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Summary

• Streamlined Event Management: This article compares two leading event management tools, Sched and RSVPify, offering insights into their features that simplify planning and execution of any event, whether it’s a conference, festival, or professional workshop.
• Feature-Rich Platforms: Both Sched and RSVPify provide robust functionalities including attendee tracking, customizable event registration, and interactive scheduling, enhancing both the planner’s and attendees’ experience.
• Cost-Effectiveness and Pricing Models: The article provides a detailed comparison of pricing strategies for Sched and RSVPify, helping readers identify which tool offers more value based on their specific event needs and budget constraints.
• User-Friendly Interfaces: Emphasizes the ease of use of Sched, making it ideal for first-time event planners, and highlights RSVPify’s customizable templates and guest management features, making both platforms accessible to a wide range of users.
• Adaptability Across Event Types: Discusses how both platforms accommodate various event formats like in-person, virtual, and hybrid, ensuring versatility and adaptability in a rapidly changing event landscape.
• Real-World Applications and Testimonials: The article includes case studies and user testimonials that showcase how real organizations have successfully leveraged these tools in high-stakes settings, providing practical insights and user satisfaction levels.
• Incentives and Free Trials: Readers are informed about the free trials and discounts available, particularly for educational, non-profit, and startup sectors, encouraging them to experience the tools firsthand to make an informed decision.

When organizing or planning an event, a reliable tool can be indispensable. However, with so many on the market, it can be difficult to discern which one is right for you.

Sched and RSVPify are among the global leaders in event management software. Both companies’ products have features to make planning and running your event easier.

In this article, we’ll see if Sched is one of the best RSVPify alternatives. We’ll also assess the all-important RSVPify pricing to see if it stacks up when compared to Sched.

Sched vs. RSVPify – An overview of features

Sched allows users to plan and manage events by streamlining the planning process. All events, regardless of size, can be integrated with the Sched system. Professional development events, conferences, festivals, and workshops are the most typical.

Event schedules and interactive experiences are key features of Sched’s product. Ticketing and registration are also covered. This allows you to manage your attendees, speakers, and sponsors with ease.

Similar to Sched, RSVPify covers all stages of the event management process. This includes from invite through to the show itself. You can easily track invitees through their RSVP link, which also ties up with check-in. Users can also customize the themes and layout of their event registration and RSVP form. Bespoke event website templates are available too.

Sched’s primary features

Sched’s scheduling platform is adaptable and can be used for all types of events. This includes in-person, virtual, or hybrid.

Sched’s key features include:

• Scheduling: Sched’s scheduling tool can be easily accessed on both web and mobile devices. Event planners can easily plan and manage meetings and events across multiple tracks and days.
• Managing attendees: Sched’s attendee management tool can be used to track registrations, sign-ins, and attendance. The popularity of events can also be monitored. This real-time data allows event planners to alter schedules and locations if required.
• Mobile app: Sched’s mobile app is fully customizable to your event’s branding. This makes it easy to access on the conference floor and can boost both engagement and brand.
• AI features: With Sched, you can Leverage AI to make your event planning smarter and more efficient. 
• Call for Papers tool: You can effortlessly create a pro call for papers page. Plus, the software handpicks the best candidates for you. 

All of Sched’s features are demonstrated in our handy seven-minute demo.

RSVPify’s primary features

• Ready-made templates allow the customization of your event website. It’s also possible to track invitees from invite through to check-in. The selling of tickets is also covered.
• Intuitive guest list management through the use of online invitations and QR codes. Meanwhile, RSVPify’s tagging system allows you to keep track of all your attendees.
• A straightforward management system. This allows the tracking of donations and gifts, check-ins, and seating charts. Email reminders and appointment scheduling are also included. All data generated appears on an easy-to-use event dashboard. This information can be filtered as desired, as well as imported and exported to a CSV file.

Why Do Event Planners Love Sched? from Sched Support on Vimeo.

 

Sched vs. RSVPify – Pricing comparison

Price is always going to be a key factor when considering event management software. Here is how Sched and RSVPify compare.

Sched’s Pricing:

Sched’s pricing plans give you the freedom to plan more, for less. Every plan includes unlimited events and free small events for up to 50 attendees. 

