Numerous channels are used by businesses to interact with their audiences and advertise their goods or services. Organising an event is one of the most powerful ways to draw attention to your brand and give guests an experience they won’t soon forget.
However, how can you make sure your event is a success? In simple terms, by utilising the cycle of events.
What Is the Event Lifecycle?
The several phases of an event, from planning and preparation to execution and evaluation, are referred to as its “lifecycle.” It covers every facet of an event, such as post-event review, marketing, logistics, and budgeting.
Stages of the event lifecycle
Event planners must carefully manage every stage of the event life cycle to guarantee their success. Every stage has its own potential and challenges that require careful consideration and detailed preparation.
Stage 1: Event Planning and Strategy
Purpose: Establish a strong foundation for the event
Event Goal: Clearly define your goals for the event. You have to fix the success matrix by determining your goals for revenue, attendance and even the event’s engagement. However, setting realistic goals becomes essential at this stage.
Target Audience: Identifying the target audience is a necessary step in this planning phase. You can plan your next marketing strategies, techniques and channels based on the target audience you identify.
Event format: In-person events work best for local events, but virtual events are a great method to reach more people than just those who can physically attend or who live nearby. Hybrid events are undoubtedly the best of both worlds, but they also cost more, so consider your budget and event goals in this case.
Budget and Resource Allocation: Making a budget is never easy. While you want to create events that are interesting and memorable, you also need to work within the constraints of your company’s revenue and available resources. Everything from venue selection to equipment expenses and even food expenditures should be included in your budget.
Date, Venue and Duration: If you have multiple venues in the list, choose the suitable one that can serve on your desired date and can accommodate the event you are planning. If dates can be flexible, go for the ideal venue you are planning for. While confirming the venue, be sure to confirm the total duration of the event.
How can EventBookings help?
With EventBookings, you may begin with a draft and work on your event at your own speed. Before going live, you can set up several ticket types, highlight important details, and fine-tune everything. Flexible pricing techniques, including tiered pricing, early bird discounts, and limited-quantity tickets, are also supported by the platform. To prevent overbooking, you can also establish capacity limits on particular ticket types.
Stage 2: Event Promotion and Discovery
Purpose: Turn the plan into an actionable setup
For your events to be successful, event marketing is essential. Make sure your branding is a priority while creating your event website and registration pages. Use online marketing strategies to build your brand. Use email marketing, social media, and influencer relationships to build anticipation.
Give visitors a simple registration process that includes multiple payment options and mobile-friendly interfaces. Remember to calculate the taxes when determining prices, and choose a price that will attract more people.
Last but not least, take the help of other marketing platforms like press releases and media attention to get maximum coverage and reach more audiences.
How can EventBookings help?
Marketing for your planned event is easier when you have the right tools with you. An event ticketing platform like EventBookings can help you sell tickets and customise your event pages with a touch of your brand under the same roof. You can align the placement of ticket-buying buttons and everything for a smooth experience and better conversion rate.
When you use EventBookings, you can avoid the hassle of duplicating tasks as the platform has additional features for recurring events.
Stage 3: Registration and Ticketing
Purpose: Drive awareness and ticket sales
Now that your marketing and vendors are in motion, it’s the third stage of the event management life cycle, where you concentrate on what will make your event seamless and interesting for guests. This involves launching ticketing and registration while ensuring that the logistics are working.
Open registration for all the attendees, test the sign-up procedures, and keep track of attendance. Organise VIP plans and offer recommendations for attendees. In addition, continue marketing to increase advertising and promotional activities through partnerships and teaser releases on social media platforms. Don’t forget about email marketing to keep your attendees in touch as the event date comes closer.
How can EventBookings help?
EventBookings is an all-in-one platform that already comes with its built-in promotional tools, like email and social media marketing. If you choose the software as your ticketing partner, you can track bookings and manage marketing from a single platform.
Also, EventBookings can let the organiser monitor real-time data for ticket sales or attendee information, which makes it ten times easier than keeping track through multiple channels.
Stage 4: Event Execution and On-Site Management
Purpose: Deliver a smooth event experience
During the Execution phase, the planning becomes a reality. This includes managing everything from exhibitor setup and delegate registration to making sure keynote speakers, workshops, and networking sessions go smoothly without a hitch at every event.
