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From Planning to Execution: A Step-by-Step Guide to Seamless Event Management

Organizing a successful event involves meticulous planning, flawless execution, and effective post-event analysis. With numerous moving parts, from registration and marketing to on-site management and post-event reporting, event organizers need a reliable and comprehensive solution to manage the entire process seamlessly. eShow offers a suite of integrated tools designed to streamline every phase of event management, providing a one-stop location for organizers to plan, execute, and analyze their events with ease.

Below is a step-by-step guide on achieving seamless event management, from initial planning to post-event analysis.

Efficient Pre-Event Planning

  1. Setting Clear Objectives

Begin by defining the objectives of your event, such as the number of attendees or sponsors, type of audience, revenue targets, or engagement goals. These objectives will help guide your planning and marketing strategies. With eShow’s comprehensive Registration Management System, event organizers can set up customized registration forms that align with these objectives, capturing all necessary attendee information.

  1. Streamline Event Registration

An efficient registration process is critical to maximizing attendance. eShow’s Registration Management System allows for a user-friendly, customizable registration experience. You can create branded registration pages, integrate secure payment gateways, and set up early bird discounts to encourage quick sign-ups.

Best Practice: Use eShow’s automated email confirmation and reminder features to keep attendees informed and engaged before the event, ensuring they have all the information they need well in advance.

  1. Leverage Marketing Tools

Promoting your event effectively is essential to increasing awareness, driving registration, and engaging your target audience. To maximize the impact of your event marketing, consider using a variety of tools and channels to reach potential attendees and keep them engaged.

Example: To maximize event visibility and drive registrations, use a multi-channel approach that includes email marketing, social media, content marketing, and partnerships with influencers. Segment your audience to tailor messaging, utilize social media to create buzz, and retarget potential attendees who haven’t yet registered. Regularly monitor campaign performance to optimize your strategy and improve engagement.

Seamless Event Execution

  1. Manage Speaker and Session Logistics

eShow’s Conference Management tools provide robust support for handling all details related to speakers and sessions. This tool allows you to manage speaker submissions, organize session schedules, track speaker bios, and ensure all sessions align with your agenda. 

Best Practice: Utilize eShow’s Meeting Logistics Manager (MLM) to create and manage function sheets, Banquet Event Orders (BEOs), and expense reports, ensuring that all event details are meticulously organized.

  1. Optimize Attendee Experience with the Mobile Event App

Enhance the attendee experience with eShow’s Mobile Event App, which offers features such as interactive maps, personalized schedules, real-time updates, and networking tools. This app helps attendees navigate the event, find relevant sessions, and connect with other participants.

Example: Encourage attendees to download the app beforehand and use it to receive instant notifications, participate in live polls, and access all event-related materials digitally, reducing the need for printed materials thereby promoting sustainability and increasing attendee engagement.

  1. On-Site Registration and Check-In

Ensure a smooth on-site registration and check-in process with eShow’s Registration Management System. eShow provides both on-site registration kiosks and remote check-in options, allowing attendees to check in quickly and efficiently. Dedicated onsite support staff can help manage walk-ins, handle last-minute issues, and reduce wait times.

Best Practice: Utilize eShow’s self-service kiosks and digital badge printing to speed up check-in and eliminate long lines, enhancing the attendee experience from the moment they arrive.

  1. Managing Exhibitor Engagement

eShow provides essential support to show managers in managing exhibitor engagement and booth sales. eShow’s team offers onsite support to help with booth sales for future events, ensuring strong exhibitor participation and engagement.

Example: Use eShow’s lead retrieval tools to capture attendee information electronically, which exhibitors can access in real-time, providing them with the data they need to maximize their engagement and follow-up after the event.

Comprehensive Post-Event Analysis

  1. Collect and Analyze Feedback

Gathering feedback is crucial to understanding what worked well and what needs improvement. eShow’s platform offers robust survey tools that allow you to create and distribute post-event surveys to attendees, speakers, and exhibitors.