Sched’s pricing starts from:

• Launch: $600
• Boost: $1,500
• Ultra: $5,000

Inviting more attendees? Only pay for what you need; Sched lets you tailor your plan with attendee bundles.

Sched also offers generous discounts for specific organizations:

• Education
• Non-profits
• Government
• Startups

You may also be eligible for a discount if you already use event management software. Save up to 20% with Sched’s switching discount. 

This could be a cost-effective option, making it one of the best RSVPify alternatives.

RSVPify’s Pricing:

The pricing for RSVPify is based on a monthly subscription model. For Personal and Professional Events, there is no long-term contract. Users can also cancel at any time. Meanwhile, the Custom model is billed annually. The three models are:

•         Personal Events: Starting at $19/month
•         Professional Events: Starting at $39/month
•       Enterprise (Custom): Starting at $499/month

If you are selling tickets to your event, these are all free to use. This is because RSVPify offers a pay-as-you-go option of 1.95% + $0.90 on ticket sales. You also get a free upgrade when you sell tickets to your event through the app.

Sched vs. RSVPify – Pros and Cons

Sched and RSVPify both offer similar features when it comes to event management. However, there are advantages and disadvantages to both platforms. These considerations are important when considering RSVPify alternatives. Here is the breakdown:

Sched’s pros:

• Sched’s platform is ideal for non-techy or first-time planners as it is intuitive and easy to use.
• The mobile app is strong, particularly on the event floor.
• Sched has comprehensive reporting tools. These enable data to be displayed on a spreadsheet. Other formats are available by request.
• Sched offers a Free Demo, Live Webinar, and Live Trial so you can assess the product with no commitment to buy.
• Built-in AI features like event session titles and description writers. 
• A simple one-off payment with no recurring subscription.
• Discounts are available for non-profit and educational organizations.
• Sixty-day money-back guarantee.
• High-tech tools for optimizing event planning, like the Call for Papers feature. 
• Available on both desktop and mobile.
• Fully integrated with the most popular social media sites.
• It is straightforward to update previous events, making it easier to use than RSVPify.

Sched’s cons:

• Limited exhibitor management feature.
• English language only at this time.

RSVPify’s pros:

• Enhanced security allows RSVPify to offer services to events that require the handling of sensitive personal data. This includes events that require age verification or vaccine passports.
• RSVPify has a range of extras. These include listing things like meal options and specific dietary information of attendees.
• Customized event website or registration-only options are available.
• Free option to get you started.
• Affiliate program available.

RSVPify’s cons:

• Video demo not available on-site.
• Navigation is complicated as there is a range of excessive and unnecessary features.
• Tools for promoting on social networks are limited.
• External and API integrations are limited.
• Updates to previous events require initial deletion. This results in unwanted additional hassle.

Sched vs. RSVPify – Case Studies

A Sched case study

In March 2021, the Jesuit High School in Portland, OR, ran the Jesuit Day of Community & Action. This was part of Social Justice Week. This took the form of a mini-conference that had workshops and a keynote address. It was initially going to be an in-person event but state guidelines meant it had to switch to being a virtual one.

Keeping participants’ information secure was a key facet of the program. Sched ran a private event as a result. They also ensured engagement by publishing a color-coded agenda. This enabled everyone to participate in the sessions that mattered most to them. Admins also worked together in real-time to ensure the event ran smoothly.

“When we realized early in 2021 that the event would have to be virtual, it forced us to revise our overall vision and think carefully about the logistics of organizing the attendance of over 1400 people for a virtual one-day mini-conference. Sched to the rescue! Setting up the event via Sched allowed a small team of three people to organize an amazing keynote speaker and over 30 workshops from people both inside and outside our community. Given that it was an educational event for high school students, we really appreciated how easy it was to get all the students set up with accounts, keep the event private, and organize all of the speakers and sessions into a coherent package that was easy for everyone to navigate.“

“The feedback from our community was hugely positive, both about the content and the Sched tool, and we will plan to use Sched again next year even if we can hold the event in person.”

