If you want your event’s marketing and social media activities to resonate with your chosen target market, you’ll need to know what makes that specific audience tick. Which all sounds simple enough – until you start taking into consideration each different generation’s consumer behaviour and technological know-how.

Baby Boomers and Gen Z’s are poles apart when it comes to their use of social media channels

Take the Baby Boomer generation and Generation Z (or ‘Zed’), for example. ‘Baby Boomer’ is the collective name given to those individuals born in the years following the Second World War – from around 1946 to 1964. Bearing in mind that the internet was only really taking form from about 1964 onwards, it’s safe to assume that Baby Boomers have been less influenced by digital technology than Gen Z, who’ve actually never known a world without the influence of the World Wide Web.

As ‘digital’ or ‘mobile’ natives (thanks to being born between 1995 and 2009), Gen Z’s engagement with using social media at events will completely differ to their older counterparts, and so it’s probably a good idea to cut your teeth on this age group if you’re wanting to learn how to target future generations with your social media marketing activities.

So, what is Gen Z’s primary engagement and learning style?

The oldest of the Gen Z’s have just finished their first three years of tertiary education. If they are attending your events, they will be there as corporate interns or in junior positions in the business. Realistically though, most of them are still at school. What do you need to know about them to sufficiently engage them at your future corporate events?

According to a Slideshare by Mark McCrindle, Gen Z’s engagement style is visual, as opposed to verbal. They like to participate in an activity (‘Try and See’) and don’t just want to sit and listen to a speaker or expert share their insights with them. They prefer to be facilitated and collaborated with, instead of merely being told what to do. Gen Z’s also value an open book approach to their learning, which makes a great deal of sense considering the almost unlimited access to information that they’ve been afforded from a very young age.

What this translates to in real-world terms is that Gen Z’s are looking for interactive, audio-visual event experiences that require them to be hands-on in their engagement. Information needs to be quickly and visually delivered to them, while being readily accessible via multiple touch points. This will have an impact on how they will be using social media at events.

What’s the best way to market your events to Gen Z?

How they shop, learn and communicate: From an interesting Marketo infographic, we learn that Gen Z are adept researchers who are skilled in using online resources to learn, collaborate and get a job done. They use mobile technology to shop online. Gen Z’s use images to communicate and are comfortable with using multiple devices at the same time, with many browser tabs running simultaneously.

Their social media habits: When it comes to using social media at events, keep in mind that this generation values their privacy more so than the previous generation of Millennials, and so migrate to social media platforms like Snapchat, Secret and Whisperer. In fact, this infographic would imply that many of them aren’t on social media channels like Facebook or Instagram at all.

YouTube and push notifications: According to a Forbes blog, they are also twice more likely to use YouTube than Millennials, emails are regarded as an outdated form of communication, and they are “three times likelier to open a chat message received through a push notification”. This is great news for marketers and should be leveraged when using social media at events to promote your corporate brand.

We love these points from the Marketo infographic on how to market your events and use social media to engage Gen Z effectively. As an marketing event manager you will need to:

1.) Use multiple screens at your event to visually communicate information to them
2.) Deliver ‘snackable’ content that is short and easy for them to digest
3.) Feed their innate curiosity with interesting facts and figures and harness their entrepreneurial spirit by involving them in problem solving and collaboration.
4.) Give your target audience choices in the way information is delivered to them (i.e. use multiple channels in your communication with them)
5.) Include live-streaming technology and collaboration at your event
6.) Ensure that Gen Z’s walk away from your event having learned something applicable and valuable to their future

You’ll be happy to know that The RSVP Agency’s Event Registration Software can help streamline the rest of your event planning processes, freeing you up to learn how to adapt your event marketing strategies to cater to Gen Z’s unique social media engagement style and approach.

For more information, download our Event Marketing Guide.

Image Credit: www.pexels.com

hidden-gems-corporate-event-planning-checklist.jpgSafely tucked away in any event professional’s ring binder file would be that item so essential to the event planning process that, were it ever to be lost or destroyed, the world would surely come crashing down around them. I’m talking about the unsung hero of the event management process – the corporate event planning checklist.

The ultimate function of an event planning checklist is to keep event planners sane

The corporate event planning checklist details it all – from every line item in a corporate event’s budget down to who will be responsible for placing water on the lectern for guest speakers on the day of the event. This is why this checklist and its associated documents are often referred to as the event planner’s ‘bible’ and why no event planner worth their salt will be seen without theirs close at hand on the day of their corporate event.

