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Your Guide To The Perfect Event App Pop-Up

If you have a mobile device, and use apps, you will be familiar with push notifications.  These concise messages pop-up on our screens to remind or persuade us to take action.

While push notifications are a valuable marketing tool, they also serve as an important communication channel for event organisers.  Need to get urgent information to your attendees quickly? Push notifications will tell them what they need to know, when they need to know it.

But how do you ensure attendees will take notice when your pop-up hits their screens?  Here’s our guide to getting the perfect push notification strategy.

Enabling Push Notifications

Just because an app supports push-notifications doesn’t mean users will receive them.  Most apps require users to give permission for notifications to be sent to their device.

While this opt-in is fine for general apps, event apps are different because they are often used to communicate urgent updates.  It’s therefore really important attendees have the push notifications enabled within their device settings when they download the app.

To encourage opt-ins make sure attendees know why pop-ups are a key feature of their event app, i.e. they could miss out on valuable information such as travel reports. 

Staying On Point

Pop-ups must be relevant to recipients.   Notifications that don’t offer immediate value to the attendee increase the risk of future pop-ups being ignored.

Last minute updates, such as agenda changes or room switches, have obvious value.  Use that as a guide when you’re assessing the necessity of other notifications and ask yourself:

a) Do attendees really need to know this?

b) Will it add value to their event experience?

For example, a reminder that reception cocktails are about to be served will be useful to busy attendees who may have lost track of time.

Keep it Short

The perfect pop-up can be read in a glance.  While detailed information has its place, updates and reminders are best delivered in short sentences that get to the point.

Make sure your key point can be seen without having to open the notification. Many attendees may see the message on a locked screen while busy with other event activities.

If you’re sending pop-ups with links to additional content (such as video images) keep the text short but use words that will entice the receiver into opening the notification (especially if the attendee cannot open at time of receipt).

Timing is Everything

Relevant notifications will help make sure you’re not bombarding attendees with messages.  Too many notifcations will either distract them from your event or cause them to switch off.

Keep pop-ups to a minimum and use only when necessary. Schedule messages in advance (e.g. reminder for the lunch service) so you can see the notification frequency.

Aim for 1 to 2 messages every 1 to 2 hours.  This still allows for urgent updates to occur without cluttering your notification schedule.  Aim to send during event break periods and avoid unsociable hours or during high-profile sessions such as keynote speaker presentations.

 

 

Your Best Event App Notification Strategy

When you need to give your attendees the most up-to-date information, event app notifications and alerts are the go-to communication tool.  Ready to read in real-time they let people know time sensitive detail, such as room changes, speaker swaps and entertainment alerts.

While notifications are a hard working event app feature, did you know you can squeeze even more goodness from these handy pop-ups?

Set and Schedule

Alerts are great for last minute updates, but you can also pre-schedule your notifications.  Think about how they can fit into your event communication strategy.  Do you want to remind guests about the registration process? Or is it important to prompt attendees to complete the post event survey?  Maybe a late afternoon promo of the evening’s entertainment will boost energy levels!

Setting scheduled alerts means you only have to focus on last minute changes that crop up during the event.

Sponsor Messages

Make sure sponsors can maximise engagement opportunities by offering them pre-scheduled event app alerts.  Scheduled messages can include incentives to visit their booth, website links or exclusive promotions.

Not only does messaging introduce added value for sponsors, it is a key feature that differentiates your sponsorship package levels.

Gamification

Keeping event games fueled and fired is another feature in your alert tool kit. Incorporate notifications into your gamification strategy means attendees will be hungry for new alerts!

Schedule notifications that provide passcodes or maybe send out clues as to passcodes can be found. You can also issue updates on how the leaderboard is looking to ramp up the competition.

Targeted Alerts

Are you running a dedicated reception for first-time guests? Do you want to communicate with event speakers? Targeted alerts communicate with specific groups or individuals

This means you can send information to help drive attendee behavior, provide group-specific information and keep your communication focused to bring more value to your attendees and event guests.

Creative Content

Don’t limit your alerts and notifications to just text.  Digital marketers will always include rich content (such as videos and images) in their communication strategy. This multi-layered approach means information is delivered in a variety of formats to grab attention and keep recipients engaged and interested.

Do likewise with your real-time pop-ups.  Whether its sponsor messages or event entertainment info, a mix of formats will focus attendees’ attention where it’s needed.

Think Strategically

Like any communication strategy, your approach to alerts and notifications should be focused, relevant and timely.

Too many notifications will quickly lose recipients’ attention.  Always think about the purpose of the alert. Ultimately each message should bring value and add to attendees’ event experience.

