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What are Best Practices and Tools You Can Use to Effectively Manage Your Event Speakers?

You’ve probably been there: tracking down a speaker’s headshot the night before the event, or firing off last-minute emails about slide formats. A great lineup is only as good as the communication behind it.

Good speaker management takes more than a checklist. It’s staying organized without losing the small moments — a personal note, a thoughtful nudge — that make speakers feel welcome.

Key Highlights:

  • Set clear expectations early with centralized deadlines and resources
  • Personalize communication to build stronger speaker engagement
  • Use a single speaker portal to cut down on last-minute scrambling
  • Balance automation with a human touch to stay efficient and authentic
  • Follow up post-event to strengthen long-term speaker relationships

1. Set Expectations Early

Imagine being a speaker juggling three upcoming events. You’re grateful when one organizer sends you a welcome packet that clearly spells out key dates, formats, and submission deadlines, so you don’t have to dig through scattered emails to find what you need.

That’s the experience to aim for. From the start, give speakers a clear roadmap. Tools like eShow’s Conference Management software give speakers one place to find deadlines and forms — no inbox searches, no missing attachments.

2. Personalize, Don’t Mass-Produce

Automated emails can still be personalized, and your speakers will notice. Mention their specific topic. Refer to how their session fits into the theme. Small touches like these set a collaborative tone and encourage prompt responses. They also lower the chances of missed details, because a speaker who feels like they’re being talked to directly reads more carefully than one who feels like they’re on a list.

Use tools to handle reminders automatically, but don’t skip the quick note that says “Looking forward to your session.” That’s what makes the connection real.

3. Keep Everything in One Place

Give speakers a portal where they can update their profile, upload materials, view deadlines, and track what’s outstanding. With eShow’s speaker and session management tools, everything’s in one spot, so nobody’s digging through their inbox at midnight for a missing bio.

It’s the difference between last-minute scrambling and walking into event day ready.

4. Be Mindful of the Speaker’s Experience

Your speakers are investing their time and expertise. The easier you make their part of the process, the more likely they’ll deliver a strong session — and want to work with you again.

A few small touchpoints that go a long way:

  • A speaker checklist with descriptions, direct links to tasks, and deadline dates, with the option to check off each item as it’s done
  • Optional tech checks or AV dry runs, especially for virtual or hybrid sessions
  • Audience insights (expected size, industry focus) so speakers can tailor their content

These aren’t logistics for their own sake. They’re the signals that tell a speaker you’re thinking about their success, not just yours.

5. Automate, But Stay Human

Automation is part of speaker management at any reasonable scale. But it shouldn’t be the whole tone of your communication. A well-timed automated reminder keeps things moving; a string of them with no human voice in between starts to feel like paperwork.

eShow’s Conference Management software lets you:

  • Send reminders for bios, headshots, or slides
  • Share links to speaker portals
  • Keep an audit trail of what’s been sent, with the ability to resend

The automation handles the “did they get it” question. Your voice handles the “do they feel respected” question. You need both.

6. Communicate Post-Event

It’s easy to let speaker communication taper off once the event ends. Worth resisting. A short follow-up can include:

  • A thank-you
  • Audience feedback or engagement stats
  • A note on whether recordings will be distributed, and when

These are small gestures that make a real difference the next time you’re putting together a lineup and hoping someone says yes.

Why Speaker Communication Matters

Good speaker management isn’t just about being organized. It’s about helping someone step on stage feeling prepared and valued. When they do, the audience feels it, and so does the rest of your program.

From First Email to Follow-Up

When speakers feel supported, they show up ready. Clear expectations, a few personal touches, and tools that keep everything in one place go a long way toward making that the norm rather than the exception.

Want to take a closer look at how eShow supports speaker and session management? See how it fits into Conference Management.

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Get Everyone Onboard: Winning Buy-In for Your 2026 Event Tech Transformation

You’re standing in your 2026 budget meeting, explaining how digital check-ins could cut those 30-minute lines at the entrance. A colleague interrupts: ‘What if people don’t want to use it?’ Another chimes in: ‘And how much is this going to cost us, really?’

