Azavista offers a comprehensive event management platform that streamlines the entire event planning process. Azavista's platform includes features such as registration and ticketing, event website creation, email marketing, supplier management, and analytics, making it a one-stop-shop for all event-related needs.




- Event registrations with Azavista's form builder
- Real-time view of your event participant list as well as their registration status
- Manage, segment, and engage participants in one place

- Create and manage single event, main and sub-event, or an event series 
- Streamline manual tasks, validate suppliers and speakers, approve content and manage budgets
- Simplify complex processes without engineering or workflow specialists

- Streamline planning and logistics with a centralized interface
- Create and assign tasks to your team, track progress, and monitor costs, attendance, and project progress
- Avoid overwhelming to-do lists and spreadsheets.

Event Planners

See how companies like Booking.com, Continental, Endress Hauser, and many more are creating memorable experiences with our platform.

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The platform purpose-built for seamless event management and trusted by the enterprises of all sizes.

Azavista

Azavista has launched a new Event Kiosk - check out the details

In today's rapidly evolving events landscape, staying ahead of the curve is crucial. The integration of technology has become a necessity for event planners looking to enhance attendee experiences. One such innovation leading the charge is the implementation of tech-infused event badges. In this blog, we'll explore various ways to leverage these badges to elevate onsite experiences, from seamless access to personalized networking and interactive sessions.

## Turning Ordinary Event Badges into Extraordinary Experiences
 
### 1. QR Scanning for Easy Onsite Checkin & Information Retrieval 
Simplify and expedite the event check-in process by incorporating QR codes on event badges. Attendees can swiftly scan these QR codes, facilitating seamless and quick check-ins at the entrance. This innovative approach not only streamlines the registration procedure but also enables attendees to instantly exchange contact details with a simple badge scan, enhancing the overall efficiency of networking opportunities.

### 2. Integrate RFID or NFC Contactless Access and Security  
Implement RFID badges that attendees can simply tap at the entrance for seamless access. This not only reduces entry time but also enhances security by eliminating the need for physical ticket checks.

### 3. Personalized Badges for Individualized Experiences
Elevate the sense of individuality by offering personalized badges that go beyond the basic identification function. Attendees receive badges with their names, affiliations, and even a personalized welcome message. This small touch creates a sense of importance and connection, setting the tone for a more personalized event experience. Additionally, consider incorporating color-coded badges for different attendee categories or access levels, streamlining navigation and enhancing the overall event atmosphere.

### 4. Interactive Sessions and Gamification 
Transform badges into interactive hubs. Collaborate with designers to add features like touchscreens or buttons, allowing attendees to participate in live polls. Ensure seamless integration with the live polling system through QR code scanning or RFID/NFC, creating an engaging and responsive event atmosphere.

### 5. Digital Display on Badges for Real-time Information Updates 
Utilize digital displays on event badges to provide real-time updates such as changes in the schedule, important announcements, or emergency alerts, ensuring attendees are always well-informed.

### 6. Post-Event Analytics 
Use analytics tools connected to event badges to track which sessions attendees visited, which exhibitors they engaged with, and how long they spent in each area. This data helps organizers evaluate the event's success and plan improvements for the future.

### 7. Lead Scanning for Exhibitor Engagement 
Equip exhibitors with handheld scanners that can quickly capture attendee badge information. This streamlines the lead generation process, allowing exhibitors to focus on meaningful post-event follow-ups.

### 8. AI-Powered Personalized Recommendations 
Integrate AI algorithms that analyze attendees' session preferences and interactions. The event badge then suggests personalized recommendations for future sessions or exhibitors, enhancing the overall event experience.

### 9. Language Translation for Global Audiences 
Implement language preferences in event badges, allowing attendees to select their preferred language. AI-powered translation services ensure that communication barriers are minimized, creating a more inclusive environment for a diverse audience.

### 10. Smart Networking Suggestions 
Use AI algorithms to analyze attendee profiles and suggest relevant networking opportunities. For instance, the event badge might notify an attendee about another participant who shares similar professional interests, prompting a connection.

### 11. Sustainability Initiatives 
Integrate sustainability features into event badges to align with eco-friendly practices. Design badges using recyclable materials or incorporate RFID/NFC technology that allows for badge reuse at multiple events, reducing waste and contributing to a more sustainable event ecosystem. Encourage attendees to return their badges at the end of the event for recycling or offer incentives for those who opt for digital badges to further minimize environmental impact. This not only showcases a commitment to sustainability but also resonates positively with environmentally conscious attendees.

### 12. Badge Printing Kiosk for On-Demand Personalization 
Set up badge printing kiosks at strategic locations within the event venue. Attendees can approach these kiosks upon arrival to print their personalized badges, allowing them to input or update information on-site. The kiosk can be equipped with user-friendly interfaces, enabling attendees to choose badge designs, input preferences, or even add a QR code for networking. This on-demand badge printing system not only enhances personalization but also provides a convenient and efficient way for attendees to ensure their information is up-to-date, contributing to a smoother registration process. Additionally, consider using eco-friendly printing options to align with sustainability initiatives.

In conclusion, the integration of tech-infused event badges goes beyond convenience—it transforms events into dynamic, engaging, and sustainable experiences. Event planners embracing these advancements are not only future-proofing their events but also ensuring that attendees leave with lasting memories of a technologically enriched and well-executed event. Stay ahead of the curve, integrate tech, and watch your events reach new heights.

About Azavista Event Technology

Revolutionize event experiences with [tech-driven badge](https://www.azavista.com/onsite-check-in-badge-printing)! Explore Azavista's new Event Kiosk for efficient, professional onsite check-ins and high-quality badge printing. 




12 Ways to Integrate Next-Gen Tech into Event and Conference Badges 

As event organizers, we understand the importance of a smooth onsite event check-in process. It's the first point of contact between your attendees and the event, setting the stage for their overall experience. However, beyond its practical aspects, onsite event check-in also holds a deep psychological significance. This blog post delves into the psychology behind onsite event check-in, shedding light on how creating a positive first impression can significantly impact attendees' overall event satisfaction.

## The Power of First Impressions
 
First impressions are often formed within seconds of meeting a person or experiencing a new environment. The same holds true for events. When attendees arrive at your event, their initial encounter is with the onsite event check-in process. This moment can shape their perceptions and expectations for the entire event.

Several cognitive biases influence how attendees perceive onsite event check-in:

**Confirmation Bias** 
People tend to interpret information in a way that confirms their pre-existing beliefs. 

👉 If the event check-in process feels chaotic or disorganized, attendees may carry a negative bias throughout the event.

**Anchoring** 
The initial impression can serve as an anchor for evaluating subsequent experiences.

👉 If event check-in is smooth and welcoming, attendees are likely to view the rest of the event in a positive light.

**Primacy Effects**
People tend to remember the first and last elements of an experience more vividly. 

👉 A poor event check-in experience may overshadow otherwise exceptional aspects of the event.


## Creating a Positive First Impression during Onsite Event Check-in

Now that we understand the psychological impact of onsite event check-in, let's explore how to create a positive first impression:

**Efficiency and Speed:** Long lines and delays can lead to frustration and anxiety. To make a positive first impression, invest in event registration software and processes that expedite event check-in, minimizing wait times.

**Warm and Friendly Greetings:** The demeanor of your onsite staff matters. Warm and welcoming greetings during guest event check-in can put attendees at ease, fostering a positive emotional connection with your event.

**Clear and Intuitive Signage:** Confusion can lead to negative first impressions. Ensure that your signage is clear, concise, and easy to follow, reducing attendee stress. Implement advanced digital signage and wayfinding solutions that guide attendees throughout the event venue. These digital signages can dynamically update information, such as session schedules, speaker details, and real-time alerts.

**Aesthetics and Atmosphere:** The physical environment of the event check-in area matters. Consider the aesthetics, lighting, and overall atmosphere to create a welcoming and pleasant ambiance.

**Proactive Problem-Solving:** Mistakes happen, but how you handle them matters. Train your staff to address issues with a problem-solving mindset, showing attendees that their concerns are taken seriously.