Example: Use these surveys to collect detailed insights into attendee satisfaction, session ratings, and overall event experience. This feedback is essential for making data-driven decisions for future events.

  1. Evaluate Event Performance with Analytics

eShow’s Exhibition and Tradeshow Management tool provides tools for collecting valuable post-event feedback through surveys and the Mobile App. Event planners can use this feedback to gain insights into attendee satisfaction, session preferences, and overall event effectiveness. By analyzing this data, organizers can identify which sessions were most engaging, evaluate the success of their marketing strategies, and pinpoint areas for improvement in future events.

Best Practice: Analyzing feedback helps refine future event planning, from optimizing session topics to improving logistics based on attendee experiences.

  1. Plan for Future Events

Leverage the data and insights collected to start planning for future events. Use data to identify trends, understand attendee preferences, and make improvements to your event planning strategy. eShow’s platform integration with CRM systems allows for the transfer of data, enabling you to nurture relationships with attendees, exhibitors, and sponsors long after the event is over.

Example: Use eShow’s tools to keep your audience engaged year-round by sending follow-up communications, exclusive offers, and updates about future events.

Achieve Seamless Event Management with eShow

From pre-event planning to post-event analysis, eShow offers a comprehensive suite of tools that streamline every aspect of event management. By leveraging these integrated solutions, event organizers can enhance the attendee experience, optimize operational efficiency, and make data-driven decisions that contribute to successful events.To learn more about how eShow’s suite of products can help you manage your next event from start to finish, book a demo today.

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Navigating Hybrid Events: Combining In-Person and Virtual Experiences

Hybrid events, which combine in-person and virtual elements, have become increasingly popular in the event management industry. This format offers the best of both worlds, providing the engagement and networking opportunities of in-person events with the accessibility and reach of virtual events. eShow’s digital event management tools are designed to support hybrid events, offering features that enhance both the in-person and virtual attendee experiences. In this blog post, we will explore how to navigate hybrid events effectively, leveraging eShow’s suite of products.

Understanding Hybrid Events

What Are Hybrid Events?

Hybrid events are events that incorporate both in-person and virtual components, allowing attendees to participate in person at a physical location or virtually from anywhere in the world. This format provides flexibility, making it possible to reach a broader audience while maintaining the benefits of face-to-face interactions.

Benefits of Hybrid Events

  1. Increased Reach: Hybrid events allow you to reach a global audience, increasing participation and expanding your event’s impact.
  2. Enhanced Engagement: Combining in-person and virtual elements can create a more dynamic and engaging experience for all attendees.
  3. Flexibility: Attendees have the option to choose how they participate, accommodating different preferences and circumstances.
  4. Cost-Effective: Hybrid events can be more cost-effective than fully in-person events, reducing travel and accommodation expenses.

Planning and Executing Hybrid Events

Pre-Event Planning

Effective planning is crucial for the success of hybrid events. Here are some key steps:

Define Clear Objectives

Set clear, measurable goals for your hybrid event. Objectives could include target attendance figures, engagement metrics, and ROI.

Actionable Tip: Establish SMART goals (Specific, Measurable, Achievable, Relevant, Time-bound) for your hybrid event. For example, aim to increase virtual attendee participation by 20% compared to your last event and track progress regularly to adjust strategies as needed.

Choose the Right Technology

Select a robust event management platform that supports both in-person and virtual components. eShow’s comprehensive suite of tools is designed to facilitate hybrid events, providing seamless integration between physical and digital experiences.

Example: Leverage eShow’s Digital Event Management tools to manage registrations, virtual sessions, and attendee engagement.

Engage Both Audiences

Create content and activities that engage both in-person and virtual attendees. This can include live streaming sessions, interactive Q&A, and virtual networking opportunities.

Example: Use eShow’s Mobile App to provide real-time updates, interactive maps, and personalized schedules for all attendees.

During the Event

On the day of the event, effective management and real-time adjustments are key to maximizing engagement.