You might have the slickest tech plan in hand, but if you don’t show you’ve really heard your team’s worries or explain it in terms that matter to them, it’s tough to get them on board. Let’s break down how to make your case for a 2026 event tech transformation and how eShow’s suite of solutions can help you deliver.

Start with the Why: Make It About People, Not Just Platforms

When you’re asking your team to try something new, rattling off tech features won’t win. What people want to hear is how it’ll make their lives easier, whether they’re managing the event or attending it. For example:

  • Faster check-ins, fewer lines: No one loves waiting. A streamlined digital registration system (like eShow’s Registration Management) means attendees move from entrance to engaged in minutes.
  • Personalized journeys: Imagine attendees getting real-time recommendations for sessions or exhibitors based on their interests, thanks to integrated data and agenda tools.
    Less chaos for staff: Digital solutions reduce the stress of juggling spreadsheets, badges, and paper forms.
  • Smarter workflows, more impact: Streamlining processes means your team can do more with fewer resources. Digital tools help save time, reduce costs, and free up staff to focus on creating meaningful experiences and not just chasing paperwork.

When your colleagues see how these changes directly address common pain points, they’ll be more open to exploring solutions.

Bring Data, Not Just Ideas

You might be picturing interactive floor plans and instant surveys, but your CFO’s thinking: ‘Show me where this saves us time or makes money.’ That’s when data and real-world examples help your case.

And don’t forget internal metrics. If past events had check-in bottlenecks, data gaps, or poor post-event engagement, share that. Help stakeholders see that sticking to old methods comes with hidden costs.

Acknowledge Risks, Offer Solutions

Resistance often stems from fear: of cost overruns, tech failures, or a painful learning curve. Rather than dismiss these concerns, acknowledge them and show how you’ve thought them through. When you show in the room that you’ve anticipated the bumps, maybe even pulling up a plan B slide, that’s when heads start nodding. Consider covering solutions like:

  • Cost efficiency: Digital platforms like eShow’s customizable solution cut down on the hassle of juggling five different vendors (registration, exhibits, mobile app, conference management) and bring it together in one place.
  • Ease of adoption: Platforms that offer modular, integrated tools mean teams can phase in digital elements gradually.
  • Support and training: Point out that partners like eShow provide training, technical support, and dedicated account managers to guide implementations.
  • Extension of your team: eShow provides expert on-site support, training for temporary or volunteer staff, and top-tier customer service through our call center and data teams — helping with reconciliations, refunds, and attendee troubleshooting so your event runs smoothly and your team has time to focus on other aspects of the event.

Share a Vision of Integration, Not Just Tools

Imagine your marketing team watching leads flow directly into their CRM, or your event staff seeing real-time attendee counts on their dashboard without chasing down paper lists. It all clicks together into one seamless system. 

For instance, describe a future event where:

  • Registration data flows directly into lead retrieval tools, so exhibitors can follow up faster.
  • A single dashboard shows real-time attendance, session engagement, and sponsor activations.
  • Both in-person and virtual attendees feel part of the same experience, supported by hybrid tools.

eShow’s platform is built for this kind of end-to-end integration. No more chasing down spreadsheets or tracking badges by hand. The pieces just connect and your team breathes easier.

Build Allies Early

Getting organizational buy-in isn’t a solo act. Identify champions across departments who will benefit from the transformation. For example:

  • Sales teams may love richer lead data from digital badge scans.
  • Marketing teams can use session analytics to shape content strategy.
  • Finance teams may appreciate cleaner reconciliation from integrated registration and payment systems.

Involve these stakeholders early, gather their input, and invite them to help shape the proposal. When marketing and sales both say ‘we need this,’ the room stops pushing back.

Pilot Before You Pitch Big

If leadership is wary of a full digital overhaul, suggest a pilot program. That first win could be using eShow’s Registration Management tool at a small expo to show how technology can help events run more efficiently. This not only builds confidence but it also gives you data to leverage when making a case for more tech investment. Suddenly, leadership’s not so wary of the bigger leap. 

Frame Your 2026 Event Tech Transformation as an Ongoing Journey

Digital transformation isn’t a one-and-done task. Make clear that your vision is about continuous improvement, with each event building on the last. Highlight how solutions like eShow’s evolve with your needs whether that’s adding an event website, new gamification features, or advanced analytics.