**Use Technology:**

- Utilize instant badge printing technology, which not only enhances efficiency but also provides attendees a personalized experience
- Embrace QR code scanning, mobile check-ins, and digital ticketing to reduce physical contact and enhance safety.
- Keep attendees informed in real time using event apps or messaging services

## The Ripple Effect

Creating a positive first impression at onsite event check-in doesn't just impact the initial interaction; it has a ripple effect throughout the event. Attendees who start on a positive note are more likely to be engaged, forgiving of minor hiccups, and likely to rate the entire event more favorably.

## Case Studies in Psychological Impact:

To illustrate the power of psychology in onsite event check-in, consider these case studies:

Event A: Attendees experience a seamless, efficient check-in process with friendly staff. The event receives high satisfaction ratings, even in the presence of minor logistical issues.

Event B: Attendees face long lines, disorganized check-in, and unresponsive staff. Despite excellent content, the event receives lower satisfaction ratings.

Case Study: [How TNW checks in more than 10,000 participants with Azavista's Onsite Checkin Module](https://www.azavista.com/case-studies/azavista-tnw-onsite-event-checkin)

Understanding the psychology of onsite event check-in is pivotal for event success. By recognizing the cognitive biases at play and strategically curating a positive first impression, event organizers can enhance attendees satisfaction, create lasting positive memories, and ensure that attendees leave with a favorable impression of the event as a whole. The psychology behind onsite event check-in is a powerful tool for event success, and it's time to harness its potential.




The Psychology of Onsite Event Check-In: The Science of First Impressions

In the ever-evolving landscape of event planning and management, the onsite event check-in process stands as a pivotal point where efficiency, security, and engagement converge. In this article, we will explore the exciting trends expected in onsite event check-in. These trends promise to revolutionize the way attendees experience events, combining technology, sustainability, and personalized service for a seamless and memorable event journey.

## Here are the Top 11 Trends to Implement in Onsite Event Check-In 

### 1. Contactless Guest Check-In with QR-based scanning, NFC and Mobile Apps

The COVID-19 pandemic has accelerated the adoption of contactless technologies in various industries, and the event sector is no exception. Contactless check-in methods, such as QR code scanning, NFC (Near Field Communication) technology, and mobile apps, have become increasingly prevalent. Attendees can simply scan their digital tickets or badges to check in, reducing physical contact and wait times.

### 2. Biometric Authentication for Advanced Security

Biometric authentication methods like facial recognition and fingerprint scanning are gaining traction in event check-in processes. These technologies offer a quick and secure way to verify an attendee's identity, making the check-in process more efficient and reducing the risk of fraud. Biometric check-in also provides a futuristic and memorable experience for attendees.

### 3. Predictive Queue Management during Event Check-in

One of the most frustrating aspects of onsite event check-in is waiting in long lines. Predictive queue management, powered by artificial intelligence and real-time data, optimizes check-in processes. Attendees receive notifications about the optimal times to arrive, significantly reducing wait times and ensuring a smoother entry.

### 4. The Rise of Self-Service Event Check-in and Badge Printing Kiosk

Self-service [event check-in and badge printing kiosks](https://www.azavista.com/onsite-check-in-badge-printing) are gaining popularity, offering a hassle-free, time-saving experience for attendees. This trend simplifies the registration process and provides personalized badges, contributing to smoother event operations and enhancing overall attendee satisfaction.


### 5. Smart Badge Technology: Revolutionizing Networking and Engagement

Smart badges have evolved from mere identification tools to become powerful networking and engagement devices. These innovative badges are now capable of storing attendee information and providing features such as contactless payments, session check-ins, and even real-time language translation. They are set to revolutionize the event experience by enabling attendees to effortlessly connect, engage, and access event content.

### 6. The Augmented Reality Revolution:

Augmented reality is reshaping how we engage with the physical world, and it's seamlessly integrating into event check-in processes. Attendees now have the opportunity to use AR-enabled apps to discover check-in points, access event information by scanning posters or signs, and even immerse themselves in captivating experiences related to their event badges.

### 7. Next-Gen Event Check-In: Embracing Voice Activation

Within the realm of event check-in, attendees are on the verge of experiencing an effortless check-in process. They can choose to check in by simply stating their name or presenting a voice-activated QR code. This hands-free approach not only optimizes efficiency but also plays a vital role in minimizing physical contact, thus guaranteeing a smoother and more hygienic check-in process

### 8. Lead Scanning: Revolutionizing Guest Engagement for Sponsors and Exhibitors

For sponsors and exhibitors, lead generation and relationship-building are crucial. Event check-in systems will incorporate lead scanning capabilities, allowing sponsors to easily collect attendee information and track potential leads. This technology facilitates post-event follow-ups and fosters lasting business relationships.

### 9. Session-Based Engagement Tracking

By actively measuring and leveraging attendee engagement data through session-based tracking, event organizers can fine-tune their programs to create events that are not only more successful but also more tailored to the specific interests and needs of their participants. Attendees can check in for specific sessions or workshops, providing organizers with real-time data on attendance and participation. This data can help event planners fine-tune their programs and enhance the attendee experience.

### 10. Real-Time Data Analytics on Check-In

Data analytics tools are becoming indispensable for event planners. Check-in systems are now providing [real-time data and analytics](https://www.azavista.com/event-success-reporting) on attendee check-in patterns, wait times, and demographics. Event organizers can use this information to make on-the-fly adjustments, ensuring a smoother check-in process and overall event success.

### 11. Sustainability-Focused Event Check-in

With the increasing importance of environmental sustainability, event organizers are prioritizing eco-friendly solutions. In the near future, we anticipate a surge in sustainable check-in practices, including digital-only ticketing, reduced paper waste, and the implementation of renewable energy sources to power check-in systems. These efforts align with the global commitment to a greener, more eco-conscious event industry.

#### Combining the Power of Trends

These trends collectively shape the future of onsite event check-in, offering enhanced efficiency, security, and sustainability, along with a more personalized and enjoyable event experience. By embracing these trends, event organizers can elevate their events, cater to the evolving needs of attendees, and deliver exceptional value to both participants and sponsors.

As we look ahead to 2024, the [onsite event check-in process](https://www.azavista.com/blog/onsite-event-checkin-comprehensive-guide) is set to transform the way attendees experience events. Efficiency, security, and sustainability are at the forefront, alongside personalized service and engagement. Event organizers must adapt and leverage these trends to create memorable and seamless event experiences. By doing so, they can ensure that attendees leave with lasting impressions and sponsors forge valuable connections, making every event a success in the years to come.




The Next Frontier: 11 Emerging Trends in Onsite Event Check-In

Managing onsite event check-in effectively is crucial for any event or business. It's the first impression your guests get, and it can make or break their experience.

A smooth event check-in process sets the stage for a positive experience and leaves a lasting impression on guests. In this guide, we'll provide valuable insights, strategies, and best practices to optimize your check-in procedures. From streamlining workflows to leveraging technology, we'll explore techniques to revolutionize your check-in process and deliver exceptional service. Let's dive in and discover how to master onsite check-in efficiency and make a lasting impact on your guests.

## 1. Unlock the benefits of pre-event registrations

Encouraging pre-event registrations is a strategic approach to ensure a smoother, more organized, and enjoyable onsite experience for both event organizers and attendees. It optimizes resource allocation, enhances security, enables better communication, and ultimately contributes to the overall success of the event.

**Create a user-freindly landing page:** An informative landing page for event registration will serves as a centralized platform where attendees can easily access event details and complete their registrations.

**Secure Digital Payments:** If your event requires paid registration, provide secure online payment options. Integrate a reliable payment gateway to safeguard financial information and enhance registration completion rates.

**Send Confirmation Email:** Upon registration, send attendees a confirmation email with event details and a receipt (if applicable). Include any additional information they may need to prepare for the event.

**Offer Ticketing and QR Codes:** If applicable, issue electronic tickets with QR codes that attendees can present for easy event check-in.

**Regularly Monitor Registrations:** Keep an eye on registration numbers and adjust your event planning accordingly. Send reminders to registered attendees leading up to the event.

