This year at the ASAE Annual Meeting 2025 in Los Angeles, I had a front-row seat to what really drives value at conferences—and it wasn’t what I expected. Between fumbling my app download, questioning the ROI of the expo floor, and watching piles of swag gather dust, I realized it’s time to rethink how we design the attendee experience.

1. Don’t Wait to Download the App

Here’s my confession: I work for an event technology company, but even I didn’t download the ASAE Annual Meeting 2025 Event App until I was already onsite. And by then, I had already missed the chance to plan my agenda, join pre-event conversations, and scope out networking opportunities.

The truth is, the event starts when the app hits your phone—not when you walk through the registration doors.

Early adoption lets attendees:

• Build a curated schedule instead of winging it.
  
• Find and connect with peers or exhibitors in advance.
  
• Spot must-attend receptions and book their spots before they’re full.
  
• Learn the venue layout so they spend less time wandering.
  

If attendees wait until they’re already in line at registration, they lose all that value. That’s why organizers need to push app adoption early—with incentives, smart communication, and a little well-placed FOMO.

2. Networking Outside of the Showfloor Is Where the Magic Happens

At the ASAE Annual Meeting 2025, my booth time had its moments. But my best conversations—the ones that felt authentic, energizing, and memorable—happened elsewhere.

From a rooftop reception overlooking LA to a night at the Coliseum with Adam Lambert, even a casual conversation at the Grammy Museum, I found myself making connections that felt effortless. These weren’t rushed pitches; they were real human interactions.

And it made me ask: is the booth investment always worth it? Or could that same budget create (or sponsor) the spaces where the real networking happens?

When your brand is tied to the event everyone’s talking about, you’re not just another exhibitor—you’re the reason they connected. That sticks.

3. The Harsh Truth About Swag

Let’s be real: the expo floor was drowning in swag. Tote bags, water bottles, clever gadgets—you name it. I even picked up a few things I thought were fun at the time. And yet? They’re still sitting in my bag, untouched.

If I…someone who actually appreciates brand marketing—haven’t used them yet, what are the odds most attendees will?

The reality is, swag doesn’t create loyalty. Nobody chooses a new platform because of a free water bottle. What does create loyalty are experiences that spark joy, conversation, or even a little envy.

So instead of pouring money into giveaways that gather dust, what if we invested in interactive activations, app-based challenges, or networking moments that people will actually remember? Attendees don’t need more stuff—they need more stories.

The ASAE Annual Meeting 2025 reminded me that the heart of events doesn’t live in the booth design or the giveaway table. It lives in how prepared attendees are, the conversations they have, and the experiences they carry home.

So let’s rethink where we invest:

• Encourage attendees to download the event app early so they start strong.
  
• Create or support the spaces where networking naturally thrives.
  
• Swap “stuff” for moments that leave a lasting impression.
  

Because at the end of the day, people don’t remember what you handed them. They remember how you made them feel. 

Looking for an event technology partner, not just another vendor? Get in touch with the EventMobi team today.

The post Tips from the Trenches: What the ASAE Annual Meeting 2025 Taught Me About Event Apps, Networking & Swag appeared first on EventMobi.

But kickoff events aren’t just about generating excitement and sharing your mission with the public. According to Donorly’s guide to capital campaign planning, these events also help you “identify prospective major donors, strengthen relationships with community leaders, and introduce your mission to brand-new audiences—ultimately ensuring that you have a strong, passionate support base that will see you through the capital campaign and beyond.”

This means you should take extra care in planning a kickoff event that truly inspires long-term support for your nonprofit. We’ve compiled four tips to help you do so.

1. Identify Your Target Audience

First, consider who you’ll invite to your campaign kickoff event. While leaving the event open to the public to attract new supporters may seem natural, it’s still important to be strategic with your invitations.

At a minimum, you should personally invite key stakeholders like:

• Major donors who contributed during the quiet phase. Include all donors who already gave a major gift to your campaign in the kickoff event. Thanking these donors publicly and engaging them throughout the rest of the campaign is vital to retaining their support long-term.
• Board members. Guests will appreciate seeing your board members’ support for the campaign first-hand. Since capital campaigns are such large-scale, impactful endeavors, it’s vital to show that your organization is united in pursuing this goal.
• Community leaders. Inviting influential community members to make an appearance can inspire all new groups of people to learn about your campaign. Ask leaders like local politicians, business owners, or directors of like-minded organizations to join your event.
• Prospective major donors. If you’ve identified any supporters who may be willing and able to make a major gift in the future, invite them to engage with your nonprofit at the kickoff event. Even if they don’t give to this campaign, sending a personal invitation will help you cultivate future support.