As a guide, one message every few hours is generally a good frequency but this may change depending on event activities and attendee engagement.

 

Beyond The Event: Getting The Most From Your Event App

We know how hard your event app works for your event. In the lead-up it’s helping you promote the event. During the event it gives your attendees a comprehensive and complete event experience. Immediately after the event it gathers data to tell you what worked and what didn’t.

….but what then?

There’s no need to mothball your event app until the next event, your app can keep on working for you right throughout the year.

Sharing Knowledge

You event app is probably abuzz with chat activity during your event. Direct messaging, forums, group discussion and activity feeds will all facilitate a vibrant exchange of ideas and connections around session topics and industry trends.

But there’s no reason conversations need to stop once the event doors close. Encouraging event app users to keep talking is a great way to prolong attendee engagement and build communities.

How to do this:

1.Introduce event related, but not necessarily event specific, topics that will inspire discussion for months to come.

2.Timely and discussion worthy industry development? Drop it into the chat platforms and use push notifications to alert participants to a new topic discussion.

3.Think of issues where an attendee would want to leverage their peer network for help or assistance

4.Set-up meeting hubs where mentor-to-mentee connections can flourish.

5.Monitor discussion so topic activity isn’t too busy or too slow. If a discussion thread has run its course think about posting a quick poll to gauge   concluding opinion then post results as an email update or SMS alert.

Building Connections

Networking at events is an art. Chatting with a potentially important contact over canapés is great – unless you miss the chance to exchange details and never see them again.

The event app makes connecting easy thanks to messaging platforms and in-app profiles. But what if you catch a name but miss the contact details? Or an opportunity arises post event and your attendee remembers a great person to connect with?

CrowdComms event app maintains chat threads after the event closes. This means attendees can hook back into key conversations to keep connections current.

Pro tip: Driving attendees back to the app to access contacts means they are likely to access additional app content, so make sure to keep your content up to date and engaging.

Multi-Event App

If you have a multi-event schedule it’s likely you’ll want your attendees to support your events throughout the year.

A multi-event app is the ideal way to communicate upcoming networking and knowledge sharing opportunities. Use an event calendar or individual apps within your multi-event app to make registration easy, see who else is attending and start engaging with fellow participants before the event even starts.

Using a multi-event app in your overall event strategy is a great way to let attendees know of other opportunities for them to meet their new network in person.

By leveraging an event calendar, or using individual apps for each event, within your multi-event app you can give attendees:

1.Easy access to register

2.A view of who else is attending

3.Participation opportunites

All before they walk in the door.

Pro-tip: Start the connection build from day 1!

Make sure your event community has all the tools it needs to build a great set of connections from the day you launch your event technology.

Have your group discussions ready to go, use alerts to send updates and have timely app content that will engage and enthrall your attendees.

Attendee engagement is critical. Show them that the app is an integral part of the pre-event and event experience  – plus the benefits it will bring to their on-going networking and knowledge sharing.

Getting Your Event App Copy Right

You’ve secured the perfect venue, locked-in your first choice keynote speaker and curated a mouth-watering catering menu. The words you choose to convey this information are critical to your attendees.

Each event element will require a different approach. Venue directions require clear, to-the-point instructions. Catering menus need enticing but short descriptions. A speaker session needs a mix of bold and impressive bio details mixed with a focus on why the session is a must-attend i.e. the benefits.

Your event app will house all the information your attendees need. But to enable them to get the most from your event you must choose your event app copy carefully.

General Rules of Online/Mobile Copy

Attendees will mostly view your event information on a mobile device. This means limited space.  To maximise engagement follow these guidelines for great event app copy:

* Concise writing is key. That’s not the same as writing less or reducing the amount of information. Ditch surplus words and write in the active voice to give your information punch and clarity.

* Try and keep information to a single screen. The less need to scroll or swipe, the better.

* Keep paragraphs short. Lengthy paragraphs on mobile screens test readers’ patience. Short paragraphs are easier to digest plus the addition on ‘white space’ increases readability.

* Make headlines and opening sentences short and strong for easy scanning.   What’s ahead needs to be made clear but don’t be afraid to grab attention with bold statements and call-to-action.

* Videos and visual images break-up text and encourage engagement.  Use them where you can to support your message.

Event App Copy Specifics

While there are consistent rules underpinning your event app copy, you need to vary style and delivery according to each different event app element.

Event Features

Your event features are the drawcard to the event. Promoting the benefits of each feature will encourage attendees to make the most of them. Simply put, benefit promotion is less about the ‘what’ and more about the ‘why’.

