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15 Tips for Perfect Event CommunicationMy 15 tips for perfect event communication cover a wide range of topics. Still, the main emphasis is placed on the planning and implementation stage. Such events are designed primarily for company representatives attending them as visitors. However, some of the tips may also be useful for event organizers. Who Can Benefit From Event Communication?Many company representatives regularly attend external events, such as conferences, camps, or trade fairs. A large amount of exciting information, stories, and ideas that are shared there are relevant to a target audience far beyond the number of participants. Therefore, not only the organizers but also the visitors to such events should take the chance to communicate. Industry-specific events are especially important for smaller companies and self-employed individuals that can take this opportunity to show off their experience and gain exposure to their colleagues. However, from the viewpoint of the visitor, event communication is beneficial for large companies as well. There are possibilities to present high-quality content, and if company representatives participate in the event not only as visitors but also as lecturers and exhibitors, communication becomes absolutely vital. For large companies, the reporting of an event can be good in terms of internal communication. This way, all employees who couldn't attend it but are interested in the topic, receive the most crucial information. 1. Identify Your Target GroupThe first and most important step is to determine your target group, as well as the goal of communication. Industry experts are mostly interested in industry-specific topics, which is why you should take great care in selecting proper communication channels. Apart from focusing on the corporate identity of your company, you should also be able to communicate your own identity to the participants. 2. Task DistributionThen, you should plan task distribution. Depending on the concept of communication, it can be handled by several employees or entrusted to one individual. In any case, there should be a clear understanding of:
Having several people take on leadership roles is also a huge help in ensuring that the process runs as smoothly as possible. 3. Internalize the ConceptTo ensure consistency, every host should be aware of the event communication concept. Holding a detailed briefing with a large group of employees or taking down notes during a "one-man show" would be ideal here. 4. Customize ContentTo make communication more effective, different channels should be considered before the event. Since some users prefer specific channels, you can come up with different strategies for each of them. That way, the content will always respond to the needs of the participants and provide them with different perspectives and viewpoints. 5. Test Materials Before Using ItAll the materials and equipment used in communication (e.g., cameras, microphones, smartphones, login data, and apps) should be checked in advance. If everything works properly, you can start! 6. Stay FocusedYou should be careful not to ‘lose yourself’ during the event. To prevent that from happening, planned and structured communication is required. You should always keep in mind your goal, as well as your target audience. That does not necessarily mean that you cannot relax and enjoy the event itself. You just shouldn’t share trivialities with the participants. Stick to the plan. 7. Cross-PromoHaving different employees recording the event (i.e., on camera) will provide the participants with an opportunity to turn back to it through various online repositories. That is also a good way of getting new followers or keep in touch with old ones. 8. Internal CommunicationThere should be a uniform internal communication channel for all the employees taking part in the event. Everyone should be quickly reachable in case any important questions pop up. 9. Interaction with ParticipantsEvent communication is about listening to what other participants write, say, or show. Therefore, cooperation should be encouraged. Responding to, sharing, or answering the participants’ questions improves your relationship with them and makes your communication more authentic. 10. Varied FormatsVariety in communication is always fun. Ideally, you should come up with several different formats in advance, but you can also rely on spontaneous inspiration. 11. Be Spontaneous and FlexibleEvent communication is all about live interaction. To be prepared for everything, you’ll need a plan B. If a session you had high expectations for is totally boring, you should let someone else step in and take it over. 12. More Complex ContentOnce the event is over, the most intensive work begins. Frequently, elaborate forms of content, such as articles, videos, or podcasts, cannot be fully prepared during the event due to lack of time. Therefore, you should proceed with researching, writing, and publishing the results that you have. At this stage, you can reach another target group (for example, in the form of an interview) and show them your extensive expertise. 13. Look For Content of OthersWith a bit of research, you can save yourself some time and effort. Just google high-quality content that other participants have discussed:
You can publish it on your website or social media channel with appropriate references. 14. Community ManagementAlthough the event is over, you may still have to answer some questions or comments from your audience. Provide them with the content or information needed and thank them for their feedback. Imagine responding to your friends who are thanking you for a nice evening. That's how you should treat your audience, and not only after the event but in any other situation. 15. Learn From Your MistakesMistakes happen. It is perfectly normal, especially when it comes to real communication. Even if something didn't go according to plan, there’s no reason to consider the project a failure. We make mistakes to learn from them. So, while having even a brief meeting with your team, you should discuss everything that went wrong and come up with possible solutions. That will let you avoid the mistakes next time.
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