A simple communications plan for your events

Ok, so we’ll start with the bad news! Without clear and consistent communication, you risk low attendance, confused attendees, and missed opportunities to build engagement before, during, and after the event.

The good news is that creating a communications plan, even if it’s just a simple one, can make a big impact by making sure attendees are well-informed, engaged, and prepared.

To illustrate this, let’s take the example of a corporate networking event where guests are invited to register in advance. Below is a basic yet effective example communications plan that could easily be implemented. This is purely email-based, but it could use a multi-channel (print, email, and SMS/WhatsApp) approach depending on the event and the budget!

Example Event Communications Plan: Corporate Networking Event

Pre-Event: Invitations & Registration Reminders

1. Initial Invitation Email (4 weeks before the event)

   • Subject: Join Us for an Exclusive Networking Event!

   • Content: Highlight event details (date, time, location, key speakers, and benefits of attending). Include a clear call-to-action (CTA) with a registration link.

2. First Reminder Email (2 weeks before the event)

   • Subject: Time is Running Out – Register for Our Networking Event!

   • Content: Reinforce the event’s value, mention any new updates (such as confirmed speakers or special guests), and encourage those who haven’t registered to sign up.

3. Final Reminder Email (3 days before the event)

   • Subject: Last Chance to Secure Your Spot!

   • Content: Urge last-minute registrations, provide logistical details (venue, parking, dress code), and remind registrants to bring business cards.

Post-Registration: Keeping Attendees Informed

1. Confirmation Email (Immediately after registration)

   • Subject: You’re Registered! Here’s What You Need to Know

   • Content: Thank the participant for registering, include event details, and provide a calendar invite. Mention any resources they should review before attending.

2. Event Reminder Email (1 day before the event)

   • Subject: We Can’t Wait to See You Tomorrow!

   • Content: Include final logistical details, event agenda, and a point of contact in case of questions.

3. Morning-of Email (Day of the event)

   • Subject: Today’s the Day! See You at [Event Name]

   • Content: A brief motivational message, venue access instructions, and a reminder to network and engage on social media using the event hashtag.

Post-Event: Feedback & Follow-Up

1. Thank You & Feedback Request Email (1 day after the event)

   • Subject: Thank You for Attending – Share Your Thoughts!

   • Content: Express gratitude, share event highlights or photos, and request feedback via a short survey. Offer an incentive (e.g., entry into a giveaway) for completing the survey.

An additional option - A Giveaway communications plan

To increase engagement, a giveaway could be part of the event registration and engagement process. Here’s an example of how it could be communicated:

1. Announcement Email (2 weeks before the event)

   • Subject: It’s a WIN WIN at our Relaunch event!

   • Content: Explain the giveaway, how attendees can enter (e.g., registering, attending, engaging on social media), and reveal the prize.

2. Reminder Email (3 days before the event)

   • Subject: In it to win it

   • Content: Reinforce the giveaway details, include instructions, and generate a bit of buzz and excitement.

3. Live Event Announcement (During the event)

   • Method: Social media posts, event host announcements, notifications via an app

   • Content: Encourage participation, showcase entries (if applicable), and keep their eyes on the prize.

4. Winner Announcement (Post-event, 1 day after event)

   • Subject: We have a winner!

   • Content: Say a big congratulations to the winner, thank all participants and encourage them to stay connected for future events and giveaways.

Why bother?

A well-structured communications plan gets rid of uncertainty and keeps your audience engaged throughout the event journey. Proactive communications create a smoother and more positive experience for attendees. Even with a simple plan, clear and regular communication builds better participation, strengthens attendee buy-in, and increases the overall success of your event.

Business events have changed. Have you?

If you’re still planning events the same way you did five years ago, it’s time to think about a reset.

Business events are no longer just about putting people in a room with a name badge, a lanyard and leaving them to their own devices. Attendees expect more. Sponsors demand more. And event planners? They’re juggling it all, while somehow making it look easy.

But here’s the reality:

• Attendees are bored of static presentations and outdated networking formats.

• Sponsors want '“bang for their buck”, not just a logo on a banner.

• Tech should make things easier, not harder (yet here we are, switching between five different platforms just to organise one event).

What’s Changed?

1. Attendees expect interactivity. 99.9% have smartphones, utilise it. They want live Q&As, networking that doesn’t feel forced, and on-demand access to content.

