BEURZEN DIE WIJ OP DIT MOMENT ORGANISEREN

DE CHAMPIGNONDAGEN

De Champignondagen is al jaren het toonaangevende platform voor de branche. Een zakelijk platform waar beslissers en betrokkenen informatie en inspiratie vinden om tot een weloverwogen investering en ontwikkeling te komen.

Champignondagen

BEURZEN DIE WIJ OP DIT MOMENT ORGANISEREN

ART & ANTIQUES FAIR

Gerenommeerde exposanten uit binnen- en buitenland presenteren hun collectie tijdens hét evenement voor kunst en antiek. Hedendaagse kunst, moderne kunst, antiek of design: waar de voorkeur van de gemiddelde bezoeker ook naar uit gaat, op de Art & Antiques Fair ‘s-Hertogenbosch vindt je meubels, schilderijen, iconen, sieraden, uurwerken en gebruiksvoorwerpen van de oudheid tot heden.

Art & Antiques Fair

HAGENSTEIN WILLEMS EXHIBITION & SALES MANAGEMENT

HEM neemt de eindverantwoordelijkheid voor de beurs en verzorgt veelal in samenwerking met de eigen organisatie of met de beurslocatie alle aspecten van het evenement. Wij worden daarbij gedreven door het ontzorgen van de opdrachtgever en het verbeteren van resultaten, zoals kwaliteit van het evenement, naamsbekendheid, aantal deelnemers en bezoekers en de overall winstgevendheid.

Wij geloven in de beurzen die wij organiseren. HEM is dan ook graag bereid te participeren in de beurzen die wij organiseren.

HagensteinWillems_logo

25-09-2015 Thuiswerken – is dat echt zo leuk als het klinkt?

Of als je buren willen geloven? Ondernemers die vanuit huis werken, kunnen afgeleid raken of gestoord worden – door henzelf, dan wel door hun familie.

Kopje koffie, buurvrouw?

Als je kinderen hebt, raak je mogelijkerwijs snel door hen afgeleid, omdat je met ze wilt spelen of praten, of omdat ze jou van je werk af komen halen. Ook kan het zo zijn dat je jezelf van je werk afhoudt. Er is altijd nog wel ergens een huishoudelijk klusje te vinden. Als je dat klusje gaat doen terwijl je eigenlijk aan je bedrijf wilt werken, laat je je afleiden. Datzelfde laat je gebeuren als de buurvrouw aanbelt voor een kopje koffie en je daarop ingaat op een moment dat je met andere dingen bezig bent.

Dit fenomeen kan betekenen dat je niet genoeg tijd aan je bedrijf besteedt of niet zoveel tijd aan je bedrijf besteedt als je zou willen. Dit kan negatieve bijeffecten hebben. Het zit de groei van je bedrijf in de weg, wat je als vervelend kunt ervaren. In het slechtst mogelijke scenario kan het uiteindelijk zelfs zo zijn dat je niet genoeg omzet draait met je bedrijf om goed van te kunnen leven. Zo’n situatie is natuurlijk naar en stressvol. Logischerwijs wil je dat kost wat kost voorkomen.

De eeuwigdurende strijd: ga je aan het werk of doe je eerst de was…

Thuiswerken is wel erg prettig, omdat je alle vrijheid hebt die je je maar kunt wensen. Je kunt je eigen tijd indelen, je kunt er zijn voor de mensen in je gezin tussen je werk door en je hoeft je niet eens netjes aan te kleden als je daar geen zin in hebt. Al met al klinkt het ideaal.

Maar het blijft een soort strijd om je niet af te laten leiden door alles wat er om je heen gebeurt. Er is niemand om over je schouder mee te kijken en ervoor te zorgen dat je aan het werkt blijft. Dat zal je als thuiswerkende zelfstandig ondernemer helemaal zelf moeten doen.

Het helpt om je af te vragen of de afleidingen wel afleidingen zijn, of dat het door de dag heen oplaadmomentjes voor je zijn.

