Simply Create Engaging
In-Person Events

When you login to the system you can see your profile on the left hand side of the page. You can change your name, surname, profile photo and timezone there.

• Attendees can simply log in to the Deal Room Platform and check out the participants list. We have listed the best matches to their own profile under the “Participants” tab.
• Here attendees can search for people or companies using the keyword text box or using the more advanced search options. They can also sort the fellow participants by relevance, or by date they registered to Deal Room platform.
• Once attendees find the person they want to meet, they can request to meet.
• The accepting participant will be given the time slots that fit yours, theirs and resources availability.
• We recommend all attendees type an intro to your invitation and also mention their availability.

Agenda tab shows where attendees need to be and whom they will meet. They can also suggest a different slot by requesting a reschedule of the meeting.

Please note that there will be event staff to assist attendees on any issue related to Deal Room’s usage at the Registration Area and at the entrance of the Business Networking Area.

Absolutely! Attendees will receive an email for every meeting and also an SMS.

At in person events, event staff around the business matchmaking area can also help attendees find when, where and with whom their meeting is.

On the invitation email you can see the event link or “register” button, with these email or register buttons you can go to the event registration page. On the registration page you just need to enter your name, surname and email address that you get the invitation email and define a password. If your email address matches with the email address that entered the system you can see the event.

In-person events, also might be called face-to-face or on-site events, include the physical presence of participants, speakers, sponsors, and exhibitors. All or most of these exist physically at the event venue.

The following types are among the most important of this kind:

• Conferences
• Seminars
• Fairs
• Trade shows
• Launches
• B2B Matchmaking
• Award ceremonies
• Institution meetings
• Company parties
• Exhibitions
• Charity events
• Sales events
• Training events

Deal Room comes with a host of features and never-before tools to help you expertly manage your in-person events and ensure next-level audience engagement.

• Relevance Matchmaking Algorithm: to find and suggest matching options based on relevance to the attendees and sponsors.
• Private One-on-One Meetings: Participants and exhibitors can arrange one-on-one meetings with each other and manage their time and meeting slots at the in-person event they attend.
• Easy Meeting Scheduling: Exhibitors and participants can create and schedule meetings with each other weeks before the event and turn it into a roaring success.
• Pre-Assigned Tables: Make pre-assigned tables for attendees and participants to avoid ambiguity during meetings and networking sessions.
• Dedicated Zone for Networking: You can create dedicated zones for meetings and networking as the organizer for the participants to interact, connect, and network with each other at the event.
• Sponsor Branded Meeting Area: Brand meeting areas with the sponsor’s visuals to improve the physical visibility of your sponsor’s brand for lead generation and brand awareness.
• Sponsored B2B Tables: Create sponsored tables and brand them with the sponsor’s name for stronger networking interactions and leads during business-to-business events.
• Venue Map Insertion: Make it easier for your attendees and participants to navigate the event venue by inserting a detailed map of the venue.
• Badge Management: Manage badge printing so the participants can use the badges to share contact with others for connecting and networking.
• QR Code Scanning: Scan the QR code to add attendees to the contact and generate leads without the hassles of manually adding contact details.
• Self-Serve Check-In: Enter the event area with self-serve check-in without waiting for the event organizers to let the participants in manually.

Access Control: Control the access to different areas and sessions at the event venue with unique access control systems right from the Deal Room platform.

The following points are essential in event planning, and each heading requires proper planning and execution with the relevant team member(s).

1. Name and Concept

Your event's name creates the first impression of your event. It would be appropriate to name the event in line with its concept and content. In addition, it is crucial to decide the type of event from the beginning. It is essential to determine the most accurate event concept for various event types, including fairs, summits, conferences, award ceremonies, and workshops. Then, you should plan the event according to its concept.

2. Activities and Program

Although you plan your event program with the duration and concept of the event in mind, it is helpful to make a list of available resources and start mapping out your basic event outline. You must accurately determine and schedule the activities in the program, such as the beginning of the program, the lunch, tea and coffee breaks, award ceremonies, concerts, workshops, breakout sessions, and competitions. 