That narrative shifts the conversation from “one big risk” to “a thoughtful, step-by-step strategy.”

It’s About More Than Tech

It’s not the event website or app they’ll remember. It’s that moment when an attendee says, ‘Wow, I didn’t expect that to go so smoothly,’ as they breeze past the check-in line. That’s what gets people on board.With tools that fit the way your team works, you can spend less time putting out fires in 2026 and more time creating moments that people talk about long after the doors close. From registration to conference management to mobile engagement, eShow’s modular event management solutions give your organization the confidence to take that next step with confidence.

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Frequently Asked Questions: Your Guide to eShow’s Event Management Solutions

Planning and executing successful events takes more than just technology. It requires a combination of the right tools, strategic support, and a partner who understands how to keep everything running smoothly. eShow offers complete event management solutions designed to help planners save time, improve efficiency, and deliver better outcomes. Below are answers to the most frequently asked questions about how eShow can help you manage your events with greater confidence and control.

1. What are event management solutions and how does eShow support them?

Event management solutions refer to the full set of tools and services used to plan, organize, and manage events from start to finish. eShow provides customizable modules that cover registration, exhibitor, tradeshow, and sponsorship management, mobile event apps, virtual platforms, and post-event reporting. Each module is designed to work together as one complete system.

2. How does eShow help reduce check-in times and improve the arrival experience?

With on-demand badge printing and digital check-in tools, eShow helps eliminate long lines and delays at the registration desk. Guests can check in quickly, and planners gain real-time visibility into arrivals. These solutions help create a smooth and professional first impression.

3. How can eShow help me better manage exhibitors and sponsors?

Managing your exhibit hall should feel efficient and rewarding, not overwhelming. eShow’s exhibitor management system makes it easy to create and update your floor plan, manage booth sales, and keep everything organized in one place. The intuitive interface simplifies booth assignments and gives you a clear view of availability in real time. Exhibitors and sponsors can update their own profiles and materials, reducing the back-and-forth and freeing up your time. Built-in tools like lead capture and post-event reporting help you demonstrate value and build stronger relationships year after year.

4. Why does a reliable lead capture tool matter?

Because it directly impacts how your exhibitors measure success. When lead capture works seamlessly, exhibitors can focus on real conversations instead of juggling paperwork or worrying about missed opportunities. eShow’s lead capture tools ensure that every scan counts, with real-time notes, lead scoring, and easy data exports that streamline follow-up. The result is a smoother experience for your exhibitors and stronger ROI that keeps them coming back.

5. How does eShow’s mobile event app improve attendee engagement and event experience?

They make it easier for participants to connect, explore, and take action. eShow’s mobile event app puts schedules, maps, and personalized agendas at attendees’ fingertips, helping them navigate your event with ease. Features like real-time push notifications, live polling, and in-app messaging keep engagement high throughout the day. Paired with tools like digital check-in, lead capture, and real-time updates, you create a connected experience that keeps everyone informed, involved, and ready to return.

6. Can I integrate eShow with my current systems?

Yes. eShow integrates with a wide range of systems, including AMS, CRMs, payment gateways, marketing platforms, and more. Our team works closely with you to keep your data connected and secure without disrupting your existing processes.

7. How does eShow support sustainability in events?

eShow helps planners reduce waste by offering digital alternatives to printed materials. On-demand badge printing, paperless exhibitor kits, and mobile apps all help lower your environmental impact while improving the overall event experience.

8. What makes eShow different from other event platforms?

eShow offers more than software. We combine 26 years of experience with strategic insight and personalized support. Our modular approach allows you to select only the tools you need, while our team works closely with you to configure them for your specific goals. You receive both powerful technology and expert guidance in one solution.

9. How do I know which eShow solutions are right for my event?

Every event has different needs. Whether you are planning a trade show, annual conference, or multi-day hybrid experience, our team will help you identify the tools that best fit your objectives, audience, and budget. We offer scalable solutions tailored to your event size and structure.

10. How do I get started with eShow or request a demo?

You can request a results-driven personalized demo with our event solutions experts. We will guide you through the most relevant features for your event and provide a customized quote based on your needs.

Connect with Us!