Afleiding hoeft niet altijd per se verkeerd te zijn

Bij het winnen van die strijd kan het helpen om je af te vragen of de afleidingen wel afleidingen zijn, of dat het door de dag heen oplaadmomentjes voor je zijn. Het kopje koffie met de buurvrouw kost natuurlijk tijd, maar tegelijkertijd zorgt het er wel voor dat je even volledig met iets anders bezig bent. Op die manier verzet je je gedachten. Dat kan maken dat je na het kopje koffie (of de afleiding die in jouw geval van toepassing is) weer met de volle creativiteit en focus aan de slag kunt gaan voor je bedrijf.

Wees dus niet te streng voor jezelf als het gaat om je afleidbaarheid. Die afleidingsmomenten kunnen de creativiteit voeden, die je nodig hebt om geweldige dingen te realiseren met je dienstverlening!

Twee aspecten die helpen bij die afleidingsmomenten

Ben je van mening dat jouw afleidingsmomenten écht geen oplaadmomenten zijn, dan kun je naar de volgende twee aspecten van thuiswerken kijken.

Aspect 1: afleiding die van buitenaf komt

Als we kijken naar het ongestoord doorwerken zonder dat andere mensen iets van je vragen, dan gaat het heel sterk om het stellen van grenzen. Het is goed mogelijk dat dit iets is waar nog verbetering mogelijk is. Het gaat hier over grenzen stellen naar de buurvrouw toe en een keertje niet de deur opendoen als ze aanbelt. Het gaat om het niet opnemen van de telefoon als hij rinkelt en je ergens anders mee bezig bent. Het gaat om tegen mensen kunnen zeggen: ‘sorry, ik ben aan het werk, maar vanmiddag na vijven heel graag’.

Iets wat mij heel erg helpt bij het stellen van grenzen is het creëren van een fysieke barrière tussen mij en mijn gezinsleden. Zorg dat je in een kamer met een deur zit en doe deze ook dicht. Maak afspraken met je gezinsleden over wanneer ze wel en niet binnen mogen en kunnen komen. Mijn kinderen weten bijvoorbeeld dat ze best binnen mogen komen als de deur van mijn werkkamer dicht is, maar dat ze dan wel even goed moeten luisteren aan de deur. Soms ben ik aan de telefoon met een klant of ben ik trainingsmaterialen aan het inspreken. Dan kunnen ze even niet binnenkomen. Is dat niet zo, dan vind ik het leuk om hun verhalen over school te horen.

Koffie

Aspect 2: focus houden op het werk waar je mee bezig bent

Bij dit aspect hik ik een beetje tegen twee dingen aan die ik je allebei graag mee wil geven.

Allereerst zijn er de standaard focusdingen, zoals: zet een kookwekker. Op een halfuur, een uur of anderhalf uur, precies wat bij jou en je werk past. Blijf gedurende de tijd die op de kookwekker staat ook werkelijk achter je bureau zitten. Is de kookwekker niet afgegaan, dan ben je niet klaar met werken. Een ander voorbeeld van zo’n standaard focusding is het naar een plek toe gaan waar je minder snel afgeleid wordt. Je kunt in een druk restaurant gaan zitten waar jij niks te maken hebt met niemand, waar je je huishouden niet ziet en waar je dus lekker gefocust aan de slag kunt gaan. Het is ook goed mogelijk dat je liever ergens in het bos aan een picknicktafel gaat werken, omdat je dat zo heerlijk rustgevend vindt.

Standaard focustrucs helpen in mijn ogen niet echt, vraag je jezelf liever iets af

Eerlijk gezegd geloof ik niet meer zo sterk in de standaard focusdingen. Ik ben tot het inzicht gekomen dat het niet kunnen behouden van je focus veel meer te maken heeft met hoe je denkt over wat je aan het doen bent, dan met waar je het doet. Of dat het veel meer te maken heeft met het gevoel dat een bepaalde werkzaamheid bij je oproept.

