event-technology-and-drones.jpgBelieve it or not, flying robots – or mini drones – are quickly finding their place as a bona fide event technology option for corporate events. According to a 2015 Cievents’ blog on ‘The rise of the drones’, mini drone event technology can be used by event planners to:

  •  Help foster social interaction, and better engage event attendees;
  • Live stream events onto screens using an aerial perspective;
  • Live stream audio-visual content of guests or speakers into an event;
  • Help event organisers survey potential event spaces before even selecting them.

Certain mini drones can also be used as aerial carriers for small items, while other flying robots come with extra accessories that enable them to operate on land (much like a remote controlled car) – allowing for different visual perspectives on video recordings.

So, how do mini drones work – what is the extent of their functionality?

There are numerous mini drone models on the market. One US-based manufacturer, Parrot, has created a “connected robot” called Rolling Spider. This mini drone is smartphone-controlled and allows users to view and control video recordings, in real-time, from a range of up to 20m/66ft. Rolling Spider can reach up to 18kmh/11mph and is operated through an app that can be downloaded onto any iOS or Android smartphone. This mini drone can do flips, take aerial shots, and has a battery life that allows for eight minutes of autonomous flight and recording time.

Another Parrot model, the Bebop Drone, is fitted with a full HD, wide angle video camera.  According to Parrot, it is lightweight and safe and has an embedded GPS system with Flight Map Control that allows you to pre-plan your flights. This is handy if you want to use this event technology to do some outdoor video recording for live streaming at your events.

So, now that you may be keen to try out drone technology for your next event, where do you begin?

According to this informative blog by Sean Hollister, beginner flyers should first get their hands on a cheaper drone fitted with propeller guards. This is because drones can be tricky to operate at first, and propeller guards are a great safety precaution for preventing damage to both your property and self. Hollister rates the following cost-effective mini drones as the best overall:

  •  The Air Hogs Helix X4 Stunt. According to Hollister, this drone is easy to control and won’t damage anything it hits as you learn to fly it. On the flipside, it’s far from speedy and it makes a terrible noise when it flies. This may mean it won’t be that inconspicuous as an event technology.
  • The Syma X5C comes with a propeller guard and, for its size and price, is fitted with a pretty good camera, says Hollister. It can be flown both indoors and outdoors, is wind resistant, and has a seven-minute flight time.

The good news for South African corporate event organisers is that there are companies that already stock drones for recreational use in the country

DRONEWORLD is a supplier of brands such as Parrot, Fat Shark and AEE. The company reassures us that drones have been legal to operate in South Africa for recreational purposes since 2015. Action Gear is another company in South Africa that stocks and supplies drones.

For more information on other trending event technology options, download our Event Technology 101 eBook. This handy eBook will bring you up to speed on the history of event technology, and will provide you with some useful tips on how to turn your event attendees into engaged participants. It also touches on the value of using automated Event Management Software.

Image Credit: www9.pcmag.com

 


Preparing reams of paperwork, standing in endless queues, and waiting for hours on end to be attended to –  this has long been the order of the day for getting those more mundane things in life done. Thanks to advances in modern technology, however, all these soul destroying tasks are quickly becoming a thing of the past. We can now do our banking, pay our bills and renew our licenses and registrations from just about any location that has the appropriate internet connectivity for our digital devices. This is producing a modern consumer that is accustomed to being continuously on the move.

Time management for them entails using timesaving solutions that are often digital. It’s easy to see how there will soon be little left to slow them down…

Are your event experiences streamlined enough to keep up with evolving technology?

Because time is money, and guests have lower tolerance levels for time-wasting activities, you will need to look to how you can save your guests’ time, while engaging them in your event experience from the get-go.

How are you interacting with your guests before each event? Are you flooding their email inboxes with event invitations and reminders, or are things being done more tastefully and unobtrusively? When they get to your event, are you expecting your guests to stand in long queues to register? Do you require them to fill in forms and sign pieces of paper before letting them into the event? Or, is your registration process perhaps more seamless and effortless than this?