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5 Expert Secrets to Drive Impactful Event Growth

If there’s one thing we’ve learned in over two decades of planning events, from intimate association meetings to large-scale conferences, it’s this: growth doesn’t happen by chance. It happens through intentional design.

Whether you’re looking to expand attendance, drive higher attendee engagement, or increase revenue, event growth comes down to strategic choices that center your audience, streamline operations, and deliver value before, during, and after the event. Here are a few “secrets” successful planners don’t always say out loud… but absolutely rely on behind the scenes.

1. Don’t Just Know Your Audience. Anticipate Their Needs.

Too many events are planned for people rather than with them. Always start with insights: surveys, behavior data from last year’s event, social media feedback, and even informal calls with longtime participants. The more you understand their goals, the more targeted (and successful) your programming and event marketing become.

Pro Tip: Use registration data and session attendance to personalize the event marketing for next year. Segment communications on interests or professional levels to improve response.

2. Automate Administrative Tasks to Elevate the Experience

Success stalls when planners are overwhelmed by logistics. Use event technology to manage badge printing, check-in, session tracking, and lead capture. This gives you more time to focus on strategy, programming, and engagement, which are the true drivers of growth.

Bonus: A smoother process improves perception. Quick check-in and easy badge pickup leave a strong first impression and set a positive tone for the rest of the event.

3. Focus on Engagement, Not Just Attendance

You can grow your numbers, but if people are zoning out or skipping sessions, the event is not reaching its full potential. Create interactive moments and build touchpoints that invite interaction—think guided networking, live polls, speaker Q&A sessions, and casual areas for spontaneous conversations.

And yes, mobile apps help. But they need to do more than list agendas—they should drive action and connection, enhancing attendee engagement and overall event success.

4. Revenue Grows When Relevance Is Clear

Sponsors and exhibitors don’t come back unless they see ROI. Work closely with your sales team to strengthen your value proposition. Highlight the quality of leads, opportunities for exposure, and measurable post-event impact. When exhibitor goals align with attendee interests, growth naturally follows.

Pro Tip: Provide matchmaking tools and post-event analytics that demonstrate long-term value beyond booth traffic.

5. Keep Improving, Even If It’s Working

One of the most dangerous things we hear from other planners is, “We’ve always done it this way.” Growth demands evolution. Do a full debrief with your team and vendors after every event. What worked? What felt clunky? What do attendees want more of?

If you’re not changing, you’re falling behind.

Pro Tip: Feedback is critical for continuous improvement in your event strategy, and it keeps your events innovative and relevant.

Final Thoughts: Growth Isn’t Just Bigger. It’s Better.

A “bigger” event doesn’t automatically mean a better one. True growth shows up in attendee satisfaction, sponsor retention, and your own bandwidth as a planner. When your systems are solid, your content resonates, and your team has time to think creatively — that’s when events take off.

And trust us: the smartest growth event strategy is the one that leaves you with more time to innovate and less time scrambling behind the scenes.

By incorporating these event planning strategies and focusing on attendee engagement, event marketing, and leveraging event technology, your events will thrive, attracting more attendees, sponsors, and long-term success.

At eShow, we specialize in providing event management solutions that streamline logistics, enhance attendee engagement, and deliver measurable results. Our comprehensive platform helps planners manage everything from registration to post-event analysis with ease, ensuring your events run smoothly and exceed expectations.

Connect with us today to learn how we can help you elevate your next event to drive long-term, impactful, and sustainable growth. 

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Top 3 Best Practices for Event Registration

Streamlining event registration and check-in processes is essential for a smooth and successful event.

Efficient registration and check-in processes significantly improve the attendee experience and establish the tone for the entire event. They also reduce staff workload and help maintain data accuracy.

Importance of Streamlined Registration and Event Check-In

Effective registration and check-in processes are vital for several reasons:

  • First Impressions: The registration process is often the first contact attendees have with your event. A smooth experience sets a positive tone.
  • Data Accuracy: Accurate registration data is crucial for event planning, marketing, and post-event analysis.
  • Time Efficiency: Streamlined processes save time for attendees by reducing wait time and event staff by improving the event planning process.