2. Seamless tech is a must. No more queuing at check-in, lost agendas, or payments going missing. Everything needs to be integrated.

3. Data matters. If you can’t measure engagement, track foot traffic, or give sponsors the numbers beyond “people saw your booth,” you’re falling behind.

The Future of Events Is Smarter (And Less Stressful)

The best event professionals are already shifting to:

• Event platforms that do more—registration, ticketing, communications, payments, and analytics all in one place.

• Real-time data that actually helps you make decisions (instead of spreadsheets that nobody updates).

• Sustainable events with the ability to stand by their ESG data.

So, What’s Next?

If your tech still makes your job harder, it’s time to rethink how you’re running events. Because the planners who adapt? They’re the ones delivering next-level experiences, without the last-minute panic.

The art of the backup plan: What to do when event check-in goes wrong

Event organisers thrive on the thrill of seeing months of planning come to life. From unique attendee experiences to flawless decor, every detail matters. But if there’s one thing seasoned professionals understand, it’s the importance of having a backup plan. Because when event check-in goes south (and it inevitably will at some point), being ready to pivot with grace and confidence is key.

Expect the unexpected

Murphy’s Law is ever-present in the world of events, anything that can go wrong will go wrong, and check-in is a prime area for potential disaster. System glitches, power outages, wi-fi failures, and missing attendee lists are just a few of the common challenges. The best strategy? Expect the unexpected.

Digital backup: because tech can fall down

Most events today rely on digital check-in, and while slick, tech-centric systems are the standard, relying solely on technology is a risky move. A cloud-based version of the attendee list should be accessible from multiple devices, including mobile phones. A printed hard copy may seem old-fashioned, but it remains a reliable safety net. Additionally, if QR codes or RFID entry systems are in use, a manual check-in alternative should always be available.

A well-trained team is worth their weight in gold

Front-line staff must be prepared to handle unexpected challenges without breaking a beat. Training them to troubleshoot quickly, stay calm under pressure, and prioritise attendee experience is essential. Confidence is contagious, if the team appears flustered and panicked, it will rub off on guests. Having a designated ‘problem solver’ on-site to escalate serious issues without disrupting the flow ensures a smoother process.

Prioritising VIPs (Discreetly of course!)

When things go sideways, high-profile attendees require special handling. A dedicated team member should be in place to make sure they don’t notice a thing, even if systems are down. Providing discreet, white-glove service ensures that VIPs feel valued despite any logistical hiccups.

Communication is key

In the event of check-in delays, keeping attendees informed is crucial. A quick text alert or a strategically placed team member explaining the situation can help manage frustration. Most attendees are understanding when they are kept in the loop.

A ‘Plan B’ check-in space

If the main check-in location is compromised, whether due to a power outage or a last-minute venue shuffle, having a secondary check-in location can be a lifesaver. Even a simple, well-placed table with a confident team member can help keep the process running smoothly.

The power of a sincere apology

Sometimes, situations go so off-course that no amount of planning can prevent disruptions. When that happens, taking ownership of the issue is vital. A warm smile, a sincere apology, and, if applicable, a complimentary drinks voucher can transform an annoyed attendee into an understanding,supportive one.

The Takeaway

A flawless event is the ultimate goal, but the reality is that things will go wrong. The true test of an event organiser’s skill lies in how they recover. With the right backup plan, a poised attitude, and a touch of charm, a check-in disaster can become just another chapter in a success story.

Because at the end of the day, the best event organisers don’t just plan for perfection—they prepare for the unexpected.

Now, where’s the champagne?

Attendee management nightmares? Here’s how to survive them.

Ah, event planning. It sounds so glamorous, right? Choosing the perfect venue, lining up top drawer speakers, dreaming up unique experiences for your attendees... but then reality kicks in. Before you even get to the event itself, there’s one giant hurdle that every event organiser dreads: managing attendees before the big day.

Seriously, it’s a nightmare. And if you’ve ever planned an event—whether it’s a networking breakfast or a supplier conference—you already know exactly what I’m talking about. So, let’s break it down and talk about why it’s such a challenge, what usually goes wrong, and how to make it (a little bit) easier.