## 2. Educate your guests with pre-event communication

**360-degree Pre-Event Communication:** Once registrations are complete, keep your attendees informed and excited by sending pre-event emails or notifications. Personalize the content to create anticipation and highlight event details, schedules, and pre-event requirements across channels.

**Centralized communication channels:** Establish a centralized communication channel, such as an event app, email newsletter, or social media group. This allows attendees to access important information and easily engage with event organizers or fellow attendees.

**Timely updates:** Notify guest of any changes or additions to the event schedule, logistics, local attractions, transportation options, recommended accommodations, etc. Keep the lines of communication open and ensure attendees are well-informed.

**Prompt responses to guest queries:** Attendees may have questions or concerns leading up to the event. Ensure prompt responses to inquiries, providing clarity and assistance whenever needed. This helps build trust and confidence in your event.

## 3. Be ready with high-quality badge designs and other marketing material

When it comes to event check-ins, designing and printing impactful identification badges or credentials is crucial. Let's explore key factors that will help you create memorable event badges:

**Integrated Design tool:** Go for an event management tool that gives you the option to design your badges with a user-friendly drag-and-drop design builder. Customize badge layouts, colors, fonts, and logos effortlessly. Get creative and make your badges visually appealing and on-brand.

**Quality badge materials & lanyards:** Ensure durability and professionalism by using high-quality badge materials or premium cardstock. Opt for materials that are resistant to wear and tear, water-resistant, and can withstand various environmental conditions. Pair the badges with comfortable and secure lanyards or badge holders.

**Customizable options for personalized badges:** Add a personal touch to each badge with customizable options. Include attendee names, organizations, and roles to make attendees feel recognized and valued. Offer the ability to add preferred pronouns or select from design templates that align with your event theme or branding. 

**Marketing Material:** Enhance event check-ins with impactful marketing materials, including digital event app features for easy access and engagement, compelling brochures with comprehensive agendas, engaging session handouts, and unique promotional items for exhibitors and sponsors.

[Read our blog on top emerging trends in onsite event check-in 
](https://www.azavista.com/blog/emerging-trends-in-onsite-event-check-in)

## 4. Plan easy to navigate onsite event check-in Layout 

Picture this: attendees flowing seamlessly through your event check-in, greeted with smiles and a warm welcome. How do you create this magical experience? Let's dive into the key factors that will make your check-in layout unforgettable:

**Centralized event check-in hub:** Opt for a central point for check-in that's easy to locate within the event.

**Registration pathways:** Strategically plan distinct routes for various registration categories, including VIPs, pre-registered participants, and on-site registrants.


**Informative event signage:** Utilize attention-grabbing signs to provide clear directions, including registration instructions and event schedules.

**VIP & special guests welcome:** Create an exclusive check-in station or area to roll out the red carpet for VIPs, speakers, and sponsors.

**Efficient queue control:** Ensure smooth flow with well-placed stanchions or barriers and friendly staff or volunteers.

**Support center/ Help Desk:** Establish a dedicated support center with knowledgeable staff to handle inquiries and resolve issues.

**Secure belongings service:** Offer a secure space for attendees to store their belongings, enhancing their event experience.

## 5. Staff and Volunteer Briefing 

Imagine a well-oiled machine, smoothly running through the gears of event check-in. The secret ingredient? Well-prepared and knowledgeable staff and volunteers. Let's explore how you can empower your team to deliver an exceptional check-in experience.

**Conduct training sessions:** Gather your team and provide comprehensive training on check-in procedures, event details, and their roles during the check-in process. This prepares them to handle any situation with confidence.

**Familiarize with onsite event check-in procedures:** Make sure your team understands the entire check-in process inside and out. From attendee registration to badge distribution, they should be well-versed in every step. Walk them through the check-in software or tools they'll be using, ensuring they are comfortable and proficient.

**Assign specific roles:** Assign each team member a specific role during check-in. This could include greeting attendees, scanning tickets or badges, providing directions, or addressing inquiries. Clearly define their responsibilities, ensuring seamless coordination and a smooth flow of operations.

**Encourage communication and collaboration:** Encourage them to share updates, ask questions, and support each other during the event check-in process. This teamwork will create a positive and efficient environment.

**Provide support tools:** Equip your team with the necessary tools and resources to excel at their roles. This could include devices for scanning tickets or badges, communication devices for real-time updates, and reference materials with important event information. 

## 6. Hassle-free event checkins with event registration softwares

Leveraging cutting-edge event registration software technology empowers organizers to streamline event check-ins, significantly reducing wait times and eliminating bottlenecks.

**Event kiosks for self-check-in options:** Quick attendee registration via kiosks or mobile apps leads to shorter wait times, while real-time data empowers event organizers to ensure efficient operations, leaving attendees delighted with their experience.

**Real-time verification with QR code:** Make use of advanced check-in software that can instantly validate registration details, ensuring accuracy and preventing any inconsistencies.

**On-spot walk-in registration:** Facilitate a smooth walk-in guest registration experience by offering various on-site payment options, well-trained staff, and streamlined data entry, minimizing wait times and ensuring attendee satisfaction.

## 7. Onsite Badge Printing

**Integrate badge printing with checkin software:** Ensure seamless integration between badge printing and registration systems to maintain accuracy and efficiency. Utilize event check-in software that integrates with [badge printing systems](https://www.azavista.com/blog/next-gen-event-and-conference-badges) and facilitates quick identification verification, streamlining the overall check-in experience.

**Instant high-quality Badge:**  Utilize advanced badge printing technology and high-quality materials to create professional and visually appealing badges.

## 8. Welcome, Orientation, and Site Tour

The experience begins with a warm welcome, orientation, and an exciting site tour. This sub-pillar sets the stage for a memorable and engaging event. Let's explore the key factors that make the welcome, orientation, and site tour an essential part of your event's success:

**Warm and Engaging Welcome:** Greet attendees with a friendly atmosphere, making them feel valued and appreciated as they embark on their event journey.

**Comprehensive Event Information:** Provide attendees with all necessary event details, from brochures and agendas to schedules and speaker bios, showcasing the value and highlights of your event.

**Wifi password, event app, Q&A and assistance:** Elevate onsite checking with easy Wi-Fi access, event app guidance, and dedicated Q&A assistance. Provide the Wi-Fi password prominently, offer tutorials on app usage, and ensure seamless Q&A interactions to enhance attendee experience and engagement.

[Read our blog on 9 Threats To Your Event (And How to Overcome Them)](https://www.azavista.com/blog/9-threats-to-your-event-and-how-to-overcome-them)

## 9. Post event activites

Post-event activities for onsite checking can help organizers gather valuable feedback, measure event success, and maintain attendee engagement. Here are some post-event activities to consider:

- **Feedback Surveys:** Gather attendee opinions on onsite check-in and overall event satisfaction.
- **Data Analysis:** Review check-in data for insights into demographics and check-in times.
- **Thank You Emails:** Express gratitude and share event resources with attendees.
- **Post-Event Content:** Summarize event highlights and insights in content like blog posts.
- **Networking Opportunities:** Facilitate post-event connections for ongoing engagement.
- **Follow-up Surveys:** Gather long-term feedback and suggestions for improvement.
- **Data Cleanup:** Ensure accurate attendee data for future communications.
- **Review Session Feedback:** Analyze session feedback for insights into attendee preferences.
- **Post-Event Reports:** Create comprehensive reports with attendance stats and feedback.
- **Plan for the Next Event:** Use insights to enhance the next event's check-in process.

Looking for a solution to streamline your onsite event check-in and badge printing processes? Azavista, an international organization with a strong global presence, offers expert support and innovative event management solutions. With offices in Amsterdam, the USA, Germany, France, Italy, and Singapore, our experienced team is committed to assisting our clients and the broader Azavista event community. 

Explore how Azavista can enhance your event experiences and [simplify onsite check-in and badge printing](https://www.azavista.com/onsite-check-in-badge-printing), making your events more efficient and attendee-friendly.


The Ultimate Guide to Onsite Event Check-In Efficiency

### **Unclear Budget** – Budget? What Budget?

Event budgets today are shrinking and event planners have to get creative and do more, with much less. It would be great if we were all able to plan and host an event without a budget – the possibilities would be endless. 