Voelen al die huishoudelijke klusjes belangrijker dan je werk? Dan is het goed mogelijk dat je je werk eigenlijk niet zo leuk vindt. Stel jezelf vragen als: hou ik wel van mijn werk? Is dit iets wat ik vol passie doe? Geniet ik enorm veel van mijn werk? Ik weet van mezelf dat het huis bij wijze van spreken om me heen kan instorten als ik met iets bezig ben wat ik superleuk vind en dat ik het niet eens zou merken.

Anders gezegd: als je bezig bent met iets wat je leuk vindt, laat je je door niets afleiden. Laat staan door het huishouden. Als ik aan de slag wil gaan met een van mijn groepen, stap ik gewoon over de was die nog gedaan moet worden heen. Het kan heel waardevol voor jezelf zijn om daar eens naar te kijken.

Doe je iets omdat het moet of vanuit inspiratie?

Heb je het gevoel dat je bepaalde dingen MOET doen, dan geeft dat al aan dat je ze eigenlijk niet leuk of belangrijk genoeg vindt. Bekijk dan of er een manier is waarop je het leuker en makkelijker voor jezelf kunt maken. Daar zijn heel veel verschillende manieren voor. Als je dit voor jezelf oplost, kun je weer vanuit inspiratie bezig zijn met je werk. Het huishouden valt dan als het ware weg ten opzichte van het geweldig leuke werk dat je kunt doen voor je bedrijf.

Kortom: werken vanuit huis kan lastig zijn, in verband met het feit dat je sneller afgeleid kunt raken. Zorg voor een fysieke barrière tussen jou en je gezinsleden als je aan het werk bent, maak goede afspraken met ze, let op standaard focusdingen. En zorg dat je je werk leuk vindt, dan heb je jouw focus zo weer gevonden!

Bron: Frankwatching 21-09-2015

 

23-09-2015 10 Simple Health and Fitness Tips for #Eventprofs

As an event professional, proper health and fitness is important to maintain. If you sacrifice your own wellbeing, you will most certainly sacrifice the quality of the events you produce. Finding the time to maintain a certain level of health and fitness can be a challenge for event planners. These 10 simple tips will help you stay motivated, eat healthy and be in great shape while planning and travelling for events.

10 Simple health and fitness tips

Start The Day Early

Getting started with your wellness program early in the day is the best way to maintain consistency. By getting your workout in early, you won’t be left at the end of the day trying to squeeze in a quick run or fitness session. Waking up early may be challenging at first, but it is the only way to truly make time for your workout.

Body Weight Training

When travelling or staying in a hotel for an event, it can be hard to find a fitness center or location to work out. Try to create a workout routine consisting of body weight workouts such as squats, burpees, push-ups and pull-ups. Resistance bands are another great way to pack light and make a big impact on your workout.

Fitness Trackers

As event planners we spend a large potion of our day buzzing around the office, venue or perhaps all around town. Fitness trackers can be an excellent way to keep an eye on your movement, count your steps and track your calories burned.

There are many different options for fitness trackers, ranging from simple pedometers to more advanced wearable technology. Most everyone should be able to find an option that suits his or her needs and price range.

Dine Out with Caution

When travelling or working onsite at an event, half of the fun can be the excellent food options that are presented. When enjoying a nice meal out, be sure to proceed with caution and avoid the higher calorie options. Simple swaps, such as a vegetable instead of a grain for your side, can go a long way in saving you from blowing your daily caloric intake.

Try your best to look at menus in advance of your dinner to find the more health conscious options. Some online menus will even offer nutritional facts, which make advanced meal planning very easy.

Don’t Forget to Eat

Many times while working an event we get so enthralled with the success and management of the outing, we forget the bare essentials, such as feeding our staff or ourselves. Try to set an alarm on your watch or computer to ensure that everyone working the event has time to eat a solid meal.

Events can be very hectic and often times during these busy days, our own basic needs get put on the back burner. Try to avoid this by planning in advance and making your own health a priority.

Stay Hydrated

Event management professionals love their jobs so much that they not only forget to eat, but on occasion they forget to drink water and stay hydrated. While this may not always be attributed to our love of the job, the busy nature of events can see hours pass by in the blink of an eye. Because this is the case, we need to do our best to stay healthy, hydrated and nourished.