Alyssa Tormala, Jesuit High School, Vice Principal of PD and Innovation

An RSVPify case study

In the fall of 2022, the Sketchers Foundation hooked up with RSVPify to organize the check-in of participants for the Skechers Pier to Pier Friendship Walk. They utilized their QR Code feature to ensure easy check-in.

“Our goal day-of is to ensure a smooth morning for our sponsors (getting exhibitors in and out of the venue without incident) and walkers (getting participants from the shuttle locations and back promptly). We always want check-in to go easily, and RSVPify helps with that – the QR code is wonderful for those who can find it in their email! We also want to be able to quickly tabulate our walker numbers and sponsor dollars – RSVPify makes the walker counting super easy.”

Amy Trell, Director of Development and Events for the Skechers Foundation

Sched vs. RSVPify – User Reviews

When buying anything online, user reviews can be very helpful. Event management software is no different as they highlight real-world practical uses. This means you can more easily gauge whether Sched is a strong alternative to RSVPify.

Some of the most useful reviews we have found for Sched and RSVPify are listed below:

Sched’s reviews

“Communication is the main problem that Sched solves. It’s an at-a-glance snapshot of an entire evening that easily drills down into specifics. It invites interaction, so that’s another communication problem solved/helped. I couldn’t be more thrilled to have Sched working on my event’s behalf. Thank you!”

Heather B.

“We are a preK-12 school district that hosts a yearly EdCamp in which teachers sign up for workshops delivered by their peers. Sched is a huge time saver, in that it allows us to communicate directly with presenters and attendees, to control the schedule, to create room signage, to add venue maps, and to generally make the day run smoothly. It saves paper, as we don’t have to print all those workshop overviews (which we were always doing at the last minute because we had to chase people down for them!), and helps us control the number of people attending workshops so they are not overbooked. I don’t know how we would be able to do this at this scale without Sched!”

Kristen T.

RSVPify’s reviews

“I love the ability to customize the landing page with my company’s brand colors and logo. The dashboard is also handy and easy to use. I also liked the ability to send out invites and reminders from the platform to my RSVP website.”

Allison Y. – Marketing & Communications Specialist

“A great product to use for large events! Great for keeping invitations on brand to all marketing materials! The team is very helpful with any questions you may have and all capabilities met the needs of my event. Especially loved being able to pull a spreadsheet with all event RSVP details.”

Chenelle C. – Marketing Manager

The takeaways

It is easy to see why Sched and RSVPify are considered leaders in the field of event management software. Both companies have fantastic products that are highly valued by their customers. The RSVPify pricing model is quite different to Sched’s and this could be a key factor for you.

Sched is a good alternative to RSVPify if you work in education or a non-profit business. This is because the company has extensive experience in these sectors.

The right call for you will depend on both your budget and specific needs. It is important to analyze all of your options thoroughly. Meanwhile, if you have any queries about what Sched can offer, do not hesitate to contact us. You may also be tempted by our free trial sign-up, which should answer many of your questions.

Summary

• Identify AI event planning limitations: Understand the early-stage challenges of AI in event planning, analogous to the Wright brothers’ initial flights, and learn how to navigate these hurdles effectively.
• Creative Insights: Explore the limitations of AI in creative decision-making and discover why human intuition and emotional intelligence are irreplaceable in crafting unique and engaging event themes.
• Human-AI Collaboration: Learn why the human touch remains essential in AI-driven event planning, especially in adapting to real-time changes and making complex, ethical decisions.
• Innovative Tools and Features: Discover the latest AI tools that can streamline the process of generating engaging event titles and descriptions, enhancing attendee engagement.
• Future Prospects: Get a glimpse of the evolving capabilities of AI in event planning and have your say in shaping future enhancements, such as personalized session recommendations and dynamic schedule optimization.

The first plane to get off the ground was Stone Age compared to what we have now. 

AI is in that early experiments stage too. It has barely gotten off the ground. But this isn’t a hit piece. We’re here to say it’s good. It’s going to become better all the time. 

However, as AI event planning revolutionizes the industry, you need to be wary of its current limitations. 

If you don’t pay attention, you’ll face the consequences. We’re going to outline them for you. We’ll also provide tips to avoid them, so read on and sharpen your AI event planning!