Hall numbers and the activities associated with the event are other crucial factors when planning the event. If you plan the program correctly, you can ensure that participants stay until the end of the event. At this point, you must manage the panel, breaks, and activity times to ensure that the program works properly and participants won’t get bored.

3. Event's Date

You should pick the best event date to increase event attendance.

Make a list of significant events coming up in your industry. Avoid holding your event on any of these days. Additionally, check to see that your event does not fall on any official holidays before announcing the event date.

4. Venue

Make sure the venue you choose matches the theme of your event. For instance, if you're planning to host a fair, the event venue must have the amenities expected. Before you decide, ensure the venue location is accessible for the attendees, it fits your budget, and the area is enough for the expected attendees.

5. Team Building

Before gathering an event team, consider what skills you need based on the type of event. After determining your requirements, you should decide whether you will seek assistance from an event organisation company or work with the team members in your organisation. Make sure the event team has the necessary skills. It is important to note that various tasks, such as managing speakers and sponsors, organising the overall event, designing the foyer, and welcoming attendees and speakers, necessitate different abilities.

6. Event Providers

Selecting a suitable event supplier (catering, production, entertainment companies, etc.) is another important task when planning an event. You may also consult the venue managers about it because some may not allow us to collaborate with outside providers. You must find the appropriate event supplier and deal with them if the selected venue does not offer any event supplier.

7. Speaker Management

As an event organiser, you should select well-prepared and impressive speakers who will increase participation and make the event memorable for the audience. In addition, you should invite and inform speakers and conduct any necessary rehearsals with them before the event. To ensure the event runs smoothly, consider providing speakers with a schedule that explains their responsibilities. You should also consider the speakers' potential expectations, such as providing for their transportation and accommodations. 

8. Foyer Area Planning

The foyer is where people meet and socialise before and after the event. The event managers typically use this area for catering and exhibits. Before you plan the foyer area, you must determine how many booths will be present and how much space these booths need. 

9. Ticketing 

Designing the ideal event ticket, choosing a pricing strategy, and ensuring a smooth registration process for all your attendees should be top priorities for any event planning efforts. They should all be core elements of your event registration plan.

10. Sponsorship 

Sponsorships are the most effective and mutually beneficial way to give events a solid return on investment and a positive culture. 

Before organising the sponsorship for your event, you should make decisions regarding the scope of sponsorships, sponsors' rights, the terms and conditions of the sponsorship pricing, etc. 

11. Registration Platform

Event organisers should decide whether to take registrations through a third-party event registration platform, such as Eventbrite, or through their own website.

If you want your attendees to register through a website, you will need to work with a software developer to create an event-specific website and incorporate a payment method.

12. Online Event Platform

An online event management platform facilitates and increases the effectiveness of your event management. Deal Room, one of the most widely used event management platforms in the world, serves several functions, such as live broadcasting, B2B matchmaking, registration, badge printing, online check-in etc. Additionally, Deal Room is accessible to event managers for all in-person, virtual, and hybrid events. The platform is also available as an event app.

13. Marketing Communications

The marketing communication plan should outline the best channels for promoting the event, the budget for each channel, and the most functional communication approach. For instance, a marketing communication plan could include advertisements, websites, and brochures. The purpose of planning a marketing communication is to increase people's awareness of the event and their desire for it. Marketers should think about using appropriate language, creating a solid structure, and maintaining the overall communication plan at a high level to deliver clear, understandable, and persuasive materials.

14. Post-Event Plan

Post-event strategies are the best way to keep your attendees satisfied. The most crucial thing to remember is to urge your audience to join your mailing list and stay in touch with you after the event. Don't get off the radar! Use social media to continue the conversation, send specific emails to partners and attendees, or arrange casual meet-ups after the event. Take advantage of the chance to learn more about your audience, get helpful feedback for future events, and give them a sense of being heard.

15. Budget Planning

First things first: you must first determine your budget before planning your event. The different stages of planning your budget can relieve some of the initial pressure and assist you in gradually creating a solid budget plan. Decide What Financial Success Means to You. Then, head to Google Docs and make a budget sheet listing all the expenses that will affect your budget, such as staff compensation, facility costs, marketing and PR, sponsorships, etc. Additionally, you must constantly update your budget sheet.