Seamless Integration of In-Person and Virtual Components

Ensure that your in-person and virtual components are seamlessly integrated. This can include live streaming sessions for virtual attendees and providing virtual networking tools for in-person attendees.

Example: eShow’s Virtual Event Platform supports live streaming, virtual booths, and interactive features, ensuring a cohesive experience for all attendees.

Real-Time Engagement

Engage attendees in real-time through interactive features such as live polls, Q&A sessions, and gamification. This helps keep attendees engaged and encourages participation.

Example: Use eShow’s Custom Mobile Apps to create interactive experiences that captivate both in-person and virtual attendees.

Post-Event Follow-Up

Effective post-event follow-up is crucial for maintaining engagement and maximizing ROI.

Collect Feedback

Gather feedback from both in-person and virtual attendees to understand their experiences and identify areas for improvement.

Example: Use eShow’s Survey Tools to create and distribute post-event surveys. Analyze the results to make data-driven improvements for future events.

Analyze Data

Analyze the data collected during the event to evaluate the success of your hybrid event strategies. Look at metrics such as attendance, engagement, and ROI.

Example: eShow’s real-time Reporting and Dashboards provide comprehensive insights into your event performance, helping you understand what worked and what didn’t.

Build Long-Term Relationships

Follow up with attendees to thank them for their participation and discuss future opportunities. Building strong relationships with attendees ensures they return for future events.

Example: Schedule personalized follow-up emails or phone calls to gather feedback and offer exclusive early-bird discounts for your next event. Additionally, consider sending out a post-event survey to gain insights into their experience, which can help you tailor future events to better meet attendee needs.

Best Practices for Hybrid Events

Provide a Unified Experience

Ensure that both in-person and virtual attendees have a unified experience. This includes consistent branding, messaging, and quality of content.

Example: Use eShow’s Customized Virtual Venue to create a cohesive and professional look across all event components.

Optimize Content for Both Audiences

Optimize your content to cater to both in-person and virtual audiences. This can include shorter sessions for virtual attendees and interactive elements for in-person attendees.

Example: Use eShow’s Content Management Tools to organize and deliver content effectively.

Facilitate Networking Opportunities

Create opportunities for both in-person and virtual attendees to network. This can include virtual networking sessions, chat features, and social media integration.

Example: Use eShow’s Networking Tools to facilitate connections between attendees.

Leveraging eShow’s Tools for Hybrid Event Success

Hybrid events offer a unique opportunity to combine the best aspects of in-person and virtual experiences. By leveraging eShow’s comprehensive suite of tools, event planners can create engaging, seamless, and successful hybrid events. From pre-event planning to post-event follow-up, eShow’s digital event management tools provide the support needed to navigate the complexities of hybrid events effectively.Learn how eShow’s tools can help you achieve hybrid event success.

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AI for Event Management: Transforming the Role of Event Planners

Artificial Intelligence (AI) is revolutionizing various industries, and event management is no exception. By integrating AI, event planners can streamline operations, enhance attendee experiences, and maximize return on investment (ROI). This blog post explores how AI impacts the role of event planners, clarifies what AI is and isn’t, and provides strategies for turning AI into ROI, all while leveraging eShow’s suite of products.

Understanding AI: What It Is and What It Isn’t

What is AI?

Artificial Intelligence refers to the simulation of human intelligence in machines that are programmed to think and learn like humans. These systems can perform tasks that typically require human intelligence, such as recognizing speech, making decisions, and translating languages. AI encompasses several technologies, including machine learning, natural language processing (NLP), and robotics.

What Isn’t AI?

AI is often misunderstood and conflated with terms like automation and advanced analytics. While automation involves using technology to perform tasks without human intervention, it doesn’t necessarily involve learning or adapting like AI. Similarly, advanced analytics can process large data sets to uncover insights but lacks the cognitive capabilities of AI systems to learn from and adapt to new data.

