Conference App Guide Book 2020

For conference success, Mobile apps are rapidly becoming a must-have addition. But what works for conferencing apps and why? In this digital age, technology is a central aspect if you’re in the event or conference planning industry.

Conference apps provide an opportunity to offer an interactive version of your program and proceedings with a feature to connect with delegates immediately. Navigation, picking agendas and getting crucial updates from chairs, networks and attendees feedback, everything becomes easier with apps. Need a positive return on your investments? You should build an app today. Continue reading “Conference App Guide Book 2020”

Best Event Planning Apps You Should Consider

best-event-planning-app-tips ‎

When you are scrolling through your Instagram or Facebook, have you noticed ads related to events near your place? There are hundreds of events with different demographics and interests that are being held up daily. The event planning app has proven to be an engaging and powerful medium. They optimize the efforts of organizers to improve customer experience.

With the growing demand, there are many event planning apps in the market, but what makes the best event apps stand out? To help you get a better idea about the event planning app development, we have compiled a list of points and features.

Continue reading “Best Event Planning Apps You Should Consider”

How to Set Right Budget for Your Next Event with Event App?

Budgeting for any event is a forecast of what expenses will be incurred and what profits will be earned based on the planning made and information collected. In event management preparation of the budget is the most crucial thing. These days event apps have made the entire process even easier. Directors of event use these apps to predict the future accuracy of events by making data analysis from past events. Comparisons of revenues and expenditures made in the past, the number of attendees, engagement of attendees, the number of old attendees , quality of content etc are some of the features based on which one can set the right budget for the upcoming event.

set right budget for event management
Source: Amazonaws

This is how one can set budget of next event with an app:

  • Realistic Calculations

It is important to make right speculations to set the optimum budget and avoid misuse. Whether there will be 20 or 100 delegates in a particular event can be best judged from track records. If one is used to using a conference app then the last most event’s data or a series of data or numerous events held in the part can create an ideal prediction.

  • Type of Event

Based on the type of an event its cost vary. So, one must be clear what is the type of an event when one sits on planning the budget. Whether the event is based on invitation, charged, driven by sponsors or is it a combo of all of these will change numerical of your budget.

  • Venue

Last minute booking of venues always burn a hole in the pocket. Hence, planning and booking for the venue must be done right at the first stages of event planning. Records from your event up must give you the details of the success or failure of the last event venue. Based on the old experiences one must set what budget to keep aside for the venue.

  • Revenue Plan

For events which are paid must have a price point. The decision must be taken as in what will be the price point. Comparing competitive events will give one a good idea about what the attendees are used to paying. Based on this one must decide either to keep the charge higher, at a lower rate or at a similar count. Use your revenue plan to cover up your event app cost and to make your event more engaging.

  • Costs – Fixed and Variable

One must make a calculation about the different kind of costs involved. For a fixed attendee size there is a fixed cost associated but the same cost will increase if there are more audience. Hence, while setting the budget for the upcoming event this point must be covered.

  • Agreements and Contracts

Generally event venues have some agreements where one might have to submit a deposit amount. It is crucial to know this amount since it will also be calculated in the budget. A mobile event app can help you manage all aspects of event planning.

  • Contingencies

Generally a 10% risk is associated with every financial activity on this planet. Hence, the risk of loss must also be calculated.

Hence, it is the right tool that can help you earn profits with minimal loss. An Event App with adequate budgeting tools and software can further ease the entire process.

How to Have Sustainable Event Management?

Also commonly known as event greening, sustainable event management is basically the technique used to promote an event whose subject matter relates to social, environmental, and economic issues and concerns. The main motive of this kind of an event is to make sure that all decisions made and steps were taken in the campaign hosted is sustainable. The entire event is planned, organized and executed in a very cohesive environment where event greening is the main theme. It involves everyone related to the event be aware, conscious and implement the idea of a green event in the present event being hosted. For various event planners use event planning app, to better coordinate the sustainable event has different meanings.

event management
Image Credit: Universityevents

The various breakdowns of sustainable event management is given as follows:-

  • Waste is minimized as pollution is less. The required resources for executing the entire green event are much less.
  • Local suppliers are used who are reliable. These are the suppliers who work keeping “green” as their work theme. Such events give the society and the community a positive impact.
  • These events encourage other planners and other event management companies to adapt to the sustainable management method of work.