The chaos of attendee management

You’ve worked to get the word out about your event, registrations are rolling in, and things seem to be going smoothly... until they’re not. Attendee management is like herding cats, except the cats are asking for last-minute changes, special meal requests, and “urgent” questions that were literally answered in the FAQ (which no one reads, let’s be honest). Here are a few of the biggest headaches:

1. Last-minute registrations (and cancellations!)

Some people plan their lives months in advance. Others wait until the very last second to commit. You’ll always have a wave of last-minute registrations, which throws a spanner in the works for things like making sure there are enough seats, catering numbers, and delegate packs. Oh, and let’s not forget the dreaded last-minute cancellations. Because nothing screams “fun” like recalculating numbers the day before the event.

2. Attendees who don’t read emails

You’ve sent out beautifully crafted emails with all the important details: time, location, agenda, what to bring... and yet, you’ll still get frantic messages asking, “Where is the event again?” or “Wait, do I need a ticket?” Cue the facepalm.

3. Special requests galore

Managing dietary requirements, accessibility needs, VIP requests, and last-minute speaker changes can make you feel more like Dynamo than an event organiser. And while accommodating everyone is the goal, it’s a lot to juggle—especially when requests come in a couple of hours before the doors open.

4. The name badge nightmare

Oh, name badges. If you know, you know. There’s always at least one person whose name is misspelled, someone who shows up with a different name than what they registered with, and a handful of people who somehow never made it into the system despite “registering” three times!

How to make it (slightly) less stressful

Okay, so event attendee management is chaotic. But that doesn’t mean you can’t make your life a little easier. Here are some tried-and-tested methods to keep things under control:

• Automate what you can – Use event management software to handle registrations, confirmations, and reminders. The more you can automate, the less manual work you’ll have to do.

• Over-communicate (even when it feels like overkill) – Send multiple reminders with key details. Use different formats like emails, texts, and social media posts to reach people where you’re more likely to grab their attention.

• Set deadlines and stick to them – Cut off registrations at a reasonable point, give attendees a hard deadline for special requests, and stand firm on your policies.

• Have a contingency plan – Expect last-minute changes, and have a plan in place to deal with them. Things like flexible seating, and a “help desk” on-site can be lifesavers.

At the end of the day, managing attendees before an event will always come with a little (or a lot) of stress. But with the right systems in place, you can at least minimise the chaos and focus on what matters, creating an unforgettable experience for everyone who attends.

Now, if only we could figure out how to get people to actually read the emails we send...

Event Invitations: Getting backsides on seats (without losing their interest)

Let’s face it, your event invitation is your opening pitch. It’s the thing that decides whether your recipient thinks, “This looks worth going to,” or “Delete.” And if you’re organising a business event, the stakes are even higher. You’re vying for the attention of busy professionals who probably have three meetings and a “working lunch” in their diary already.

The trick? Send an invitation that doesn’t just inform—it intrigues. Here’s how.

What’s the Best Way to Invite People?

Spoiler alert: there’s no one-size-fits-all answer. The “best way” depends on who you’re inviting and what kind of event you’re running. But here’s a breakdown of your options:

1. Email Invitations

Quick, scalable, and (mostly) free. Email is the go-to for business events because it’s easy to dress up with slick branding, attach a calendar invite, and include that all-important “Register Now” button.

• Why it works: Everyone checks their inbox (eventually).

• Make it better: Keep the subject line short and punchy—“Join us for [Event Name]” beats “Save the Date for an Upcoming Event You Won’t Want to Miss!”

2. Printed Invitations

A rare breed these days, but that’s exactly why they stand out. Sending a beautifully designed invite by post adds a touch of class and makes the recipient feel like this is an event worth their time.

• Why it works: Physical mail feels personal.

• Make it better: Include a QR code for RSVPs. Yes, they’ve been back in fashion for a while, and they work.

3. Social Media

If your audience is hanging out on LinkedIn, why not meet them there? Create an event page, share posts, and invite directly through the platform.

• Why it works: Visibility. You’re not just inviting people; you’re showing your network that something big is happening.

• Make it better: Pair your posts with a short video teaser or graphic to grab attention.

What to Say (and What Not to Say)

Now let’s talk content. Your invitation should make people want to attend your event—not explain every minute detail of the agenda. Focus on the “why” rather than the “what.”

Do This:

• Tell them why they should care.
  “This is where your industry decision-makers come to connect.”
  “Walk away with actionable tips and advice that make your business better.”
  “Meet the people who are shaping the future of [X].”