This is still the case though, of course, (the endless possibilities part) if you stay on top of your finances. Always be sure to set a threshold for your event so that you don’t end up paying for your mistakes after (literally).

**Here’s what you need to do:**

1. Set a clear budget limit for your event
2. Track your expenses as you go.
3. Come up with creative ideas (e.g. decor, etc) that are also budget-friendly.

## **Poor Time Management –** So much to do, so little time.

You must invest the right resources in the right place, at the right time. We all have an “oh, I could have this done in no time” moment at some point. Often though, we tend to regret procrastinating and wish that we could go back in time to begin planning sooner.

**How can we stay on top of our planning game?**

1. Set short and long-term targets to make sure things are done when they need to be.
2. Start with the info essentials: event venue, event size and which are events going on at the same time.

### **Murphy’s Law –** Anything that can go wrong, will go wrong.

The first item that springs to mind here is last-minute changes that, when they occur, seem like the end of the world (and your event).

**So, how to we challenge Murphy?**

1. Complete a risk assessment of your event and identify where changes are most likely to occur or areas where event success could be jeopardized.
2. Based on your risk assessment be sure to have a backup plan and cover all your bases.
3. Take a breath. We cannot predict the future – but plan for the worst and hope for the best!

### **Too Few Team Members –** Not enough hands to get the job done.

Not all organizations have an event team dedicated to planning their events. Sometimes it’s a one-person army tackling the annual conference and other times it’s a team of ten devoted souls working towards an exhibition.

Above all though, it’s important (and sometimes necessary) to just reach out and ask for help – you’d be amazed which of your colleagues would be interested in lending a hand!

1. Ask for help when you need it
2. Be a team player
3. Buy coffee and muffins to say thanks! 

### **Purposeless Event**– So just a party, really.

Let’s be honest… an event without a ‘real’ purpose is just a party. Also, it is quite a waste of effort and time.

**How does one determine the purpose of an event?**

1. Why are those particular guests being invited to your event?
2. What should your event mean to them? What will it bring them?
3. Don’t over complicate things. Just make sure your guests know why they are attending your event and that their attendance is valued and appreciated.

### **Careless Mistakes –** Some things simply are avoidable.

Things sometimes slip through the cracks and are forgotten, only to be remembered at the very last possible minute. The secret to mitigating simple mistakes in your event planning is too well, have a solid plan.

1.Create an in-depth event plan that describes what needs to be done, when and by whom (in detail)
2. Make sure you and your team all understand the plan and are ready to commit to it
3. Simple mistakes can happen, we’re only human – so dust yourself off and keep going!

### **Not Enough XP –**  Planners with insufficient experience.

Things can get out of control pretty quickly without a captain steering the ship – or in the case of event planning, leading the event team. Not having the right people in the right place is a recipe for disaster.

An event team leader (or manager, depending) needs to have an overview of the workloads and schedules of their team and coordinate activities therein. Once your event team manager (leader) understands each team members’ capabilities it will be much easier to get the task done in the most efficient and effective way possible.

**As a team manager:**

1. LEAD your team – (almost) anyone can manage
2. Positive reinforcement goes a long way

**As a team member:**

1. There is no ‘I’ in team
2. Work to your strengths – this is the best approach when there’s not enough time and much to do.

### **Too many tools –** Tools, tools everywhere!

It’s always nice to have a tool for everything. A tool to manage your budget, a tool to track your event tasks, a tool for emailing, a tool for registrations, and of course some mobile apps to keep you organized on-the-move.

**How does one then sift out the useful from the useless tools?**

1- If you still have to ‘figure out’ a tool but you’re “sure it will help” – don’t bother wasting your time picking and testing tools when you don’t have the time

2- Less is more. One or two integrated tools can go a long way – if you often find yourself planning events, look into online software that can be customized to meet your needs.

### **Change Management**– Not tracking your event changes.

As with most things, it is unlikely that your event plans will remain constant – change is inevitable. A lot of the times though failing to keep track of event changes are as a result of a budget or task management issue.

**So, how can you prepare and avoid this?**

1- Make sure your budget is airtight and thoroughly thought-out

2- Set a realistic and detailed event timeline and pre-plan as much as possible

3- Gather details on any changes, e.g: the reasons for the change, who is responsible, etc – this way you can consider these insights for your next event

[START PLANNNING EVENT](https://www.azavista.co.uk/request-demo)

9 Threats To Your Event (And How to Overcome Them)

In this new digital age, where business meetings, education, and even parties are being held online, it is important to conduct your due diligence before hosting such an event. If your business or non-profit is searching for new ways to innovate planning, consider the following steps in order to reach your goals and achieve a successful virtual event each, and every time.

### 1. Consider Your Audience

While you may want to jump right in and create an agenda for your virtual event, first step back and consider your audience. Identify who that target audience will be. Is it employees? Finance professionals? Stakeholders? Potential investors or partners? Clients or potential customers?

Once you have your audience identified, ask yourself what they may respond to most favorably. Will they embrace this new way of conducting events? What will work best for this particular audience? Create a list of who will be attending your virtual event before you begin to plan and then cater your planning accordingly.

### 2. List Event Objectives and Overall Goals

Identify your reasons for hosting any virtual event. This will include a set of objectives and goals you wish to achieve. Why are you having this now, and what do you expect the outcome to be? What do you want your audience to come away with? Is your primary goal to inform, educate, brainstorm, or assign roles for a new project? Do you want to train, teach, inspire, or motivate your audience?

Take time to thoroughly identify the goals and objectives for each virtual event. Use the SMART framework for creating these goals and objectives. These are specific, measurable, achievable, relevant, and time-bound.

Not only will this list help you plan your agenda, but it will also help to control your expectations of the outcomes.

### 3. Plan Wisely

Since this will be an online event, you will need to capture the attention of your audience and keep it throughout the event. As such, you will need to plan wisely, including the following considerations.

Put together a team of speakers or presenters, and make sure they know their role and what they are to cover. Create expectations and guidelines without restricting their creativity and expertise.
Create an agenda and timeline which will engage your specific audience.
Select a format best suited to this particular type of event, whether it be a corporate meeting or a webinar. Will this be a speaker led event only, or will the audience be able to offer suggestions and ask questions? How much interaction do you require?
What will the venue be? Although this will be an online event for your audience, you will need to determine where it will be led from. This can simply be your office, a conference room, or other location which provides the technology and suitability to the subject matter being presented.
Related Read: Restructuring the Experience: From Physical to Virtual Events

![virtual-event-planning-2.png](https://azavista-web.ams3.digitaloceanspaces.com/assets/a981f5a36fddf23aa4652475af6db580.png)
### 4. Determine a Date and Time

There are many things to occupy people’s time these days, so it’s important to establish a date and time as soon as possible. This way, your audience can add it to their calendars and commit to showing up. Remember to consider any differing time zones your audience may be in.

Also, create a set of backup dates as well. Unknowns surround us these days, from natural events such as hurricanes to political and economic events, which may require attention. Make sure your speakers and presenters are available for those backup dates as well.

### 5. Determine Your Technology Needs

While technology is important for in-person meetings, it is going to play an even more important role in your virtual events. You may want to consider the hiring of a company that specializes in these events or pull in your own tech department to determine all your technology and support needs.

Choose a Virtual Event Solution for your next event.  Select an individual or group of individuals to be in charge of the overall technology needs of the event. This is someone you can call out to if there are issues with sound, video, or chat and question capabilities.


[LEARN ABOUT OUR ENGAGEMENT APP](https://www.azavista.com/request-demo)

### 6. Establish a Budget

Once you have your plan, format, location, date, and list of technology needs, it’s time to establish a budget. Create a range in which to stay and allocate as you see fit. As you hold more and more of these virtual events, you’ll identify where you need to allocate the most amounts and how you can make improvements.
Once you have a few of these virtual events under your belt, your level of comfortability and ease of planning will increase. Stay open and flexible to these new ways of operating in the expanding digital age. Adjusting may take time and effort at first, but eventually, these virtual events will become second-nature and can even be more productive than the previous in-person events.