Focusing on the why means appealing to attendees’ personal interest. What’s it in for them? What will they gain from attending a particular speaker session?

Make language emotive and appealing. Adjectives and descriptive language work well here (but keeping in mind general rules on mobile copy).

For example:

The what: Tech industry leader, Joan Hardy, will deliver our keynote address

The why: Energise your business by finding out what makes the tech start-up of today become a world-recognised brand.

Push Notifications and Alerts

Push notifications and alerts pop-up on an attendee’s mobile device screen. They are used infrequently and only when event organisers need to draw attention to something pressing. It could be an agenda change, session commencement or emergency call-out.

Brevity is absolutely critical here. Make the communication clear and short. No long sentences or unnecessary words. One or two sentences is all you should need. If you need attendees to take immediate action, think of your alert as call-to-action. Use specific detail to leave no room for confusion or ambiguity.

Example:

Call-to action/specific: ‘Kylie Minogue is about to take the stage! Make your way to the ballroom.’

Informative/non-specific: ‘Kylie Minogue will be providing this evening’s entertainment in the ballroom.’

Instructions and Directions

General information about venue directions, transport and logistics needs clear language.   Provide information in easy to follow steps. Keeping text to a single screen is important (where possible) here.

A good test of copy clarity to ask someone who is unfamiliar with the event location and venue to proof read. Can they easily work out where they need to be? Are they confident they can navigate their way around the venue?

Takeaway

The words you choose for your event app are important to help attendees get the most out of your event. Understanding the basic rules of mobile copy and how that can be applied to each event element will make sure attendees fully engage with your event and the event app.

 

 

How Effective Is Your Pre-Event Marketing?

What are you doing right now to build anticipation and drive tickets sales before your event starts? With so much time and energy devoted to creating the event itself, pre-event promotion can fall by the wayside.

Event tech is critical to maximise attendees’ on-site experience, but it can also help to achieve the goals you set before the event starts.

Pre-Event Goals

The following pre-event goals are likely to be your priorities:

*Increase event registrations & boost ticket sales

*Generate excitement

*Right Information, Right Time

*Give sponsors a greater reach

*Spark active networking

Increase Event Registrations & Boost Ticket Sales

Registration rates and/or ticket sales can receive a significant boost with the right event tech. Choose a platform that integrates registration with the event app to keep processes streamlined and efficient.

By managing your own event app and digital signage through a content management system you can make changes (in real-time) when you need to. The right platform will also allow you to customise your registration site. Whether you need to connect to a badge-printing kiosk or include event specific branding, flexibility and control is key.

You can also launch your registration site when it suits you. An early launch could mean a good percentage of attendees are registered before event doors open – which gets people into your event faster.

Pro Tip: drive traffic to your registration page through:

*Early bird promo codes

*Tiered registration release dates targeting specific attendee groups

*Email analytics. Data will tell you when your audience is most likely to open your emails – make sure you send invites on the optimum day at   the right time.

Generate Excitement

Marquee or celebrity keynote speakers can be the difference between a well-attended or poorly supported event. If you’ve secured a high profile keynote make the most of their reputation to generate excitement in your event.

Promote your keynote on your event app’s main page and put their bio at the top of your speaker list. Use your app’s alert feature to send out teaser content ahead of the presentation.

A private chat platform, such as Group Discussion, can be used as a pre-event Q&A channel. Use the interaction with attendees to garner the hot topics people would like to see covered in the keynote addess.

Pro tip: don’t be afraid to ramp up the FOMO (fear-of-missing-out). Share and like social media shout-outs from attendees who are super excited to be seeing your event’s keynote speaker.

Right Information, Right Time

Your event app is the perfect one-stop source for all event related information.

An in-app info point will centralise all the key details attendees need, such as travel, local attractions, weather updates and contact details.

The event app’s real-time alerts will help focus attendees’ attention where it’s needed. Event doors about to open? Send an alert linking to registration point and sign-in details.

Give Sponsors a Greater Reach

You’ll want to help sponsors reach as many people as possible. Utilise your digital spaces to make sure your sponsor’s message connects with your attendees. Promote your sponsor on the main page of your registration and event app. Banner ads and pop-ups are great for drawing attention to key messages.

Uploading your sponsor’s brochure to the event app before the event gives attendees more time to engage with the material. Targeted alerts can make specific people aware of interesting content and where to find it.

Pro tip: Create a branded discussion channel to allow sponsors to share information pre-event with attendees. Feedback may even give sponsors the opportunity to curate event content according to attendee interest and need.