• Keep it short.
  Less is more. If they want the nitty-gritty, they’ll click through to the event page.

Don’t Do This:

• Overload them with information.
  Save the 10-point agenda for the follow-up email. Your invitation is the hook, not the handbook.

• Get too clever.
  If your messaging is overly cryptic or gimmicky, you’ll lose them.

Why Shorter Invitations Get Better Results

It’s tempting to include every detail up front, the “Let me tell them everything so they’re convinced!” But here’s the reality: no one reads long invitations. People scan, and if they don’t see something that grabs them, they move on.

Short, snappy, and visually appealing wins every time. Your goal is to spark curiosity, not satisfy it.

The Golden Rule: Make It Easy

Regardless of whether your invite lands in an inbox, on a desk, or in a LinkedIn feed, the call to action should be impossible to miss. Buttons like “Register Now” or “Secure Your Spot” do the job.

And don’t make them jump through hoops—your registration process should take less than 60 seconds. No one wants to create an account just to RSVP.

Final Thoughts

The right invitation isn’t just a formality; it’s your chance to excite, intrigue, and (most importantly) get people through the door. Whether it’s email, print, or social media, make your invite reflect the event: professional, polished, and worth their time.

Remember: short words, clear benefits, easy actions. It’s not rocket science, but it works.

Choosing the right event registration platform for internal events is easy, right?

Internal company events such as a leadership summit, a conference, or a summer party, are great ways to bring the company together, showcase its culture, and help create bonds across teams.

And as internal events grow in scale and complexity, the stakes rise. From managing attendee data to making sure the communication is right, the tools you use can make your life easier or a living hell.

Why Internal Events Are Evolving

The days of casual team meetings and spreadsheets are fading fast. Today’s internal events are polished, give bang for their buck, and often mirror the scale and budgets of external-facing events. Companies invest heavily in these gatherings because, done right, they:

• Motivate employees: Through dynamic and interactive conferences, celebrations, or training, internal events show that employees are valued.

• Keep everyone on the same path: Town halls, leadership offsites, and strategy rollouts help align teams across regions and departments.

• Showcase professionalism: These events reflect company standards, internally and externally, often leaving employees proud to be part of the business.

But this sophistication also brings complexity: large attendee lists, segmented audiences, confidential information, and a need for real-time updates. A modern event registration platform isn’t just a convenience, it’s essential.

Key Considerations When Choosing a Platform

1. Data Collection and Management
   For internal events, data is more than just attendee names. It’s about capturing preferences, roles, and feedback while ensuring everything is organised and accessible. Your event registration platform should:

   • Allow for custom forms to collect specific data points.

   • Keep you in the loop with real-time updates so you always know who’s attending.

   • Integrate easily with software such as HR platforms or CRM tools.

2. Data Security and Compliance
   Internal events often involve sensitive company information or employee data. Compliance with GDPR and other regulations isn’t optional, it’s critical. Look for platforms that:

   • Use encryption to protect data during registration and communication.

   • Offer user-based access to ensure sensitive information is only accessible to the right people.

   • Provide detailed audit trails to track how data is used and stored.

3. Scalability and Flexibility
   From intimate leadership offsites to global conferences, your platform should handle a range of event types and formats. Key features to look for:

   • Multi-session capabilities for conferences with breakout rooms.

   • Ability to show different information to different teams/offices.

   • Adaptability to different types of events, from workshops to galas.

4. Custom Branding
   Even for internal events, branding matters. Your platform should make it possible for you to create registration pages, emails, and attendee touchpoints that reflect your company’s look and feel.

5. Integrated Communication Tools
   Internal events often require tailored messaging for different audiences. Look for platforms that:

   • Automate personalised email campaigns for pre- and post-event communication.

   • Provide real-time updates and reminders for changes to schedules or sessions.

   • Offer attendee segmentation to target specific groups effectively.

6. Analytics and Reporting
   Measuring success isn’t just for external events. Whether it’s tracking attendance rates or gathering post-event feedback, robust analytics tools can help you:

   • Report on key metrics to leadership.

   • Identify trends for future planning.

   • Justify ROI on your internal event budget.

