How To Manage Multiple Events Simultaneously & Effectively
While companies would like to focus on hosting, managing and organizing one event at a time, this may not always be the case. If your business holds meetings, keynotes, and conferences annually, there may be days when you find yourself managing multiple events simultaneously. When this happens, there are a lot of moving parts to consider, so many things to do and often not a lot of time.
Registration requests will start flowing in for one event while you’re still scheduling speakers and taking in payments of booths for other events. It’s on such occasions that you need to consider actionable tips that take the burden off your shoulders. Here are 3 ways that make managing multiple events a breeze:
Delegate responsibility
Event managers don’t need to be the only ones involved in managing these events. For example, professional development and marketing can be handled by the event manager while a manager from the sales department can handle event reporting and attendee registration lists. And when doing these tasks on the internet, you can use a software like Trello where everyone can login and manage all aspects of different events.
This type of software structure will enable multiple personnel to share a centralized system, and have access to the event data they need. The benefits include distributed access to operations for running multiple events, and less stress for the event manager. Delegation of the responsibilities will allow everyone in the company to create a better experience at all scheduled events.
Utilize event tools
Tools such as event apps and software can be used to host multiple events, all through a single offering. Some apps only require a single download, and can provide multiple branded agendas in the hands of many satisfied attendees. Event organizers can use such apps to facilitate both in-person and digital networking. Attendees can connect with each other as well as with event managers based on professional titles, interests, and more.
It is noticeable that WiFi coverage at one of the multiple events you’re hosting can get spotty; an app that offers offline networking opportunities can ensure that your attendees have access to the event content all the time – with or without an active connection. It’ll be a good idea to integrate the app with the event registration system you’re using to categorize attendee lists based on different events.
Create content in advance
You can start creating content for events a few months in advance. Content should be geared towards attendance benefits, keynote speakers, promotions, sponsorship opportunities, and more. The content can be sent out via email and social media networks; a CRM tool can be used to categorize contacts for different events.
By creating content and giving away some value in advance you’ll be able to draw in visitors in advance for different events, which will give you time to manage and categorize the attendee list. So on the event day you’ll be more organized than if you draw in attendees on the same day as the event takes place.
So by doing your homework in advance about the event attendees and using different tools you can better manage events when two or more of them take place simultaneously. If you follow these tips you should be on your way to optimizing management of different events.
Author: Ravi Kumarr Gupta