Event Registration Software helps to smooth the invitation and registration process considerably

Using automated Event Registration Software is one way to accomplish a more streamlined event experience that promotes effective time management for both yourself and your guests.

Uniquely designed event invitations are sent to each guest’s email inbox via an online Event Management Software system. Guest’s responses are then unobtrusively tracked and monitored through the same system.

Event Registration Software makes guests’ responses to your event invitations as easy as a single mouse click – so no prolonged RSVP process required for them to complete. Guest’s RSVPs can be automatically received and captured to one system for processing. Follow-up is only then needed with those guests who fail to respond to your invitations, so you won’t waste anyone’s time with an unnecessary phone call or email.

Event access is made easy through the QR code technology associated with your Event RSVP Software

Once at your event, Event Registration Software that generates unique QR codes for each guest allows them to use printed event tickets or tickets saved onto their mobile devices to speedily register and gain access to event proceedings. Personalised QR codes can also be loaded with information about each guest’s meal and dietary requirements, thus serving as a meal ticket. Automating processes in this way is a great time management and time saving trick.

Speeding up the registration and RSVP process frees up more time for you to wow guests at your event

With your event’s invitation and registration process properly taken care of through your choice of event management technology, you can focus on the finer details of pulling off a winning event.

How are those canapes and welcome drinks looking? If you need some additional information regarding upcoming event technology that you can incorporate into your guests’ event experiences, download our Event Technology 101 guide.

Image Credit: www.cprstoronto.com

 


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At The RSVP Agency, we recognise that electronic invitation management is really about building your brand and engaging your guests around your brand experience. First impressions do linger, which makes your first point of contact with potential guests an important one. Thereafter, you will want to use a seamless and professional Event Management Software to manage your RSVP process so that you are freed up to focus on all the other aspects involved in pulling off a memorable event experience.

Our clients love the RSVP Agency’s Guest Concierge Management Software

Our Event Management Software is a sophisticated electronic invitation management solution that assists our clients with:

  • Communicating with guests in a professional & personalised manner, using pre-populated email invitations and form fields;
  • Reminding their guests about the not-to-be-missed event through an i-Calendar feature, which schedules the event’s date and time in guests’ diaries;
  • Uploading and managing multiple lists of guests (such as the Media, VIP’s, VVIP’s, guests with partners, or without partners, and so forth.) for multiple events;
  • Expanding their client base with a unique forward invitation feature, which can be used by their guests to invite other people;
  • Tracking email open rates, undelivered rates as well as ‘bounced back’ emails to provide an immediate and up-to-date view of invitation delivery with detailed guest tracking.
  • SMS reminders;
  • Detailed reporting that shows invitation accepts, declines and non-responses as they occur.

Our Event Management Software system works on the web and by email. All data is stored in a secure database, eliminating the chance of guest information being hacked, tampered with or stolen. We also provide a fully managed service option to manage your RSVP process  from start to finish.

We are proud to say that some of South Africa’s foremost companies have used our professional Event Management Software and email invitation services for their corporate events. These include companies in the following industries:

  • Finance (Standard Bank and Nedbank)
  • Automotive (Audi, VW and Jaguar)
  • Financial management (Momentum Investments and Alexander Forbes)
  • Municipal Departments (the South African Department of Social Development and the South African Department of Science and Technology)
  • Technology (LG and Dimension Data)
  • Food and beverages (Coca-Cola, Corona and SAB)

Numerous event companies have also used our software to assist with the running of their events. For more information about our Event Management Software solution, download our Event Technology 101 guide.

Image Credit: cdn2.hubspot.net


the-ten-commandments-social-media-events Whether you love or loathe it, using social media at events is a crucial aspect of your event marketing strategy. The bottom line is that just about everyone is ‘on’ some form of social media these days – your guests included – which means that they expect your event and your brand to be there too. Have a look at the ten commandments below to ensure that you have your social media marketing bases covered for your next event. 