Why a Unified Platform for Internal and External Events Makes Sense

Some organisations use separate tools for internal and external events, but consolidating to one platform can offer big advantages:

• Consistency: Employees and external attendees alike benefit from the same, consistent experience.

• Efficiency: Streamline training, onboarding, and processes for your events team.

• Cost-Effectiveness: One platform often costs less than maintaining two separate systems.

• Comprehensive Insights: Centralised data offers a full picture of engagement across all events.

The Takeaway

Internal events are no longer an afterthought. They’re strategic, high-impact moments that reflect the culture, priorities, and ambitions of your organisation. Choosing the right registration platform makes sure every detail is managed professionally, from data security to getting communications out on time and on message.

When selecting a platform, prioritise tools that focus on data management, compliance, scalability, and reporting. Whether you’re planning a leadership summit or an employee party, the right solution will help you pull off events that your teams will talk about long after they’re over.

When an event registration platform isn’t the right fit

Let’s not kid ourselves—event registration platforms are pretty damn good. They save time, reduce stress, and make you look like the most organised person in the room.

But (and it’s a big but)… sometimes, you don’t need one.

Slightly contrarian, I know. A company that builds an event registration platform saying you might not need one? Stick with us.

Sarah, an event organiser for a national law firm recently found herself asking this very question: Do I really need a platform, or is this something I can handle with a spreadsheet and a bit of elbow grease?

Sarah’s Story: The Networking Breakfast

Sarah’s tasked with running a monthly networking breakfast—nothing too fancy. A couple of dozen attendees, some coffee, a few pastries, and a short presentation.

Her boss suggests looking into a registration platform to manage sign-ups and communications. So, Sarah checks out a few platforms. But here’s the thing: her guest list is 20 people. They’re mostly people she already knows. There’s no need for branded registration pages, automated reminders, or ESG reporting yet.

Sarah’s on the ball and quickly sees that a spreadsheet and a few emails are more than enough for this specific set of events.

When spreadsheets work:

• Small-scale events: If you know everyone by name and can manage RSVPs manually, why overcomplicate it?

• Low-stakes gatherings: If it’s just coffee and networking, you don’t necessarily need analytics or custom branding.

• Budget-conscious events: When there’s no wiggle room for extras, spreadsheets can still do the job.

Fast Forward 6 months: The Sustainability Conference

Six months later, Sarah’s small breakfasts have grown into a hit. Now, her boss wants her to organise a half-day sustainability conference.

150 attendees, corporate sponsors, event analytics, the lot.

Suddenly, her spreadsheet doesn’t look so clever. Managing registrations, tracking dietary requirements, and sending reminders all manually? That’s a meltdown waiting to happen.

When a platform like Mitingu is a lifesaver:

1. Bigger events: Spreadsheets get messy fast when your guest list hits triple digits.

2. Branding matters: Corporate sponsors want their logos front and centre on registration pages and event comms.

3. Time is money: Automation takes care of reminders, confirmations, and follow-ups so you don’t have to.

4. Data-driven insights: You’ll need reports on engagement and sustainability to show how your event went down.

The Truth About Event Tools

The truth is, not every event needs a registration platform. But when you scale up—whether it’s attendee numbers, complexity, or expectations—it becomes less of a "nice-to-have" and more of a necessity.

So, if you’re staring at a spreadsheet wondering if it’s time to make the leap, here’s the test:

• Are you juggling dozens (or hundreds) of attendees?

• Do you need to make a professional impression?

• Is tracking success and reporting on outcomes part of the deal?

If the answer’s yes, it’s time to ditch the spreadsheet. And if not? Keep it simple—for now.

Your Move
Whether you’re ready to upgrade or just testing the waters, we’re here when you need us. Because when the time comes, Mitingu helps you run events that people remember.

Spreadsheets vs Event Registration Platforms: What’s best for your event?

How will you manage registrations and communications for your next event?

For smaller events, spreadsheets and email tools might do the job. But for larger or more complex events, an event registration platform with built-in email tools could save you hours of time and frustration by managing it all from one place. Let’s compare the options to find what works best for you.

Using Spreadsheets and Email for Event Registration

For lots of event organisers, spreadsheets paired with email tools like Outlook or Gmail are the default choice. They’re familiar, easy to set up, and low cost—but are they always the right choice?

Benefits of Spreadsheets and Email

• Cost-Effective: Often free or included with existing software.

