4 Essentials for a Killer Visitor Experience During Big Events

Every organization knows the strategic benefits of hosting a successful corporate event for their stakeholders and potential clients. Not only is this a great opportunity to position the brand as a thought leader but to also foster stronger business relationships.  

However, one crucial aspect that ensures event success is the visitor experience. Attendees must leave with a positive impression of the brand and its solutions. The grander the event, the higher its attendees’ expectations.

This strategy continues to remain an important part of omnichannel marketing. A killer visitor experience should top the list of priorities to make every big event a success. In this article, we will discuss four essentials to take your visitor experience to the next level during corporate events.

The Invitation and the Welcome Email

From the very beginning, your guests must feel welcomed and cherished. One simple way to do so is to send out a personalized invitation to all attendees after the event is finalized. Once each guest has confirmed their attendance, deliver an email that warmly welcomes them to the event.

The email should have some crucial information about the event, including –

  • The date the event is scheduled to take place
  • Venue (with full address)
  • Modes of transport available to the venue
  • Alternative routes to reach the venue
  • Good nearby accommodations (if the guests belong to a different region)
  • Details regarding Wi-Fi connectivity
  • Details of the person that may be contacted in case of any queries  

Besides the basic information, the email can include some must-see tourist attractions of the city where the event is taking place. You do not need to craft a super-long email; just pack in enough information to make it your guests’ quick reference guide. 

They are sure to appreciate your efforts to make their stay a pleasant and memorable one.

Self-Check-In Facility

Earlier, manual check-in desks enabled the visitors to verify their identity and attend the event. But that would easily take hours, especially if there are hundreds of attendees. This will leave them all frustrated, stuck in long queues before they’re allowed entry.

You can perform a better task at visitor management by introducing a self-check-in facility via a kiosk. This will not only minimize your staff’s workload but also streamline the entire visitor experience in a customized manner.

According to Greetly, you can use the system to display a visual floor plan, print personalized visitor badges, and ask entrants to comply with security requirements. Just pre-feed the names of all attendees, and they’ll just have to enter their names upon arrival.

In case there are attendees on the security watch list, the system will notify their arrival to the relevant personnel. If an attendee expresses their desire to make inquiries, they can be redirected to the contact person for help. By and large, the entire check-in process happens quickly and smoothly.

Digital Signage

Huge events usually have a lot going on, including the vast number of attendees scurrying around the venue. Some guests may miss out on a presentation because they failed to locate the spot where it was taking place.

This problem can be easily mitigated by introducing distinct digital signage that guides guests to the presentation hall. You can keep the signage static or make it interactive. If you’re choosing the latter, ensure all whereabouts regarding presentations are available for those in the common room.

Another digital signage can be placed at each room’s entrance with details of the event going on inside it. This will prevent the scenario where guests keep peeking in (out of curiosity), thereby distracting the attendees.

Traditionally, some staff members would stand at specific points to direct visitors to the right halls. If the hallways or staircases are narrow, this will only block the way and create further chaos. With digital signage, there’s no need for personnel to stand at different points to redirect traffic.

Post-Event Follow-Ups 

A great visitor experience does not end with the event. As a host, you would want to receive feedback from your guests. This will give you an idea of how well the event went and areas that can be improved for future events.

Not only that, but feedback will make attendees feel like their opinions are valued (provided you implement them for upcoming events). In the case of manual sign-in desks, it’s often challenging for the host to have the details needed for follow-ups.

Think about it – the register’s pages could end up torn, the handwriting may be unintelligible, and whatnot. Such is not the case with a robust self-check-in kiosk that stores visitor data for future reference. Just borrow the information from the database and run post-event follow-ups for guest feedback.

Parting Thoughts

Planning a corporate event is a mammoth task, especially ensuring its success. However, the stress is worth it if it brings about organizational growth and a stronger bond with partners and clients.

Whether you’re planning a product launch with over 200 guests or an employee training event for less than 100, the above-mentioned essentials can streamline event management. Only when you break the event down into manageable parts can you conceptualize it better and connect the moving pieces.

The result? You will be able to execute an event that leaves a lasting impression on your guests. 

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