. So, why not to bring everything straight into your device.

Here are some of the cons that you might want to know about traditional methods like calls/SMS/paper-pen registration before moving on:

  • The cost which comes with these methods are quite high 
  • Managing the data can be very tuff
  • Filtering out the necessary details from a particular participant is time-consuming
  • Actions like calling a certain number, sending emails, etc related to participants are time-consuming

There are a lot of similar hurdles that come in the way of organizing a perfect event. Such hurdles can be tackled by using an online registration form. Such type of form can be manually coded, used as an add-on/plugin or simply used as 3rd party service. Among them, the most reliable one is using as an add-on/plugin. This gives much more control and is extremely easy to use. Some of its features are:

  • Ease for use; which improves user experience
  • All the data are stored in the form of a spreadsheet which is easy to process
  • Data is already in the form of a table which can be exported in terms of .csv, .pdf, etc

These features are great for the execution part of event management. But, the registration element can only be properly utilized when placed at a certain place. 

Some of the places can be:

  • In sidebar as a widget
  • At top of the landing page
  • As a footer widget/element
  • As a sticky popup at every page

There are a lot of plugins/addons which give out a lot of supportive measures discussed above. Some of them are WPforms, Ninja Forms, Mailchimp.

Speaker profile

One of the core elements of an event is speakers. From participants to the promotion, everything is dependent on speakers. If your speakers aren’t interesting or their content is vague in the eyes of visitors, then more likely they won’t be interested to attend the event. To reduce this problem, you might want to increase user experience by including every bit of information in your speaker profile. Some of such information are:

  • Name, designation at certain company/profession
  • Social links
  • Linkedin profile
  • A brief explanation of what content would be

When you are adding information to the speaker profile, you might want to be careful with the content. This content should be very accurate and clutter-free. Make sure the information you are giving is all approved by the speaker itself. This reduces the chances of getting information wrong.

When you are placing this element on your website, you might want it to be presented in a smooth way. This sort of information is attractive to your visitors. So, you might want to place it at a certain place where your visitor can access easily. 

User experience plays a vital role in managing attracted viewers to your website. There are many ways to do it correctly. One of the best ways can be using plugins. Most of the themes come with their default plugin or addon. You can try out our Speaker profile plugin.

Schedule/Itinerary

Displaying itinerary of your event through a paragraph might be boring to write or even read. So you should be making a separate section with an interactive interface such that people find details very interesting to interact with. These details should be more reachable.

Alongside the presentation of that element, you must be familiar with the content that your visitor might want to see while visiting your website. Some of the content which you shouldn’t miss are:

  • Date, day and time
  • Title of the session/task/activities
  • Short description of that particular session/task/activities
  • Exact Venue where that particular event is taking place
  • Name and a short description of the speaker/mentor who would be leading at that particular place/venue

After including all this information to your schedule, your visitor might be totally aware of everything they are getting into. Remember that lack of such information can cause a lot of confusion among your participants and possibly you will be getting a lot of messages/emails/calls regarding it. 

Also, you might want to have the best of the best plugin. Most of the time, plugins which we want, cannot be easily found. If you want a plugin that abides all the above points, you might want to check this.

Map/Venue

One of the irritating problems while attending an event is recognizing the exact place of the event venue. This might not be a great issue for locals, but people who attend by coming from far cities often face this problem. 

While giving out the venue details, most of the time people just give out the street address, city and possibly the nearest landmark. This information might be useful but not adequate because there is a high chance of not finding the venue or simply too tedious.

Since we have moved from an invitation through papers to emails/texts, we should be moving from simple venue details to feature-rich maps and directions. There are plugins and tools for such operations. One of the trusted one is WP Google Maps. If you have an active event theme, you might have been given one by your theme designer. 

After placing map on your site, you should be describing that venue in brief such that your participants can have a certain idea of what the venue would look like. Don’t forget to brag the specialty of that particular place.

Email Subscription/Newsletter

One of the needy elements of your event website should be an email subscription or newsletter. These types of subscriptions are easy to fill and are also easy to process. 

If you are one of those event management companies or groups who conduct similar events at any interval of time, then you should have this feature on your website. This is a creative way to market your future evens to previous or current participants. Since subscribers will be of lookalike interest, the data you gather remains useful.

For effective implementation of email subscription, you might want to learn some of these tips:

  • You can place an option to sign up for updates using a checkbox or similar type of form element
  • Use Double open strategy where you can send a followup email or a different email with different subject line after 7-14 days of the first email
  • Use cliffhangers such that users might be curious. But don’t overuse it because it might get annoying after a certain point
  • Make sure your email system has applied enough remedies to stay out of spam folders
  • Properly deliver CTA buttons by blending them with your email content as much as you can
  • Make sure your email’s settings are authentic and accurate like subject line, from the line, reply-to line, etc

If you are really focusing on email marketing, you should be focusing on effectively placing elements on the website. It is needed to make sure your participants are really into getting updates from you. 

Blog(SEO)

Search engine optimization is also a great tool to market your event. Especially for recurring events, you might want your event page ranking a lot higher. Optimizing your existing pages according to standard search engine standards is good but using a blog is much more easy and efficient. Blogs help you to answer faqs related to your event easily. 

Another benefit of a blog can be establishing a loyal base for your events. This is a long term investment for the promotion of your event because your loyal visitors won’t necessarily deny attending your future events.

When you are posting in your blog, you might want to put out diverse content such that you are able to promote your events to different participants and willingly attract much more loyal visitors. This is necessary to expand your horizon of building concurrent participants.

With a correct understanding of how everything works, you can increase your website traffic significantly creating a positive impact on the promotional side of your event. If you are confused about how SEO works, you can try out some of the popular plugins like RankMath, YoastSEO. These plugins are easy to use and are rated best. Taking this into a notch further, you can higher an SEO specialist to handle this part of the website efficiently.

Countdown

While your event is approaching, you might want to create that hype around your event such that there is the joy of anticipation. Most of the time, in traditional media, the countdown was displayed as a different advert for a different separate day. This is not a cost-efficient way to market an event. The one which doesn’t hamper your financial status is displaying such countdown on your event website. Making it much easy, you can add an automatic timer where everything is easy to operate. This type of feature can be accessed through a plugin that can be placed using a shortcode or widget. 

When you are placing your countdown timer, make sure:

  • You have set the date and time up to the time the event begins
  • The timer is easily visible to your visitors with ease
  • You have written a short description of the event below that particular timer

If you have analyzed enough about the impact you can create through a simple countdown timer in your website, you can try out some of these plugins:

Other Extra Features 

Facebook Events

You can use Facebook events as a medium to promote your event on Facebook. You can use Facebook events as an alternative to email marketing to some extent for a single event. It can also be used as a widget on your event website.

YouTube Videos

YouTube videos can be used to describe your event in a much better and efficient form. In spite of being an informative medium, youtube can also be a great medium to promote your event using tags and interactive title/thumbnails. You can also promote your video as an advert.

Google Events

Since Google is the most used search engine, people would more likely search events through it. So, google events would be useful in catching those last important participants.

Messenger Chatbox

Your blogs or faq section on your event website might not be enough to clear all the confusion of your visitor. So, you might want to include something similar to chatbox where you can answer every question easily. There are a lot of chatbox plugin but the most efficient can be messenger chatbox because it is more reliable and easy for a visitor to access.

Conclusion

There are different type of events and every event require different tools and resources to operate. Every event does surely have certain elements that can be operated much reliably after bringing it online. These elements are required for your event because they make it easy for both you and participants for conducting a successful event. 

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