October 24, 2019
by Chanakya Kyatham / October 24, 2019
In this digital day and age, any and every experience can be turned into combinations of 1s and 0s and downloaded into a five-inch screen that fits in our palms.
Be it entertainment, shopping, food, and even education, physical spaces continue to battle for attention against their online equivalents. However, these same powerful digital software and event applications can be used to enhance the experience of visitors and clients in various physical spaces like conferences and seminars.
A visitor management system ensures the smooth flow of conference activities and makes organizing logistical information much less tedious for hosts-—all while enhancing the experience of every visitor who attends the conference.
Such a system can help conference organizers set trends in visitor experience. It can usher in attendees who would have been too distracted by their digital devices, turn consumers into regular visitors, and help build a brand name.
By merging the human creativity of event organizers with the sharp efficacy of visitor management software, one can brilliantly enhance the visitor experience at conferences. Some of these ideas and trends have been listed below.
Organizing a conference is more than just placing tables, chairs, and platters of food in the venue. The physical aspect of the event,aka the venue, is the first interaction that the visitor has with you, your event and, consequently, your brand. Thus, it is critically important to design your space to reflect your ideas, your ideals, and what you want your brand to represent.
Well-organized conference spaces lead the visitor on a tour of their own, letting them explore everything that your brand has to offer. Stalls, tables, and staff should be positioned so they are easily accessible from any point of the venue. Food tables and restrooms should be far enough apart to avoid bottleneck situations if attendees crowd around them. Seating and standing areas can be arranged so the guests can gather and converse with each other over coffee.
There are a million ways of setting up a venue, and visitor experience software comes in handy when you want to track which ideas work and which don’t—so you can react accordingly.
Here are some ideas that will considerably enhance visitor management and experience at your next conference space.
Arrange seating so that all the attendees can have proper viewpoints to the entire room—a semi-circle seating layout works well. This encourages visitor interaction and takes away their fear of missing out on any important parts of the conference.
Choose local caterers who supply locally cultivated or sourced ingredients to make the conference more valuable to out-of-town visitors.
Sustainable and clean options for conferences can add great value to the whole event. For instance, the use of clean energy can significantly enhance the visitor experience and garner rave reviews for the conference.
Indoor gardens, green spaces, water features, and more can increase the aesthetic factor, which can immediately catch the attention of visitors and provide them with a soothing environment for the conference.
Related: Read about green marketing and how you can use these tips to help you become more sustainable at your future events. |
Focus on the key parts of the conference and after events to advertise with the FOMO (fear of missing out) factor to show how cool attending your conference is. Be wary though—false advertising can take away from the visitor experience, so make sure the FOMO is real.
Using a dependable visitor check-in system allows you to keep track of your returning visitors. This gives hosts a fantastic opportunity to personalize the experience for them. It could be something as simple as greeting them by name when they come in, to keeping track of their dietary needs or reserving their preferred seats.
Everyone likes to be treated like they are special and that is exactly what you can build on with the help of a management system. You want your guests to be pleased enough with the experience to spread the word amongst their friends, creating ample opportunities for increasing your organic reach. It would be impossible for staff to keep track of so much information about an endless number of guests, but with a good visitor management system, it would be comparatively much easier.
Here are some proven ways in which personalization can help enhance the visitor experience with the help of a visitor check-in system:
TIP: To ensure you get the most feedback, make sure you craft a strong post-event survey with engaging questions that speak directly to your attendees. Download our free event survey questions one-sheet for help on making the perfect post-event survey! |
One of the most important aspects of visitor management is your flexibility and readiness to redeem yourself. Not every update or piece of feedback on your customer experience will be a good one, but that is no reason to be disheartened. Negative comments are data too and, if the customer took the time to complain about it, it means that they wish to see improvement—and want to give you the opportunity to wow them.
A conference’s main purpose is to connect and educate the attendees. As an event planner, you can encourage connection by organizing a speed meet for all the exhibitors, collaborators, arrangers, and other visitors so that they can communicate and increase their connections.
Some ways you can do this are as follows:
One of the trendiest ways to enhance visitor experience is through the optimum usage of technology. Here are a few ways in which technology can be efficiently and effectively used for conferences:
Meet opportunities head-on and use valuable feedback to fix mistakes, redeem your brand, and create trends in visitor experience in conferences. Planning an event is no small feat— organize your conference with current technological trends in mind and you will keep your visitors satisfied (and coming back for more).
Want even more help perfecting your next event? Check out the top-rated event planning software solutions on G2 to help you get started!
Chanakya Kyatham is a Senior Digital Marketing Manager at ParamInfo Computer Services Pvt Ltd and piLOBI. He is passionate about topics such as SaaS, productivity, Android and iOS, general technology, and business.
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