• Customisable: Create your own fields and formats for attendee lists.

• Easy to Use: Most people already know how to use spreadsheets and email tools.

Drawbacks of Spreadsheets and Email

• Time-Consuming: Managing attendee data manually, sending individual emails, and tracking responses take up valuable time.

• Prone to Errors: Typos, forgotten updates, or lost information are common occurrences.

• Limited Features: No or limited automation, analytics, and integrated tools that help streamline the process.

Benefits of an Event Registration Platform with Built-in Email Tools

If your events are more complex, an event registration platform with integrated email capabilities can be a game-changer. Platforms like Mitingu (other platforms are available) are specifically designed to simplify the event registration and communications process and take a bundle of work away from your already burgeoning to-do list.

Advantages of Event Registration Platforms

• Automation: Automatically send invitation emails, reminders, confirmations, and follow-ups.

• Real-Time Data: Track registrations, responses, cancellations, and attendee numbers instantly.

• Branded Experience: Create custom branded registration pages and emails.

• Compliance: GDPR-compliant data collection, giving you peace of mind.

• Integrated Tools: Registration, email, and analytics are all in one place, saving you from multiple tools and tabs open.

Limitations of Event Registration Platforms

• Cost: Subscription fees can be higher than the cost of spreadsheets.

• Learning Curve: Familiarising yourself with a new platform takes time, though most are designed to be user-friendly.

• Overkill for Small Events: For small events, platforms might offer more functionality than needed.

Which Event Management Solution is Right for You?

It depends on the size and complexity of your event. Here’s a quick guide:

Choose Spreadsheets and Email If...

• You’re organising a small, one-off event like a local charity fundraiser or team-building activity.

• You’re working with a very tight budget and don’t need advanced features.

Choose an Event Registration Platform If...

• You’re managing lots of events or medium to large ones like conferences, corporate events, or workshops.

• You need a professional, branded experience for attendees.

• Saving time and reducing stress are at the top of your wish list - you get that with automation and real-time data tracking.

• Sustainability is a priority, and you need tools that help you report on your event’s ESG metrics.

What’s the Verdict?

Spreadsheets and email can handle the basics, but they quickly fall short as the number and size of your events grow. If you’re looking for efficiency, professionalism, and scalability, a registration platform like Mitingu give you the tools you need. From automated communications to branded registration pages, it frees you up to do what you do best—creating an unforgettable experience.

What’s Next?

Take a look at how Mitingu can save you time, reduce stress, and give your attendees a great first impression. If it’s not right for you, no problem.

Book a demo

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Do you need a native event app, and what are the alternatives?

First off, what is an event app? Well at its basic level, an event app is an application that is downloaded onto your attendees’ devices to provide them with additional information and features whilst they are attending your event and can also be used to share some useful information post-event.

Whilst it’s separate from event registration, the data from registered attendees can be integrated into the app to give them a more personalised experience.

So, do you need an event app?
The answer to this is basically, ‘It depends’. It depends on budget, your event complexity, which devices your attendees use, and what you plan to share with them. 

But, in general, for larger events that run across multiple days an event app is a great choice. There is a lot of information to share, and opportunities to interact with and add real value to the attendee experience by providing them with an app, especially one that is personalised to them. Good event apps include features like interactive maps, personalised agendas, networking tools, and real-time updates, lifting the overall attendee experience.

However, for smaller or single-day events, an event app might be overkill. Why? We've all got more than enough apps on our phones, and downloading another one for a single-day event may be one app too many. You might argue that the app can be used post-event, but let's be honest, how many of us look at an event app after the event has finished? In addition, developing a high-quality event app can be pricey, and it may not justify the expense for a smaller event.

The Alternative: Browser-Based Apps

In short, browser-based apps look and act like mobile apps but without the need to download anything. They cost less too, and nowadays, there is no need to compromise on functionality and user experience. Browser-based apps can offer a similar level of interactivity and personalisation as native apps, making them a compelling alternative, especially for shorter or smaller events.

How to Get People to Engage with Browser-Based Apps?

The key is to make the onboarding process easy and convenient for attendees. QR codes or NFC (Near Field Communication) technology are great ways of getting attendee engagement with a browser-based app. Most people are now comfortable with QR codes, and they know scanning them will take them to a web page. NFC technology allows attendees to tap their devices on designated tags or surfaces to launch the app directly in their browsers.