Avoid dehydration by carrying a refillable water bottle on you during the event. Make it a point to fill up regularly throughout the day to be sure you are staying hydrated.

Research Local Options

When you are travelling to a new city for an event, try researching the local fitness options to ensure you have a good game plan for your workout. You could start out by looking at your hotel to see what type of fitness facility they offer and, if that is not sufficient, you could look for local gyms that have trial memberships available. Local trails and running clubs are another source I use for finding quality workout choices while travelling.

Avoid Alcohol

Avoiding alcohol may seem a bit lame, but it will ensure you are in the best state of mind and physical wellbeing during your event. Alcohol consumption can lead to poor food choices, lack of motivation and dehydration. All things you want to avoid when focusing on your health and wellness.

Make Time for Quality Sleep

Getting enough sleep can be a very large challenge when you have so much on your plate as an event planner. Setting aside quality time to sleep prior to, during and after your event is crucial to your health, along with your long-term and short-term success as an event planner.

Most of us have spent multiple events running on extra espresso, but with a little bit of planning you can incorporate more hours of sleep and increase your happiness and achievements as a professional. 

Manage Stress

No one enjoys working with a stressed out event manager. A major part of maintaining your health is maintaining your level of anxiety and angst. This may not always be easy, but you should take a few moments each day to meditate, refresh and evaluate your day and tasks ahead. By doing this you will feel less stressed and lead a healthier lifestyle.

In Conclusion

As we all know, being an event professional can take a toll on your mind and body. Finding the time to stay fit and make healthy choices can be tough during busy events. By utilizing the tips above you will be making your health and wellness a top priority. This will help you to stay focused and in tiptop shape for your next event!

Source: Eventmanager 07-09-2015

21-09-2015 No Rest for Eventprofs: 8 Essential Things to Do After Your Event

After months of hard work and preparation your event is finally over. The last attendee has gone and finally you can put your feet up. Right? Wrong!
An event planner’s work is not done when the last attendee has left the building. In fact, the aftermath is an important part of an event life-cycle. In this article we look at some of the critical tasks to be completed after the event is over.

No rest for eventprofs

The completion of an event is as important as its conception. It’s a time to gather feedback, evaluate what worked, measure your return on investment and create excitement for next year’s event.

After the adrenalin and excitement of the event itself, taking care of the post-event details can be tiresome and if you are not careful it will drag on for weeks and even months.

To prevent post-event fatigue it is important to schedule and plan all these activities as rigorously as you do the event itself. Here are some of the most important post-event tasks and suggestions for how to plan a successful and painless event completion.

  1. Send Thank You’s

Everyone likes to be appreciated. Thank you notes are a great way to acknowledge all the people who participated and it also keeps the spirit of the event alive.

The best kind of Thank You is personalised. The more thought and effort you put into this the bigger the impact. An email is nice, but a card is special and make a longer lasting impression. Include a personal note or photo and you have hit the jackpot.

Make sure you include your staff, volunteers, speakers, performers vendors and attendees in your acknowledgements. This might be a lot of people and by far the most tedious part of this task can be collecting together the contact information. Set up a good database in advance (using your registration system or CRM) and you should easily be able to export all of those details.

You can also use your marketing system and social media tools to shower acknowledgement on the attendees. The best part of this is that you can set it up in advance of your event.

  1. Encourage Feedback

Feedback is critical if you are planning to host the event again and/or you want to demonstrate that you accomplished your objectives.

Most attendees are more than happy to provide feedback during your event, using either paper-based surveys or an online equivalent. Often it is useful to gather feedback on individual speakers and performers and this information is best gathered while it is fresh, i.e. immediately after a session.

While structured feedback is important, there is also great value to be found in unsolicited feedback. Social media makes it easy to tap into the conversations that your attendees are having about your event online. Set up social media monitoring so you can listen in to this feedback as it happens.

  1. Engage on Social Media

Social media efforts are generally focused on the time before and during the event. There is a build up of online conversation that crescendos during the event and then abruptly stops once the event is complete.