So, what kind of information should (or do) event planners keep close to them during an event?

Checklist templates for event planning abound on the internet. Examples of what should be included in this checklist differ according to event planner, business and events agency. One thing that we feel is pertinent to include with every checklist is an event call sheet. A call sheet is one of those hidden gems in an event planner’s file. It contains the contact details (cell phone numbers and email addresses) for every caterer, supplier, media person, emergency personnel member, project coordinator, hostess, taxi service, car hire company, audio-visual guy – you name it – whose involvement is pertinent to the successful running of your event on the day.  

Call sheets are distributed to the entire event planning team to ensure that they’ll know who to contact or follow up with should someone run late or a problem arise. Event planning call sheets should also include key setup times and locations for your team members throughout the day. A call sheet can also be used to direct your event planning team’s movement across locations. The RSVP Agency, for example,  recently ran the registrations for corporate event activities that required multiple call sheets for multiple teams spread across various locations.

A section of your corporate event planning checklist should always be dedicated to event compliance procedures

A crucial aspect of any planned event is its level of compliance with appropriate health and safety procedures. Regulations exist to ensure that event planners take health and safety measures at events seriously. These regulations touch on appropriate venue and site design, fire safety, incident planning, the types of communication channels that need to be in place to ensure optimal safety for event guests, the necessary protocol for crowd management and crowd control – and much more.

Another gem to add to your corporate event planning checklist would then be our Event Compliance Checklist. This checklist will help you cover your event compliance bases when planning your upcoming events. You can download this checklist here below.

For more information about The RSVP Agency’s professional event management software solution, give us a call today.

Image Credit: www.dealspwn.com

Have you ever wondered what makes the top corporate event planners so exceptionally brilliant at their jobs? Pulling off a large-scale corporate event can so easily turn into a logistical nightmare (especially if you don’t have all your event planning ducks in a row), but these top professionals seem to do it with such flair and pizzazz. What’s their secret? The answer is simple: they use automated RSVP systems.


Top corporate event planners aren’t dummies; they’re keeping up with the times and have moved a number of their event planning processes across to be handled by automated RSVP systems and event management tools

The RSVP Agency’s automated RSVP system has been designed to assist corporate event planners with the entire event invitation and guest registration process. Our professional event management software boasts a number of unique and customisable features:

a.) Our online invitation software automates the emailing of uniquely designed electronic invites to corporate event guests

Invited guests can click on links within the body of the email invitation to see the custom event invitation, register their attendance and see more information about the event (such as a breakdown of the event’s agenda and guest speakers’ bios).

This online registration process includes the capturing of information pertinent to each guest. This includes guests’ dietary requirements, the company to which they belong, their specific stationery needs and flight or travel details, their hotel and room-type selections, airport transfer bookings, and the likes.

Once guests have confirmed their attendance and supplied the necessary information for this process, they are put on an automated workflow that sends follow-up communication reminding them to pay their event fees and book their accommodation (through an online Pay U system).

Customised conditional dropdowns can be created for each form field to capture any additional information required.

Our automated RSVP system automatically captures invitation accepts, declines and non-responses in the system’s back-end for up-to-date and automated status reporting.

Automated status reports can be sent to event planners based on their unique reporting and feedback needs. These reports include a summarised overview of invited guests, as well as a breakdown of guests who have accepted, declined or failed to respond to your event invitation.

Custom form fields for reporting can include the following information for each guest:

  • Dietary requirements (Standard, Halaal, Strict Halaal, Kosher, Vegetarian, Vegan or Banting)
  • Preferred contact details
  • Unique QR access code and name tag number
  • Flight or travel details
  • Accommodation needs

Having a centralised repository for all guest-related information, which is constantly being updated in real-time as new guests respond, takes much of the headache out of tracking guest responses and registrations. Top corporate event planners trust our automated RSVP systems to handle their events – why don’t you? Give us a call for more information or request a quote from us today. Image

Image Credit: cdn.wittysparks.com

social-media-for-events-hands-up.jpgThere’s nothing more damaging than negative publicity and chatter around a branded event. Unfortunately, when it comes to broadcasting thoughts and opinions online, appropriate ‘eventiquette’ seems to have gone out the window: it doesn’t take much for third parties to get the wrong end of the stick when overhearing something and then loudly adding their own two cents to the conversation.  Uninformed opinions – developed from hastily-read subject lines and other people’s negative comments, often taken completely out of context – regrettably spread like wildfire on social media channels.

