Stop rushing events. Start knowing what works.

Event organisers are busy people.

They finish one event and sprint to the next.

Deadlines, checklists, last-minute fires.

But here’s something no one talks about.

No one really knows how the last event went.

What worked? What flopped? What did attendees say?
And most importantly, did it move the business needle?

If you’re organising events but can’t answer those, you’re guessing.

And guessing in business is expensive.

Why you need to track event ROI and feedback

You’re not just throwing a party. You’re spending budget, time, and reputation.
So you have to know: is it worth it?

Tracking how your events perform over time, collecting real attendee feedback, and measuring return on investment isn’t optional.
It’s critical.

Mitingu makes it simple

No more spreadsheets. No more random feedback forms lost in inboxes.
Mitingu puts everything in one place.

Instant analytics. Clear reports. Trends across events.

You see what’s working and what’s not.

So you can stop guessing, and start improving.

The power of the pause

Pause for a moment.

Don’t just jump to the next event like it’s a race.

Reflect on data, learn, apply.

Your events deserve more than a blink-and-miss approach.

Ready to get real about your events?

If you want to be more than busy, if you want to be effective, Mitingu is for you.

Cut the noise. See the facts. Make the right call every time based on facts and figures, not hope.

"Create an event site in under 10 minutes." Yeah, right.

Scenarios where that's possible:

• A basic event collecting just name and email (maybe)
• A straight copy of a previous event (seconds to duplicate, minutes to tweak)
• Cloud cuckoo land for anything remotely complex

Platforms like Mitingu can speed things up when used properly, but a registration process with custom flows and dynamic comms? That takes proper planning. Rush it and you're asking for a sh*tshow on launch day.

Look, you're an event planner. You know that details matter. The same obsessive planning you put into venue logistics? Your registration flow deserves that too.

Jumping onto any platform and winging it won't work. Here's what you actually need sorted before you start:

✅ Details of the event, including expected capacity - what do they want to do with registration, what do they want to capture
✅ What they are charging for the event, or if it's free
✅ Branding/Brand guidelines
✅ List of registration types needed
✅ List of questions that need to be asked and to whom - could be based on the type of registrant
✅ List of types of emails you want to send. E.g., Save the Date, Invitation, Reminder, Booking Confirmation, etc
✅ Any other required custom functionality

This list isn't exhaustive, but nail these basics first. Content and assets can follow, but without this foundation? You're building on sand.

Questions about getting your registration right? Drop us a line.

Low Attendance Series – Part 5: How timing impacts attendance (and how to pick the right date)

Even the most compelling event won’t succeed if it’s at the wrong time.

In the final part of our Low Attendance Series, we look at how when you schedule your event can make or break your numbers.

Bad timing is a silent killer

Common (but avoidable) pitfalls:

• Clashing with major industry events or holidays

• Fridays that feel like a soft out-of-office

• Mondays that feel too soon

Use tools like Google Trends or, if you’re a Mitingu client, past event data to find the most likely times for success for your audience.

Test multiple dates

If your audience is tight-knit or internal, poll them.
Mitingu’s pre-registration tools make it easy to gauge date preferences before you commit.

Think micro-timing too

• Breakfast sessions are great for execs

• Lunch & learns suit internal teams

• After-work slots favour casual networking

Bonus: Use calendar-friendly invites (automatically generated by Mitingu) to boost actual attendance, not just RSVPs.

Final thoughts: Low attendance doesn’t have to be inevitable

From comms and content to speakers, venue, and timing, you now have a blueprint to reverse low turnout and deliver high-impact events.

If you’re still doing this manually or working with multiple tools, it might be time to try something better.

Want to fix low attendance for good?
Let Mitingu show you how high-performing events are built.

Low Attendance Series - Part 4: Venue psychology – Why the where matters

Think the venue is just a backdrop that doesn’t need as much thought? Think again.

Your choice of location says everything about your event’s purpose, tone, and perceived value to the people you want rocking up to it.

In Part 4 of our Low Attendance Series, we dive into the subtle cues your venue sends, and how they can affect turnout.

Venue signals intent

• A hotel conference room might say “corporate and efficient”

• A rooftop bar says “networking and cool vibes”

• A private dining room says “selective and high-value”

Even before they arrive, attendees are making assumptions about:

• Who else will be there

• How formal it’ll be

• What they’ll get out of it

Use those assumptions to your advantage.