If your event was successful you will have left people with a lot to talk about and social media is a great venue for that conversation. Keeping people engaged after the event will help you build your audience for the next year.

One of the best ways to create engagement is to share content from the event. By this point you will likely have plenty of content to share. However, the task of creating and posting that content can be daunting.

You may have tonnes of raw video footage, photographs and PowerPoint slides from your event but as long as they are an unorganised mass they are next to useless. Sometimes it can take so long to organise your content and find the highlights that by the time you have finished the information has gone stale.

You need to plan for content curation as carefully as you plan for content collection. Find people who are able to select and edit the best content and create bite-sized, share-able highlights.

Organise your content curators well in advance of your event. Have them onsite working with the raw content during the event and for a week or two afterwards so that you can post the best content while it is still fresh and relevant.

  1. Balance the Budget

It’s time for the numbers! Only when you balance your budget will you know if you have hit the holy grail of a positive return on investment.

While not all events are about making money, in most cases it is important to at least break even if not turn a profit.

Numbers don’t lie and it can be hard to look at them with the cool detachment they deserve, especially if you don’t hit your targets. But, your numbers will tell you where the gaps were and how to improve.

Perhaps you didn’t meet your registration targets or raise enough sponsorship. Perhaps there were unexpected costs that you hadn’t factored into your budget. Search your numbers for clues for what worked and where you can improve for next time.

  1. Debrief

When the dust has settled, the books are balanced and the feedback is collated it’s time to debrief as a team. Do this as soon as you can after the event while the information is still fresh.

There are three aspects to a debrief:

  1. 1) Assess whether your event met the stated objectives.
    2) Evaluate what worked and what you can improve on for next year.
    3) Leave your team complete with what happened/didn’t happen and excited for the next event.

During your debrief, evaluate the success of your event against your stated objectives. Did you fulfil on the outcomes you set for yourself? How do you know? If you were successful what were the key ingredients in your success? If you fell short, what can you see to do differently next time?

Use the debrief to celebrate victories and look for areas of improvement. It’s important to do this in such a way that your team are left feeling empowered. Mistakes happen and the best planners are the ones who learn from those mistakes and move on.

  1. Update the Website

There is something sad about visiting an event website and finding all the information on it is out of date. Your website is your primary marketing vehicle for future events and a beacon to the whole world about how great your event was.

Plan for a website update as soon as possible after the event is complete. This can include highlights from the event and some of the best content. Also, it is never too early to post information about next year, even if it simply a ‘save the date’ announcement.

  1. Perform a Technology Review

Event technology is constantly changing and it is important to take a breath after your event and audit whether your software met your objectives and expectations.

Take the time to review all your technology and interview the staff who used it. Find out what glitches they ran into, how time consuming it was to use, whether they got good customer support and ultimately whether the technology actually worked and if it didn’t, why.

Call your technology suppliers to debrief what worked and what didn’t and find out what they can do to solve problems for next year. If they can’t resolve issues to your satisfaction then the time to start researching replacement technology is now.

  1. Relax

Creating and running an event is a marathon and afterwards you need time to recharge ready for the next one.

Life is busy and if you don’t plan time to recharge and relax then it won’t happen. Plan your downtime just as carefully as you plan your events, booking the time off well in advance and ideally getting away for a week or a long weekend.

If you are hosting an event in another city or country stay an extra few days to actually enjoy the place. Many event planners don’t do this and end up travelling the world but hardly seeing any of it beyond the inside of an airport and conference centre. You work really hard, so make sure you enjoy the fruits of your labour.

Give yourself a pat on the back and celebrate another successful event before looking forward to next year or the next project on the horizon…

In Conclusion

We have an extraordinary opportunity to create event communities that continue to engage long after the event itself is over. This means that an event is never really done, instead it is a springboard for the next.

Inside of this context, what we do after an event is critical. Engagement, sharing, evaluation and feedback keep us connected with our audience and give us the information we need to improve for the future.