The creativity gap in AI event planning

While AI in event planning can automate tasks and predict behaviors, its ability to genuinely innovate in creative aspects is limited. Here are some key points to consider:

1. Lack of deep creativity: AI-generated ideas often miss the nuanced understanding that human creativity brings. This potentially leads to uninspiring and generic event themes. Unlike human planners who draw on personal experiences and emotional intelligence, AI tools generate concepts based on data patterns. Sadly, these may not resonate on a human level.
2. Emotional intelligence and adaptability: AI systems do not possess emotional intelligence. That form of intelligence is crucial for adapting to the dynamic nature of live events. Human event planners excel in interpreting emotional cues and making real-time adjustments. This critical aspect is often required in the non-profit and educational sectors where audience engagement is pivotal.
3. Generic responses: Overreliance on AI for creative design can result in repetitive and uninspired themes. For instance, in educational events, where the goal is to inspire and engage, the personal touch of a human planner is irreplaceable. Similarly, non-profits, which often rely on emotionally compelling narratives find greater success with human-led creative processes.

FIX – Here are some magical AI descriptions you can implement right now. Here you’ll learn how to make unique event session titles and descriptions that will get noticed and boost attendance rates! 

AI Hallucination: recognizing and addressing misinformation in AI event planning

AI systems, despite their sophistication, can also suffer from a phenomenon known as “hallucination,”. This is where they generate false or misleading information. It can lead to several challenges:

• Miscommunication: AI-generated promotional content or communication might include incorrect details about the event. This can lead to confusion among potential attendees.
• Reputational damage: Incorrect or misleading information can damage reputations. This could be bad for the event organizers and the sponsors. This is especially the case if stakeholders perceive the information as deceptive or unreliable.
• Decision-making errors: AI-driven suggestions for event themes, speakers, or content might be based on inaccurate or irrelevant information. 

P.S. Learn why, and how much AI can lie in this NYT piece! 

To combat AI hallucination and ensure the integrity of event planning, several strategies can be employed:

• Data verification: Implementing robust data verification processes. Check the accuracy of AI-generated content before it is published or used in decision-making.
• Human oversight: Maintaining a system of human oversight by experienced professionals to catch any hallucinations.
• Model training improvements: Continuously updating and improving AI models with diverse and accurate datasets. This reduces the likelihood of hallucination.

AI event planning still needs humans

From Organizing to Execution – How Sched Simplifies In-Person Event Planning from Sched Support on Vimeo.

Think of AI tools like cars. Yes, they can shorten your journey, but they need a human to make them go. 

Despite the significant strides made by AI in event planning, the necessity for human involvement remains paramount, particularly in sectors like education and nonprofits where personal touch and understanding are crucial. Here’s why AI still requires human collaboration:

• It’s only as smart as the prompt you give it: Let’s look back at our car analogy. If you put diesel fuel in a petrol car, you’re not going to like the results. You need someone with critical thinking faculties and experience with the problems and goals at hand to feed the machine the right prompts! 

• Complex decision-making: AI tools may analyze data and provide suggestions, but humans excel in making complex decisions that require emotional intelligence and ethical considerations. For instance, deciding on event themes that resonate on a personal level with attendees cannot be left solely to algorithms.
• Interpersonal skills: Events are about creating connections. Human planners bring empathy, negotiation skills, and the ability to interpret non-verbal communication, which is essential for personalizing experiences and resolving conflicts that AI cannot manage.
• Adaptability in real-time: Unlike AI, humans can quickly adapt strategies in real-time based on immediate feedback and unforeseen situations during events. This adaptability is especially critical in dynamic environments like nonprofit fundraisers or educational workshops, where audience engagement directly influences the event’s success.

FIX – We’ve put together 90+ amazing AI event planning prompts for ChatGPT. They won’t just empower the human event planner to get the best out of the machine, they’ll ultimately make for a better experience for your attendees! 