The first commandment: Thou shalt choose the best social media channels

According to the eBizMBA Guide, the most popular social networking channels for creating a buzz around your events in 2016 are (ranked in order of popularity) Facebook, Twitter, LinkedIn, Pinterest, Google Plus+, Tumblr and Instagram. That said, the channels you use will depend on your guests’ demographics – there’s no use posting on Tumblr if the majority of your guests are only on LinkedIn. You could link blogs from Tumblr onto your event’s LinkedIn page, however.

The second commandment: Thou shalt get to know thy social media apps

Do your homework and familiarise yourself with each app’s functionality and how each can be best integrated into your event marketing strategy. Read up about each specific app, download and install the ones that appeal to you and are relevant to your guests. Get used to using them yourself. Follow other event professionals and observe how they use social media at events to their advantage. 

Commandment #3: Thou shalt use social media before, at and after your event

Your event’s marketing strategy should integrate social media channels from the get-go. You need to carefully plot and plan how you will use social media to create a buzz around your event both pre-, during and post event. For maximum impact, there needs to be activity at each of these points.

Commandment #4: Thou shalt align your event marketing strategy to your broader strategy

It’s a no-brainer that your event’s marketing strategy should be closely linked to your brand marketing strategy. Events grow brand recognition. You will still want to be able to generate post-event conversations and interactions around your brand or product once your event is over, so make sure that the buzz you create through social media at events remains relevant to your bigger, brand marketing picture.

Commandment #5: Thou shalt create, use and market a unified, event-specific hashtag

Create one event hashtag, well in advance of your event, that you can then leverage across social media channels. Include this hashtag in email signatures, advertising, invitations sent via your event management online software, and in event bios. Encourage your event speakers to use this hashtag across their own social media channels when putting word out about their involvement.

Commandment #6: Thou shalt mix it up and use visuals and video in your social media strategy 

Interactive audio-visuals are a ‘must’ in your social media at events. Channels for audio-visual communication include YouTube (for livestreaming event activities, or for pre-event advertising purposes across a number of social media channels), Flickr (to build a photo record of the event for future event advertising) and Slideshare (to publish presentations for easy access). Well-designed and branded graphics that are unique to your event should be used across all social media platforms to help create your event’s distinctive brand identity.

Commandment #7: Thou shalt ensure social media accessibility at your event

On the day of your event, remind your guests which social media channels to follow and which hashtags to use. You can use live-streaming and daily summaries to encourage ongoing engagement in event-related conversation. Charging stations for devices are also a must at your event.   

Commandment #8: Thou shalt have a response team for social media engagement

BizBash recommends that you develop an event response team to track social media interactions around your brand and event in real-time. How will the team respond to comments on social media? Who will trouble-shoot negative feedback in real-time? Who will be responsible for keeping their finger on the pulse of the popular buzz around your event? Be sure to assign someone to the task of collating all of this information to improve on future event experiences.

Commandment #9: Thou shalt encourage event guests to participate in social media channels attached to your event.

Facebook is the most popular social media channel at present. But not all of your guests will be on Facebook. This is why utilising and blending a number of social media channels into your event marketing strategy is key to reaching all event guests to encourage them to engage in online dialogue around your event. All social media at events needs to be curated by a social media response team, so just remember that the more channels you add, the tighter your social media response strategy will need to be.

Commandment #10: Thou shalt know how to measure the success of your social media strategy

How will you know if your event’s social media strategy has been successful? By setting clear metrics to gauge your success. Develop a one sentence strategy for each activity to summarise what you want to achieve with your social media strategy.

Did you enjoy the above 10 commandments for using social media at events? You may also appreciate our guide to Turning Events into Marketing Gold. Click below to download the guide:

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event-branding-FOMO Are you able to deliver an event branding experience that leaves non-attendees with feelings of deep regret at having missed out? As a corporate event organiser, you  want to create event experiences that are so sought-after that people will do anything to be on your event’s guest list. This emotional, fear response that often drives people to attend an event (so as not to miss out on something great) has been popularly coined as ‘the fear of missing out’ – or ‘FOMO’. For those in the corporate event industry especially, you’ll want to learn how to inspire some good doses of FOMO into the prospective guests on your guest list.