We need to plan for our post-event activities as thoughtfully and carefully as we do the event itself so that we can make the most of this opportunity to build our audience and evolve our events.

 

Source: Eventmanager 25-08-2015

 

18-09-2015 Events nemen de wereld van marketing en communicatie over

EVENTMARKETING – Het is inmiddels glashelder. Steeds meer branches en organisaties zien we letterlijk veranderen door het effect van event- en experientialmarketing. Hierdoor ontstaan nieuwe kansen die de kracht van het event bewijzen, buiten de gestelde kaders van de evenementenbranche.

Internet Live
Steeds meer online merken mengen zich in de wereld van eventmarketing en live communicatie. Zo komen vier ‘YouTubers’ op het idee om de eerste offline YouTube awardshow met festivalprogrammering te organiseren om de digitale wereld tot leven te brengen. Maar waarom een live evenement als online mediakanaal?

‘Het is een viering van wat we als digitale community neerzetten, waarbij een ‘duimpje omhoog’ ook eens vervangen kan worden met een echte fysieke schouderklop’, aldus Kelvin Boerma, één van de vier initiatiefnemers.

Filmpromotie
Als er de afgelopen periode één ding duidelijk is geworden is het wel dat de scheidslijnen tussen live marketing en communicatie steeds meer in elkaar overlopen; ook in de filmwereld. Bioscoopketen Pathé springt hier als één van de eerste op in met Pathé@TheBeach; een live event op het strand ter promotie van de première van filmcomedy ‘Vacation’.

‘Een live event moet meerdere doelgroepen bedienen en is altijd additioneel op andere communicatievormen, maar geeft wél als enige een extra dimensie aan de beleving van de bezoeker’, aldus Schuurman van Pathe Theatres B.V.

Events nemen de wereld van marketing en communicatie over
Al deze voorbeelden bewijzen dat ieder soort bedrijf of organisatie zich kan uiten door eventmarketing en live communicatie.

Bron: Eventbranche 11-09-2015

17-09-2015 Eventmarketingbudgetten stijgen met 6,1 procent

EVENTMARKETING BUDGET – Met een toename van 6,1 procent hoort het eventmarketingbudget bij de snelste stijgers. Daarmee zet de groei van 2014 en 2013 door waar respectievelijk een groei genoteerd van 5,4 en 4,7 procent.

Het zijn de overtuigende cijfers uit het grote EventTrack onderzoek naar eventmarketing en experiental marketing. Let wel, cijfers uit de Amerikaanse markt, maar wellicht ook nu weer ons voorland?

Interessante vraag in het onderzoek: Waar komt dat extra eventbudget vandaan? Zijn we nog altijd afhankelijk van andere potjes of reserveren de bedrijven inmiddels daadwerkelijk meer budget op voorhand voor hun events en live communicatie? Ja is het overtuigende antwoord. In toenemende mate worden events gefinancierd met budget dat in de boeken staat als eventbudget. Een prettige ontwikkeling en verschuiving in een jaar tijd:

Percentage eventbudget direct en uit andere onderdelen marketingmix:

eventmarketingbudget

 Bron: Eventbranche 04-09-2015

14-09-2015 13 Tips to Keep Attendees Until the Conference Close

As an Event Manager you work hard to carefully craft the schedule for every single event and to ensure that every single minute counts. With this in mind it is frustrating when attendees make an early dart to leave the conference, often missing out on important content and information.

So what can you do to encourage more of your audience to stay right until the end? Unfortunately there is not one magic solution but here are 13 top tips to increase the staying power of your delegates.

Short and Sweet

When planning the programme it is tempting to extend the day so you can fit absolutely everything in that you would like to include. Suddenly instead of having a conference programme running between the ideal times you identified, with speakers programmed between say 10am – 4pm, you now have a packed agenda which pushes the boundaries of what you know will be acceptable to your audience. By doing this you are setting yourself up to fail – so resist making the day too long.

Also consider your target audience and their working hours and be respectful of this. For example when planning an event for school teachers you probably want the finish time to be earlier than with other sectors to mirror school hours.