**About the author:**
 Dominic LoBianco is a guest author on behalf of Sharpe Group. He covers a wide array of topics ranging from event planning to boosting eCommerce sales.

Virtual Event Planning: Adjusting to the New Digital Age

With so many potential options clogging the field, it’s important to find which of the newest trends will work best for your organization and the clientele you seek to serve. At its core, event marketing is all about building trust between an organization and the consumers of their goods and services, both current clients and potential prospects.

Simple sales pitches are no longer the most effective way to bring people on board with your organization; not if you’re serious about growth, anyway. You need to make a statement about who you are and what your brand and organization are all about. This comes with two crucial imperatives: show your prospects how you can solve their problems and delight them with the knowledge that you possess an intimate understanding of them as human beings. This last one is by far the hardest to execute in an authentic and believable manner, yet has become the most important by far as millennials begin to ascend the organization ladder into the positions of key decision makers. With this, comes an increased emphasis on personal values that you ignore at your peril.

Developing an understanding of the trends that seek to capitalize on this is of paramount importance. Below are five of some of the most influential broad trends that are influencing the craft of event marketing.

### 1. The sonic landscape {#The_sonic_landscape}

Unless you’ve been living under a rock in some god-forsake wilderness, you might have noticed that new forms of auditory media such as podcasts have become incredibly popular over the past few years.

Podcasting offers an intimacy and connection between hosts and audience members that has been lacking in traditional broadcast radio. Coupled with the medium’s powerful ability to cater to niche interests and delve into the specific wants and needs of business professionals, making it an indispensable platform for exploring the cutting edge of any industry.

Social media platforms such as Instagram still wield incredible influence over event-goers, yet there is a growing demand for opportunities of thought-leadership and for conference goers to share their voices and experiences on the trends and issues that are defining their industries. Incorporating podcasts or other forms of audio-based content in your programming as a way to feature the voices of your conference goers or demonstrate a solution with an expert, either external or one who is a part of your organization, can go a tremendous way towards creating a memorable event they won’t soon forget. Even if you don’t incorporate their voices, consider creating a space where your audience can be taken on a sonic journey through some of the most pressing topics of their business.

Beyond the example of podcasting, offering a compelling auditory experience has become a generally important element of event marketing. Even something as obvious as background music can have a huge impact on the tone of your event. Make sure to be thoughtful when selecting this.

### 2. New realities {#New_realities}

One of the most interesting and futuristic new trends of event marketing has been the advent of virtual reality and augmented reality systems as ways to enhance experiences to the point of science-fiction.

While AR and VR have been present in the event space over the past few years, it has only been recently that this technology has been refined to the point where they have become widely available as well as providing truly breathtaking experiences. The industry is estimated to grow by over 25% over the next two years.

![event-marketing-trends-1.png](https://azavista-web.ams3.digitaloceanspaces.com/assets/fdb22308ad4e712204b3474adcdcb737.png)

As far as tangible applications go, AR has been leading the pack in event marketing. Time and again, it has proven a fruitful medium for conveying an enhanced event experience by giving your participants new ways to engage with your brand story. Using simple, ubiquitous platforms such as smartphone apps, you can easily find ways to give your consumers more control than ever over how they engage with information at these events. Putting the power into the hands of the people, so to speak, can go a long way in creating an actual, substantive relationship between your brand and your current and prospective consumers.

[LEARN ABOUT OUR EVENT APP](https://www.azavista.co.uk/request-demo)

### 3. Be mindful of your carbon footprint {#Be_mindful}

It’s no secret that millennials care a great deal about corporate social responsibility. Not only should you insure that your event is conducted in the most sustainable way possible, but current trends suggest that these values should be at the forefront of your actual programming. Things like digital ticketing systems or even hosting entirely online events are just a few ways this can take center stage for your planning.


This has implications in other mainstay event traditions as well. Everyone loves to pick up cool swag at the events to help commemorate the occasion and going the extra mile to make sure that you’ve had the requisite t-shirts and bags ethically sourced and produced in an environmentally friendly manner can demonstrate to the attendees of your event that you align with their values and are working towards bettering the world in whatever way you can.


### The main event {#The_main_event}

Keeping up to date with trends in whatever field you find yourself in is a crucial element of ensuring your business continues to grow even in the most difficult of circumstances. This holds double true for event marketing, which has been on the cutting edge of prospect and client relationships for the past decade. Arm yourself with the knowledge of what makes the current business world tick and capture the hearts and minds of your clients.

[ORGANIZE YOUR EVENT TODAY](https://www.azavista.co.uk/request-demo)
 

Piper Thomson works with G2 as a Content Marketing Associate. Originally from Cincinnati, Ohio, they graduated from Kenyon College with a degree in Sociology. Their interests include podcasts, rock climbing, and understanding how people form systems of knowledge in the digital age.





3 Powerful Event Marketing Trends to Keep an Eye On In 2020

It’s no surprise to see more and more industry conferences and trade shows being canceled, postponed or switched into virtual events. This has forced people to change their plans and travel itineraries for the upcoming months and look for online alternatives to this sudden change. Now, instead of being on a crowded expo floor, attendees are watching webinar sessions, live-stream events or pre-recorded content straight from their homes or offices.

Even though onsite events provide unique advantages such as face-to-face interactions, the demand for virtual events continues to increase, especially now. From live-streaming to pre-recorded sessions, more companies are restructuring their events to offer engagement-driving experiences that extend beyond a computer screen. This has opened the door to new ways to connect people online while reducing costs and carbon footprints.

Many event planners that have already shifted to online events and virtual meetups are still in the “figuring it out” stage. Why is that? Well, some didn’t have these types of events as their core strategy and others are probably doing this for the first time. But the truth is that no one knows what’s the best formula for every event. What we do know is that there’s a lot more to a virtual event than just hosting a webinar, that’s why it’s important to have a clear structure to follow when planning a virtual event.

Whether you have an event programmed for this year or you’re just looking for ideas to get digital, use this structure to plan your own immersive online experience.

[START CREATING YOUR VIRTUAL EVENTS TODAY](https://www.azavista.co.uk/request-demo)

### Approach and Platforms

Before deciding on the best approach to host a virtual event, you have to go through your event brief to see if the plan translates well into a virtual format. Just because everyone else is doing it, doesn’t mean you should too. If a virtual experience serves the purpose of your event goals and objectives, then it makes sense to go digital. If it doesn’t align, you’ll have to find an approach that will work best.

Once you have this clear, consider the following questions: Why will attendees sign-up for your event? What do you offer that will add value? Based on the answers you’ll be able to decide which type of content is right for your event. Make sure to prioritize the key content and takeaways.

Now, it’s time to evaluate which type of virtual event suits best with your established goals and objectives:

- #### **Fully Virtual**

Virtual events involve people interacting in a virtual environment rather than a physical location. These online events are multi-session, highly interactive and can feature webinars and webcasts. Plus, they’re suitable for any event that features multiple presentations, discussion rooms or brand experiences to engage your participants.

- #### **Hybrid**

A hybrid event is every format – conference, trade expo, training seminar, etc – that combines live elements, like interviews or presenters with virtual components. It offers an effective way to increase participation and reach, while utilizing live-elements for an in-person feel.

- #### **Live-Streaming**
Live streaming events are great to expand your company’s reach, improve its visibility and distribute the content available to a new audience. This type of online event allows attendees to easily share the event with other people, such as coworkers, friends or family. It also can be incredibly cost-effective for event planners.

- #### **Pre-recorded**
This type of online event is captured, edited and shared for viewing later. Not only can it be premiered on a specific date but it also can be available online via video on demand (VOD). At the same time, it gives the possibility to make the content appear live, even if it’s not. This option offers more flexibility to event planners.

### Program Format and Design

Just like onsite conferences, virtual events come in many program formats. Whether you decide to have a panel discussion, a series of interviews, or pitch rounds, you have to offer a unique experience for your attendees, something that will make your company differentiate from the competition.

- #### **Panel Discussions:**

- They bring together top talent experts in different areas to share and build upon each other’s experience.
- They are useful if a topic is too complex for one person to handle, or if the audience needs to be exposed to various viewpoints at the same session.