How to generate FOMO with your event branding and marketing strategies

Your event branding strategy will be an important channel for creating the needed levels of FOMO around your upcoming event. In their blog on ‘How to Build FOMO for Your Events’, the team at Eventbrite provide six tips for generating a FOMO response around your promised event experience. These include: Doing “something cool” (or unusual) to generate interest around your corporate event branding, setting up a socially integrated event page to “showcase the collective excitement…surrounding your event”, using influential word-of-mouth networks to rally event attendance, and creating a teaser campaign to build anticipation for the big occasion.

Event branding tips for creating that buzz around your event

FOMO strategies aside, guests want to feel excited about attending your event for what the experience will offer them on the day. Promise your guests a certain level of exclusivity – through your high-class venue choice, delectable menu selection, or upmarket entertainment options.  Make sure that your event branding includes the promise – and delivery – of value-add. Let your guests know that they will learn or gain something from attending your event. This could be in the form of insights from a well-known guest speaker, or through an experiential element at your event that invites quest’s participation.

Don’t forget the personal touch

A crucial aspect of event branding that elicits a positive emotional response from your guests is personalisation. A personalised touch to every point of contact with your guests will go a long way in making them feel valued and important. This can be done easily by using Event Management Software that allows you to send personalised invitations and SMS reminders. You want your guests to feel that you specifically want them to join your not-to-be-missed event experience.

Find out more about the right way to go about event branding in our Guide to Turning Your Events into Marketing Gold. Download the guide and let your event FOMO strategising begin.

Image Credit: eventfinda.com


If we likened an event organiser’s dream Event Management Software to a children’s fairy-tale character, then we would undoubtedly arrive at the textbook version of Prince Charming: Incredibly good looking, perfectly capable of saving the day at just the right time, willing to go the extra mile, and highly capable of executing his tasks and responsibilities with great flair and scrupulous perfectionism. ‘Ugly’ Event Management Software, on the other hand, is like an evil villain’s bumbling sidekick, while (very very) bad Events Management Software systems just give events management a bad name. Like Cinderella’s evil step mother (who has forever tarnished the reputation of all step mothers for all time), bad software systems attempt to look good on the outside, but are such rotten apples that it’s best you just avoid them like the plague.

RSVP Agency combines Prince Charming’s flair and perfectionism with Iron Man’s tech skills to bring you one of the best Event Management Software solutions on the market  

We have blended our extensive events management experience with our tech team’s software development skills to produce a first-rate Event Management tool. Our software has many perks: 

  • It updates in real-time, which is crucial for when numerous people are accessing and working on multiple guest lists at the same time. This feature reduces the potential for capturing duplicate or incorrect information.
  •  It’s cloud-based, which means that you can work on it wherever you are – whether in the office, on site, or at home. This means you can access all the information you need as you need it.
  • It makes use of a white-listing provider to ensure that your online invitations are successfully delivered and not marked as spam. This is a unique RSVP Event Management Software feature.
  •  It’s designed for event planners by event planners. This is a major plus as many event management software systems are complicated to use. Our Event Management Software was built according to our extensive industry experience as an answer  to the common pain points associated with managing RSVPs and guest lists.
  • It facilitates on-site registration, so cuts down on needless queues and associated frustration. The software can be run from a portable iPad and allows guests to ‘self-check in’ on arrival.
  • It makes use of Quick Response (QR) codes. This great feature means that you can send each guest a personalised QR code to act as their private access card. A VIP’s QR code, for example, can contain unique information pertaining to that guest exclusively. Information stored on a QR code can include the areas that VIPs can access, their designated parking bay(s), dietary requirements and the order of events for the day.
  • It has a handy data-collecting function. One of the most valuable functions of any marketing event is to use it to learn more about your guests. Customised form fields in our invitations and post event surveys enable you to gain in-depth insight into the people who attend your event. This makes it that much easier to build an event experience (and any subsequent marketing campaigns and products) that resonate with your guests.