This is why some event marketing managers completely shy away from using social media marketing for events. This is especially true if they lack confidence in their ability to track and ‘manage’ their followers’ engagements across multiple social media platforms. But brands cannot ignore their online fans and followers.  Social media isn’t going anywhere anytime soon, and a ‘head in the sand approach’ to social media marketing is not going to be sustainable for any company in the long run.

So, how then do you nip negative impressions of your event and brand in the bud before they have a chance to spread and influence public opinion?

1.) Form a skilled social media curation team

For one, you can allocate a social media curation role to some of your event planning team members. These individuals would need to be familiar with social media channels like Twitter, Facebook, LinkedIn and Snapchat. Their task would be to keep an eye on the buzz around your event, both to troubleshoot complaints and deflect negative chatter, and direct online engagement in a positive direction.

2.) Work on your response and approach

There are a few approaches that your curation team can take when responding to damaging comments or complaints posted on social media. You can choose to ignore them, delete them and pretend they never existed, respond in kind, or placate your critics with a less than sincere apology.  Or you can apologise on the brand’s behalf and offer a solution. An apology cools down heated emotions and being upfront about what your company or events management team are going to do to rectify the situation helps guests and clients feel valued and heard. This is essential for building strong brand loyalty.

3.) Harness negative feedback to your advantage

Another approach would be to encourage your event guests and brand ambassadors to vent and complain as often as they like. The advice here is to have a dedicated complaints platform for your event guests to use to appropriately channel their grumbling. This will help keep negative chatter off other social media platforms. Remember, any complaints received – and the solutions you develop to resolve them – can be used to improve your future corporate event experiences.

4.) Cross your t’s and dot your i’s and make sure that nothing bad happens

Ideally, you want to run an event where nothing bad happens. The food needs to be exquisite, the registration process needs to run effortlessly, the entertainment needs to arrive on time, and the sun needs to shine.

If you choose to use social media marketing for events, one way that you can prevent these powerful marketing and engagement tools from backfiring on you is to use the appropriate technology to streamline processes. Your corporate event guests will have numerous opportunities to engage with your brand across multiple touch points. This process kicks in the minute they receive their online corporate event invitations, right through to the on-the-day registration process and the post-event communication that they receive.

Ensure that all your events are positive experiences by using appropriate RSVP software for events.  For more information on how event management software can help you with event marketing that doesn’t fall flat or backfire, download our Event Marketing Guide.


Richard-Saul-Wurman-event-management-tips.jpgDid you know that the first Technology, Entertainment, Design conference (more commonly known as TED) was hosted as far back as 1984? This is according to a recent Fast Company long read by Michael Grothaus. Since then, the non-profit organisation has run over 50 TED conferences, which have all served to gather keen and like-minded thinkers for interactive talks on just about anything pertaining to the tech, entertainment or design industries.

The brain-child behind TED is Richard Saul Wurman, who chaired the popular TED conference from 1984 to 2002. Wurman later went on to develop the TEDMED conference for health professionals. Shortly after that, inspired to find a different and more cost effective way to run conferences, Wurman started the conversation-based WWW conference.

What was Wurman’s thoughts behind the WWW conference?

As Wurman explained in a video interview with Curiosity, the WWW conference aimed to gather intellectuals for unrehearsed conversations around all the ‘W’ words – war, the word, wit, the weather, the world. Wurman wanted to create a “meeting, gathering or dinner party, with 100 of the greatest minds in the world, having [unedited and unrehearsed] conversations, two at a time…with no time limit”.

And the cherry on the top? No one had to buy a ticket to attend this event, ever. In his video interview, Wuurman shared that, while he recognised the many risks to this venture and that there was “lots of possibility for failure”, he also had enough confidence in his ability to pull it off – and that, for him, was exciting.

What can event managers and professionals learn from Richard Wurman?

The following are a few event management tips that we feel can be gleaned from Wurman’s wealth of conference planning experience.

You’re never too old (or too skilled) to improve your craft

Wurman started organising conferences  in the 80s and has just kept going. In a YouTube video, he explained that, in continuing with honing the process, he’s been trying to figure out why something works and how he can create conferences that aren’t boring. By adopting a similar approach to corporate event planning – i.e. intentionally keeping corporate event experiences fresh, innovative and engaging – an event official can become the go-to specialist in their industry.