- #### **Interviews:**
- Are deep-dive dialogues between event hosts and subject matter experts.
- Experts can share their knowledge in live Q&A sessions, which helps keep things engaged with the audience.

- #### **Pitch rounds:**

- Pitch Rounds are held with the sole purpose of allowing startups to pitch their ideas to a group of juries (usually investors or stakeholders).
- This virtual format is a great way to increase the retention of attendees because of its dynamic.

**Keynotes:**

- Keynotes inspire, entertain and educate audiences on a specific subject matter.
- The keynotes are conducted by speakers chosen for their expertise in a particular area and their ability to draw an audience.
- In a virtual environment, speakers no longer need to travel to another place to give their keynote, and attendees no longer have to look for available seats to attend the session!

Going online also means bringing your company’s design and branding into a digital space. Make sure to consult your brand guidelines before creating any visual material, or building any prop or set for your event. Similarly, all the physical and/or digital design created for the event must maintain the consistency of your graphic identity.

### Technology
![virtual-conferencing-integration-1-1024x758.jpg](https://azavista-web.ams3.digitaloceanspaces.com/assets/88ec6ef2a2f0a8a825bc4a701d657ed6.jpg)

Event planners successfully host virtual events when they have the proper set of technological tools available. To prepare for the big day, you have to think about these questions: Where the event will be filmed? Will it be all remote? or in a studio? or in an office? Based on your answers, you can identify the setup that you’re going to need, such as audio and visual gear, home equipment, studio equipment, etc.

Besides these technological elements, event planners can also benefit from the use of an event technology platform to plan their entire event process, from the promotion to the execution and the management. Here are the most important event tech solutions to use when executing a virtual event:

- #### **Event Website**

An event website is the forefront of any in-person or virtual event and works as a powerful tool for attracting new attendees. Through your event website, you can seamlessly promote your event by providing rich content that keeps potential attendees informed and entices them to register for the event. Your event website should also communicate the value of your virtual event while having the same look and feel of your company.

- #### **Registration**

A robust registration tool allows you to effortlessly set up registration forms for participants, speakers, sponsors, and approvals, in one single place. These forms will allow people to register for the virtual event, submit their preferences and provide payment information without any trouble. You can ensure that you’ll deliver a flawless registration experience while increasing event attendance.

- #### **Email Marketing**

[Email marketing](https://www.azavista.co.uk/email-marketing) helps you expand your brand awareness by targeting and connecting with the right participants, at the right time. Not only you can drive demand for your virtual event, but also you can increase registrations and keep attendees informed. Use an email marketing tool that allows you to brand and personalize your emails, as well as to automate and schedule based on attendee data – all while tracking open rates, click-through rates, and conversion rates.

- #### **Event App**

An Event App is one of the most crucial pieces of event technology for virtual events. This tool helps increase the involvement of the participants through features that stimulate interaction before, during and after the event. For attendees, this is where they can choose which sessions they want to add to their agenda, have a good overview of the active topics and participate via polls and questions during the sessions. For planners, this is where they gather relevant data, such as attendee engagement and session popularity.

### Online Host(s)

**On-Camera –** Depending on the type of virtual event, you have to find speakers and/or experts that will give talks on specific topics, do interviews or participate in panel discussions during your event. They should be thought leaders with a strong following. Also, have in mind that not all speakers that have stage confidence have screen confidence. Don’t invite someone who won’t be comfortable in this type of event format.

**Off-camera –** To ensure that comments and interactions of attendees are being addressed, you have to assign that task to someone from your team. You’ll see how the audience will feel included and noticed during the sessions – this helps increase the participation over chat and social, hence the retention.

#### Interactivity and Engagement
![virtual-events-Interactivity.jpg](https://azavista-web.ams3.digitaloceanspaces.com/assets/d1516195e956277696bb96723063f13d.jpg)

When hosting a virtual event, you can’t simply live stream your planned session and expect that this will be the best online experience for your attendees. You have to consider interactivity and engagement in every content-making decision of your virtual event. These aspects can make the difference when viewers decide to tune in life or to remain in the virtual event.

If you allow attendees to be part of a real-time conversation, their event experience will be more exciting and engaging! Have in mind that in a virtual environment, you can include fireside chats, interactive elements, and real-time examples that wouldn’t necessarily fit into an offline, traditional stage setting.

Integrate these tactics to increase your event interactivity and engagement:

**Q&As** – During your virtual event, select the best questions from your audience or let them decide which ones they’d like to discuss.

**Live Polls –** Increase the interaction of your virtual meeting and events by polling your audience in real time.

**Gamification**– Generate high-quality experiences and increase attendees’s participation and engagement in the sessions by using gamification.

**Chat functionality**– Enable attendees to interact and engage in real-time with each other with a chat functionality. 

Now that you have the ideal structure to develop virtual events, you can determine whether or not you should start planning your own immersive online experience. Remember, with the right plan and the proper technology, you can deliver an outstanding experience to your attendees!

Azavista provides a powerful tool stack that helps you successfully plan any event, whether it is an in-person or virtual event. Our solid integrations ensure a digital-first event preparation for your virtual events. With our building blocks, you easily build your conference outline. Our plug-and-play meeting templates maximize the participant experience whilst saving you precious time for seizing new opportunities.

[GET STARTED](https://www.azavista.co.uk/request-demo)

Restructuring the Experience: From Physical to Virtual Events

As of today, Azavista has an international presence in the European Union, America, and Asia-Pacific countries, additionally, we provide support to our clients in 6 different languages. Our team is composed of experienced professionals spread around the world, who dedicate themselves to supporting our clients and the extended Azavista event community. Our passion is to use technology to solve long-standing frustrations of event and conference professionals.

Through the years, the company has been working to achieve the goal of providing a truly all-in-one event solution, that’s why we’ve been constantly evolving and implementing changes in the platform. All of these with the purpose of improving the customer’s experience. With that said, we’re super excited to announce that Azavista 3.0 is coming soon! 

What makes this powerful new version different is that it brings a wide set of flexible modules and robust functionalities to corporate events and conference professionals in order to help automate and simplify processes through the whole event life cycle! Here’s an overview of the new features that you’ll be able to access when we release this new version:

 

**Flexibility**
- Mix and match modules you need
- Customize to your business needs
- Branding
- Integrate with your favorite tools (or tools in use)
- On-brand attendee event journey (from the first email to the registration website and event app and badge printing and post-event survey)

**Automation**
- Powerful workflows
- Work on meaningful, not repetitive activities
- Save time

**Updated UX and UI**

- Intuitive user experience
- Modern user interface
- Less time to perform activities
- Less time and money on employee training

** Fast, stable and secure**

- Built on best tech practice
- GDPR compliant
- One place for all of your data
- Secured data and secure payments

**All-in-one**

- From managing participants to creating an event app (whatever your needs are, no matter how small or large projects)
- Powerful marketing automation tool
- Regardless of the event type (meeting, conference etc.)
- Event lifecycle (navigate every aspect of the event here) 
  
**Reporting**

- The event, across event and module, based reporting (real-time dashboards)
- Visibility to the entire organization and stakeholders
- Customization of reports
- Own branding
- Tons of data and insights to make better decisions and constantly improve the results of the events. (eg. website clicks, email conversion, ab testing,…). Measure, measure, and measure

[REQUEST A DEMO](https://www.azavista.co.uk/request-demo)

**Flexibility:**
![website-content-management](https://azavista-web.ams3.digitaloceanspaces.com/assets/9df39b023afc413c48829846ca80f626.png)

The new platform provides all the necessary tools for the seamless organization of an event. Through a wide set of flexible modules, teams can mix and match each set according to their needs, which will help them automate and simplify processes through the whole event life cycle.

For instance, our Website Content Management module allows users to customize their event website to easily fit the look and feel of their company or other events. Whether they need to add custom colors, logos, icons or upload a variety of content types, our platform makes it happen! Moreover, we also provide a complete On brand attendee event journey, from the first email to the registration website, event app, badge printing and post-event survey.