Take a minute or two to browse through our brochure to find out more about our unique Event Management Software.

  

Image Credit: byway


data mining

The events that generally stand out in people’s minds are the ones that are tailor-made to meet guests’ specific needs and preferences. The art of creating memorable events requires effective – and lawful – data management processes.  To create a personalised event experience, you need to ensure that you’re utilising professional, legal and unobtrusive ways to gather specific data about your prospective guests. Using personal data and information provided by guests to provide an event experience that meets their needs (a process referred to as data mining), can be a powerful way to ensure that your events resonate. That said, you need to be careful about how you manage guest list information and email distribution lists. The improper handling of the personal data entrusted to you comes with its own potential risks and consequences.

Learning from other’s mistakes can help you avoid the pitfalls of incorrect data handling

Event organisers need to take care that prospective guests’ information is used ethically and legally. What cold calling and spam text messages are to cell phone users, random event invitations are to disinterested and busy email recipients. A few years back, a company used our services and Event Management Software to tell hundreds of people about their event. We trusted that the contact details that they used through our system were directly from their own network. This unfortunately was not the case. Understandably so, many email recipients were highly unimpressed with receiving event communication they had little interest in, from event organisers who they did not know. As a result, The RSVP Agency caught some of the backlash. The event organisers suffered a massive blow when their reputation went up in smoke and only 15 guests responded favourably to their event invitation. Lesson hopefully learned: It is never a great idea to mishandle or misuse any personal information to which you may have access through yours’ or others’ data mining efforts, no matter how good your intentions may appear to be. (It’s also against the law.)

Don’t let unethical data mining and information handling trip you up

Data mining has been described as a “double-edged sword”. It has great benefits but there are ethical and privacy risks to consider. As an event organiser, do you have the appropriate systems in place to keep your guests’ information protected and private? Are you using this information privately and ethically yourself?

Maintaining accuracy and integrity in data mining – the RSVP Agency way

The RSVP Agency’s online registration system ensures the capturing of comprehensive and accurate guest list information during your event’s invitation phase. We also offer a full database integrity check and clean-up service. Our software eliminates any duplicate guest data, is updated in real-time and can assist you with correctly managing your guests’ data in a way that’s compliant to the POPI Act.

Beyond the correct handling of guest information, there are other event compliance procedures and guidelines that need to be adhered to. Download our Compliance Checklist – a great resource to use when planning your next event to ensure that you have covered all your bases related to event compliance.

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time management software It’s for good reason that the ‘time management’ industry is a multi-million dollar business. Apps, calendars, digital diaries and organisation tools abound – each one promising to help you gain greater control over the measly 24 hours in a day. Unfortunately, mastering time management isn’t as easy as downloading an app. Getting the most out of your work day – when you’re confronted by constant interruptions, an intimidating to-do list and running on six hours of sleep – requires some insight into your relationship with time.

Mastering your time – even if you have a fire drill, lock your keys in your car and have a surprise visit from your biggest client – is possible

While you might feel like you’re fighting a losing battle, there are ways to up your time management skill sand keep your sanity intact. Just like finding the right kind of eating plan – which for one person may be Paleo, and another, raw food only – the tools that work for you will differ from those that work for a colleague. We’ve compiled various time management methods that you can adopt – and then adapt – to suit your needs.             

Use the 80/20 principle to work smarter, not harder

Merely rethinking the way you prioritise your to-do list can be enough to up your productivity and quality of work. By adhering to the 80/20 rule, you’ll be able to determine – at a glance – what to do, when. Making the most out of this principle requires separating the ‘important’ from the ‘valuable’. The 20% encompasses the latter – the projects, tasks and people that are of the most value and should therefore be prioritised. “The other tasks, projects, and relationships (the ‘80’) are not unimportant, but they are less important”,says time management maestro Dr Todd Dewett. The majority of time management issues arise purely because people spend most of their day on the 80%, instead of on the 20%. Dewett advises that no more than 50% of your time should be spent on the ‘important but not critical’ tasks; instead, delegate, automate or outsource these where possible.