Depending on the size of your event and your current fundraising progress, you may also consider targeting prospective supporters, new community members, or even the broader public.

2. Choose an Engaging Format

With your target audience’s preferences in mind, decide if your kickoff event should be fully in-person, virtual, or hybrid. Which format will generate the most engagement and donations for your unique capital campaign?

Consider the pros and cons of each format when making your decision:

• In-person events give guests more opportunities for social connection and networking while making it easier for your nonprofit to strengthen relationships with key stakeholders. However, in-person events come with more costs and limit who can attend, potentially impacting your total fundraising revenue.
• Online events open up your kickoff to a much wider audience and increase accessibility for guests. Supporters who live out of town, have prior commitments, or might otherwise struggle to attend an in-person event can participate from home. Online events are more cost-effective, but these events may be less engaging for guests. Plus, you run the risk of supporters getting discouraged by technical issues.

Your audience is another important consideration when choosing the right event format and fundraising strategies. For instance, if you have a large target audience and want to invite as many supporters as possible, you might choose to host both in-person and online events. This way, you can invite certain donors to the live event (major donors, community leaders, etc.) while encouraging other supporters who can’t be there live to participate in an event online.

Remember that you may need an event management app if your event includes virtual elements like livestreams, live chat, and gamification. Explore your options by getting peer recommendations and browsing online software reviews from other nonprofits. Ideally, your solution should be cost-effective, easy for guests to use, and scalable for future events.

3. Plan Speeches and Activities

Next, determine what should happen during the event itself. Kickoff events come in various shapes and sizes, so there’s no standard agenda you need to follow. However, you’ll likely want to include a few speeches and at least one activity for guests to participate in.

Depending on your budget, target audience, and how casual or professional you want the event to be, you might choose to include a:

• Groundbreaking ceremony
• Community block party
• Tree planting ceremony
• Special one-time performance
• Time capsule burial ceremony

Along with a few engagement opportunities, consider who should speak at the event. Your capital campaign kickoff is a chance to share the vision behind your campaign with the broader public. Choose one or more leaders who can explain your vision eloquently and persuasively.

Your nonprofit’s staff and board members aren’t the only people you should consider for speaking opportunities. Long-time supporters, people who have been impacted by your mission, and influential community members can all be great choices for speakers who inspire guests to give. They can share their personal stories and emphasize the goals and benefits of your capital campaign from a new, relevant perspective.

Have a senior member of your team introduce any guest speakers at the event to make them feel welcome and supported. After a short speech from a member of your nonprofit’s leadership team, you could invite one of your lead donors to speak about their passion for your cause and how this campaign will further it. Then, you might unveil a rendering of a donor recognition plaque or wall to honor the major donors who’ve already contributed to the campaign. 

4. Strategically Market the Kickoff Event

Finally, plan an event marketing strategy that leverages the power and reach of various communication channels. For instance, you might promote the event via social media, email, direct mail, flyers, and more. Whichever channels you choose, ensure they align with your target audience’s communication preferences.

You’ll also need a PR strategy—how will you get press coverage for your event to generate more attention throughout the community? Brainstorm several media outlets and contacts you can approach, such as local news stations, newspapers, and influencers in the community. Write tailored press releases they can share, including any relevant images or videos that might make them more impactful.

After speaking to the media and sending personalized event invitations, plan several touchpoints to remind supporters about the event and generate excitement in the weeks leading up to it. Send reminder text messages, post teaser videos, and share relevant updates via email.

When you design promotional materials for social media or your website, ensure their visual style aligns with the rest of your capital campaign’s branding. According to Getting Attention’s nonprofit marketing statistics, posts that include images have a 650% higher engagement rate than those that don’t—so you definitely want to incorporate cohesive visuals into your event marketing strategy.

With these tips, your team will be on its way to planning an engaging capital campaign kickoff that drives public support. Remember that your kickoff is only the beginning of your campaign’s public phase, so budget your time and money accordingly. While you want to kick off the campaign with a bang, be sure you can sustain that energy in the coming months!

The post Planning Your Capital Campaign Kickoff Event: 4 Tips appeared first on EventMobi.

The best events stand out to attendees and encourage them to return in the future. However, given the sheer volume of corporate events in the current landscape, it’s increasingly difficult to make your mark.

That’s where corporate event gifting comes into play. By offering gifts and mementos of your event, you can make your initial investment go further by winning prospect loyalty and building your brand identity. You can even use these ideas as prizes for gamified elements of your event. In this guide, we’ll review how to offer gifts that keep on giving (both to your company and your target audience).

