Delegate management is a crucial element of the event planning process. Efficient delegate management can not only make life easier for meeting and event planners, but it can also improve the overall delegate experience.
We’ve put together a selection of our favourite tips to streamline delegate management at your next meeting or event.
Online registration is becoming increasingly common in the events industry and for good reason. Making your meeting or event registration digital allows delegates to register in their own time and input details themselves, saving on any costly typos or errors. Furthermore, going paperless will keep your print costs down, save a few trees and help you efficiently manage registration data without needing to rummage through mountains of paper forms. It’s a win all round.
Only capture necessary information
Nobody likes to be confronted by lengthy forms to fill in, particularly not when registering for a meeting or conference. Minimise complaints, errors and potentially lost delegates by keeping registration forms simple and straight to the point – only capture data you need to run your event successfully. Not only will this prevent potential delegates abandoning ship, but it will also mean you’re only processing and storing data necessary for your event.
Seek to make their lives easier
If your event involves a high number of delegates for a corporate meeting or conference, it may require an overnight stay. Online registration and digital communications provide an opportunity to serve your delegates by making their lives’ simpler, for example, by acting as a digital concierge and suggesting hotels – perhaps even providing discounts for the local area or a pre-negotiated rate for a preferred hotel. Not only will your delegates appreciate the gesture, it’ll be much easier to manage the flow of your delegates and commit them to attending your meeting or event.
Be transparent in your communication
When you’re knee-deep in event preparation, the last thing you need is a deluge of emails from stressed delegates asking questions that could easily have been addressed with a thorough FAQs section on your registration page or event website. Be transparent about your event and communicate with your delegates through your website, your email newsletter and your social media channels to put their minds at ease.
Provide information well in advance
Whilst we’re discussing communication, ensure that you’re distributing key information about your event in plenty of time. For example, have you arranged a pre-meeting brunch for your delegates to get them in a productive frame of mind? Be sure to circulation joining instructions, details of the venue and any important paperwork (digitally, remember) a few days before the meeting. In addition to keeping delegates safely in the loop, this will also serve as a timely reminder of your meeting or event.
Greet delegates with a friendly face
Discuss with your venue the possibility of having a registration area or hospitality desk close to the entrance, so that the first thing delegates see upon arriving at your meeting or event is a friendly face. A manned registration area will not only help you keep an up-to-date list of final numbers, but you can share any final information and field any queries your attendees may have. Plus, you can go the extra mile by advising on local attractions and restaurants after the event. At CentrEd, our front of house team will be on-hand to help you set up your own registration table or if you prefer, to direct the delegates up to your room directly. They are also always happy to help with any questions regarding the area (including tips on the best restaurants around), any travel information you might need or print a delegate’s boarding pass for their flight home.
At CentrEd, we want to make sure you and your delegates have the best event experience possible. Immerse yourself in our state-of-the-art facility with our virtual venue tour, or contact the team directly on +44 (0)20 7069 4723 or firstname.lastname@example.org.