Find your ‘Einstein window’ to get more done (better) in a fraction of the time

Coined by Dewett, your Einstein window is the time of day when you’re most alert, focused and inspired. In other words – and to paraphrase Oprah – “the best version of yourself”. For some, this is first thing in the morning – while the chaos of the day is still in dreamland. I know people who swear by their hour alone in the office first thing in the morning, citing these 60 minutes as their most productive out of the whole day. Finding your daily sweet spot may take some trial and error. Take some time to notice when you’re at your best in the next couple of days. This is the time you need to devote to the 20%.

Set boundaries – for yourself – and others – in order to get the most out of your Einstein window

If you take out insurance on a car, a family heirloom or your household contents, but fail to protect the time that’s your most productive, your thinking is flawed. Without setting up ways to protect your Einstein window, you’ll soon lose sight of it, and any semblance of time management will fly out of the window. Bear in mind that your colleagues will have their own list of priorities, which are probably (and should be) vastly different to yours. Respect these, and it will be reciprocated. As Jason Fried, founder of several collaboration-based companies noted in his TED talk: Why work doesn’t happen at work so wisely reminds us: “There are very, very few things that are that urgent, that need to happen, that need to be answered right this second.”; if your colleagues know that knocking on your door between the hours of 10 and 11 is not an option, you’ll have a far higher chance of being left in (relative) peace to squeeze every last drop out of your most productive time.

When these methods are combined with time management tools like daily planners or productivity apps, a more productive, less stressed work day is on the horizon.  

Make sure that the time you’re spending on your corporate events is fruitful by downloading our (free) eBook, Guide to Turning Your Events into Marketing Gold. You’ll learn how to capitalise on your events – without compromising your time management by learning about how our Event Management Software can help you do just that.

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corporate branding It’s out with the old and in with the new as corporate branding continues to evolve. Brands are eschewing traditional methods, as the focus shifts to that of the end experience of their customers. ‘Experience’ is the word du jour – with everything from social media campaigns, web design, video and events being tailored to provide customers with one that’s personal, enjoyable and convenient. We’ve rounded up the corporate branding trends to keep on your radar in 2016 – as predicted by marketing, corporate event and branding experts.

Authentic acts of kindness that put consumers first will rise in popularity

A strong undercurrent of the current zeitgeist – gratitude – is influencing the way corporate branding approaches their markets. As with any other marketing endeavour, authenticity wins hands down. As Lynn Gordon, writing for Marklives.com puts it: “Grateful brands appreciate loyalty and brand engagement”. In an age where consumers make the final call, this is a priceless corporate branding strategy. One of the first instances of corporate branding that used gratitude as its focus was Interflora UK’s ‘Twitter-ppreciation’campaign launched in 2010 – by sending flowers to followers who were having a bad day. MarkLives also reported that Airbnb’s 2015 #OneLessStranger campaign saw the company giving away $ 1 million in $10 increments, with recipients being encouraged to spend the money on reaching out to a friend or to forge new connections. 2016 will see more brands follow suit; SA telecoms giant Vodacom recently rolled out their ‘Give a happy’ campaign that gifted customers with airtime and data.

An increased focus on the psychology behind why we buy what we buy

In an effort to truly understand their customers, brands will delve deeper into the psychology of their consumers’ behaviour. After all, the more you understand your market, the better equipped you are to create something that garners their support. In particular, two major points of focus will be: reciprocity – the concept that “speaks to the human need (and tendency) to want to give something back when something is received” – as defined in this blog from SENSEI marketing, and social proof, defined by marketing automation software provider Hubspot as the “theory that people will adopt the beliefs or actions of a group of people they like or trust.” These two major psychological influences on buying behaviour will be incorporated into corporate branding strategies in order to assist companies in amplifying their brand presence, acknowledgment and advocacy.

