5 Ways your mobile event app can make everyone feel welcome at your event

While planning any event, usually we obsess over the things that we feel are important like logistics, registration, marketing etc. But the success of any event is measured by the engagement and comfort the attendees feel. Most of the time the organisers miss putting thoughts into making attendees feel comfortable. Instead of wanting to spice things up with interesting and unexpected events, we focus on the completion of the event without any complications. But Why is comfort so important to uplift the attendee experience? Organisers are not the only one who gets stressed. Customers are constantly worried if they’ll find the venue? whether they registered correctly? will there be a long line? Is their seat good enough? These are just some minor thoughts attendees might experience but enough to make your customers feel stressed and uneasy.

Apart from that, working in groups, interacting with strangers via ice-breaking games etc. only increases the stress level further. Actively listening to speakers, taking notes in case of educational speeches etc demands complete focus and leaves the guests exhausted, both physically and mentally at the end of the event. So, to curb down the anxiety level and making the attendees feel more relaxed is a necessity. But the question is how? Here are some tips that will help you answer this question. Our list of 5 ways your mobile event app can make the guests feel welcome at your event.

1. Online registration :

Your registration options should reflect your event. Whether it is multi-day events, conferences, series, single-day events or several series options. Each type of event needs personalised registration options. This will allow users to choose what they want and at the same time share the details that you want.

But the question is what are the things your registration forms should include.

Event planning app ticket levels: This can include VIP, general and exclusive offers ticket. These different levels can help differentiate elite and loyal customers from the general ones.

Group or individual registration: Customers should get an option to either register individually or as a group. You can give offers for group registrations to get more footfall.

Seating preferences: The option to select their seats is a must-have feature for customers. You can even charge additional costs for seat preferences.

Meal preferences or dietary restrictions: Doesn’t matter whether your event is national or international, make sure your catering pleases everyone. From easy fried appetizers to extravagant cuisines, attendees can be surprised with the right choices. However, make sure you give them an option to choose between vegetarian/non-vegetarian and vegan food. Make sure to ask if they have any allergies or restrictions.

Preferred method of communication: Ask users their mode of communication through which they would like to get notified about the event details and other information.

Give your guests maximum flexibility during registration. Comfortable and stress-free planning will make them happy resulting in higher engagement. To get more information you can add pre or post-show surveys. These questionnaires can be attached to your registration forms or in your conference app profile. It’ll help you analyse and plan better for future events.

2. Social media platform integartion :

Networking is an important attribute of events. Guest plan on networking and it is one of the main reasons they attend events. If you make the networking process for people, it will increase your registrations, engagements and footfall on the day of the event. All in all, your event will surely be a success. Adding a feature to get in touch with other community members can be beneficial. Integrating APIs and SDKs for sharing stuff directly on social media platforms from the app will improve the attendee experience.

USers want engagement, not spam. Social media engagement is beneficial for everyone. You can add a feature for users to share speaker quotes directly on social media from the mobile event app. Make the sharing process as small as possible.

3. Live notification:

If users are aware of the events that are happening, they are more likely to enjoy themselves instead of trying to figure out what they should or should not do. Instead of printing everything or using hard copies for event planning, you can use the live notifications feature. The on-site marketing team can maximize interaction without any haphazard marathons in the venue to get customers on a particular booth.

Along with posters, banners, and standees with an eye-catching graphic to help attendees understand the use of event app, use live app notification feature to direct them. Using the registration forms and surveys you can check the activities your users are more likely to attend. This will work as a customised feature and your guests will feel well catered. Apart from just text notifications, you can also try in-app pop-ups with images and videos to give a glimpse of the event activities.

Polls and surveys during the event are the most valuable aspects of data collection from the attendees. This real-time data collection can be done anytime. This will help your future strategy of engaging the customers at the right time.

4. In-app chat :

Positive attendee experience is a must-have in the meetings and events industry. It can help in building successful relationships and increasing brand loyalty. Customers expect standard mobile event app features like in-app chat feature within the mobile event app.

Communication during the event is a big pain point, your app should allow direct connection between the attendees, sponsors and the organizer. The best event application will have an app feature for group chats, too. This will help like-minded attendees and sponsors to get in touch before the event and that will help in improving the customer experience by a good margin.

5. Online ticket purchasing feature:

Paper registrations are hard, time-consuming and a headache to maintain. From downloading to printing the copy, filling the form, checks and them sending it out via post, it is a long process. Some attendees back out at the second step only because of this. However, online entries are fast and seamless. Right from the user clicking on the link to register to payment after registration, everything can be done online. All the information that you need can be asked, it is just like offline registration but better and well structured. All this work is done to get entry tickets and paper entry confirmations for tickets take days, but the whole online process takes minutes. Everything can be accessed from a phone, laptop or any browser customers can get their hands on. This instant process gives attendees peace of mind and at the same time reducing administrative work for the event organisers.

Online payment is a boon for users. Your white label event app should have payment gateway integration in place. Online data submission is secure. However, you should take proper measures to safeguard user information. Security standards should be maintained. All the data must be stored within firewalls and encrypted codes for all payment information should be in place. There is some work but it is way better than receiving money via snail mails.

After the online purchasing of tickets, the most tedious part of all events is the Check-in process. This is the first physical interaction process between organisers and attendees. An in-app check-in feature can save organisers life during this interaction. Online check-ins like Qr codes, manual check-ins and location detection are hasslefree and seamless for both customers and the organising team.


We understand that getting the logistics up and running is important. However, you need to make your guests feel at ease too. Give them a memorable experience to look back on instead of a stress-filled chaotic day. Just keep the stress level at a minimum for your guests and they’ll be more open to participation.

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