Moreover, the app integrates with CRM and marketing automation tools to allow the display of marketing materials on the same device and send those files to interested prospects, adding an additional touch-point that serves as an easy, instantaneous follow-up to your face-to-face efforts.

### Automation:
![event-request-workflows-3-1.png](https://azavista-web.ams3.digitaloceanspaces.com/assets/bf2ab7a49095cf0853bac98e096c5de1.png)

Azavista is unique in its offering for event workflows because it allows event organizers to quickly create a variety of workflows for all modules in the platform. For instance, you can think of participant approval processes, content approvals, event approvals, budget workflows and many more. Our goal here is to make sure that clients work on meaningful activities, not repetitive ones!

Additionally, the Workflow Module is built in such a way that even complex processes can be created by event organizers without the need for engineering or workflow specialists. Subsequently, they not only save time to work on things that require more emphasis, but also they’re able to save money by optimizing the processes.

### Updated UX and UI:

![azavista-My-events-Single-event-1.png](https://azavista-web.ams3.digitaloceanspaces.com/assets/c766896de1f92a063ee8b93614584e35.png)
One of the biggest changes that we did in the interface was around the UX and UI. With Azavista 3.0 we made sure that users could have an intuitive experience, without needing extensive training to start working on the platform. Now, the look and feel have been completely renovated, making it a modern user interface.

Customers are going to take less time to perform activities because every module in the platform is quite easy to understand, which will ultimately help increase the productivity and performance of their everyday tasks. Also, we tackled another important aspect with the updated UX and UI, which is that now companies will have to invest less time and money on employee training because of how intuitive is the interface.

### Fast, Stable and Secure:

![hotel-roomblock-management-3-1.png](https://azavista-web.ams3.digitaloceanspaces.com/assets/d03f754675cff46949188741105e7a0d.png)
With our improved solution, corporate events and conference professionals are able to streamline event planning in a stable, fast and secure platform. This is all thanks to the effort our team, that has worked hard over the past months to build on the best tech system. In this new release, we’ve implemented all of the best practices that we’ve learned over the years, as well as the feedback that we have received from event professionals.

Moreover, because we honor our user’s rights to data privacy and protection, we have a privacy-conscious culture in the company. As a GDPR compliant, we’ve implemented the necessary policies and procedures in our platform so it can be a secure place where you can have secured data and process secure payments.

### All-In-One:

![azavista-all-in-one-2.png](https://azavista-web.ams3.digitaloceanspaces.com/assets/c7dca239b383679009ec90fb6c57365b.png)

Azavista is an all-in-one solution that provides the right tools for you to successfully grow and manage events. From handling participants to creating an event app, we got it covered. Whatever your needs are, no matter how small or large projects, our team will assist you every step of the way.

At the same time, we offer a powerful marketing automation tool that allows you to display marketing materials on the same device and send those files to interested prospects, adding an additional touch-point that serves as an easy, instantaneous follow-up to your face-to-face efforts. Regardless of the event type (meeting, conference etc.) or event lifecycle, users are able to navigate every aspect of the event here

### Reporting:

![Reporting-and-Analytics_-1.png](https://azavista-web.ams3.digitaloceanspaces.com/assets/e02919d2dcdd6ff4918be674d015b136.png)

Azavista 3.0 allows users to make better-informed decisions with real-time dashboards and measure performance with advanced reporting across your events. This is because our platform provides companies with transformative business insights, so they’re able to evaluate event performance, better understand revenue opportunities and ultimately provide a superior experience to their attendees.

Also, with the option to track campaigns, you can monitor how critical event campaigns are performing in real-time and recognize areas that need improvement before the event is over. Overall, users get to have tons of data and insights to make better decisions and constantly improve the results of the events. (eg. website clicks, email conversion, ab testing,…). Not to mention that with the custom branded reports you can how off to your event committee, sponsors, and PR with reports ready to be exported in a variety of file types or share it via email with your stakeholders!

[REQUEST A QUOTE TODAY](https://www.azavista.co.uk/request-demo)

New Release: Azavista 3.0

### Maximise Potential & Lower Costs

In today’s world, you can position yourself in front of a wider audience and uncover critical data that enables you to understand and target your ideal customer. This is where the uber-rich qualities of conference management software rise to the surface. 

Moreover, event management software and automated solutions eliminate unnecessary costs and time-consuming admin duties associated with organising, planning and managing events using old-school methods. Conference management software conveniently pulls everything into a single source and automates processes that would otherwise erode your ROI.

That said, not all conference management software platforms are made equal. Some event planning tools are only designed to distribute tickets and register sales. People expect more these days. They demand an end-to-end experience. If you don’t have an Event Management System (EMS) that can simplify event planning, automate ticket distribution and messaging, deliver reporting, and manage and track participants, you are paying for software that is not maximising your potential or lowering your costs of hosting a successful event.

### More Than Just Registration

Thanks to mobile technologies and wifi-connectivity, the registration process is automated and can be conducted anywhere. Interested parties can buy event tickets at a time that is most convenient for them – whilst  commuting, sipping on a coffee, or watching TV. Selling tickets online is really the only way to go these days. 

You probably know from experience how delighted your delegates were the first time they did not have to attend your ticket office during lunch hour or call a hotline to request a refund in the case of a cancellation. Digital QR codes and e-tickets are sent directly to a delegate’s mobile device offer convenience and easy access. 

From the perspective of an event organiser, event management software provides you with a ready-made list of delegates without you having to lift a pen or constantly check on their status. “Thank you emails” with pre-arrival instructions and information are sent automatically, based on your preferred time schedule or after the delegate completes a certain action.  All without you even having to open your email account.

### Attendee Tracking And Participant Management

Do not underestimate Event Management Systems with a built-in attendee tracker. It does not only enable you to quickly identify individuals in your system, but it also automatically stores all relevant data about them prior, during and after the event. Whilst this may initially sound like a draconian “big brother” solution, participant management  is designed to help event organisers manage events and their delegates more smoothly. Imagine you are hosting a multi-day conference and you want to send out surveys to the people who have joined certain sessions. Participant management allows you to see which sessions they signed up for. 

Through lead retrieval you keep track of who actually attended on the day, if there were any unexpected walk-in’s, and which part of your audience sat through the whole session. Lead retrieval can be done through a simple check-in app on your device by scanning your participants’ badges. You can send delegates reminder notifications about bookmarked sessions that are starting, check session popularity, identify no-shows, and automatically send out the right survey to the right person. 

For general events, readable QR codes and check-in apps help to speed up the entry process and confirm whether the ticket is valid or fake. But with Covid-19 having a huge impact on capacity and venue planning, it’s increasingly important to have a 360 degree overview of  who is present and how many attendees are still expected. Participant management and lead retrieval are purpose-designed for smart information sharing and protecting the safety and interests of delegates. 

[Read More: Participant Management](https://www.azavista.co.uk/participant-management)

### Scalable Solutions Capitalise Event Revenue

If you are investing in an event, a flexible EMS tool is critical to ensure you can capitalise on revenue opportunities. One of the key benefits of conference planning software is the amount of valuable customer data you can collect. 

When delegates register for an event they are usually asked to enter a telephone number, email address or both. Modern conference management software makes it extremely easy to include any type of additional details such as age, travel information, dinner preferences and other information that is relevant to building a customer profile. This data is crucial for improving the promotion of future events, distributing newsletters and delivery of the right collateral or services. A flexible EMS also helps you to adhere to relevant email marketing laws in the jurisdiction of the customer. 

At the actual event, EMS technologies can also be integrated with Radio-Frequency Identification (RFID) technology which enables delegates to make cashless payments directly from their mobile devices. All in-event purchases will be recorded in the software and will help you build stronger customer profiles and targeted email lists. Apart from this, it gives you a highly accurate participant ROI, which leads us to the next paragraph.

### Tracking Event ROI

Conference management software is designed to save conference organisers and event planners significant cost that boosts their event ROI. In the initial stages, these cost-savings are earned through online ticketing, registering and email confirmation, which after the initial set-up is all automated. And you’re not only saving costs on administration duties here either. There are no costs for printing paper tickets, or employee wages to handle sales and accounting costs for calculating revenue and expenditure.