Investing in events over traditional corporate branding efforts

According to business.com, “brands that host events are 43% more likely to build new relationships with target customers than those that chose not to do so.” As corporate branding continues its shift to smaller, more intimate experiences (as opposed to one-size-fits all mass campaigns), events will continue to be used as a powerful way to engage your market, gift them with an enjoyable experience, and deliver value. In addition, corporate events will become more streamlined and efficient for attendees – as brands scramble to reduce any pain points traditionally associated with attending a conference, expo or launch. We’ll see more and more events incorporate event technology like event management software that enables them to do this. Events as a means of corporate branding owe their power to the fact that they incorporate all major marketing trends of today: that of exceptional UX (user experience), authenticity and reciprocity.

Make sure your corporate branding and events are ahead of the pack. Download our Guide to Turning your Events into Marketing Gold to find out how.

Image Credit: cdn.designbeep.com


corporate party software Opting to use electronic invitations over the old-school paper and ink version is commonplace in the corporate event industry. As well as offering your guests a far more convenient way to RSVP, electronic invitations also allow you to orchestrate a seamless, every-piece-of-information-is-accounted-for RSVP process. What many planners aren’t aware of however, is that their digital invitations are so much more than merely an invite. In fact, the benefits of utilising the 21st century’s answer to unreliable snail mail are numerous. We like to think of electronic invitations as an opportunity: to improve your events, offer your guests a superior experience and elevate your entire event offering as a whole. If you’re ready to harness the full power of your invitations, read on.

Electronic invitations enable you to create an instant database of your attendees

Being able to access an exhaustive, accurate depository of information is the first step toward a streamlined RSVP process. Because they’re trackable, you’re also able to monitor which guests receive their invites, which guests open them, and which guests respond. This ability isn’t only for curiosity’s sake; your delivery, open, accept and decline rates also indicate what’s working and what’s not. Some simple A/B testing will shed light on the aspects that are hindering your RSVP process. Changing the time of sending, the subject line and wording of your invitations often vastly improves your acceptance rate. If you’re faced with an inordinate amount of bounced emails though, the problem is either due to the fact that your email list is outdated, or that your electronic invitation software isn’t whitelisted (in which case you should drop everything you’re doing and switch to a vendor who does make use of one).

Make sure you’re asking the right questions of the right people

Using online invitations that allow you to customise form fields (among other crucial factors like design and copy) is only really beneficial if you’re asking the right questions. You hold the key to data that spans far wider than the obligatory dietary requirements and demographic information – but if you want them to share this precious info with you, you’ll need to dig a little deeper. How do you do this? By customising not just the questions you want answers to – but by segmenting your guest list. This logic is based on the fact that each portion of your guest list has a different relationship to your brand, as well as unique requirements from the event itself. For example, your guests might include existing customers, sales prospects, and staff.

Customise your entire communication process for different segments of your guest list

Successfully catering to the varying requirements of your guests relies on providing them with a tailor-made channel of communication. The electronic invitations you send to a VIP will vary wildly from the invite you send to a staff member. By customising not only your invitations – and the questions asked therein – but their itinerary, access code, post-event survey and any subsequent event content, you’re able to give your guests a unique experience that resonates. In other words, conduct a strategic event marketing strategy.

Capitalising on the full power of electronic invitations relies on using all-encompassing guest list management software.

In order to really put your electronic invitations to work – and the data they’ve enabled you to collect – you’ll need to use guest list management software. By using an all-in-one solution, you’ll be able to analyse the data, update your guest lists and database in real-time, conduct a seamless RSVP and registration process, and pull reports. It’s that much harder to analyse information that’s stored separately – but if you’ve got an integrated tool at your disposal, putting this invaluable data to work is simple.  

Want to get the most out of your electronic invites? Find out more about our Event Management Software today.

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