Risk-taking is worth it

Wurman’s first TED conference ran at a massive loss, but this didn’t stop him from organising the next one in 1985. Too often, we allow failure to discourage us instead of harnessing it for our learning. For Wurman, thinking out the box to explore new ideas and take risks was worth it. I know that this isn’t the most comfortable of event management tips, but, as event professionals, we need to take the necessary risks to push the boundaries and create event experiences that resonate deeply with our corporate guests.

There’s no need to blow the budget to impress your VIP list

It’s a common misconception that the flashier the corporate event, the better. What innovative ideas could you think up if you set yourself the task of planning a corporate event on half the allocated budget, for example? Scarcity often inspires creativity.

Wurman used subtraction principles to rethink his events: he subtracted all the conventional features of a conference (the lectern, long presentations, VIPs that were for face value only – all the pomp and ceremony of a conference) to create the 18-minute speeches that have made TED Talks as globally accessible as they are.

Let passion inform your event planning process

If you are organising events that you wouldn’t set foot in yourself, then something is amiss. Here’s the last of this blog’s event management tips: you need to have a passion for what you are doing, and this is only possible if your interest is piqued. Don’t be scared to add a personal touch to your corporate event planning that provides inspiration for you when the going gets tough. Don’t be scared to stretch yourself and explore the boundaries of the corporate event management world.

Other event management tips include keeping your finger on the pulse of event technology and being sure to keep up to date with the latest trends in Guest List Management Software. You may enjoy our event technology guide. You can download it here.

Image Credit: pi.tedcdn.com

Have you received any event invitations by regular post lately? No? Come to think of it, neither have I really. And why would we, when Facebook (and other social networking platforms) allow just about anyone to create an events page and send online event invites to their FB friends and society at large – no mess, no fuss?

In the same way, paper-based corporate event invitations are quite soon to be a thing of the past. This is because corporate event invitations and guest list management processes are becoming increasingly digitised. In today’s high-tech society, any form of communication that arrives in a sealed and stamped envelope seems quaintly archaic. In fact, the only form of ‘snail mail’ that many of us now expect to find in the post these days are our bills, statements, speeding fines and the odd letter or two from grandma.

While this may seem a rude turn of events for the avid postage stamp collector, event professionals are breathing a collective sigh of relief. Digital technologies now exist to automate and streamline much of the corporate event management processes – and we’re grateful. We’re also grateful because these technologies make us look even more organised and efficient than before, which we don’t mind.

If you find yourself saddled with outdated corporate event management processes, it may be time to consider ‘going digital’ to maintain that near-flawless event planning reputation of yours

The RSVP Agency’s Invitation and RSVP Management Solution allows you to send out web-integrated email invitations and manage your corporate event guest list in real time.

Here’s a scenario: you’ve been tasked to organise a gala dinner for a large corporation’s key clients, stakeholders, executives and partners. How can The RSVP Agency’s online invitation management software help you with the task at hand (while making you look every part the event planning guru)?

The process is quite simple: You’ll first need to do a bit of detective work and information-gathering of your own to create a master list of all potential guest’s information. You’ll initially need to create this master guest list in Excel, where you can clean up any formatting errors and duplications of information.

Once ready, this spreadsheet can be uploaded onto an online database that plugs into The RSVP Agency’s online invitation management software. Your new master guest list can be updated in real time, accessed at any point, and from any location, and also downloaded as an updated Excel spreadsheet for reporting. Uploaded data can now be pulled into our invitation management software to automate the sending of your event’s e-invites.

When it comes to designing your corporate event invitation, you have two options: 1.)

The RSVP Agency has an in-house designer, skilled in blending a business’ corporate identity guidelines, branding, specified artwork and event-related themes to build and create your event’s customised electronic invitations. 

Accept and decline buttons are built into e-invitations so that guests can respond to your event invitation with the simple click of a button. In the backend, our online invitation management software tracks and captures responses, so that your list of confirmed attendees stays current and so that you know who to follow up with for a response. 

2.)Alternatively, you can send us a corporately designed invitation for uploading onto our software system. Here, the same accept and decline buttons are included to automate the online capturing of your guests’ responses.

Event management technology also serves as a nifty data gathering tool for measuring a corporate event’s ROO and ROI

Our online invitation management software also allows you to collect additional information from guests during the RSVP process. You can ask them about their dietary preferences, accommodation and travel arrangements, preferred means of communication and the likes, which will better arm you to pull off another seamless corporate event experience.