Top 3 Best Practices for Event Registration

  1. Simplify the Registration Process: A complicated registration process can deter potential attendees. To make it easier, require only essential information and offer multiple registration options. Utilizing eShow’s Registration Management System allows you to create user-friendly forms that gather necessary data without overwhelming registrants.
  2. Automate Emails: Providing immediate confirmation emails to attendees is crucial. Automated confirmation emails reassure attendees that their registration is complete and should include event details, payment confirmation, and any necessary instructions. eShow’s platform can automatically send customizable eBlasts and detailed confirmation emails. This helps to reduce the workload for event staff. It also ensures timely communication, which improves attendee satisfaction.
  3. Utilize Smart Technology Solutions: Transitioning from traditional check-in methods to modern technologies will significantly enhance the attendee experience. Innovative solutions like digital registration kiosks, print-on-demand badges, QR code scanning, and mobile app systems dramatically reduce wait times — while providing an effortless process that elevates the entire event for your attendees.

Enhance Engagement and Support

Incorporating these best practices not only streamlines registration and check-in but also enhances attendee engagement. Tools like eShow’s mobile app can facilitate real-time updates, notifying attendees of session changes or important information.

By leveraging these three best practices and eShow’s advanced event technology, you’ll offer a smooth, efficient experience that keeps attendees excited to return year after year.

Ready for a Game-Changer? Don’t Miss This Exclusive Webinar
Watch eShow’s highly attended webinar where experts share actionable strategies to streamline your event registration and boost attendee satisfaction. Make sure you catch the Q&A session, packed with exclusive insights and answers to real-world challenges faced by event planners.

Take the Next Steps to Make Your Event Planning Easier
eShow is your ultimate partner for saving time, reducing complexity, and ensuring event success. 

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The Power of Customizable Reporting in Abstract Submissions

In the dynamic landscape of conference organization, every detail matters. From the initial call for abstracts to the final session scheduling, each step plays a crucial role in shaping the success of an event. Amidst this complexity, one often-overlooked aspect stands out as a game-changer: customizable reporting.

Customizable reporting is more than just a feature; it’s a powerful tool that empowers conference organizers to make informed decisions, optimize processes, and elevate the overall attendee experience. In this blog, we’ll delve into the significance of customizable reporting in abstract submissions and explore how it can revolutionize your conference planning journey.

Why Customizable Reporting Matters

At its core, customizable reporting provides conference organizers with the flexibility to tailor reports according to their specific needs and objectives. Whether you’re tracking abstract submissions, evaluating review scores, or analyzing attendee demographics, customizable reporting puts you in the driver’s seat, allowing you to extract insights that matter most to your conference’s success.

Uncovering Actionable Insights

One of the key benefits of customizable reporting is its ability to uncover actionable insights from the vast pool of abstract submissions. By customizing report parameters such as submission categories, keywords, or review scores, organizers can pinpoint trends, identify top-performing submissions, and address potential gaps in content diversity. Armed with these insights, organizers can curate a conference program that resonates with attendees and delivers maximum value.

Driving Informed Decision-Making

In the fast-paced world of conference planning, informed decision-making is paramount. Customizable reporting equips organizers with the data they need to make strategic decisions at every stage of the abstract submission process. Whether it’s adjusting review criteria, fine-tuning session themes, or allocating resources effectively, customizable reports serve as a reliable compass, guiding organizers towards optimal outcomes.

Enhancing Collaboration and Transparency

Effective collaboration is the cornerstone of successful conference planning. Customizable reporting facilitates seamless communication and collaboration among stakeholders by providing a centralized platform for data sharing and analysis. By granting access to relevant reports and insights, organizers can foster transparency, align objectives, and streamline decision-making processes, ultimately driving greater efficiency and synergy across teams.

Maximizing Conference Potential

In the competitive landscape of conferences and events, maximizing potential is the ultimate goal. Customizable reporting plays a pivotal role in unlocking the full potential of your conference by enabling organizers to iterate, innovate, and adapt in real-time. Whether it’s identifying emerging trends or tracking attendee engagement metrics, customizable reporting empowers organizers to stay agile, responsive, and ahead of the curve.

Final Thoughts

Customizable reporting is not just a feature—it’s a catalyst for success in the world of conference abstract submissions. With eShow’s comprehensive suite of tools and intuitive platform, you can simplify abstract submissions, optimize reporting, and deliver exceptional conference experiences. Learn more about how eShow can enhance your events today!

