Little Details That Make a Big Impact
It's not about having the right opportunities. It's about handling the opportunities right.
– MARK HUNTER
Keynote Speaker, Consultant and Author
What are the small things that will make a big impact at a corporate event, national sales meeting, or awards gala? Of course, some of these options depend on the budget, your production partner’s skill and/or the venue.
Personalization and Engagement
Creatively Personalize Event Invitations
It’s those little touches that can really make attendees feel special, agreed? Instead of sending out generic invitations, why not add a personal touch? Imagine receiving an invitation to a sales retreat at an island getaway event – and the invitation is a rolled-up scroll with the event details in a bottle, complete with sand and shells!
What is this madness?
Popping it all into a beach bag with some company and event theme-branded items like towels, sundries, a waterproof phone case, waterproof Bluetooth speakers, sunglasses, flip flops – these little extras can really get the attendees looking forward to the event.
Of course, this would apply to smaller events with respect to limited budgets and minimal logistics. Thinking outside the box is the key here. What about a puzzle printed with the invitation in it, that they must put together before they can read it? Or a custom-designed/branded pop-up card? Or a super creative video invitation?
What about Augmented Reality (AR) Cards? These are interactive AR cards that come to life when viewed through a smartphone or tablet. You would print the AR code on physical invitations or cards, and recipients can use an AR app to watch the video invitation in augmented reality. This adds an exciting and futuristic element to the invitation experience.
Go Beyond Name Tags
I just can’t with the boring badge in the plastic holder on a logo lanyard, can you? Okay, at least we’re past the “Hello My Name Is (write your name here)” stickers, right?
Why not go beyond just the name? Include the attendee’s company, position, and even a hobby, nickname, or skill, and consider adding QR codes for easy networking or color-coded tags or color-code ribbons to indicate different groups. It’s a simple tweak that can spark connections and conversations right from the start. Include text on the lanyard to support the theme, along with your company name.
Give Away Thoughtful Welcome Packets and Gifts
We have all offered higher-quality totes and better swag for the welcome packet. How else can you make it more creative, memorable, and attention-getting? Don’t forget the magic of handwritten notes. Including a brief, personalized note from an executive or other leader can add a personal touch, making attendees feel appreciated and special.
Pay attention to the logistics with this! Be sure to task a team to assemble and prepare the bags well in advance, and plan for easy identification and quick retrieval during check-in, to ensure a smooth process for you and the attendees.
Create an Atmosphere of Comfort and Ambiance
Creating a comfortable and inviting atmosphere is crucial. Work with your production company to create lighting that facilitates attention and comfort during the program. What can they do to create a welcoming atmosphere, change the mood during program transitions, or create a unique vibe for your company and theme branding?
Present an Engaging Theme and Stage
Choosing a theme that aligns with the event’s goals and branding can tie everything together beautifully. Make sure you have taken the extra steps with your production company to ensure an effective theme and stage that vibes with your event – a creative, unique, powerful, innovative, or intimate branded stage. Consistent colors, fonts, and graphics across all materials and signage will create a cohesive look.
Engage the Audience with Interactive Elements
Engage attendees with live polls and Q&A sessions using event apps like Slido. Structured networking opportunities like speed networking sessions or themed discussion tables can build connections and keep the energy high.
Include Thoughtful Breaks and Refreshments
Providing a variety of healthy snacks like fruit, nuts, and energy bars, along with a range of beverages including espresso/hot chocolate stations, tea, and infused water, can keep energy levels up. Comfortable lounge areas with sofas, cushions – or bean bag chairs with tables, where attendees can relax and network informally can be a great addition! What about getting a little more creative with things like robot bartenders/servers, small entertainment stations or video screens featuring event highlights or videos promoting the agenda?
Be Ready! Emergency Preparedness
Ensuring first aid kits are easily accessible and staff are trained in basic first aid is crucial. Developing and communicating a clear emergency plan, including evacuation routes and emergency contacts, ensures everyone feels safe.
Technology and Innovation
Ensure Quality Production and AV Equipment
Work with a talented, experienced production company that uses advanced, high-quality equipment to ensure clear sound and visuals, preventing technical hiccups. Be sure you have a direct line to your production company’s executive producer for ongoing communication throughout the event.