Corporate Event Gifting FAQ

Before getting into corporate gift ideas for events, let’s answer pressing questions you might have about this prospect engagement strategy.

• Which gifts are most effective? This varies based on your company’s goals, budget, and values, as well as the event’s theme. For instance, if your company prides itself on its low carbon emissions, Unwrapit recommends focusing on digital gifts, experiences, and charitable donations as gifts—you’ll reduce physical waste and remain true to your values.
• How personalized should gifts be? Gifts should be as personalized as possible to resonate with your target audience. However, it can be challenging to personalize gifts at scale if you manage your gifting program individually. Leading corporate gifting companies provide personalized gifts at scale with interfaces that allow attendees to choose the gift they like best.
• How can you measure the success of event gifting initiatives? Track and report on key performance indicators, such as your gift claim rate and attendee feedback. If you work with a corporate gifting company, they can monitor and report that information for you. You may also use your event management solution’s polling or survey features to gauge attendees’ opinions about your event gifting. In fact, some digital gifting platforms have built-in surveying and polling to capture sentiment and ask other questions of your attendees.
• How can we reduce event gifting costs? A win-win solution is working with event sponsors to provide gifts. While you receive gifts or funds you can use to purchase them, sponsors spread awareness of their brands.
• Should gifts be the same for all attendees? This depends on your budget, but generally, the gift’s value should correspond with the participant’s influence. For instance, you might gift a high-profile keynote speaker a tablet to thank them for their support, but that likely isn’t feasible to give to all event attendees.

Event Gift Ideas

For each type of gift, we’ll review what it is, its unique benefits, examples, and a pro tip to ensure your success.

Physical Gifts

• What they are: Physical gifts are tangible items that attendees can take home with them.
• Why they work: These gifts are often practical, ensuring your company makes a lasting impression.
• Pro-tip for offering physical gifts: Prioritize sustainability. Studies estimate that around 40% of corporate gifts end up in landfills. Offset your environmental impact by using eco-friendly materials and sourcing from companies with a green track record.
• Gift ideas:
  • Drinkware. Provide different types of drinkware to account for every occasion. For instance, insulated drink tumblers are great for on-the-go attendees, whereas wine glasses might be ideal for your more social recipients.
  • Desk accessories. These items can be useful for anyone in a corporate role. For more influential recipients, such as keynote speakers, offer quality custom desk accessories, like a nameplate or paperweight.
  • Local food baskets. This is a perfect idea if your conference attracts a large out-of-town audience. Offer small, non-perishable items like assorted snacks, a bottle of wine, and candied fruit from local businesses so attendees can take a taste of your community home.

Experiential Gifts

• What they are: Experiential gifts allow attendees to access exciting or relaxing opportunities.
• Why they work: While physical gifts offer individual benefits, attendees can use these gifts to connect with others, enrich their worldview, and try something new.
• Pro-tip for offering experiential gifts: Offer flexibility. Some experiences can only occur under certain parameters, such as a specific season, date, or location. Provide as much flexibility as possible, such as by offering open-date vouchers, so busy recipients can use the gift when they have time.
• Gift ideas:
  • Sports game tickets. Regardless of the time of year, there’s an active team ready to engage the sports aficionados at your event. Provide free or reduced-price tickets to the sports team of the attendee’s choice.
  • City-specific experiences. Every city has a host of unique experiences to explore. Provide a voucher to enter museums, limited-time exhibitions, and landmarks in the attendee’s city of choice.
  • Wellness activities. Life in the corporate world can get stressful quickly. Give attendees the chance to unwind with wellness-based activities, such as yoga classes or a spa day.
  • Meal certificates. Treat recipients to a delicious meal at a restaurant of their choice.

Combination Gifts

• What they are: Combination gifts offer physical and experiential components that build on each other.
• Why they work: These gifts offer the best of both worlds, appealing to a wider range of event attendees. Plus, these gifts are often higher-value, making them ideal for thanking big players.
• Pro-tip for offering combination gifts: Cohesion is key. Ensure all gift components directly relate to each other to provide a holistic, positive experience.
• Gift ideas:
  • Wellness kit and personal training session. Pair athletic clothing or a yoga mat with a related class voucher to help your attendees get active.
  • Travel kit and vacation voucher. Send attendees on a trip to remember with a travel pillow, sleep mask, and a voucher for a reduced-price vacation to a destination of their choice.
  • Virtual cooking class and ingredients. Want a virtual-friendly idea to engage attendees wherever they are? Offer a virtual cooking class and provide the necessary ingredients so they can follow along at home.