Data reliance and privacy concerns in AI event planning

AI event planning platforms leverage extensive data collection to enhance attendee experiences through personalized content and efficient management. However, this reliance on data introduces significant privacy concerns and ethical dilemmas:

• Data collection and privacy risks: AI systems gather detailed information about attendees, from personal preferences to engagement metrics. While this data is crucial for tailoring experiences and networking opportunities, it raises issues about consent, data storage, and usage. For instance, without robust privacy protections, sensitive information could be misused or exposed, undermining trust.
• Ethical use of AI: Implementing AI in event planning necessitates transparent policies on data use and informed consent. Organizations must adopt a privacy-by-design approach, ensuring data is handled ethically. Regular audits and bias mitigation strategies are essential to prevent discriminatory outcomes based on flawed AI insights.
• Best practices for data management: To safeguard attendee information and maintain regulatory compliance, event planners should:
  1. Ensure transparent communication about how attendee data is used.
  2. Implement stringent data security measures and restrict data access.
  3. Provide attendees with clear data control options, including easy opt-out mechanisms.

These measures help balance personalization benefits with privacy rights, maintaining attendee trust and compliance with data protection laws.

Why Do Event Planners Love Sched? from Sched Support on Vimeo.

 

The cost of implementing AI event planning 

Implementing AI in event planning presents a variety of costs that organizations, particularly in the education and nonprofit sectors, must consider:

• Development and maintenance costs: Initial development of AI-driven solutions can be substantial. For example, creating an AI-powered event management app typically ranges from $25,000 to $50,000. Additionally, ongoing maintenance and updates are necessary to ensure the AI systems remain effective and secure.
• Hardware and software expenses: Essential hardware like GPUs for processing AI tasks can cost around $10,000 per unit. Software licensing fees also add to the expenses. These often run into thousands of dollars for robust AI applications.
• Personnel and training costs: Skilled professionals such as data scientists and AI engineers are crucial for the development and maintenance of AI systems. Salaries for these roles can range from $119,030 to $161,590 annually. Moreover, continuous training for both AI systems and staff involves additional costs

FIX – For even better budget control, make sure you avoid the hidden costs of event management apps! 

Embracing FREE AI event planning: The streamlined road ahead

As we said at the top, this is not a hit piece. We love AI event planning. But you have to take baby steps before you can run. 

Our baby steps happen to be an awesome (AND FREE) built-in AI tool for event session title and description generators. 

Say goodbye to the time-consuming task of crafting the perfect words and eliminate the stress of creating lackluster descriptions that fail to inspire.

Our integrated AI tool delivers instant, compelling copy that captures the interest of attendees. It frees you up to focus on more critical aspects of event planning. Experience futuristic, professional-looking AI event planning with minimal effort.

Enticing Session Titles That Draw in Attendees

• Imagine AI-generated session titles so appealing they make attendees eager to learn more.
• Simply input a prompt, click, and you’re done! The process is seamless and efficient.

Engaging Session Descriptions That Boost Registrations

• With a catchy title in place, it’s time to seal the deal. Our AI crafts session descriptions are so enticing, that attendees can’t help but hit the registration button.
• Choose from a variety of styles and tones, all at your command. Benefit from AI-powered content enriched with intriguing facts drawn from an extensive knowledge base on your topic.

The Future of AI in event planning

We’re just scratching the surface of AI event planning. Next, we’re going to start walking. Then we’re going to be running. 

We’re excited to roll out new AI features across all our tools. But, of course, we evolve our solutions to suit the needs of our users. So tell us what enhancements you want to see first: 

• Intelligent attendee matching?

• Personalized session recommendations?

• Dynamic schedule optimization?

• Automated social media engagement?

• Event image generation?

The takeaways

You’ve now been well-warned and equipped to battle the limitations of AI event planning.

You’re now in control to make your event planning even better than before!

You’re also in the driving seat to make the most of our AI event planning features.

And the best part is, you can start Sched for free right now!

Key takeaways: In-person event planning at a glance

 

• Start with a clear and detailed in-person event planning timeline, setting the right goals and defining the target audience.
• Build a strong event team, delegate tasks effectively, and maintain open communication channels for efficient collaboration.
• Develop a comprehensive budget, track expenses carefully, and consider special discounts or reduced rates for non-profit or education events.
• Scout and secure the perfect event venue, negotiating favorable terms and enhancing the overall event experience.
• Negotiate and establish favorable vendor relationships, communicate needs clearly, and seek competitive pricing while maintaining open communication throughout the planning process.