The first thing attendees see about your event is the check-in area. Therefore, use fast check-in and badging technologies, scannable registrant QR codes, or tablets for quick name lookups to try to minimise check-in bottlenecks. Attendee tracking and engagement scoring—two essential elements in assessing the effectiveness of your event benefit greatly from having participants wear RFID tags, which allow you to keep track of where people are going and when.
For any scenario, you should have a plan in place for event safety. Make sure that every detail you meticulously planned must come together during the occasion by double-checking all the sections with the staff, vendors and updating schedules or any last-minute changes.
How can EventBookings help?
Digital tickets that are easy to issue and scan are one way that EventBookings streamlines attendee management. In addition to reducing paperwork, organisers may swiftly check attendees in and track registrations in real time.
EventBookings also gives you visibility where it counts most during the event. As last-minute changes occur, you may view orders, keep an eye on ticket sales, and handle them.
Stage 5: Post-Event Engagement and Follow-Up
Purpose: Maintain relationships and gather insights
Thank attendees, sponsors, and suppliers with customised emails. Use social media posts and emails to share the event’s highlights. Call a post-mortem meeting to discuss what went well and what needs improvement with your team.
Even while you may have your own opinions about what went well or poorly at an event, it’s crucial to hear what speakers, sponsors, and attendees have to say. Make sure to distribute online surveys to attendees after your event to get feedback on what they enjoyed or didn’t enjoy, as well as what they would want to see next. In this way, you will make the attendees feel valued and encourage them to attend more of your future events.
How can EventBookings help?
EventBookings makes it simple to retrieve attendee information. The information can be used to send thank-you emails, view attendance trends, and check registration details.
Even when the event is finished, the platform keeps assisting you. You can easily monitor order updates, handle the refund issues and also communicate with guests from a single software.
Stage 6: Event Analysis and Reporting
Purpose: Measure success and improve future events
Hopefully, you have been using expert event software, such as EventBookings, to automatically gather your event data all along. At this cycle of events, it’s now time to put everything together to see the whole picture.
Think about your objectives and key performance indicators (KPIs) as you assess the data available to you. Make sure to compare the attendance percentage with the number of registrations done through your designated platform. Measure the marketing channels you implemented and track which platforms grabbed more of the target audience and which didn’t do the job as you expected.
Measuring these technical areas will help you identify the useful techniques that work for your event. Also, guides you and your team to find out areas that can certainly be improved through some efforts.
How can EventBookings help?
Clear data and booking insights are provided by EventBookings to help you comprehend the true performance of your event. Having this information makes it far more strategic to improve future events. Based on actual outcomes, you can modify prices, optimise ticket types, maximise session capacity, and enhance marketing timing.
Why Understanding the Event Lifecycle Is Important?
- Keeps things on track: Tasks are finished on time and in the correct order thanks to an event management life cycle.
- Avoids missing details: You can make sure nothing is overlooked with a carefully thought-out planning schedule.
- Enhances teamwork: Your team can maintain accountability and alignment with well-defined deadlines and delegated tasks.
- Minimises last-minute chaos: Last-minute panic is reduced when one knows what has to be done and when.
- Improves the experience: A polished, well-run event that enhances the experience of attendees is another benefit of the event life cycle.
How EventBookings Supports the Full Event Lifecycle
- You can plan your events early by creating drafts and exploring different features of this software.
- You can manage ticketing, marketing, check-ins and even post-event analysis under one platform.
- Helps organise events of all types (in-person, virtual or hybrid) and events of all sizes.
- Supports multiple sessions, resources and even recurring events from one single software.
- Keeps attendee data safe and organised to use in different event cycles
- You can easily complete post-event updates, refunds and find out areas that need improvement.
Conclusion: Simplifying the Event Lifecycle with EventBookings
Planning an event is surely a challenging task, especially without the right tools and technology. The event registration software you use should facilitate the smooth transition of your data from one stage of event management to the next. This could make the difference between an event lifecycle that proceeds without hiccups and one that is interrupted in its tracks.
When you go for an all-in-one platform like EventBookings, you can rely on it at every stage of an event’s life cycle, and that’s what makes the event organising process a lot smoother. So, start creating your events with EventBookings or contact us for any queries.