Make Use of Event Apps and Strong Digital Platforms
A custom event app is a game-changer! It can include the agenda, speaker bios, maps, and real-time updates. Interactive features like live polling, Q&A sessions, networking tools, and feedback forms keep attendees engaged and informed.
Using the event app or a dedicated online platform to host all media content, including presentations, videos, and photos, centralizes information. Sending push notifications through the event app about live streams and media highlights keeps attendees informed and engaged. See our blog: Appy Hour: What Mobile Apps Should You Use for Events? for more details.
Secure High-Quality Wi-Fi
Reliable, high-speed Wi-Fi should be non-negotiable! Ensure the venue can handle high-volume digital downloads for your video production team. Ensure it can also handle multiple devices simultaneously. Be sure to set up additional access points to avoid connectivity issues.
Goodbye Charging Stations – Hello Power Hubs!
Providing multiple charging stations or portable chargers to keep devices powered up have become a must-have feature at events. However, branded charging stations can serve as promotional tools and useful amenities! Set up the charging stations with privacy panels or put them in privacy pods (see talkboxbooth.com). This will not only offer privacy for individuals, but it can offer space for important business meetings among attendees during breaks.
Digitally Streamline the Check-In Process
Digital check-in kiosks or tablets can streamline the registration process. Implement QR code scanning or geolocation services for a contactless check-in process.
Reach Out to Attendees with Interactive Displays
If not using an event app, interactive touch screens for agendas, maps, and exhibitor information can enhance the attendee experience. Incorporating VR or AR experiences related to the event theme or industry can add an exciting and innovative touch.
Monitor Engagement with Real-Time Analytics
Use RFID badges or apps to track attendee movement and session attendance. Monitoring engagement through app interactions, social media activity, and live poll responses provides valuable insights.
Give Attendees Personalized Content
Allow attendees to create personalized schedules based on their interests. Send personalized notifications through the event app about relevant sessions or networking opportunities.
Media Strategies
Integrate Social Media
Check out my previous blog: The Social Pulse of Events – How Social Media Drives Engagement to read more about Gamification, Social Media Walls, Event Websites, Streaming, and Social Networking Apps for the event.
Leverage Media Partnerships and Press Coverage
Inviting media representatives, bloggers, and influencers to cover the event can increase its visibility. Preparing press kits with event details, speaker bios, and high-resolution images ensures comprehensive coverage. Arranging interviews with key speakers or company executives provides deeper insights into the event’s purpose and outcomes.
Set Up On-Site Media
Setting up a small recording studio or media booth for attendee testimonials or feedback can create additional content. Conducting live interviews with attendees, speakers, and sponsors adds a dynamic element to the event. Use this opportunity also to take staff photos with a consistent composition, for use throughout the year on your website or other media as needed.
In addition, include professional videographers to roam about during the receptions or breaks to capture more casual, fun and interactive moments with your attendees. The footage can be featured in wrap-up or highlight reels.
Also, consider setting up a professional photography station with a backdrop and proper lighting, where employees can have their individual portraits taken. This will ensure consistent staff photos within your company literature or on the website.
Produce Branded Media
Creating branded video intros and outros for recorded sessions and live streams ensures consistent branding. Ensuring all media content features the event branding prominently reinforces the event’s identity.
Provide Digital SWAG and Quality Giveaways
Offering digital swag like wallpapers, e-books, or exclusive video content provides added value to attendees. Running social media contests encouraging attendees to share photos or videos for prizes can boost online engagement.
Offer Sponsorship and Branding Opportunities
Offering sponsors the opportunity to create branded media content or sponsor live streams can provide additional exposure. Conducting interviews with sponsors and highlighting their involvement showcases and encourages valuable partnerships.
In Conclusion
By focusing in on these tiny yet mighty details, you can turbocharge the impact and scope of any corporate event. These thoughtful deets aren’t just icing on the cupcake; they’re the multi-colored sprinkles that deliver an unforgettable experience. Whether an annual conference, a national sales meeting, or awards gala, the attendees will be wowed and captivated, start to finish!