16. Legal Planning

An integral component of efficient event management is the law. Taking care of various legal issues is a part of event planning. The client and the event planner should have a written agreement outlining expectations, payments, cancellations, and all other factors involved. Before making any legal plans, you should check the venue, the vendors, the event platform, etc. Your legal department should review the agreements that will be made with you after you identify them. To work within the legal requirements of the nation where you hold the event, you should also seek support from a legal expert.

Check our comprehensive event management blog post to get more information. 

Face-to-face events allow organizers to get personalized feedback, and businesses can demonstrate their new products or services to the participants practically. Participants can also benefit from in-person gatherings and networking to feel more inspired. If you are unsure where to begin, Deal Room helps you expertly manage your in-person events and ensure next-level audience engagement.

Using Deal Room's extensive email and SMS manager, you can always keep in touch with the sponsors, exhibitors, or attendees. The email and SMS manager enables event organizers to send reminders and informational emails to participants and improve the participation rate and event engagement. Also, Deal Room platform offers highly focused push notifications and reminders to keep your audience interested and engaged.

With Deal Room’s event registration software, you can create and manage the registration process for onsite, online, and hybrid events of varied scopes and sizes. With the ability to customize the event’s registration, the solution makes it simpler for people to register for your event on any platform without any holdup. With customized website URLs and landing pages, help your attendees register themselves for your onsite, online, and hybrid events with ease. Impress and engage your attendees via your highly customizable landing page poised with modular blocks that display your event schedule, content, and speakers and plan for an intuitive browsing experience. You can also embed your event registration form into third-party websites to enable single ticket flows from these websites to improve event registrations and inquiries.

Facilitating interaction and networking is the main rule of increasing engagement at events.

Deal Room’s matchmaking algorithm lets attendees find the right people to network by suggesting attendees based on relevance to the profiles.

Based on attendee onboarding questions, event organizers acquire the data needed for a more comprehensive understanding of diverse attendee groups and attendee filtering. The various customizable filtering options based on several significant criteria provide participants with more effective networking.

Exhibitors and participants can create and schedule meetings with each other during or weeks before the event and turn it into a huge success. Participants can schedule meetings in advance to remain in control over the networking and build their meeting schedule before other attendees’ agendas are full. As an event organizer, you can also schedule meetings with other participants on behalf of attendees, sponsors, or speakers.

You can create dedicated zones for meetings and networking as the organizer for the participants to interact, connect, and network with each other.

By using messaging and chat tools, participants can directly connect before, during, and after the event using the built-in chat feature in Deal Room, strengthening business ties.
Participants can use the built-in chat within Deal Room to instantly chat with speakers, moderators, or participants.

There are QA and polling options within Deal Room to engage with the audience, respond to their queries and gather feedback through custom-developed polls.

Deal Room event platform offers highly focused push notifications and reminders to keep your audiences interested and engaged.

In-person conferences are the perfect place to network with colleagues, and professionals in your field and discover new opportunities for your business, career, or personal life. With the physical ambiance, in-person events encourage people to interact and socialize with the community. Also, meeting a client face-to-face facilitates solid business interactions. Attendees and speakers may feel overwhelmed at virtual events due to long screen time. They may feel tired so may not find enough motivation and energy to utilize the content or network.

As an event organiser, you need to make sure the venue you choose matches the theme of the event. For instance, if you're planning to host a fair, the event venue must have the amenities expected. Before you decide, ensure the venue location is accessible for the attendees, it fits your budget, and the area is enough for the expected attendees. The foyer area of the venue is also crucial. The event managers typically use this area for catering and exhibits. Before you plan the foyer area, you must determine how many booths will be present and how much space these booths need.

Virtual events have more people sign up and attend than their in-person counterparts because they are more accessible and effective for both attendees and organisers. Attendees at virtual events are free to peruse the content at their own pace and focus much better on the topics of their choice. A virtual event allows you to collect data at every step; you have all the analytics! All of this valuable data gives you clues on how you can optimise your presentation next time.

Virtual events can now cover multiple states, nations, and event time zones without geographical restrictions. Savings opportunities are another significant factor for attendees, organisers, and sponsors. In conclusion, virtual events will greatly benefit all parties. Don't miss this article on"How to Create an Online Event?" if you want to get a head start on creating a virtual event.