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7 Industry Secrets for Maximizing Exhibition Impact

7 Industry Secrets for Maximizing Exhibition Impact

Exhibiting at industry events can be a powerful way to showcase your products or services, connect with potential customers, and ultimately drive business growth. However, simply showing up at a trade show or expo isn’t enough to guarantee success. To truly maximize exhibit booth investment, you need to employ strategic techniques that set you apart from the competition. In this blog, we’ll uncover seven industry secrets that can help you do just that.

1. Start Early and Plan Strategically

One of the most crucial secrets to maximizing exhibit sales is to start early and plan strategically. Don’t wait until the last minute to secure your booth space or design your exhibit. Instead, begin the process well in advance, allowing ample time for research, planning, and execution. By starting early, you can ensure that you secure a prime location on the event floor and create a booth design that effectively attracts and engages attendees.

2. Set Clear Goals and Objectives

Before you even set foot on the event floor, it’s essential to establish clear goals and objectives for your exhibit. What do you hope to achieve by participating in the event? Are you looking to generate leads, increase brand awareness, or close sales on the spot? By defining your objectives upfront, you can tailor your exhibit strategy to align with your overarching goals, increasing your chances of success.

3. Focus on Engagement and Interaction

In today’s crowded trade show landscape, simply having a visually appealing booth isn’t enough to capture attendees’ attention. To stand out from the crowd and maximize exhibit sales, focus on creating interactive and engaging experiences for visitors. Incorporate elements like product demonstrations, interactive displays, or hands-on activities that encourage attendees to interact with your brand and learn more about your offerings.

4. Leverage Technology to Drive Sales

Technology can be a powerful tool for driving exhibit sales and enhancing the attendee experience. Consider integrating technologies like interactive touchscreen displays, virtual reality experiences, or mobile apps into your exhibit to showcase your products or services in innovative ways. Additionally, leverage digital tools for lead capture and follow-up, making it easy to collect attendee information and nurture relationships post-event.

5. Train Your Staff to Sell

Your booth staff play a critical role in maximizing exhibit sales, floorplan management, and success in the exhibit hall. Ensure that your team is properly trained to engage with attendees, answer questions, and effectively communicate the value of your offerings. Provide ongoing training and support to ensure that your staff is equipped with the knowledge and skills they need to drive sales and deliver an exceptional customer experience.

6. Offer Incentives

Incentives can be a powerful motivator for driving exhibit sales and attracting attendees to your booth. Consider offering special promotions, discounts, or giveaways exclusive to event attendees to entice them to stop by and learn more about your products or services. By offering something of value, you can increase foot traffic to your booth and generate leads that have a higher likelihood of converting into sales.

7. Measure, Analyze, and Iterate

Finally, don’t forget to measure the effectiveness of your exhibit strategy and analyze the results to identify areas for improvement. Track key metrics like booth traffic, lead generation, and sales conversion rates to gauge the success of your efforts. Use this data to inform future exhibit strategies, making adjustments and iterations as needed to continually improve your sales performance.

Maximizing your trade show budget requires a combination of strategic planning, engaging experiences, and continuous improvement. By implementing these industry secrets into your exhibit strategy, you can elevate your presence at trade shows and expos, drive more sales, and ultimately achieve greater success for your business.

At eShow, we offer a full suite of options for live, virtual, or hybrid events. Our team of experts will help you curate the perfect package for your needs. Contact us now to learn more about our event management solutions and take your exhibit sales to the next level.

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Preparing Your Speakers: Best Practices for Efficiently Managing Sessions and Speakers

Organizing a successful event involves many moving parts, but one of the most critical aspects is ensuring that your speakers are informed and well-prepared. Well-prepared speakers are more likely to deliver engaging presentations, attract attendees, and contribute to the overall success of your event. In this blog post, we’ll explore some best practices for efficiently managing sessions and speakers to ensure the success of your events.

1. Start Early: Begin the speaker management process as early as possible. Reach out to potential speakers well in advance to secure their participation and provide them with ample time to prepare their presentations. Early planning helps avoid last-minute stress and ensures that speakers have enough time to develop high-quality content.