 

Planning an in-person event is an exhilarating experience. The anticipation of bringing people together, creating memorable experiences, and achieving your event goals is incredibly rewarding. 

However, it also comes with its fair share of challenges. From coordinating logistics to managing budgets, there are many factors to consider to ensure a successful event. 

In this article, we will explore the best hacks for mastering in-person event planning. These proven tips and strategies will help you navigate the complexities of event management and execute a flawless event.

Start with a clear and detailed in-person event planning timeline

One of the most important aspects of successful in-person event planning is having a clear and detailed event plan and timeline. 

The first step is to learn how to set the right goals for an event. Once you know how the story ends is easier to plot out the chapters. 

This serves as a roadmap for your entire event, outlining key milestones, tasks, and deadlines. Start by defining your event objectives and determining the target audience. This will help you tailor your event to meet the specific needs and interests of your attendees. 

Next, create a timeline that breaks down the planning process into manageable tasks. This way, you can stay organized, ensure efficient collaboration, and track progress.

Build a strong event team and delegate tasks effectively

No event planner can do it all alone. Building a strong event team is essential for successful in-person event planning. Surround yourself with talented individuals who bring diverse skills and expertise to the table. 

N.B. At this point, read up on the key differences in the roles of an Event Coordinator vs an Event Planner. 

Assign roles and responsibilities based on each team member’s strengths and areas of expertise. Effective delegation is key to ensuring that tasks are completed efficiently and to a high standard. Regularly communicate with your team. Provide clear instructions, and establish channels for feedback and collaboration. 

By leveraging the strengths of your team, you can streamline the planning process exceed expectations.

 

How to Improve Collaboration With Your Event Planning Team from Sched Support on Vimeo.

 

Develop a comprehensive budget and track expenses carefully

A well-managed budget is crucial for in-person event planning. Start by determining your overall budget. Then you can allocate funds to different aspects of the event, such as venue rental, catering, marketing, and entertainment. Be sure to leave room for unexpected expenses or contingencies. 

Because we’re sorry to say that there are hidden costs to event management apps. But, don’t worry. We’ve uncovered all of them for you in this handy little article! 

Throughout the in-person event planning process, track expenses carefully. Make sure to regularly review your budget to ensure you stay on track. Consider using budgeting tools or software that can help you manage and monitor your expenses effectively.

We’re very happy to say that if you’re planning a non-profit or education Event, you get a special reduced rate for Sched products. So drop us a line and see how much you could save!

Scout and secure the perfect event venue

Choosing the right venue is paramount to the success of your in-person event. Consider factors such as location, capacity, amenities, and ambiance when scouting for venues. Take the time to visit potential venues in person to get a feel for the space and ensure it aligns with your event vision. 

Negotiate with venue owners to secure favorable terms and pricing. Keep in mind that the venue should not only accommodate your attendees but also enhance the overall event experience. By selecting the perfect venue, you can set the stage for a memorable and impactful event.

Of course, there is loads more to know when it comes to what to take into account when choosing an event venue. We’ve made it easier for you in this handy guide. 

Negotiate and establish favorable vendor relationships 

Vendors play a critical role in the success of your in-person event planning. From catering services to audiovisual equipment providers, establishing favorable relationships with vendors is essential. 

When negotiating contracts, clearly communicate your needs and expectations. Seek competitive pricing and consider bundling services to maximize cost savings. So always maintain open lines of communication with vendors throughout the planning process. 

Craft engaging and memorable event themes and experiences

An engaging and memorable event theme and agenda can elevate the attendee experience and leave a lasting impression. When selecting a theme, consider the interests and preferences of your target audience. 

Create a cohesive and immersive experience by incorporating the theme into various aspects of the event. Think of things like decorations, entertainment, and activities. Think outside the box. Explore unique ideas that will captivate attendees and differentiate your event from others. 

• Read our ultimate guide to creating an event agenda to put all this into practice with ease! 