Clarifying Common Misconceptions

  1. AI vs. Automation: Automation performs repetitive tasks without adaptation, while AI learns and improves over time.
  2. AI vs. Data Analytics: Data analytics processes and analyzes data, but AI uses this data to make decisions and predict outcomes.

For a deeper understanding of AI, visit Freeman’s AI Basics.

How AI Impacts the Role of Event Planners

Enhanced Efficiency

AI can significantly enhance the efficiency of event planning by automating time-consuming tasks. For instance, AI-powered chatbots can handle attendee inquiries, registration, and feedback collection, freeing up event planners to focus on more strategic aspects of the event. A streamlined suit of tools helps implement these processes, ensuring smooth and efficient event management.

Data-Driven Decision Making

AI helps event planners make data-driven decisions by analyzing vast amounts of data and providing actionable insights. Predictive analytics can forecast attendee behavior, preferences, and engagement levels, allowing planners to tailor their events accordingly. eShow’s analytics tools offer comprehensive insights, helping planners optimize their strategies.

Personalized Attendee Experiences

AI enhances attendee experiences by providing personalized recommendations based on individual preferences. For example, AI can suggest sessions, networking opportunities, and exhibitors that align with an attendee’s interests. eShow’s mobile app enables attendees to create their own personalized schedules and real-time updates, creating a more engaging event experience that is ultimately more valuable both for attendees and vendors.

Turning AI into ROI

Optimizing Resource Allocation

AI helps optimize resource allocation by predicting attendee turnout and engagement levels. This ensures that resources such as staffing, catering, and venue space are allocated efficiently, reducing waste and increasing ROI. 

Enhancing Lead Generation and Conversion

AI-powered lead retrieval systems capture and analyze attendee data in real time, identifying high-quality leads and prioritizing follow-ups. This increases the likelihood of converting leads into sales, boosting revenue. eShow’s lead retrieval tools allows for converting potential leads into clients conveniently. Streamline the lead conversion process effortlessly through our Live Lead Sync, Analytics, Editable Qualifiers and Surveys, and more.

Automating Administrative Tasks

By automating administrative tasks such as scheduling, registration, and feedback collection, AI reduces the workload on event planners, allowing them to focus on more value-added activities. This increases productivity and improves the overall efficiency of the event. eShow’s Conference Management System streamlines these tasks, enhancing operational efficiency.

Real-Time Adjustments

AI enables real-time adjustments during events by monitoring attendee behavior and engagement levels. For example, if a particular session is drawing a larger crowd than expected, AI could suggest reallocating resources or adjusting schedules to accommodate the increased interest. This adaptability ensures a smooth and successful event. With AI, event management tools can provide real-time insights, allowing planners to make informed decisions on the fly.

Embracing AI for Event Management Success

Artificial Intelligence is transforming the event management industry, offering tools and strategies that enhance efficiency, personalize attendee experiences, and maximize ROI. By understanding what AI is and isn’t, and leveraging its capabilities, event planners can stay ahead of the curve and deliver exceptional events. eShow’s comprehensive suite of tools provides the support needed to integrate AI into your event planning process successfully.For more information on how eShow’s tools can help you harness the power of emerging technologies like AI, schedule a demo today.

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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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Diversity and Equity in Events: A Manager’s Roadmap to Inclusion

As a show manager, your primary goal is to create memorable and successful events that leave a lasting impact on attendees. To achieve this, it’s crucial to recognize and embrace the importance of diversity, equity, and inclusion (DEI) in your event planning. DEI isn’t just a buzzword; it’s a fundamental aspect of contemporary event management that can elevate your shows to new heights. Here’s why incorporating DEI into your events is not just a choice but a necessity:

Enhancing Engagement and Connection

Diverse events create a sense of belonging and connection. Attendees are more likely to engage with the content, speakers, and fellow participants when they feel represented and valued. This engagement can lead to deeper connections, networking opportunities, and overall satisfaction.

Fostering Innovation

According to a study by EventMB in 2020, out of the 150 events examined, a concerning 35-40% lacked any Black speakers. What impact do you think this has on individuals from underrepresented communities?