Face-to-face events allow the organisers to get personalised feedback, and businesses can demonstrate their new products or services to the participants in a practical way. Participants can also benefit from in-person gatherings and networking to feel more inspired. 

Both event formats have advantages and disadvantages. Yet, they can not replace one another.

Deal Room offers pre-scheduling and pre-booking options to help participants and partners to send meeting requests to each other. This feature gives them many opportunities to plan the event day based on the schedule, as well as help them in arranging meetings day.

It is no surprise that people want engaging content and they miss in-person experiences. People want human interactions. Recently, experiential marketing and in-person events have slowly started to be part of our lives (Major, 2021). Experiential Marketing is a channel of marketing that involves any face-to-face or offline effort to raise brand awareness, create and nurture business opportunities and develop long-term customer loyalty.

In a research by PQ Media, a renowned company that delivers intelligent data and analysis, experiential marketing is projected to rebound in 2021 with 6.1% growth worldwide (Major, 2021). Looking at the statistics, we can safely say that experiential marketing is a powerful tool. That being said, it is also vital to utilize it in the events industry.

Now that you've understood what experiential marketing is, let's make sure you know how to apply it to your event! Below, we've listed 5 tips to help guide individuals in the events industry who want to join the experiential marketing bandwagon.

Tip #1: Engage all 5 senses

To produce immersive and unforgettable experiences, it is important to engage all 5 senses. To achieve this try doing some of the following actions: a.) Use appealing visuals in presentation slides or pictures b.) speak in a tone that engages the audience c.) prepare some memorabilia for them to take home from the event etc.

Engaging all 5 human senses during events is critical as it entices and attracts the audiences’ attention, making the experience and event significantly more memorable.

Tip #2: Be authentic and make it personal

Personalize and authenticate events by engaging human emotions and interacting with audiences. For instance, Q&As and interactive polls during events are ways to interact with the audience, creating a unique experience for them that will be remembered and shared.

Tip #3: Keep an eye on the entire Customer Experience Journey

Many times, marketers forget about the whole customer experience in the customer journey and focus only on grabbing the audiences’ attention. It is important to note that if your customer is satisfied with the whole experience they are more likely to become loyal to your brand.

At Deal Room, we ensure our customers are having their needs and expectations met at every step of the customer journey. It is their trust and positive ROI that motivates us in our day-to-day efforts.

Tip #4: Leverage on Technology to Augment an Experience

New technologies like augmented reality and virtual reality can connect with customers in an engaging manner to captivate them throughout your event. As technology advances, these may become more accessible thus, you can take leverage from technology to increase the audiences’ experiences.

Tip #5: Nurture relationships

Building relationships can boost long-term customer loyalty. For instance, personalized emails and invites sent out to customers as a token of appreciation for their trusts. These could be in the form of exclusive incentives and discounts.

It is critical, especially for a B2B company to build relationships with customers as business deals are mostly made based on the connection.

To sum it up, we can state that experiential marketing should be considered as part of your marketing strategy especially if you are in the events industry - we are in the industry to delight our audiences. The need to constantly generate memorable experiences can sometimes be stressful. At Deal Room, we aim to take away the stress from our clients and lift their audiences’ spirits. Start creating a real connection with your audiences and make a difference today!

References

Council, F. A. (2020, May 15). Council post: How will experiential marketing evolve? 13 experts share their views. Forbes. Retrieved October 21, 2021, from https://www.forbes.com/sites/forbesagencycouncil/2020/05/15/how-will-experiential-marketing-evolve-13-experts-share-their-views/?sh=34ed656ca562.

Major, L. (2021, January 8). The Future of Experiential Marketing: 11 promising statistics you need to know. ATN Event Staffing. Retrieved October 21, 2021, from https://atneventstaffing.com/future-experiential-marketing-promising-statistics/#.X_2P48VsjuY.linkedin.

ProMotion. (2021). What's the future of experiential marketing? Pro Motion, Inc. Retrieved October 21, 2021, from https://promotion1.com/whats-the-future-of-experiential-marketing/.