2. Clear Communication: Maintain open and transparent communication with your speakers throughout the planning process. Clearly communicate expectations, deadlines, and any logistical details related to their presentations. Send reminders when deadlines are approaching. Provide them with all the necessary information and resources they need to prepare effectively.

3. Set Clear Guidelines and Expectations: Establish clear guidelines and expectations for speaker presentations. Provide detailed instructions regarding presentation length, content requirements, and any technical specifications. Clear guidelines help ensure consistency across presentations and minimize the need for revisions. Let them know what to expect at their session (AV, room setup, type of microphones, etc.).

4. Leverage Technology: Invest in event management software or platforms that streamline the speaker management process. Look for features that allow you to easily manage speaker profiles, session schedules, and presentation materials. Technology can help automate repetitive tasks, send reminders to speakers, and ensure smooth coordination between speakers and organizers.

5. Provide Support: Offer support and assistance to your speakers throughout the planning process. Be responsive to their questions and concerns, and offer guidance or resources to help them overcome any challenges they may encounter. Providing support shows your speakers that you value their contributions and are committed to their success.

6. Foster Engagement: Encourage speaker engagement and participation before, during, and after the event. Invite speakers to participate in promotional activities like blog interviews, to generate excitement and attract attendees. Create social media posts and graphics that your presenters can share.  During the event, encourage speakers to interact with attendees through Q&A sessions or networking opportunities.

7. Show Appreciation: Finally, don’t forget to express gratitude and appreciation to your speakers for their time and contributions. A simple thank-you note or token of appreciation can go a long way in building positive relationships and encouraging speakers to participate in future events.

By implementing these practices, you can efficiently manage sessions and speakers and ensure the success of your events while keeping your speakers up-to-date and engaged. Remember that happy speakers are key to creating memorable and impactful events that leave a lasting impression on attendees.If you’re looking for an event management solution that can help streamline the speaker management process and enhance the overall attendee experience, consider exploring eShow’s comprehensive suite of event management tools. With features designed to simplify speaker management, streamline session scheduling, and enhance attendee engagement, eShow can help take your events to the next level.

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2024 Unleashed: eShow’s Cutting-Edge Product Enhancements

In the fast-paced world of event planning, staying ahead of the curve is crucial for success. The year 2024 brings forth a wave of innovations and enhancements, and eShow stands at the forefront, committed to elevating your event planning game. In this blog, we will share eShow’s latest product enhancements that we help you better plan and execute your events. 

Bridging the Gap with Technology

In 2024, technology is playing a pivotal role in enhancing event execution. According to a study done by Amex GBT, mobile apps (61%), check-in tools (47%), and wearable technologies (30%) are emerging as the top technologies shaping the event landscape.

Moreover, a staggering 67.4% of organizers express their intent to change their event management software vendor within the next year, highlighting the dynamic nature of the industry. (Bizzabo)

Product Enhancements: What’s New at eShow?

Floor Plan Design Studio

Revolutionizing the way you design event spaces, the Floor Plan Design Studio brings collaboration to the forefront. With real-time editing, drag-and-drop functionality, and better navigation control, creating an immersive event experience has never been easier. The ability to zoom in/out, interactive search, and branding customization add layers of depth to your event planning toolkit.

Mobile App

Embracing a Mobile-First Strategy, eShow’s redesigned mobile app ensures an enhanced user experience. From personalized itinerary creation to effortless information retrieval, the app is designed to cater to the diverse needs of event attendees. With intuitive floorplan exploration, strategic sponsorship visibility, and timely updates through push notifications, the app becomes an indispensable companion for event-goers.

Not surprisingly, 67.5% of event attendees consider a mobile event app extremely crucial. (Bizzabo)

Sponsorship Fulfillment

In the realm of event planning, efficient sponsorship fulfillment is a game-changer. eShow introduces enhanced features that not only streamline the process but also elevate the experience for both sponsors and clients.

  • Sponsors:
  • Manage Purchases
  • Task Details at a Glance 
  • Effortless File Submission 
  • Progress Tracking Made Simple
  • Automated Confirmations
  • Clients:
  • Track Progress Seamlessly
  • Approve or Reject Task Submissions 
  • Custom Notifications 
  • View Content Submissions by the Sponsor 
  • Centralized Media Collection

Final Thoughts

As we embrace 2024, let eShow be your guide in unleashing the full potential of your events. Access the latest on-demand webinar here where Jimmy Mouton, VP of Sales and Marketing, takes a deep dive into the latest product enhancements with a live demo. Elevate your planning, captivate your audience, and make this year a hallmark of success in event management.