Diverse perspectives foster innovation and creativity. When your event includes speakers, exhibitors, and participants from different backgrounds, industries, and viewpoints, it often leads to more profound and meaningful discussions. These conversations can spark innovative ideas and solutions that might not have emerged in a less diverse environment.

Expanding Your Audience

Incorporating DEI into your events can help you reach a wider audience. A diverse lineup of speakers and content can attract attendees from various demographics and industries who might not have considered your event otherwise. This expansion of your audience can lead to increased attendance and revenue.

By welcoming a diverse range of attendees, your event becomes a catalyst for positive change in your industry and beyond. It sets a precedent for inclusivity and encourages other organizations to follow suit. As your event’s reputation for diversity and equity grows, it can become a magnet for thought leaders, experts, and influencers who are passionate about advancing these principles. This, in turn, amplifies the reach and influence of your event, creating a ripple effect that contributes to a more inclusive and equitable landscape in your field. So, expanding your audience through DEI isn’t just about business growth; it’s about driving meaningful and lasting industry-wide transformation.

Embracing Partnerships

If you’re considering working with other companies to add depth or (in the case of sponsorships) financial support to your event, do your due diligence. When researching potential partners/sponsors, look for signs that they’re actively diverse and inclusive. Are women and minorities in leadership positions within the company?  Do these companies support civil rights organizations and movements?

Add more diversity and inclusion to your event by using the products and services of companies certified as a Minority Business Enterprise (MBE). These companies are 51% owned and operated by someone who is an ethnic minority. Your partnership with MBEs can also help you reach marginalized communities.

Meeting Industry Expectations

The event industry is evolving, and DEI is becoming an industry standard. Many attendees and stakeholders expect event managers to prioritize diversity and inclusion. By embracing DEI principles, you align your events with the changing expectations of the industry and demonstrate your adaptability and responsiveness.

The 2022 Equity Benchmarking Study conducted by the Events Industry Council (EIC), featured a survey with the assistance of an AI-based chatbot. This survey engaged 1.404 event professionals from various sectors within the industry. The study yielded the following results: 

  • Employed event professionals (83% of all survey respondents) are significantly more dissatisfied with DEI in the industry than those who are self-employed or have alternative employment types.
  • 61% of all surveyed event professionals identified as White and are predominant across all job grades, with minimal representation from other ethnicities, especially in senior management (15% Black) and board (6% Black) positions.
  • Respondents who identify as Black (16%) rated their DEI experience 11% lower across all four dimensions than respondents who identified as White.  
  • More than 75% of respondents identified as female, and they are well-represented in managerial and senior roles. Six out of 10 (61%) female respondents are in ‘Senior Management’ and ‘Board’ job grades, yet they rated their DEI experience significantly lower than male respondents (21%).

Contributing to Positive Change

Events have the power to influence and shape society. By advocating diversity, equity, and inclusion, you contribute to a more inclusive and equitable world. Your events become platforms for dialogue, learning, and change, driving progress in areas such as social justice, equality, and sustainability.

Final Thoughts

Incorporating DEI into your events as a show manager isn’t just about checking boxes or meeting requirements; it’s about creating transformative experiences that leave a lasting impact on attendees and society as a whole. It’s a commitment to inclusivity, fairness, and empathy that can elevate your events to new heights of success and relevance in an increasingly diverse and interconnected world.

Once you’ve assembled your diverse lineup of speakers, let eShow help you manage the speakers and their sessions. Our Speaker & Session Management module allows you to schedule sessions with our robust conflict management tools. You can also monitor session capacity to avoid overscheduling.

This module isn’t just for your efficiency as the event manager but will also provide speakers and attendees with some pretty handy tools! Speakers can manage the details of their sessions by logging into their own personal accounts, and attendees can easily register for sessions by accessing your session schedule pages.