Implement creative marketing and promotion strategies for in-person event planning

Effective marketing and promotion are crucial for attracting attendees. Develop a comprehensive marketing plan that utilizes various channels. Channels such as social media, email marketing, and traditional advertising. 

Craft compelling messaging and visuals that highlight the unique value proposition of your event. Leverage the power of influencer marketing by partnering with thought leaders who can promote your event. Consider offering early bird discounts or exclusive incentives to encourage early registrations. 

P.S.  You need to get your event in front of the right eyes and make sure it sparkles. So, bookmark our ultimate guide to guerilla marketing. 

Leverage technology for streamlined registration and check-in processes

Technology can greatly simplify and streamline the registration processes for your in-person event. Utilize event management software or platforms that offer online registration and ticketing capabilities. 

This allows attendees to easily register and purchase tickets. Plus, it provides you with valuable data and analytics. Explore options for contactless check-in. Examples are QR code scanning or mobile check-in apps, to enhance efficiency and minimize wait times. 

Bonus Advice: Discover the amazing things IoT technology can do for event planners!

 

Event Session Registration Made Easy: Pro Tips for Seamless Attendee Sign-ups from Sched Support on Vimeo.

 

 

Create effective event signage and wayfinding systems for in-person event planning

Clear and informative event signage is essential for guiding attendees. This enhances their overall event experience. Create eye-catching signage that effectively communicates key information. Think of event schedules, session locations, and directional cues. 

Consider using digital signage or interactive displays to provide real-time updates and engage attendees. Implement a comprehensive wayfinding system that includes clear signage, maps, and arrows to help attendees navigate the event venue easily. 

Prioritize attendee experience and engagement for in-person event planning

The attendee experience should be at the forefront of your in-person event planning efforts. From the moment attendees arrive at the event to the final farewell, prioritize their comfort, satisfaction, and engagement. 

The fact of the matter is, that modern attendees demand more. In short, attendees want attendee-centric events!

So, consider offering interactive activities, networking opportunities, and experiential elements that create memorable moments. Personalize the event experience by leveraging attendee data and tailoring content and recommendations to their preferences. Encourage attendee feedback and incorporate it into future event planning. 

By prioritizing attendee experience and engagement, you can create a loyal and satisfied attendee base.

Plan for contingencies and have a backup plan for in-person event planning

No matter how meticulously you plan, unexpected challenges may arise during your in-person event. It is essential to plan for contingencies and have a backup plan in place. Identify potential risks and develop strategies to mitigate them. 

Consider factors such as inclement weather, technical difficulties, or changes in attendance numbers. Maintain open lines of communication with your event team and vendors to ensure everyone is prepared to handle unforeseen circumstances. 

By planning for contingencies, you can respond effectively to challenges and ensure a smooth and successful event.

 

Optimize event logistics for smooth operations in your in-person event planning

Efficient event logistics are crucial for the smooth operation of your in-person event. Pay attention to details such as transportation, parking, and crowd management. 

Develop a comprehensive event schedule that allows for seamless transitions between sessions and activities. Coordinate with vendors and service providers to ensure timely delivery and setup of equipment and supplies. Consider using event management software or tools to streamline logistics and facilitate communication among team members. 

By optimizing event logistics, you can create a seamless and enjoyable experience for both attendees and event staff.

One super simple way to expereince smooth logistics is through Sched’s Priority Support. With priority support, our dedicated support team will be on hand with lightning-fast answers to all of your and your attendees’ questions! 

Enhance event safety and security measures for in-person event planning

Safety and security should be top priorities in any in-person event planning. Implement comprehensive safety measures to protect attendees, staff, and assets. Conduct thorough risk assessments and develop emergency response plans. 

Ensure that event staff members are trained in emergency protocols and that communication channels are in place. Partner with security professionals or local authorities to enhance event security. Implement measures such as bag checks, access control, and surveillance systems to deter and respond to potential threats. 

By enhancing event safety and security measures, you can create a secure and comfortable environment for attendees.

Utilize post-event surveys and feedback for continuous improvement

Collecting post-event feedback is crucial for continuous improvement and future event planning. Implement post-event surveys to gather feedback from attendees, sponsors, and vendors. 