Location Matters

Think about where your attendees are travelling from and work out realistic travel times to the venue by different modes of transport. Is traffic gridlocked at rush hour? What time is the first train or bus and how regularly do they run? What time can you reasonably expect attendees to arrive from the furthest or trickiest distance anticipated? What time would they need to leave the event to get home at an acceptable time?

Of course you cannot envisage every possibility but at the same time you do not want to exclude huge chunks of your audience or force them to have to arrive late or leave early. If people know they will be forced to miss part of the event they may decide not to attend at all.

Hopefully the venue will have been chosen for maximum accessibility, convenience and excellent public transport links but it is best to know any issues before the final programme is publicised.

13 tips to keep attendees unti the conference close

 Save the Best Till Last

A common tactic to use is to save one of your must-see keynote speakers  until the final plenary to entice people to stay until the end. Of course the  counter argument is that people may not stay and the speaker has a less  than full room to present to. This is a tough decision to make but if the  presenter is well known and respected and their session resonates with the  audience hopefully the majority of your attendees will not want to miss out.

Responsible Seating

Throughout the event, including the last session, have staff or volunteers on hand to encourage seats to be filled from the front and every seat to be used. Resist having too many spare chairs to encourage everyone to sit closer together. Not only is this better for the person presenting and looks better on any event photography and video it also encourages attendees to engage better. If delegates are lounging at the back of the room and distanced from the speaker and other participants they are more likely to up and leave during the middle of a session and before the end of the day.

Departure Gate

A big mistake is to programme a break too late in the day. If you have a break close to the scheduled finish time many will view it as a perfect, convenient time to bolt early without being noticed. Ensure that your afternoon comfort break isn’t too long and that there is still lots to follow it. Sometimes it may even be possible to have a longer morning session, lunch and not require an afternoon break at all if the afternoon session is relatively short? Your attendees comfort is of course the number one priority but be practical and think wisely.

Eradicate Waiting

Another killer is when workshops happen during the afternoon session and they all finish at slightly different times, meaning a large number of delegates are sat waiting for everyone to congregate back for the final plenary. Understandably people get restless and frustrated in these circumstances and as a result may just up and leave.

To avoid this don’t have workshop sessions too late in the day unless you can guarantee they will finish at the same time. To do this effectively you will need to tightly manage every session with watches synchronised, staff responsible for each room in session and radio communication for updates. Ensure that workshops outside of the main room are planned to be shorter than the session in the main room, relevant to the walking time between rooms. Give 10 minute, 5 minute and “time-up” warnings and stress to speakers that end really means end. It is preferable to have attendees finished and waiting to enter the main room precisely as the workshop session in there comes to a close, rather than have some sessions finished and others overrunning, which will make delegates impatient.

Communication is Key

Good timekeeping is vital. Throughout the day the Chair should reiterate (and ensure!) that the event will finish on time. If you get behind schedule communicate how this time will be made up, perhaps by shaving a few minutes off the lunch period and slightly re-jigging the timings. If the programme is slipping and starts to seem out of control attendees can panic and decide to cut their losses and leave the event early, rather than risk getting delayed.

Throughout the day the Chair should also succinctly highlight the content and speakers still to come. Make it clear to attendees why they should stay and what is in it for them. Entice them so they don’t want to miss out on a single minute.

Incentivize

Consider having a prize draw with well thought out, sought after prizes at the end of the day and require winners to be there to collect in person or stipulate that it will be redrawn if they are not present. A quick way to do this is to collect badges as people return for the final plenary, then quickly draw a name, verify they are there and distribute their prize.

Keep the Cat in the Bag

You may have some highly anticipated information to be announced at the event. Cleverly hint at this in the conference scheduling and throughout the day to build excitement, hype and anticipation. Everyone should know something big is about to be revealed without giving away the finer details. Ensure it is worth waiting for and save this launch until the end of the last session.

Not Too Taxing

Don’t make the final session too participatory or have too long a pause for reflection as those looking for an opportunity to leave will take it, also making others restless.