For sustainable event management undergo these steps:-

  • Monitor and Evaluate – Every event conceptualized in the lines of the green theme must be monitored for growth. Firstly one must have an in-depth plan of action using the conference app. This will help understand whether all information needed has been gathered. These are information and data related to pre-execution of the event, during the event and post-event. For example, one such data needed is the predicted amount of water needed in the event, how much water has been used and whether green event saved resources and by what quantity? These evaluations will aid in making the next green event even more eco-friendly.
  • Large Events – As far as large events are concerned, one have to make an independent report which is in compliance with the GRI or the Global Reporting Initiative. The GRI offers guidelines for organizations, sets out the principles, discloses the approaches to be followed and indicates the proposed performance parameters keeping social, economic and environmental issues in mind.
  • Steps to be Covered:
    a) Selection of the site where event will be held.
    b) What mode of transportation will be needed by the attendees?
    c) Hire the workforce behind the event
    d) Evaluate the impact of the event on the nature,community and economy on a local and global scale.
    e) Forthcoming legacies that will be created
    f) How much is the event accessible by people?Use your event app to make sure your whole team knows the intent of the event.
  • Green decisions – From the point of view of event planners, certain decisions can further promote sustainable event management. For example, if bottled water usage is stopped in all events for around a year, then it will impact positively on the total number of bottled water consumption in the locality annually. This power lies in the hands of the event planner. If carefully planned, one can change save the resources used in an event in a much more economical manner.
  • Save paper – It is not always needed to use paper and make promotions of the forthcoming event. Online booking and digital services are accessible to all today and this can save one a lot of paper.

So, if one is involved in the event industry one must make no delay or haste in adapting to such kind of green events. This thought applies to all kind of events. One can not only make an event sustainable but also successful.

To learn more about how event apps can help your business in event management, call us or visit at Grupio.

Advantages of Event Gamification

event gamification - grupio

Gamification of the event app is the concept of applying game-design thinking to non-game applications to make them more fun and engaging. It has become a big trend in many industries today. The area is still new and the amount of gamified systems is constantly growing. What if there was a way to control the behavior of your attendees. More specifically, being able to increase their engagement before or during your event. The answer is simple, fun, and captivating…it’s Gamification!

By embracing mobile event app gamification for conferences it creates a Win-Win scenario. For event planners, it gives them peace of mind that all their hard work preparing for the best conference will be seen and engaged in by the attendees. For attendees, gamification provides a value exchange for them. Besides the points earned, climbing leaderboards and even winning prizes, attendees are provided value just by participating. Attendees can participate in the game by networking with people they might not have met otherwise or taking a quiz they would never have thought to take. Maybe it’s attending extra sessions or downloading assets to further their learning experience. There are a lot of ways attendees benefit while participating in gamification.

Taking event gamification to the next level:

1. Turn Attendees into Participants:

Why would someone attend an event when they can participate in an experience? Creating a game-like environment takes participants beyond the traditional objectives of an event. Use the conference app in making the event interactive. Instead of simply shaking hands and trading cards, participants solve challenges and accomplish something, together. A unique experience with event app gamification is one that no one will forget.

2. Earn Points and Unlock Badges:

Participants complete as many challenges as they can, unlocking badges and learning about your event along the way.

3. Challenges and Check-Ins with event app gamification:

Design custom challenges and location check-ins to Excite, Educate and Connect attendees, sponsors and speakers.

4. Create an Educational Experience:

Turn lectures into conversations and speakers into educators using unversity apps. Motivated to learn and encouraged to engage, participants contribute to the dialogue creating a truly memorable experience for all involved. With the ability to share educational material and connect over social media, the learning continues well after the event.

5. Generate Revenue Like Never Before:

With sponsors taking part in challenges, not only do they get brand recognition through the app. They also get face-time with participants too. Driving foot traffic to booths has never been this easy – your sponsors will love you forever.