Create Your Event Gifting Program

Now that you have inspiration, it’s time to launch your own event gifting program! To get the most value from your program, market your offerings extensively. Highlight your available items in event marketing collateral and throughout the event so attendees know what they can take home and how to acquire it. You can also note who won valuable gifts in your event follow-up to encourage future sign-ups.

The post Corporate Event Gifting: Creative Ideas that Stand Out appeared first on EventMobi.

Of course, designing and printing badges can be a logistical challenge—but EventMobi makes it simple. With the Badge Designer, you can create your ideal badge and choose from flexible options: Pre-Printed Name Badges, Badge Label Printing, or Direct Thermal Badge Printing.

Used by agencies, AMCs, associations, and corporate event teams, EventMobi has powered thousands of events by helping organizers print badges faster, reduce check-in lines, and deliver professional, polished credentials.

Whether you’re planning a large industry event or a small meeting, EventMobi provides a streamlined way to create professional-quality name badges without the usual stress. In this comprehensive guide, you’ll learn exactly how to create conference name badges that improve check-in and attendee experience—whether you’re printing them in advance or generating them on-site. We’ll break it down into seven simple steps that any event planner can follow, but first, let’s explore what makes a well-designed conference badge so important.

Why Professional Conference Badge Design Matters

A well-designed name badge does more than identify attendees. It’s a networking tool, a brand asset, and a check-in efficiency tool. When your name badge design is done right, you’ll:

How to Choose the Right Badge Printing Platform

Before diving into the details of different printing methods, it helps to take a step back and consider which name badge printing platform best fits your needs. Think of this as your “pre-step”—choosing the right tools will make everything else easier!

Selecting the right badge printing solution is essential for fast check-in, cohesive event branding, and a seamless attendee journey. With so many options available, how do you determine which platform is best suited for your event? Below, we’ll explore key factors to consider when evaluating conference name badge printing providers.

Key Considerations for Badge Printing Solutions

Before choosing a badge printing method, ask yourself:

• Do you need Pre-Printed Badges, Direct Thermal Badge Printing, or a flexible onsite solution like Badge Label Printing?
• Does the platform integrate with your event registration system for real-time updates?
• Can you customize badge designs easily without external software?
• Does the provider offer self-check-in kiosks for a faster arrival experience?
• Is onsite support available to troubleshoot any printing issues?

Feature Comparison: EventMobi vs. Other Providers

Feature	EventMobi	Cvent (OnArrival)	vFairs	Pheedloop
Badge Designer	Yes, built-in	No	Yes	Yes
Pre-Printed Badges	Yes	Yes	No	No
Badge Label Printing	Yes	No	No	No
Direct Thermal Badge Printing	Yes	Yes	Yes	Yes
Self-Check-In Kiosks	Yes	Yes	Yes	Yes
Onsite Support	Available	Available	Available	Available

Why EventMobi is a Strong Choice

EventMobi stands out because it provides a complete solution for both name badge design and printing—whether you need pre-printed badges, direct thermal badge printing, or badge label printing for last-minute updates. Unlike other platforms that may require external tools or lack real-time personalization options, EventMobi integrates everything in one streamlined process.

Making Your Decision

Choosing the right badge printing solution depends on your event’s size, level of customization, and check-in process.

• If you’d like badges prepared before the event, Pre-Printed Badges offer professional quality and are available for attendees the moment they arrive.
• If you anticipate last-minute changes or walk-ins, Badge Label Printing lets you customize names instantly.
• If you want full flexibility, Direct Thermal Badge Printing gives you complete control over personalization at check-in.

By evaluating these factors, you can find the right badge printing solution for your event. EventMobi provides all three methods, ensuring you have the right option for any scenario.

Ready to streamline your badge printing process?

Book a Demo Today to explore EventMobi’s full range of solutions.

Book a Demo

Now, let’s break down how to create conference name badges that are both functional and professional.

Step 1: Choose Your Name Badge Printing Method

Before designing your conference name badge, decide how you’ll print it. Your printing method affects materials, customization, and budget. Choosing the right approach will determine how efficiently attendees check-in and how polished their badges look.

Available Name Badge Printing Methods:

• Digital Name Badges (No Printer Required!) – Eco-friendly and perfect for internal meetings or tech-driven events.
• DIY Pre-Printed Name Badges – Budget-friendly but time-consuming for event planners.
• Professionally Pre-Printed Name Badges – Best for high-quality, fully branded badges printed in advance.
• Badge Label Printing – A combination of pre-printed blank badge stock with attendee details printed on-demand onto labels.
• Direct Thermal Badge Printing – Full flexibility for real-time badge printing at check-in with fast, professional badge printing kiosks.