Using the Speaker & Session Management module, you can also create your post-event surveys, speaker evaluations, and session evaluations using the Speaker & Session Management module.  If you want to see this module in action, contact us today for a no-obligation demo; we can show you how this module and our other web-based tools operate and will help you execute legendary events! 

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Harnessing the Power of Lead Retrieval: A Game-Changer for Exhibitors

In today’s highly competitive business landscape, trade shows and exhibitions have become a crucial platform for companies to showcase their products and services, network with industry professionals, and generate valuable leads. However, with the multitude of attendees and interactions taking place, effectively capturing and managing leads can be a daunting task. This is where lead retrieval tools come into play, empowering exhibitors to optimize their efforts and maximize their return on investment. In this blog post, we will explore how lead retrieval has emerged as a powerful tool for exhibitors and why it should be an integral part of every trade show strategy.

1. Streamlining Lead Capture:

Traditionally, exhibitors relied on business cards and manual note-taking to collect contact information from potential leads. This approach was not only time-consuming but also prone to errors and inefficiencies. Lead retrieval tools revolutionize this process by providing a seamless and automated way to capture leads. With features like badge scanning or QR code scanning, exhibitors can effortlessly collect attendee information, including name, contact details, company, and job title. This streamlined approach ensures accuracy and enables exhibitors to focus on engaging with prospects, rather than fumbling with paperwork.

2. Real-Time Data Insights:

One of the significant advantages of lead retrieval tools is the ability to access real-time data insights. Exhibitors can instantly access and analyze the captured lead data, providing valuable visibility into the effectiveness of their trade show efforts. Metrics such as the number of leads collected, popular booth visit times, and attendee demographics can help exhibitors make informed decisions and adjust their strategies on the fly. This data-driven approach allows exhibitors to identify hot leads, prioritize follow-ups, and gauge the overall success of their participation.

3. Enhanced Lead Qualification:

Not all leads are created equal. Some may be ready to make a purchasing decision, while others might still be in the exploratory phase. Lead retrieval tools provide exhibitors with advanced lead qualification capabilities, enabling them to categorize leads based on specific criteria. Exhibitors can customize lead qualification forms to capture additional data points or use built-in survey features to gather valuable insights about attendees’ needs and interests. By segmenting leads into different categories, exhibitors can tailor their follow-up strategies and allocate resources more effectively.

4. Efficient Follow-up and Relationship Building:

The true value of lead retrieval tools lies in their ability to streamline the follow-up process. With instant access to contact information and lead insights, exhibitors can promptly reach out to prospects after the event, striking while the iron is hot. Personalized and timely follow-ups demonstrate professionalism and genuine interest, increasing the likelihood of conversion. Additionally, lead retrieval tools often integrate with customer relationship management (CRM) systems, making it seamless to import leads and maintain a centralized database for ongoing nurturing and relationship building.

5. Measurable ROI and Performance Analysis:

Trade show participation involves a significant investment of time, money, and resources. Lead retrieval tools provide exhibitors with a tangible means of measuring their return on investment (ROI). By tracking the number of leads captured, conversions, and revenue generated, exhibitors can evaluate the success of their trade show efforts. Furthermore, these tools offer valuable insights into the performance of individual sales representatives or booth staff, helping exhibitors identify areas for improvement and optimize future participation.

Conclusion:

In the fast-paced world of trade shows and exhibitions, lead retrieval has become an indispensable tool for exhibitors. By automating lead capture, providing real-time data insights, enabling enhanced lead qualification, streamlining follow-ups, and facilitating ROI analysis, lead retrieval tools empower exhibitors to make the most out of their trade show investments. As the competitive landscape continues to evolve, exhibitors who harness the power of lead retrieval will gain a distinct advantage in

 generating high-quality leads, nurturing relationships, and ultimately driving business growth.
Learn more about how eShow can help level up your event with attendee detail tracking, Excel reporting, CEU verification and more. Our expert team is ready to find a customizable solution that fits your needs and ensures success at your next show. Generate leads on and off the show floor by booking a personal demo today.

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