Ask targeted questions about their overall experience and suggestions for improvement. Analyze the survey data and extract actionable insights to inform future event planning efforts. Share the survey results with your team and use them as a basis for debrief sessions and post-event analysis. 

Another cool thing about Sched is that we have automated analytics and reporting as standard. You can view the results by category or by group, and you can export them with a click of a button to impress your patterns or sponsors. You can even take this up a notch with premium customized reporting! 

Pro-tip: You can learn even more amazing post-event survey question ideas in this ultimate guide! 

Build long-term relationships with attendees and stakeholders

Building long-term relationships with attendees is key to the success of your in-person event. Implement strategies to nurture these relationships beyond the event itself. 

Maintain regular communication through email newsletters, social media engagement, and personalized follow-ups. Offer exclusive perks or discounts to past attendees for future events. Seek opportunities for collaboration and partnerships with key stakeholders. 

Case studies: success stories of mastering in-person event planning hacks

To illustrate these in-person event-planning hacks, let’s explore a couple of success stories.

Case study 1: Los Gatos Union School District

Learn how the Los Gatos Union School District utilized Sched for its ease of use and its cost-saving price! 

Case Study 2: San Diego County Office

Discover how the San Diego County Office used Sched for faster event planning practices. Read how they won over doubting in-person attendees to use our awesome event planning app!

Future trends: innovations in in-person event planning

The world of event planning is constantly evolving, and it’s important to stay ahead of the curve. Here are some future trends and innovations shaping the landscape of in-person event planning:

• Hybrid events: The integration of virtual and in-person elements allows for wider reach and increased accessibility.
• Sustainability and eco-consciousness: Events are becoming more environmentally friendly, with a focus on reducing waste and carbon footprint.
• Immersive technologies: Augmented reality (AR) and virtual reality (VR) are being incorporated into events to enhance attendee experiences.
• Data-driven decision-making: Leveraging data analytics and attendee insights to make informed decisions and personalize event experiences.
• Personalization and customization: Tailoring event experiences to individual attendee preferences to enhance engagement and satisfaction.

Conclusion: becoming a master of in-person event planning hacks

In-person event planning requires careful consideration, strategic thinking, and effective execution. These in-person event planning, you can create exceptional experiences for your attendees. 

So, embrace these hacks, put them into practice, and watch your events thrive. Now you’re ready to start Sched for free to see what all the fuss is about!

Enjoy guys! 

BONUS READING

• How to set the right goals for an event
• How to launch a call for speakers for your next event
• What lessons can event planners learn from attending other events?

As the cornerstone of Social Justice Week at Jesuit High School in Portland, OR, the Jesuit Day of Community & Action was a day for students and faculty/staff to engage in a “mini-conference” with a keynote address and workshops on a variety of issues related to social justice. Taking place on March 17, 2021, students, faculty, and external speakers facilitated the sessions and agenda. While it was originally intended to be an in-person event, it was redesigned as a virtual event due to the limitations on large-group events under Oregon state guidelines for school operations at the time.

When we realized early in 2021 that the event would have to be virtual, it forced us to revise our overall vision and think carefully about the logistics of organizing the attendance of over 1400 people for a virtual one-day mini-conference. Sched to the rescue! Setting up the event via Sched allowed a small team of three people to organize an amazing keynote speaker and over 30 workshops from people both inside and outside our community. Given that it was an educational event for high school students, we really appreciated how easy it was to get all the students set up with accounts, keep the event private, and organize all of the speakers and sessions into a coherent package that was easy for everyone to navigate.

– Alyssa Tormala, Jesuit High School, Vice Principal of PD and Innovation

How Jesuit High School used Sched to create an educational experience while keeping their participants’ information secure and attendees engaged:

1. Collaborating with a small but mighty team by adding additional admins to the event to work together in real-time.
2. Setting the event to private to ensure sensitive participants information isn’t searchable online.
3. Publishing a color-coded agenda so everyone can participate in the sessions that are important to them throughout the day.

The feedback from our community was hugely positive, both about the content and the Sched tool, and we will definitely plan to use Sched again next year even if we are able to hold the event in person.

– Alyssa Tormala, Jesuit High School, Vice Principal of PD and Innovation