This is of course a controversial point as it goes against research which suggests that to ensure attendees get the most out of your event they should reflect and identify key personal action points before they leave.

Discrete

Always have staff available at the exit from the main room to open and carefully close doors for people who do need to leave while the conference is in progress. This helps to ensure that people leave discretely and don’t draw unnecessary attention to the fact they are departing, which can have a multiplier effect.

Keep It Snappy

It is important to keep the closing thoughts succinct and on message. The summary should be insightful and well prepared to keep participants attention right to the end. Stick to time, or ideally finish slightly earlier than planned.

Request that feedback is returned with plenty of warning, don’t just mention it in the last few minutes as many will have run out of time or motivation to complete it and the response rate will be low.

Make the getaway slick for delegates by ensuring the cloakroom is well staffed, lifts are waiting and plenty of staff are on hand in case of any queries. This will give them confidence for future events that they will not be delayed when leaving.

Wow Them With Content

The greatest way to get people to stay until the final curtain is to put on a fantastic event that is valued by the attendee so that they don’t want to leave. Make sure that you meet and exceed their expectations and deliver on the event objectives, whatever they may be.

If you can get all the ingredients right then in return more people will stay until the conference close. The biggest compliment is when people have planned to leave early but actually can’t tear themselves away or when people are still networking and connecting long after the content has finished.

In Conclusion

Whatever the finish time for your event a small percentage will always leave early, either through necessity, devilment or simply because they can, however if you follow a combination of these 13 tips you should see an improvement in attendance levels staying right through until the conference close.

What are your top tips for keeping attendees until the end of your event? We would welcome your top tips in the comments below.

Bron: Eventmanagerblog, archief

11-09-2015 Whova allows your event to go mobile, and supercharges your attendee engagement and networking experience.

Mobile Brochure

agenda Agenda: Help attendees sieve through hectic multi-day/multi-track event schedules with keyword searches and customize personal schedules by letting them add sessions they wish to attend.

vinkje Check-in/Comment/Rating: Curious to see what your attendees think about your session? Read the statistics reports we have compiled for you through their likes, comments, ratings.

maps Maps: Provide all the directions your attendees will need to find you with our extensive map system complete with indoor maps, GPS guidance, and parking and shuttling information.

links Links: Create your own list of custom links to provide additional resources or event live stream options on the web for your attendees.

sponsors Sponsors/exhibitors: Promote your sponsors and exhibitors without the fear of becoming obtrusive. Put all the banners and links you need here to give them the credit they deserve.

offline Offline: Offline information storage can automatically download and store basic information about your event including Agenda and Attendee lists in preparation for a lack of Internet connection.

 

Proactive Networking

profiles Profiles: Explore the profiles of other attendees to get to know them and plan whom to meet with and what to talk about. Our intelligent analytics technology and an internet-side data compilation system will customize a profile unique to each attendee and his professional background.

businesscards Exchange e-business cards and profiles: Scan your own business card and conveniently exchange it with other attendees through the app.

foto Manage business cards: Scan and maintain business cards you received from any people. The app automatically pulls out contact information and associates with the Whova profiles.

messages Messages: Send your private messages to other attendees to arrange private meetings and keep in touch without ever needing to disclose your email address to anyone.

 

Attendee Engagement

album Slide/Album: The best place for speakers to store presentation slides or handouts for attendees to download. Attendees can also take pictures and share them with others through here.

twitter Twitter: Enjoy the benefits of tweeting without needing a Twitter account. Our social network outlet lets you post tweets on your event’s Twitter page from the convenience of your event app.

survey Survey: Create surveys to embed into your event’s app page and receive feedbacks on your desired subject areas.

 

Announcements

annoucement Announcements: Send news and announcements through our notification system, and reach all attendees or select people to keep them up to speed with your latest information. Don’t forget your previous event attendees! Send your news and invitations to upcoming events to keep them updated with your activities.

annoucement Attendee Selection: You can choose to send announcements to either all your attendees, or only specific categories of attendees(e.g., speakers).This way your announcements can be more specifically directed.

 

See the explainer video here.

Source: Whova 10-09-2015