An Event Management Solutions should allow you to create detailed reports in just a few clicks. Choose to analyse your overall Event ROI, the return on investment for each participant, analytics per event-, or participant type or marketing campaign. You can even track the number of tickets sold per day and popular purchasing times. This data helps you determine whether you need to open more marketing channels or when to push the event through your existing networks again. By tracking this, you gather valuable data to tweak your advertising strategy.

In addition, integrating event software gives you the opportunity to gauge the thoughts and reactions of your attendees. Emailing a survey, a special requests list or even an NPS enthusiasm index, shows participants that you care about their thoughts and wellbeing, that they will be well catered for, and it stokes their excitement prior to the event.

[Read More: Event Reporting](https://www.azavista.co.uk/event-success-reporting)

### Drive Conference Communication And Event Growth

For companies who rely on conferences as their flagship event, conference management software is essential for achieving their business growth strategy. 

Conference Management Software is critical to your internal marketing and sales teams as a driver for communication and cost-saving solutions. In addition you gain access to top-level data, which enables decision-makers to devise informed and calculated strategies.

[Read More: Event Marketing](https://www.azavista.co.uk/marketing-professionals)

### Which Conference Management Software Is Right For You?

The benefits offered by conference management software outlined above are clear, but these promises are only telling when the benefits outweigh the cost of the purchasing the licence. To calculate this, you should take into account the perceived expectations of your attendees. 

How do you intend to use the information you receive from delegates? Are the estimated cost margins you save by eliminating traditional methods justifiable? Are your competitors enhancing the customer experience by leveraging additional EMS tools? 

It’s worth bearing in mind that there is a pressing need for companies to become more adept when organising and managing events. Especially looking at event success measurement. Investing in conference management software may be a simple decision for most event organisers. But the real difficulty lies in choosing the right platform for your team and business goals. 

Some conference management software serves as a comprehensive toolkit for events of all sizes. Others are limited to relatively small events whilst a handful are more suitable for corporate events and large-scale conferences or seminars, expecting thousands of delegates. 

### Platform Sourcing Checklist:

Conference Management Solutions consisting of an advanced and robust tool stack hold amazing potential to surpass customer expectations. It has got everything to enhance your current and future marketing efforts and cultivate your event ROI. With this simple checklist you decide which tools you need to deliver holistic solutions from the planning stage, to the execution and event reporting.  

- Write down your most time-consuming processes
- Write down your most repeated / mundane tasks
- Estimate how much time you can potentially save
- Sketch your preferred workflows for your ideal event plan
- Compare your foolproof plan to your current setup
- Identify the needed improvements in your current setup
- Compile a list of must-have and nice-to-have features and automations
- Translate this into a clear requirement list
- Calculate your preferred-, and maximum investment
- Send your list to a selection of potential vendors
- Have you taken all the steps above and are you ready to talk to one of our sales consultants? Azavista is ready to skyrocket your event planning and tell you all about our all-in-one software platform. 

[REQUEST A DEMO](https://www.azavista.co.uk/request-demo)

Why Conference Software Is Crucial For Event Success In 2021

Promotional products are a great way to promote your brand and your message to potential and current products. There are many methods and ways that they can be utilized to reach new customers and to maintain contact with current customers. There are also several benefits associated with the use of these products.

Promotional products work well when they are utilized correctly. You want to create creative promotional products that your customers will remember. Creative promotional products are able to help customers relate to your brand on another level, while fully understanding what it is all about. There are many ways to reap the benefits of these products correctly by utilizing the tips that are listed below.

### 1. Make Promotional Products Creative and Engaging

It is important for you to capture the interest of customers right away when utilizing these products. They need to be creative and memorable to your audienceMake the items free and useful to any potential or current customer, to encourage them to learn more information from you or to refer you to others. Make the focus on these free products.

The right creative promotional products that you give out should also have your branding on them. Your branding represents you or your company, so it is imperative that your logo or brand is front and center on the products you give out. This will draw customers’ eyes in, and it will make them want to learn more about the brand being offered.

### 2. Make Promotional Products Useful

If your promotional products are useful, your customers will see your brand every time they use the product. This will reinforce the idea of your brand into the customers’ minds. They will only keep the products that are useful as well, often discarding those that they feel that they do not need or will not use.

Make sure that the use is relevant to your target audience. If it is the summer or spring, for instance, consider giving out a free umbrella. If you are trying to appeal to a target audience of working men, consider giving out a tool of some sort. When a customer utilizes the item, you will be advertising your brand to them and to anyone who sees the product in use

### 3. Use Creative Promotional Products to Enhance Loyalty

Promotional products are a great way to enhance customer loyalty. With loyalty promotions, customers can get even more perks, discounts and free items. This will keep them coming back to your business for more in order to earn loyalty points.

Customers will feel as if they are an exclusive member when they receive these perks and promotional products through loyalty programs. When you keep customers through these programs, you save money in the long run as well. They are also more likely to refer your business and your products to other potential customers they come in contact with as well.

### 4. Make Promotional Products a Type of Gift

Who does not love a free gift? Gift-giving is a great multicultural method to show appreciation and new relationships, including among businesses and customers. Gifts are a way to say thank you or a way to show your loyalty to someone, often in hopes that the same sense of loyalty will be returned, especially in business.

Giving a gift to someone when first meeting them is experienced in many cultures around the world. A gift in the form of a creative promotional product can be given when you first meet a new customer or potential customer. The gift becomes a hook to bring the customer to your brand and build the business relationship. It will make the customer want to come back for more in the future.

### 5. Use Promotional Products at Events

Promotional products are not just great for customers, however. You can hand out creative promotional products at events as well, even if it is a corporate event. Potential partners can utilize your items, encouraging their customers and their family and friends to come to your business.

Trade shows and industry conferences encourage interactions between potential customers as well, however. You can pass out promotional products to any customer that walks by your booth or to customers that come to your demonstration. The customer will automatically associate your company with the free promotional products they were given, leaving behind a positive feeling.

### Final Thoughts

Promotional products are first off, a great way to gain new customers. Pass out these products at events and conferences, encouraging your business name and brand to enter the minds of others. Make sure your products are creative, useful, and engaging in order to encourage the customer to feel positive about your business.
Promotional products are also great for current customers. You can give out these products through loyalty memberships or as gifts. You can also give out the products to potential networking partners to encourage new customer growth. Be sure that you use these products well, however, in order to get the best results.

[ORGANIZE YOUR EVENT TODAY](https://www.azavista.com/request-demo)

Abby Drexler is a contributing writer and media specialist for Coastal Business Supplies. She regularly produces content for a variety of business and marketing blogs.

 Event Planning How to Use Creative Promotional Products at Your Event

![andrew-roby.png](https://azavista-web.ams3.digitaloceanspaces.com/assets/c27157a830233928c5359a008b955dd4.png)
Our guest for this interview is Andrew Roby, a passionate Event and Wedding Planner in Washington DC. With 13 years of experience, Andrew has had the honor of working with brands such as The Knot, Munaluchi Bride, The CW, Simon Malls, The Art Institute, Northern Virginia Magazine, among others. His work has been seen in Washingtonian Magazine, Modern Luxury, Wedding Chicks, Logo TV, CNN, Fox, Wedding Wire, and many other leading publications.


Andrew shares with the Azavista team how Covid-19 has impacted him personally and professionally during these past months. He also speaks about his expectations for 2020 and predictions for the event industry. Check out the full interview! 
[WATCH](https://www.youtube.com/watch?v=durj94WuqeY)

### Take a look at some of the highlights:

> What has been your personal experience so far and how do you plan to approach the coming months?

[WATCH](https://vimeo.com/436470430?embedded=true&source=vimeo_logo&owner=5198382)


> Which best practices did you learn that you can share with your industry colleagues?

[WATCH](https://vimeo.com/436486628?embedded=true&source=vimeo_logo&owner=5198382)


> How do you think your job as an Event Planner will change moving forward?

[WATCH](https://vimeo.com/436515666?embedded=true&source=vimeo_logo&owner=5198382)

[LEARN MORE ABOUT AZAVISTA](https://www.azavista.co.uk/request-demo)

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