Creating a website around your event may seem unnecessary or irrelevant, particularly if yours is a more intimate or relaxed celebration. However, this new trend is now easier and more effective than ever before. We live in a culture of online communiqués, virtual meetings and social networking. People (including our guests and delegates) no longer have time for phone calls and coffee breaks. Rather, they resort to finding out all of the information necessary simply by searching for it on the World Wide Web.
An event website will benefit you and your function in the following ways:
Distribution of Information
Use your event website to announce dates, venues, times, dress codes and so on. Any changes to the schedule or plans can easily be made to the website, accessible to all who read it. This ensures that all of the information is standard, current and easily accessible to your delegates or guests. It also takes the pressure off of the event coordinator to have to explain every detail to every person that asks.
Publicity
Having a website with well written, original content gives your event the opportunity to feature in the search engines (such as Google and Bing!) and to gain exposure to a far greater number of people. This is enormously important if you require international attendees or sponsorship. Add the link to your event website to all of your outgoing emails and other correspondence to raise awareness and increase familiarity.
Greenminded Methods
By using electronic media to invite guests, inform them of changes and receive RSVP’s, you spare the cost of printing and distributing hard copies. Let your invitees know that this is your motivation (or part of it) so that they can respect your wishes and also raise awareness about the importance of living and working green.
Speaker Profiles
Use your event website to create a hype around important guests and speakers by including a profile of them on there. This gives them added assurance of their value to the client and is also likely to draw a greater number of guests, particularly when there are celebrities involved.
Registration and Payment
These processes are often very complicated and need to be entrusted to those who are responsible. However, converting it to an electronic process not only ensures that everything is captured electronically and conveniently, but also that you can be freed of this added responsibility. Simply let the computer handle it.
Stay in Touch
During the months and weeks leading up to the event, use your online database of attendees (actual and potential) to your advantage (without hounding them, of course). Send them reminders of the event, tasters of what they may anticipate and requests for outstanding monies, etc… After the event, thank them for their presence and keep their contact details for future functions that may be of interest to them. Post photographs of the event for them to look at afterwards, engaging them on a longer term.
Listen to Your Target Market
Online forums and guest books allow your invitees to interact with you. They may post some interesting, implementable information for your consideration. Read these contributions and consider their validity.
Brand Awareness
Build brand awareness, not only around your event, but around your company, product and / or service by adding such information to the site in appropriate places.
Photo Credit: Wired