Both QR codes and NFC provide an easy way to get attendees engaged with the event's browser-based app without the hassle of downloading and installing yet another app on their phones. In addition, this approach can be great as it eliminates potential barriers related to device compatibility or storage limitations.

Get the balance right

Ultimately, the decision to use a native event app or a browser-based alternative depends on factors such as the size of the event, its duration, target audience, and budget. For larger, multi-day events with a tech-savvy audience, a native app might be the way to go, offering a highly personalised and feature-rich experience. On the other hand, for smaller or one-time events, a browser-based app accessed via QR codes or NFC could be a cost-effective and convenient solution, providing a balance between functionality and ease of use.

There is no right or wrong, but event organisers should assess their specific needs and consider what their attendees will prefer and engage better with to determine the best approach. You could offer both options – a native app for those who prefer it and a browser-based alternative for those who don't.

As they say, the decision is yours. But… if you need help in making that decision, get in contact. We do both, so we don’t have an ulterior motive to suggest one over the other.

How to reduce event registration form abandonment

From the event organiser’s perspective…

Let’s face it, for an event organiser, fewer things are more frustrating than getting a load of form abandonments especially if they could be avoided. It’s not a nice thing to have to report back in either.

According to Convertica, 27% of people abandon online forms because of their length, and 10% drop off because of unnecessary questions.

The biggest stat of all is that 70% sail off into the sunset and never return if they encounter an issue with the form.

What happens if your event is undersubscribed and one of the main reasons is a dodgy reg

From the attendee’s perspective…

“Too much hassle”, “I’ll do this later” or words to that effect are what goes through the mind of someone interested in registering but faced with a conference registration form full of tedious questions that make it as burdensome as Mariah Carey’s tour rider.

First impressions do count and if a long, irrelevant registration form is their first experience with the event then it’s not a good one.

A form with a technical issue should never get to the stage where it’s in front of the person registering. Testing avoids that or if there is some sort of technical issue, good messaging will help.

A possible solution?

Groundbreaking stuff is this! How about making the form short and sweet and only collecting the information you really need at the point of registration?

Then once they have registered and are “in” why don’t you go back to them with some follow-up questions that are relevant to them?

Another option is to create a registration form that only shows questions relevant to the person filling it out. They’ll never see the questions that aren’t relevant to them, so they’ll never have the opportunity to get frustrated by a long, dull, and irrelevant registration form.

You already know this, but it’s worth pointing out as time is normally a scarce resource for event organisers, make sure the whole registration process including the form is tested properly. That’s all permutations and all elements before you sign it off.

To conclude, take a step into the world of the person registering. Would you want to see a long form? What would you think if it was irrelevant in parts or didn’t work properly? We’ve all experienced this at some point and we all think we could probably do it better. Now’s your chance!

Feature Highlight - Contacts only

Is it important to you that the only people who register for your event are the ones that have been invited?

Protecting the event with a unique password for each invitee or giving them a unique code to use when registering doesn’t stop them from sharing it with a colleague/friend if they can’t attend. The friend/colleague can then override the invitee’s details with their own.

What if they couldn’t?

What if the only people that could register were the invitees and their email address (and name) couldn’t be changed?

That’s what the Contacts only function in Mitingu does.

If you run events that need that extra level of security and you’ve been frustrated by the lack of options, let’s talk.

Event registration for internal events

If you run internal company events, you'll probably be well versed in some of the unique challenges of event registration and comms that come with them.

A few questions that need answering

How do I send the invitations?
How do I make sure that it's only employees registering?
How do I make sure the registration site and emails are on brand?

Invitations
If the event platform that you're using to create the registration site has the option to send personalised email invitations, that's probably the easiest option. To throw in a curveball, what if the IT police don't want you using another external system to send emails from?

Need some options?
1. Send them out via the events platform if you're allowed;
2. Send them out via your email marketing platform;
3. Send them out via your local email client (Gmail, Outlook, etc) using a merge function.

We've already mentioned option 1 is the easiest, but it's all down to your friends in the IT team.

Options 1 and 2 present another issue, how do you get the personalised links from the event platform into the email marketing platform/local email client? Unless there's an option to bulk export the invitation links from the event platform, you're in for a long day (or days depending on how many employees there are) exporting the links one by one. Check with your provider to see if this is an option.