Make the venue a hook

If you’re using a standout venue, lead with it.

• “Join us at The Shard for an exclusive fintech briefing”

• “Connect with big-hitters over cocktails at The Ned”

If not, highlight why the venue was chosen:

• “Hands-on session in an innovation lab, not a boardroom”

• “Just 5 mins from London Heathrow [key transport hub]”

Use visuals in promotion

Don’t just describe the venue, show it. Make it easy for them to visualise being there and getting there.
Mitingu event pages support embedded galleries, and email templates can include venue photos, Google Maps embeds, and travel guides.

Next in the Series…

Part 5: How Timing Impacts Attendance (And How to Pick the Right Date)

Low Attendance Series – Part 3: Are you picking the wrong speakers?

You’ve got the right venue, you’ve pushed the comms, and you’ve reframed the topic.

But still, people are hesitant to register, and the numbers just aren’t there.

The problem might not be what you’re saying, but who’s saying it.

In Part 3 of our Low Attendance Series, we cover how speaker choice can make or break your attendee numbers, and what to do if your lineup isn’t exactly front-page material.

Great speakers don’t have to be famous; they have to be relevant

Yes, big names can draw in the numbers initially, but relevance often outperforms it.

• A niche expert who solved a relatable problem will outperform a “celebrity” speaker no one relates to.

• An internal champion or customer with real-world results can deliver more impact than a consultant who speaks in generalities.

Tip: When promoting speakers, don’t just share their title—share what they’ll teach and what the audience will get out of it.
“How Rachel from ABC Ltd reduced waste by 38% in 6 months.”

People want people like them

Speakers who feel relatable make your event feel more accessible.

Ask:

• Will this speaker resonate with the type of audience that we’re targeting?

• Can they connect emotionally, not just deliver slides? Charisma is a wonderful thing.

And if you’re worried about low name recognition, use storytelling in your comms to raise their profile before the event.

Promote the speaker, not just the agenda

In your comms:

• Include speaker photos and relevant quotes or achievements in emails

• Create short preview videos or Q&A snippets

• Use pull quotes as social graphics (Mitingu templates help automate this)

Coming Up Next…

Part 4: Venue Psychology - Why the where matters

Low Attendance - Part 2: Your event subject might be the problem

We’ve all been there. You’re hosting a business-critical event. The logistics are tight, the venue’s locked in, and you’re promoting it across all the right channels.

But registrations are trickling in. Attendees aren’t biting. The powers that be want to know why.
Here’s the harsh truth: it could be the event subject that’s turning them away.

In Part 2 of our Low Attendance Series, we dig into why even important topics fall flat and what you can do to make them feel urgent, engaging, and hard to resist for the right audience.

Not every topic is sexy, but every topic can be sold

Let’s say your event is about:

• Regulatory updates

• Internal process improvements

• Cybersecurity protocols

• Procurement system changes

None of these are “headline grabbers.” But they are important.

The solution isn’t to change the topic—it’s to reframe it through the lens of your audience.

Reframe from feature led to outcome

Your attendees don’t care what you’re covering. They care why it matters to them, the “what’s in it for me?” factor. Here’s a couple of examples:

DON’T “Q3 Compliance & Risk Briefing”

DO “How to avoid the fines: What you need to know before Q4”

DON’T “Procurement portal update”

DO “Slash 3 Hours off every vendor approval this year”

Focus on problems solved, time saved, money gained, risk avoided, not just a rigid subject line.

Use Emotion + Logic

B2B audiences are no different from other audiences; they make decisions emotionally first. Tap into that.

• Use phrases like:
  "Stop wasting time on admin…"
  "Avoid becoming the next case study in failure…"
  "Here’s what your peers already know and you don’t."

• Back it up with stats:
  “72% of companies that fail cyber audits missed these 3 steps.”

A little plug for us! Mitingu lets you personalise subject lines and messages into segmented email flows, so each persona hears the version that resonates most.

Bring in people, not just content

Sometimes the subject doesn’t change, but the messenger does.

• A customer story or internal champion can bring a topic to life

• Instead of “talking about compliance,” have someone share how they navigated a tricky audit

• Use case studies, testimonials, and real results in your comms

Spoiler alert: That’s the topic of Part 3, coming next week.

Using this approach not only makes your messaging more engaging, it’s also more likely to encourage more registrations, higher attendance, and better post-event feedback.

