Attendee Journey is a concept involving the journey of your attendees throughout the event (how un-obvious was that!). On an extremely serious note, though, event presenters have identified that attendees are the reason why events happen in the first place, and there’s increased competition for their attention and time. Attendee Journey starts with the registration process and ends with obtaining feedbacks after you’re through with the event, and in order to master the Attendee Journey approach, you have to understand the expectations your attendees have at every point in the Journey and thrive to exceed them.
Let’s start with the registrations because those are usually the first impressions you make on your attendees. Also, beginning from the beginning (you see what I did there) will help you get the hang of this approach effectively.
Save Paper, Save Trees, Save Earth, and of course, Save the Trouble!
If you’re worried online registrations might be too high-end and technical for the grandmothers’ club, why don’t you drop them a text on WhatsApp or tweet to @groovygranny and find out?
That’s right – everybody today prefers online registrations to paper forms because they’re easier, hassle-free, less complicated, and all other synonyms of these three.
Okay, class, form a Group!
*everybody looks at their homies*
Asking one person to register for an entire group is, again, less complicated, efficient, and cost-effective. You can promote group registrations by giving away group discounts, and including an option for group registration on your page. At the same time, communicate with group members individually to confirm their attendance through emails, just to make sure nobody is being dragged into it forcefully (if they’re homies, that is happening).
I call dibs on the Driver’s Seat!
Giving your attendees the chance to “personalize” their event experience will leave them much happier than pens and notepads imprinted with your logo. You could include preferences on your registration page wherein your attendees will be able to choose not just between a “vegetarian” or “non-vegetarian” meal, but also the cuisine, t-shirt sizes, room, and probably even vote for the guest speaker they desire.
Work for them.
If you’re all about focusing your event around your attendees, you might as well fill out their forms for them. Especially for repeated visitors, they would appreciate if their information is already available in the browser, relieving them of typing the same stuff all over again. This will reduce entry errors and there will be fewer people who’ll abandon the process mid-way.
Are you coming? Are you SURE you’re coming? Are you?
Like I mentioned in the first paragraph (yeah, go on, scroll up), event presenters are practically competing for attendees’ time and attention because everyone’s busy. You might want to send a series of emails to the registrants to confirm whether they’re going to show up or no because they might’ve changed their minds, or forgotten about the event completely. These emails will help you figure out if there are going to be free spaces and also act as reminders for your attendees.
I’m going if you’re going, totally!
The chances of me signing up for an event are directly proportional to the chances of my best friend doing the same. It’s always going to help you as well as your attendees if you include a list of attendees on your registration page and even in your confirmation emails so that registrants are aware of who’s attending and what sessions they’re signing up for.
Build Better Badges (try saying that five times without pausing)
It’s not just a great example of alliteration, it’s an even better tip that you should always have in your mind. Attendee badges should have all kinds of information that can be contained in a single QR code for easy scanning and exchanging. Along with their names, include their scheduled meetings, sessions they’ve signed up for, demographics, and other information that you think is relevant (try relationship status, just in case a hopeless guy is trying to pick up dates at your event. Well, he’s an attendee, too, so honor his needs).
Don’t ask too many Questions.
You’re asking me why? Really? Because you do ask too many questions, that’s why!
When you’re asking your attendees to fill out forms, they are most likely to get bored and annoyed if the forms are long and irrelevant. Try using conditional logic to form questions that get displayed based on what the registrant has previously entered. Less trouble for attendees, less workload for you.
Before The End…
Now that you’ve simplified the registration process (this is where the quote at the beginning makes sense), you have a head-start with nailing that Attendee Journey approach. Work on these lines when you plan out every step after this, and there won’t be a single unhappy attendee leaving your event (the hopeless guy trying to pick up dates can be excluded).