The Basics of Online Event Planning

IMPLEMENTATION

As you can imagine, most events do not occur online. Planning ahead to extract all the data you need from your online vendors and sites will save you from scrambling to do so at the last minute. Closing online registration or payment a day or so before your event will allow you to have time to download and format lists, payment schedules and details that guests have entered online.

Following this line of reasoning, you’ll need to devise methods for last-minute registration and to make an accurate guess as to your attendance level. The latter of the two will always be difficult if you allow guests to purchase tickets at the door. In addition, not all correspondence needs to be conducted via e-mail. Consider processing final registration via the telephone, if you are concerned about a last-minute rush to RSVP.

POST EVENT

So, your event has gone smoothly, and the size of the crowd indicates that you have successfully navigated online event planning. Be sure to follow up by contacting online vendors about any missing or inaccurate ticket sales information, extracting your data from any online locations, and posting event highlights/thank-you’s online. The e-mail addresses of those who attended can be valuable for future online solicitations or event announcements. A follow-up e-mail could include a link to your online event highlights, as well as advertise for any upcoming or repeat events. Remember to include people who may have inquired about the event but didn’t actually attend -- they might be even more likely to take a look at what they missed! Photo galleries, video and audio feed can add a nice touch to your highlights and usually are easy to load -- if you’ve taken digital photos or video. Lots of e-card vendors (http://www.bluemountain.com or http://vietnameses.com/ecard.htm) will allow you to send cards for free or for little cost, and often offer you the chance to upload your own graphics or photos.