Low Attendance - Part 1: Why comms could be tanking your event numbers

You’ve planned a great event. The logistics are solid, the speaker lineup is strong… but your registrations are flat, or your confirmed attendees just don’t show up.

Before you blame the date, the market, or the moon, take a look at your event communications. They're often the silent killer of attendance.

In this first part of our Low Attendance Series, we’ll take a look at how strategic comms can transform interest into action, and some of the mistakes that might be costing you bums on seats.

Comms are more than just sending an invitation

Too often, event comms are treated as a tick-box exercise:
1. Send an invite
2. Send a reminder
3. Cross fingers and hope for the best

But communications are not just a way to inform, they’re your tool to create interest, urgency, and get some commitment. And if they’re poorly timed, irrelevant, or forgettable? Your response rates will reflect that.

Fix 1: Lead with relevance

Your audience doesn’t care about your agenda (yet). They care about what they’ll get out of it.

Change:
❌ “Join us for a leadership summit”
✅ “See how FTSE 100 execs are future-proofing their teams”

This kind of shift makes your messaging feel personal, specific, and hard to ignore. They can see what they get out of it.

Fix 2: Use the right channels for the right audience

Not everyone responds to email. Nowadays, getting your email noticed and read is an achievement in its own right.

• Consider printed, personalised invitations.
  These feel premium, cut through digital noise, and are designed drive them offline to online—straight to your branded Mitingu registration site (sorry about the plug!) via QR code or a short/personalised URL.
  Ideal for: C-suite dinners, private tastings, exclusive roundtables.

• For a younger, mobile-first crowd, SMS or WhatsApp reminders might receive a better response than an email they’ll possibly never read.

• Use LinkedIn DMs or custom audiences to re-target past attendees. The messaging has to be original to avoid being seen as yet another LinkedIn spammy DM.

Fix 3: Plan a comms journey, not one-off hit and hope blasts

Effective events use a drip-style approach to warm up and lock in attendees:

1. Initial Invite - Grab their attention and hook them with something of value to them

2. Reminder 1 - Add a relevant and original teaser (VIP speaker reveal, topic highlight)

3. Reminder 2 - Use social proof (“1,200 have already signed up”), it has to be accurate or you’ll get found out!

4. Final Push - Urgency (“Last 10 spots available”). As above, make it real, or they’ll find you out in the day.

5. Updates - Share helpful info like how to get there, generate excitement and expectation by reminding them what to expect and what they will get out of it.

6. Coming Up Next in the Series

In Part 2, we’ll look at how the event subject or theme itself could be turning people off, and what to do when your topic isn’t “sexy” but still important.

Future posts will cover:

• Part 3: Are you picking the wrong speakers?

• Part 4: Venue psychology – why the where matters

• Part 5: How timing impacts attendance (and how to pick the right date)

Stop wasting time on events without measurable targets!

Businesses love events. They splash out on venues, catering, branding, and overpriced lanyards. They get their sales teams suited and booted, send them in to schmooze, and then pat themselves on the back for ‘putting themselves out there’. But let’s be honest, most of these events are nothing more than glorified social gatherings with an expensive price tag. Why? Because they have nothing to measure their success against.

Why do businesses run events?

Simple, ego and tradition. Someone in a suit once said, ‘We need to be at that trade show’ or ‘Let’s host a networking event’ and nobody challenged them. The idea of a flashy stand and branded freebies sounded too good to resist. But ask them, ‘What’s the objective?’ and you’ll get vague nonsense like ‘brand awareness’ or ‘building relationships’. That’s code for ‘We have no idea, but we’ll pretend it’s strategic.’

Here’s the reality: Events should exist for one reason: drive results. If they don’t, they’re a colossal waste of money, time, and effort.

3 ways businesses generally engage with events

Businesses typically interact with events in at least one of the following three ways:

1. Running their own event – This could be a conference, a networking session, or a private event designed to attract and engage prospects. If you’re doing this, you better have a clear strategy to generate sales. If it’s just a vanity project, cancel it now.

2. Exhibiting at someone else’s event – Whether it’s a trade show, an expo, or an industry exhibition, standing around hoping people stop at your booth isn’t a plan. What’s the lead target? How will you convert attendees into actual business? If you can’t answer that, you’re just paying for an expensive branding exercise.