You can also send them a pre-event survey to be compared with any responses  collected after the event. Because this information is stored in an online database, it has less chance of being corrupted, damaged or tampered with, which should tick all your boxes when it comes to ensuring POPI compliance.

The benefits of online invitation management software are too numerous for one blog alone, I’m afraid. For more information about The RSVP Agency’s Event Management Software offerings, download our latest event tech guide.

Image Credit: www.grey-hare.co.uk

corporate-event-ideas.jpgCan you believe that we are well into the first half of 2016 already? For those of us in the Can you believe that we are well into the first half of 2016 already? For those of us in the Southern Hemisphere, this means that a strong winter chill has begun to set in. Almost overnight (it seems), we’ve had to start digging in our closets and storerooms for our winter woollies and appliances (scarves, coats, boots, vests, electric blankets, hot water bottles, gas heaters – you name it) as we prepare for the cold and wet months ahead. Brrrr!

As a corporate event planner, the onset of winter means it’s time to change track with your event offerings too. By now you should’ve kicked into ‘winter mode’ and started thinking about cosier venues and more winter-appropriate cuisine, décor and activity selections for your upcoming corporate events. But, just in case you need more inspiration, the following are some additional corporate event ideas for you.

So, what’s hot and happening for wintery work functions in 2016?

Because food is a great people gatherer, let’s start with corporate event ideas for tasty cuisine items that you can incorporate into your winter menus this year.

African flavours and gluten-free options rank high as cuisine ‘musts’ in the winter of 2016

Interestingly enough, cuisine and flavours from Africa are top of the list of recommended catering options for 2016. This is according to a blog by a boutique catering company, Olive Twist. A Forbes article backs this up by listing a North African, egg-based dish called Shakshuka as one trendy option, while a GoodFood post places South African dishes like Bobotie (a spicy, minced meat dish) and Melktert (a milk custard dessert) among their 2016 trendsetting favourites.

In one of their foodie blogs, Entrepreneur predicted that grilled or roasted vegetables and meat (and even dessert) options are going to be more creatively explored in 2016. Smoked flavours are in too. And, believe it or not, chickpeas, in the form of chickpea flour, are making an appearance as a trendy food item these days. One Bon Appetite blog recommends replacing wheat flour with chickpeas flour for making crepes, pasta dishes, deep fried cakes and the likes.

From a glance at most trend-orientated blogs for events this year, it would appear that guests are more health conscious than ever before, so ensuring that your caterer sources locally and organically grown food items for your event is another ‘must’ for 2016. When it comes to alcoholic beverages, artisan or craft spirits or beers are the way forward for your 2016 corporate events. And coconut water seems to be a trendy offering for a non alcoholic drink option on the menu.

Creative catering methods can be used to keep guests entertained and engaged 

Unless your venue comes with gas heaters or bonfires for entertaining guests outside, you’ll likely be limited to inside venue options for your winter events. Olive Twist reccomends playing around with the idea of strolling buffets (for mingling and networking) or interactive chef’s tables as a means of keeping your guests adequately occupied. This places food as one of the main events at your corporate function. As far as corporate event ideas for catering go, we think this approach is pretty neat.

Turning our attention to décor, which colours should you use?

A Cvent blog on the 2016 winter colour palette includes subtle tones like medium to light grey, taupe, light turquoise, mustards, a light rose colour, and light shades of purple and orange. Earth tones are also included in the mix. These colours can be incorporated into the décor as equally subtle accents, through your choice of linen, paper, artwork, dinnerware and flowers.

Some practical considerations – thanks to the winter chill

Corporate event ideas for welcome drinks naturally turn to warmer and spicier options. Consider a traditional hot cider or gluhwein (aka mulled wine) as a welcome drink at the door. Alternatively, Esquire has a creative list of winter cocktails to peruse for some recipes that are bound to please the most chilled (literally) of guests.

Because nobody wants to get caught in a downpour between their transport and your event’s entrance, be sure to select an event venue that has adequately covered parking, offers a valet service if needed and is easily located and accessible. Choose dress codes or themes that are suitable for winter and aren’t so over the top that it puts your guests off from attending entirely.