Learn more about how eShow can help level up your next event with a personal demo.

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Trade Shows: 7 Considerations Before You Commit

Trade shows are one of the most effective ways to showcase products to a group of individuals who are already invested in your industry. If done correctly, they are a powerful sales tool to boost brand awareness, generate new leads, and advance marketing efforts. At eShow, we know that trade shows require time and financial commitments, consider these important factors as you evaluate which trade shows to participate in:

  1. Cost Evaluation

It’s no secret that trade shows involve a significant financial investment. Booth rental fees, promotional materials, travel and accommodation expenses, and staffing costs are all factors to consider. Conducting a cost evaluation is a great way to determine if the potential return on investment justifies the overall expenditure. Additionally, assessing the costs allows businesses to allocate their budget effectively and make informed decisions about participating in specific trade shows that align with their marketing objectives and target audience. 

  1. Target Audience

By identifying and thoroughly researching the target audience, companies can ensure that their exhibition efforts are strategically placed. This knowledge allows businesses to tailor their messaging, booth design, and promotional activities to resonate with potential customers, increasing the chances of capturing their attention and generating leads. Without a clear understanding of the target audience, companies risk wasting valuable resources and missing out on opportunities to connect with their ideal customers. 

  1. Competitive Analysis

A competitive analysis allows businesses to gain an understanding of their market position and identify potential competitors who will also be present at the trade show. By analyzing competitors’ strengths, weaknesses, pricing strategies, and unique selling points, businesses can better position themselves to stand out and gain a competitive edge. Additionally, a thorough analysis enables companies to identify emerging trends, industry challenges, and gaps in the market, leading to the development of innovative products or services that address customer needs more effectively. 

  1. Event Objectives

Event objectives act as a road map, guiding the exhibitor toward achieving specific goals and desired outcomes. They provide a sense of purpose by defining what the company aims to accomplish at the trade show, whether it’s generating leads, increasing brand visibility, launching new products, or fostering customer relationships. Having well-defined event objectives enables exhibitors to plan their booth design, marketing strategies, and staffing needs accordingly, ensuring that all efforts and resources are aligned toward achieving the desired outcomes. 

  1. Logistics Planning

A well-executed logistics plan enables companies to focus on showcasing their products or services, fostering meaningful connections with potential customers, and achieving their marketing and sales objectives at the trade show. It involves meticulous coordination and organization of various aspects, such as transportation, packing, storage, and delivery of exhibit materials. By thoroughly assessing logistics requirements beforehand, exhibitors can ensure a smooth and successful event participation. Effective planning helps avoid last-minute hiccups, such as delayed shipments or mismanaged inventory, which can impact the overall impression and professionalism of the exhibition.

  1. Pre-Show Promotion

By engaging in pre-show promotion, exhibitors can create buzz and awareness about their participation, prompting attendees to add them to their itinerary and visit their booth. This proactive approach ensures that companies do not solely rely on random foot traffic, but actively entice their target audience to seek them out. It significantly increases the chances of capturing leads, generating sales, and establishing strong connections with potential clients. 

  1. Post-Show Follow-Up

Post-show follow-up allows exhibitors to make the most out of their presence and maximize their return on investment. By reaching out to potential leads, partners, and customers after the show, companies can establish and strengthen relationships, leading to potential collaborations and increased sales. Additionally, post-show follow-up allows exhibitors to gather feedback, evaluate the success of their participation, and make improvements for future shows. Without proper follow-up, valuable connections made during the trade show may fade, ultimately resulting in missed opportunities and a waste of resources.

Trade shows offer a unique opportunity to showcase products, connect with potential customers, and advance marketing efforts, but it is essential to approach them strategically to ensure a positive return on investment and long-term success in the industry.
At eShow, we offer a full suite of options for live, virtual, and hybrid events. Our team of experts will help you curate the perfect package for your needs. Contact us today to request a demo and learn more about how we can help take your event planning to a whole new level.

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