3. Attending an event as an attendee – If you’re sending your team to a conference or networking event, what’s the goal? Are they there to actively generate leads, book meetings, and create opportunities? Or are they just ‘representing the company’ (which is code for doing nothing measurable and having a nice day out)?

No targets, no accountability

Most businesses don’t set measurable targets for events. They ‘hope’ for leads. They ‘hope’ for good conversations. They ‘hope’ it all works out. Hope is not a strategy. If you can’t define what success looks like in clear, measurable terms, you’re setting yourself up to fail.

Try asking these questions before your next event:

• How many qualified leads do we need to generate to justify the spend?

• How many meetings should be booked as a direct result?

• How many follow-ups will convert into sales?

If you can’t answer these, then why are you running the event at all?

Events should be sales machines, not social clubs

The only reason to run an event is to increase revenue. That means:

• Every interaction should have a clear next step.

• Sales teams should be actively qualifying/disqualifying, not just having ‘nice chats’.

• There should be a follow-up plan that is executed with military precision.

• Results should be tracked and measured against the spend.

If an event doesn’t generate a tangible return, it’s just a very expensive day out for your team.

Set clear, measurable targets

If you’re running and/or attending events, do it properly. Define KPIs before you even book the venue.

• Lead Generation: How many qualified leads should come from the event?

• Conversions: How many should turn into paying customers?

• ROI: How much revenue should the event ultimately drive?

Once the event is over, measure against these targets. If it didn’t hit them, something needs to change.

Be brutal about results

Businesses waste fortunes on events that make them ‘feel’ busy without delivering actual results. If you’re running an event without measurable targets, you’re just another company burning cash for the sake of appearances.

Make events work for you, set targets, track results, and if it doesn’t bring in revenue, make a change or stop doing it. Simple.

How can we help?

The bad news is that we can’t wave a magic wand, get people to your event, keep them engaged and deliver a great return on investment to the powers that be, but… we can give you the tools to help you make it happen.

Just give me the numbers

Every event planner knows the feeling. You’re juggling a hundred things at once… venue logistics, speaker confirmations, catering, and the ever-present feeling in the pit of your stomach that something, somewhere, is about to go horribly wrong.

And then there’s registration. The lifeblood of your event. The numbers that tell you whether all your efforts are actually paying off.

So why, in the name of all things efficient, do planners have to go digging for that information? Who wants to log into a piece of software five times? Not me!

The power of a simple email

Imagine this. Every morning, while you sip on your oat latté (other beverages are available), an email lands in your inbox. No fluff, no unnecessary noise, just the numbers you need.

• Total registered attendees

• Total declined invitations

• Any updates—who changed their details, who dropped out, who swapped their session choices

That’s it. No logging into platforms throughout the day, no sifting through reports, no navigating around the software. Just the numbers you need, when you need them.

Why it’s a game-changer

1. You see what’s going on in real-time
   Registrations plateauing? A sudden spike in declines? These aren’t just stats, they’re clues. They help you spot issues before they become problems. If interest is stalling, you adjust your outreach. If dropouts surge, you dig into why.

2. You respond faster
   An attendee swaps their meal preference, upgrades their ticket, or cancels altogether. If you know right away, you can act right away. No surprises. No last-minute scrambles.

3. You allocate resources more efficiently
   Catering, seating, materials, all of it depends on knowing who’s coming. Daily updates mean you can fine-tune quantities, avoid waste, and optimise spend.

4. Stakeholders stay in the loop
   Sponsors, vendors, internal teams, everyone, and their dog wants numbers. A daily digest keeps you one step ahead, with the latest stats at your fingertips. No more “I’ll check and get back to you.” You already know.

Automation is your friend

The beauty of this? It’s not hard to set up. Automated reports exist for a reason. They save time, cut out manual data digging, and make sure nothing slips through the cracks. The right system does the work for you, freeing you up to focus on making your event the dog’s do-dahs.

The bottom line

Event planning is already complicated and stressful enough. Getting critical data shouldn’t be. A daily/weekly (or even in real-time) email with just the numbers means you stay informed, react faster, and run a smoother, smarter event, that makes you look like a susperstar.

So yes, just give me the numbers. And let’s get on with the real work.

Mitingu plug time - we make it easy to do all of the above (of course we do, we’re writing about it), give us a nudge if you’d like to find out how.

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.