The good news is that professional Event Management Software doesn’t change with the seasons. For more information about the consistent event planning solutions that event management software has to offer, download our Practical Guide to Professional RSVP

Image credits:
Cover Photo: s-media-cache-ak0.pinimg.com
Shakshuka: leanitup.com
Italian flatbread: inpursuitofmore.com
Mulled wine: gimmesomeoven.com


Other than automating and streamlining event management processes, does Event Planning Software in any way assist marketing managers to measure and report on their corporate marketing events’ ROI and ROO? We would sayyes.

Online Event Planning Software can be coupled with a combination of event measurement tools to determine the overall success of your corporate marketing event

In one of their blogs, Special Events provides a list of ten event measurement tools that Marketing Managers can use to measure their corporate marketing events’ direct ROI and ROO. The blog’s author, Jim Cavanaugh, believes that these tools are most effective when used in combination.

These tools are:

  1. The number of responses you get from attendees to your event invitation
  2. The number of new client leads that you generate through the event
  3. The ongoing commitment levels that you experience from your clients after the event
  4. The total number of guests who attended your event
  5. The revenue (if any) that you generated through the event
  6. The results from event surveys that you conduct both before and after your event
  7. The quality of attendees (customers and prospects) at your event
  8. The response that you receive from management after the event
  9. The sales growth (if any) that you can attribute to your event

Many online Event Planning Software solutions have been designed with these metrics in mind and make this information readily available for analysis. The RSVP Agency’s Event Management Software, for example, provides event organisers with access to an online dashboard, which reports real-time data that can then be used for effective event planning.

The following are some of the key features of Event Planning Software that help with the measurement of an event’s ROO and ROI:

  • Automated and live reporting, using data pulled from guest’s online invitation responses, provides marketing managers with real-time reports on the number of guests who plan to attend an event and those who still need to respond, while on-site event registration tools help to track on-the-day guest attendance.
  • Event Planning Software also allows for the setup of multiple guest lists, which enables customised communication with company employees, the media, VIPs, VVIPs and other types of guests. This means that you can track attendance responses according to guest types (which allows for more accurate reporting) and you can more easily measure if your event marketing activities have attracted the right audience.
  •  The RSVP Agency’s Event Planning Software includes a forward invitation feature, which is an effective means to expand your existing client base and to market your brand and event. Here invited guests can send an invitation to other potentially interested parties from their own outboxes. The software system’s back-end tracks the initial referral contact so that you don’t lose touch with invitations and guest numbers. Marketing managers can use this feature to measure the effectiveness of more organic, ‘word-of-mouth’ approaches to their event invitations.
  • Event invitation responses can entail more than just clicking on a simple ‘accept’ or ‘decline’ button in an email invitation. Many online invitation response forms ask for additional information from their guests – including their dietary preferences, the workshops/sessions they will be attending (if any), their accommodation requirements and the likes. Event organisers can use this feature to gather more general information from guests, using a survey-style approach. This can be followed up with post-event communication that also asks for feedback from guests about their event experiences.

It’s clear then that Event Planning Software doubles as an effective data gathering tool for feedback to managers about a corporate marketing event’s overall effectiveness and impact. Download our brochure for more information on The RSVP Agency’s email invitation software.

Image Credit: soireesbylori.com

stress-management-techniquesLet’s be real – corporate event planning is more than just stressful. It taxes all of your internal and physical resources and stretches your administrative ball-juggling skills to the max. It challenges your ability to stay cool, calm and collected and sometimes even makes you really (really) long for a large, alcoholic beverage – well before midday!

And the beauty of it all? That would be the ‘rinse and repeat factor’ of event planning, of course. If your company is quite intentional about their corporate marketing and networking activities, it’s likely that before you’re even done with pulling off that memorable product launch or raved-about business seminar experience, you’d have started organising your next event.

Despite all of this stress, we know that you do actually enjoy your job. You do. Sometimes corporate event planning can just push you to the edge of your Zen Garden (and beyond) – and we understand that too.

Have you ever considered process automation as a viable stress management measure?

There already exists on the internet a plethora of information on stress management techniques for busy corporate event planners, but has anyone ever mentioned how process automation can do wonders for dialling down your stress levels?

While you may treat your ring-binder file like it is your event bible – and it’s probably good that you have it at hand in the event of a power failure or a technical malfunction (which you should plan for anyway) – only you and a select few can access and decipher the file’s contents when needed. This doesn’t really help if you find yourself unexpectedly unavailable to answer questions or orchestrate event activities. This can cause a bottleneck in the event planning process or send your team into a mild panic on the day of the event.