Spark Active Networking

Networking doesn’t have to be limited to the event itself. Connecting people before the event means on-site discussions and meetings can be even more dynamic. People know who they want to meet in person ahead of the event. It saves valuable time and maximises productive discussions.

To facilitate this, make sure your event app supports attendee connection from pre-event to post-event. Use such tools as attendee profiles, LinkedIn, and private social networks (such as Group Discussions) to spark conversations before the event.

 

 

This is an edited version of a post by our good friends at EventMobi. You can read the original here

 

Bite-Sized Case Study: Surfing the Digital Break

The Event Organisers 

Infor is a global organisation that delivers software and technological solutions for businesses of all sizes.

“With Infor, you can easily find the right solutions for every aspect of your business. We build complete industry suites in the cloud and deploy software that puts the user experience first, leverages data science, and integrates easily with your existing systems. Over 90,000 organizations worldwide rely on Infor to help overcome market disruptions and achieve business-wide digital transformation.”

Specific forums are open to organisations or groups that have installed or are contracted to install facilities that utilise Infor products.

The Event

Surfing The Digital Break – The Infor Public Sector User Forum.

This Forum is an incorporated entity whose membership is made up of Local Government, Water Authorities and other organisations in Australia and New Zealand who utilise the Pathway PPR & Hansen Asset Management applications developed by Infor Public Sector.

Surfing The Digital Break showcased new and emerging technologies in the public sector, as well as the changing nature of customer relationships with Infor’s Pathway and IPS systems.

Where In The World

QT Hotel on Australia’s ever-sunny Gold Coast in Queensland.

The Gold Coast is a great option for events. It has a whole host of conference venues to choose from and its proximity to huge stretches of beach (plus the country’s best theme parks) make it a fun and relaxing destination for attendees.

Event App Features

Infor packed their event app with useful and concise information.

From event welcome drinks to speaker sessions to maps and weather reports, Infor delivered all the details attendees needed to know straight to their mobile device.

Event App Management

Infor opted for self-build event app with CrowdComms building the app skin.

Things We Loved

1.Push notifications are always useful for alerting attendees to last minute changes, but we also loved how event organisers used the alerts to let people know that an earring had been found and could be collected from reception.

2.Dinner at MovieWorld was a great way to allow attendees to experience one of the Gold Coast’s key attractions. Infor also built a free night into the conference to allow attendees to get out and explore.

3.Infor made good use of the event app’s polls and feedback feature. They posed relevant questions but made sure they didn’t overload attendees. The data will be valuable when assessing event success factors and planning for future events.

Takeaways 

1.Conference attendees don’t always get to experience the local area. Building free time into the agenda or arranging excursions away from the venue allows attendees to get more from the event.

2.Your event app is a versatile tool that can help you communicate beyond the event parameters – use it connect with your attendees whenever you need.

What They Said

“Product was very easy to use and any issues we experience were dealt with very quickly by Ed [CrowdComm’s project manager]. We were able to update last minute changes to keep the delegates informed and the conference delegates were impressed.”

Michelle Formosa, Infor Public Sector User Forum

 

 

 

Event App UX Update: Fun With GiFs/Auto Agenda Updates

We’re constantly looking at ways to improve our event app’s UX. Even small changes can make a big difference to attendees’ and planners’ event app UX. It’s why we dedicate time every day to review and analyse what’s working, what we can improve and what we can add.

With this is mind we’re going to introduce you to two new features that will improve your event attendees’ event app UX.

Fun With GiFs

GiFs are great! Shareable, small and often highly amusing, GiFs are mini-videos squished into a short space. But they’re not just for funny cats (although, please, enjoy the one below on us).

via GIPHY

GiFs can be a great way to share information with your attendees. A short, dynamic GiF can be the perfect way to deliver information. Whether it’s part of a real-time update advising of event changes or a permanent information feature on the event app, GiFs are easy to digest and enhance event engagement.

They are super easy to import into your event app, but if you need help we’re on hand to guide you through the process.

Want to make your own GiFs? This is a good introduction to GiFs with some pointers to resources you can use.

Self-Updating Agendas

It’s a small but significant update: automatic agenda updates.

Until now our event app has required attendees to either refresh the app or log-out and log back in again to view any agenda changes. Following customer feedback, we recognised this was time consuming at best, and at worst could cause attendees to miss out on important updates.

We’ve therefore changed the app’s mechanism so the event app automatically updates to show any changes to their agenda.

Whether it is a last minute change to the speaker line-up, a room switch or session selections made through a third-party system, attendees are now guaranteed to stay in the loop.