Employees only
How do you make sure the only people registering are employees? It’s difficult because there is nothing to stop an employee from sharing their unused invitation with someone from outside the business, but there are some things you can do.

1. Make registration accessible via a secure login for each invitee;
2. Mark the event as private which can only be accessed via a unique invitation link that expires once used;
3. Restrict the domain(s) used in the email field to company ones only;
4. Only allow email addresses that are in the database;
5. Make the first name and last name fields view only.

It’s worth noting that the above are only options if your event software has that functionality.

Keep it on-brand
“On-brand”, it’s a widely used term. What we mean is that it looks like all your other company marketing stuff. Website, social media, print, etc.

If that’s not important to you, there’s a number of platforms that you could use such as Eventbrite.

If it is important but you don’t have the time or budget (could be both) to engage with a web designer, make sure your current event platform has at least the following:

1. The option to use a custom domain/sub-domain (e.g. yourcoevents.com), for both the event registration site and the email comms.

2. The ability to add your logo, colours, fonts and footers as a minimum.

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Are you using a registration platform that has developed functionality specifically to cater to these types of events?

If the answer is yes, then it sounds like you're covered.

If the answer is no, we might be able to help and it’s a simple next step, send an email to hello@mitingu.com or fill out the enquiry form.

Feature Highlight - Domain Restriction

Domain restriction is a great tool for internal company events that want employees to register using their work email and not a personal one.

It’s not restricted to just one domain, so if your company is part of a group, each with separate email domains, that’s no problem as you can add multiple domains that are allowed for the registration process.

If you’re running business events but want attendees to register with a business email address rather than a personal one, the ability to forbid certain email domains, such as hotmail.com and gmail.com, could be useful.

If you run internal or external events, think this would help with your registration process, and would rather see it in action than just read about it, please get in touch.

Post-event communications, yes or no?

Let’s face it, the tendency is to focus on good communications before the event and during it. There's a valid argument for this, before the event we need to get people excited and keep them informed to make sure they show up. On the day itself, communications are a great way of keeping attendees updated.

Post-event comms are a bit like the poor relation that can be either completely ignored or done as a bit of an afterthought.

Just because the excitement of the build-up and the actual event has passed, it doesn't mean the opportunity to keep the conversation going should be missed. Sending surveys, thank you emails, highlight reels, popular slide decks are all decent examples of post-event comms.

Surveys
An effective way of getting honest feedback (especially if you let the respondent answer anonymously). Make them short and snappy - people like quick response options like check boxes, radio buttons and dropdowns. Try and keep free text fields to a minimum, perhaps just a comments box at the end of the survey.

Send them out 24-48 hours after the event whilst it's still fresh in their minds.

If you've got the budget something like a prize draw is a good way to encourage attendees to respond.

If you're sending out surveys, the key thing is to have an easy mechanism to view and download responses. Don't ignore the results, act on them and share the key points.

Thank you email
A simple "thanks for attending" email is an easy way to acknowledge and thank people for coming to the event. Make it more relevant to the individual if you can, a bit more than just their name if you can.

It could be used as a standalone email, include a link to take the post-event survey (see above), or an attachment/link to the highlights reel.

Highlight reels
Most of us haven't got time to watch a 60-minute film of an event we attended, no matter how good it was. Most of us can find the time to watch a condensed summary of the event if it's about 5 minutes or so. It's also something that can easily be shared and used to promote the next event.

Promoting future events
A good time to get early bookings for upcoming events is straight after the last one. We're taking it as read that this applies to attendees who got something positive out of the last event.

Neglecting post-event comms, might mean you’re missing out on an opportunity to differentiate your events from the rest.

Feature Highlight - Tagging

Tagging is a really simple way of adding labels to your contact data.

Why bother with tags? Because they let you organise and filter your data in a simple way. So, if you know that Joe is a vegetarian and likes rugby, he could be tagged “vegetarian” and “rugby”. You can use those tags to create personalised comms, tailored registration forms, and export data.

Mitingu has 2 ways of creating and adding tags to contacts:

1. Manually - you add them individually or include them in a bulk upload

2. Automatically - it adds certain tags automatically such as invited, registered, declined, etc.

If you think tagging would help with your events and comms and would rather see it in action than read about it, please get in touch.