There are many stress management benefits related to process automation

Process automation software is handy for event planning and stress reduction as it:

  • Makes information readily available and shareable across devices
  • Regulates access to confidential information through access and data security controls  
  • Increases visibility and control over the entire event planning process
  • Can be used to orchestrate both your event planning team and the information and documents needed for the event planning process

When it comes to stress management techniques, using process automation is ideal. It mitigates human error in data collection processes and safeguards you against the loss of valuable event planning data.

Sophisticated software can automate your guest list management

Because corporate events are about people and their experience of your brand, you want to ensure that every point of contact with your guests are positive. Process Automation Stress Management Techniques (PASMTs) kick in here in the form of guest list management software that streamlines processes.

Getting responses from guests you have invited to your event can be a tediously drawn-out affair. Corporate people are busy, and getting back to you about your event is just one of many things on their ‘To Do’ list. With that in mind, imagine automation software that sends out personalised email invitations to guests on your database, tracks their responses to your invitation and reminds them to actually send a response.

Picture a software tool that helps you collect all the data you need from your guests (such as their dietary preferences, itineraries, contact details and the likes), and sends them SMS reminders and Calendar invitations so that they don’t miss the big day. Being able to track this entire process from one centralised point is another plus that comes from using guest list management software.

If none of this sounds like your cup of tea, there are always more old-school stress management techniques for you to use

Process automation may not be for everyone, we know, which still leaves you with other stress management techniques to keep your blood pressure levels stable. Take a brisk walk, keep hydrated, power-nap, or work on bettering your time management skills to keep cool and collected. For the rest, however, we would recommend coupling these above methods with a healthy dose of PASMTs.

Download our Event Marketing Guide  to find out how to turn your events into marketing gold. 

Image Credit: cdn2.hubspot.net/

best_event_management_software.jpgWe all know that nobody bothers with something if it isn’t broken. “If it ain’t broke, don’t fix it”, is the popular adage. If a system, product or device runs smoothly, we barely notice how efficient it is or how much easier or more productive it’s making our lives. But have it fall over, break down, or fail to do what it’s meant to do, and – lo and behold – eyebrows will start furrowing, grumbles and complaints will be heard in the air, and a speedy solution will need to be found ASAP, otherwise somebody’s head is bound to roll.

It’s the same with running a corporate event. Guest who enjoy and appreciate the smooth organising of one of your product launches, golf days or business seminars, probably do so without a thought as to what is going on in the background. But just have that one delay, technical error, catering mess-up or venue glitch creep in, and your happiest guest can easily sour.

One way to prevent guests from walking away from an event with a bad taste in their mouths is to sweeten the process with Event Management Software.

Our product offering: slick invitations, easy RSVP processes, and seamless on-the-day registration capabilities

At The RSVP Agency, we understand that it’s important that your guests have a positive experience at every touch point in your events planning and delivery process. This is often achieved through process automation, which reduces the chance of human error and allows for the pre-planning and setup of much of your event management processes.

Guests don’t enjoy feeling spammed, for example, so your email invitations and follow-up communications need to be delivered to their email inboxes, at appropriate intervals, looking slick and professional. At The RSVP Agency, we offer professionally crafted designs for email invitations and online RSVP pages. Email invitations are sent to guests on your guest list via our automated email invitation software. Our Event Management Software cleans your guest list of any duplicates or errors, so that no guest is emailed twice and your email invitation bounce rates are greatly reduced.

What’s more, our Event Management Software can track which of your guests have indicated they will be attending your event, and which guests need to be followed up for a response – keeping your guest list updated in real time.

Being able to reply to your email invitation is as simple as a mouse click

The RSVP Agency’s Event Management Software is perfect for corporate event planners and their busy event attendees. Guests who want to confirm or decline their attendance simply need to click on an ‘accept’ or ‘decline’ button in their email invitation. Our online invitation management system then reminds confirmed guests of your event via SMS. Confirmed guests further receive an iCal calendar reminder that integrates with their local calendar software so that your event can’t slip their minds.

The on-the-day event registration process is also simplified with our Event Management Software. Registration at an event is necessary for security access control and tracking guest’s attendance. The RSVP Agency’s product allows you to easily register your guests on the day using an unique QR code issued to each guest prior to the event. Guests can register themselves using our our RSVP iPad application.

Download our brochure for more information about how to sweeten your event offerings with our Professional RSVP Management Software.

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