6. How Attendees Win:

With an exciting and interactive game that motivates participants to work together and accomplish goals, the event won’t just be about passing out business cards. Games create a new and exciting challenge, and a truly unique event experience. Use the event planning app for long lasting relationships building, expanding networks, and share industry knowledge – all the traditional objectives of an event but with a new and exciting way of getting there.

7. How Sponsors and Exhibitors Win:

The beauty of event app gamification is that everyone can get involved. With participants asking exhibitors questions and interacting with sponsors, product knowledge and brand recognition increases dramatically. If exhibitors don’t have a chance to say ‘thanks’ at the end of the event, it’s probably because they’re trying to manage all their new business.

8. How Event Organizers Win:

With pleased participants, satisfied sponsors, and ecstatic exhibitors, you’re the hero that made this all happen. With Gamification, you create an experience participants will never forget. Nicely done!

Why Event app Gamification Wins?

Games are addictive, as they serve the core emotional needs of a human. Using enhanced event app gamification you can boost event experience. When someone is playing a game, most of the time the user loses track of their time, it looks like, as if, they are immersed in a different reality. And that is what gamification creates. These include:

  • Increased productivity: When someone is playing a game they have a clear purpose and they try to achieve it. To achieve the goal, creates an ongoing feeling of constant;ly trying, hence increasing productivity.
  • Trust and cooperation: Games are an amazing way to network socially collaborate and interact.
  • Optimism: Whenever we play a game, we get a feeling of strong optimism because then we strive to win at every chance.
  • Engagement: Whenever a user is immersed in a game they feel part of something bigger than themselves. So, that is why event users have started inducing gamification in the event it, as a sweet treat to their event.

Things to include in a Gamification

  1. The game should be social enough to satisfy attendees’ willingness for recognition.
  2. There should be some rewards of any sort.
    The game should be challenging enough to create a sense of achievement.
  3. The game should create a friendly competition among the attendees.
  4. The organisers must clearly define the goals so that the attendees feel empowered.
  5. The game should serve a specific purpose that relates directly to the success of the event.

And, lastly the game should be delightful and must create a feeling of surprise in the attendees. Getting the best event app is the first point where attendees get the feel what they wll have ahead.

Some top tips to incorporate in event app gamification.

So, before you decide to incorporate a game element in your event consider the purpose of your event and the expectations of attendees simultaneously. Always remember that the guests that are attending your event or not here to win some token or sample reward.But are here to experience, learn, and network. Most of the times, you might find that the attendees do not care much about the incentives, but sometimes are swept up in competitiveness as well as they feel more connected to those around them.

So, it is important that you also consider some tangible incentives while incorporating games in your event.

  • Add a big leaderboard
  • Get shout outs at the event.
  • Give the chance to lead a team in a breakout session.

What to keep in mind when incorporating gamification for your event?

  • Make sure your attendees know how to get points
  • Make daily announcements of leaderboard rankings
  • What are the key business objectives of the event?
  • Defining the objectives and goals in tandem with the audience before designing the game.
  • Measuring how you can achieve objectives through your game and ultimately achieving your event goals.
  • Who all are your target audience?
  • Who else might be interested or want to be involved in the event or its goal?
  • What do you want to accomplish through the game of the event?
  • Is it a product launch?
  • Do you want to generate sales?
  • What is the timeline of the event?

Gamification is not easy but can lead you to develop a complex yet comprehensive strategy. This can drive leads and can achieve better success of your event. Think about what is appropriate and realistic for your event, your target audience, and your staff before designing your game. Make your game challenging and not that complex that the players won’t be able to solve it and lose their interest, make it achievable challenging to ensure participants gratification.

Gamification can be executed in all sorts of ways to fit your event’s exact needs. The options are nearly endless. No matter how you incorporate gamification into your event organizer app the important thing is that it will give attendees extra fun to have and the best part is that it is productive fun. It’s a win for you as well. By attendees participating in gamification it will increase ROI, ensure engagement between attendees, and increase involvement in your event app. Now who doesn’t want that!?