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The easiest way to organize an in-person event

EventsX

10.03.2022

What Is the Easiest Way to Organize an In-Person Event from Start to Finish?

 

It might sound counter-intuitive, but the best way to organize an in-person event is to use a virtual events platform. Bear with us. We’re sure you’ll see the light soon, and your event budget will be all the happier for it. 

 

First: The basics. What is needed?

 

To properly organize your in-person event from start to finish, from within the comfort of your remote office, you will need an event platform that has set itself up to be your one-stop-shop for every aspect of the in-person event. 

In-person and virtual events share many common features, but some things in an in-person just can’t be done without lifting your buttocks off the chair. Or can they?

EventsX has partnered globally with a team of onsite event management companies that do the heavy lifting, literally, on the ground and set up what is needed to make your in-person event a success. These companies include:

  • Catering companies
  • Hotel and accommodation companies
  • Event kiosk companies (kiosks are used for ticket scanning and multiple other features)

Through the EventsX dashboard, it is possible to hire these companies to handle the on-site aspect of the event, and it is also possible to manage every other aspect of the event such as ticket sales and delivery, marketing, VIP lounge access, and more. 

This feature is still in an invitation-only phase, but let’s get a sneak peek at how it will work:

 

Organizing an in-person event using a virtual event platform

 

Create the event

 

The first step is to create the event in the events platform dashboard. Give the event a name, description, and specify that it will be an in-person event that will require on-site management support. 

 

Ticket Sales

 

Setting up the ticket tiers and selling tickets is exactly the same procedure for an in-person event as a virtual event. The only difference is how those tickets are issued. In an in-person event, the ticket can be issued in multiple ways:

  • By email
  • QR code on the mobile app
  • Issuing the ticket at the event itself through one of the self-service kiosks

Tickets can have multiple tiers which are all configured via the event dashboard. On-site turnstiles scan the barcode or QR code on the ticket, only giving access to VIP sections to those who have a higher-tiered ticket. 

 

Venue selection and catering

 

Through on-site management partners, it is possible to select the venue and catering options. 

 

Marketing

 

All of EventsX’s virtual event marketing tools can be used to market your in-person event as well. Attendee registrations can be automatically entered in your CRM or email marketing software (such as Mailchimp) so that you can send pre-event news to them, as well as discounts if they invite their friends. 

 

Kiosks do all the work

 

Kiosks with turnstiles will grant or deny access based on the ticket, but there are other touchscreen kiosks that can be arranged around the event to provide attendees with:

  • A map of the grounds
  • A schedule of sessions and presentations
  • General information about speakers and sponsors
  • Any other information

Ticketing kiosks can also be arranged. These kiosks can either sell tickets to attendees before they enter, or print tickets for those who already have a ticket but were not able to print it. 

 

Mobile application 

 

The EventsX mobile application will be the attendee’s primary companion where they can access any and all information about the event. 

Event organizers can push notifications to the app for any news they wish attendees to receive. And attendees can also opt in to notifications for upcoming sessions or presentations. 

The app would contain a map of the grounds. And users can exchange business card details with just a single tap of the phone. 

The most exciting feature of the mobile app, however, is the sophisticated AI-powered matchmaking and networking feature. 

 

AI-powered matchmaking and networking

 

One of EventsX’s most powerful features is its extensive use of cutting-edge AI throughout the platform. Although the full benefits of this AI are most notable in our virtual events, some of that AI functionality can be used at an in-person event, so long as the attendee uses the mobile app. 

The matchmaking and networking feature gathers information from all the attendees and then uses advanced algorithms to match them up with people that are most likely to be a beneficial connection to them. Attendees receive notifications of potential matches via the app or can log into the networking/matchmaking section of the app to discover matched connections. 

 

Event analytics

 

Although the full gamut of event analytics is only possible for virtual events—such as our insightful Attendee Engagement Report—some of those analytics are indeed available for in-person events. These would be metrics that measure attendance and popular sessions. Using this information, event organizers can do more of what worked in future events to ensure that attendees keep coming back. 

 

Invitation-only

 

The EventsX in-person event organization feature is currently in invitation-only mode and we are currently full. But if you’d like to know when we are again ready to send out more invites so you can help us test and fine-tune this incredible service, subscribe to this blog where we will announce any future programs!