Digital Name Badges (No Printer Required!)

If you want the easiest, most eco-friendly option, digital badges are the way to go. These badges are displayed within the Attendee Portal and the Event App and eliminate the need for printing altogether. Each attendee gets a unique QR code tied to their registration, making check-in fast and hassle-free.

Best for:

Tip: Always test QR code scanning in different lighting conditions before your event. Prepare a backup system by enabling manual attendee search at check-in or keeping spare devices ready for those who encounter technical issues.

DIY Pre-Printed Name Badges

With just a computer and printer, you can design, print, and assemble name badges in holders yourself. This works well for smaller events and saves money, but sorting and distributing badges can become overwhelming as attendee numbers grow. 

Best for:

Tip: Avoid DIY printing if your event has more than 50 attendees—sorting through alphabetized badges and printed lists at check-in can slow down the process.

Professionally Pre-Printed Name Badges

Consider pre-printed conference badges if you want polished, professional-quality name badges with minimal work upfront. Some event technology providers, like EventMobi, offer pre-printed name badge ordering as a service, allowing you to design, order, and receive high-quality badges with just a few clicks. 

Best for:

Tip: You can also pre-print branded badge stock in bulk to cut costs, then personalize onsite by adding attendee details with Badge Label Printing (more on this next!).

Badge Label Printing

Need flexibility with a professional look? Badge Label Printing is the most affordable onsite solution, combining pre-printed badge stock with attendee detail printing at check-in. It also supports custom label sizes and multi-label printing, balancing pre-event preparation with real-time personalization.

Best for:

Tip: Badge Label Printers aren’t just for name tags—use them to print table name cards, speaker badges, or on-the-spot access credentials. Trusted label printers, like the Brother QL-820WNB, produce sharp, professional-quality printouts every time.

Direct Thermal Badge Printing

Direct Thermal Badge Printing creates badges in real-time as attendees check in, giving you flexibility for large events that need custom badges on demand. While this method ensures each badge is customized correctly, it is also the most expensive and complex printing option.

Best for:

Tip: Direct Thermal Badge Printing works best when supported by onsite staff to assist with troubleshooting and guide attendees through the process.

Step 2: Select Your Badge Material

Your conference name badge material determines whether it stays readable and professional-looking throughout your event or looks like it barely made it past check-in. With so many options—from sturdy cardstock to laminated finishes—choosing the right one impacts durability, print quality, and attendee experience. Let’s break down the materials that balance practicality, cost, and that all-important “wow” factor.

Digital Badge Access

Skipping physical badges altogether? All you need to do is make sure attendees can easily access their digital badge before the event day.

• If using an event app, direct attendees to their profile for badge retrieval
• If sending via email, distribute QR codes 48 hours before the event
• Set up well-lit check-in stations for error-free scanning

Tip: Consider using an Event Check-in App like EventMobi’s, which easily scans QR codes in any lighting condition.

DIY Pre-Printed Name Badge Materials

Creating and printing name badges in-house helps reduce event costs while still delivering a polished, professional look. These tried-and-tested materials will help you achieve great results with standard office equipment:

• Pick 32lb bright white paper for best results or Avery 5392 Name Badge Inserts for crisp text and clean edges. 
• Using an inkjet printer? Opt for HP Premium 32 or Hammermill Premium paper. 
• Protect your badges with durable plastic event badge holders to prevent wear and tear. 

Tip: Quality materials make a big difference in badge durability and appearance. Premium paper and professional holders cost a bit more upfront, but prevent that dreaded “homemade” look that can undermine your event’s credibility.

Professionally Pre-Printed Badge Materials

When you’re ready to elevate your badge game, professional pre-printing opens up a world of premium material options that simply aren’t available for in-house production. Consider these choices for high-quality pre-printed conference badges:

• Select 16- or 20-pt cardstock to prevent bending and creasing
• Opt for laminated badge stock for added durability and a premium feel
• If sustainability is a concern, recyclable paper options provide an eco-friendly alternative

Badge Label Printing Materials

Badge label printing strikes that sweet spot between flexibility and sophistication. Success hinges on choosing labels and badge stock that complement each other perfectly. These proven supplies consistently deliver results that will impress your attendees:

• Use Brother DK Series badge labels for sharp, smudge-free printing
• Stick to a standard 2.4” x 3.5” label size for compatibility with pre-printed badge stock
• Opt for professional-grade badge stock from trusted vendors like EventMobi for a sturdy, high-quality appearance

Tip: White badge labels can be used to create peel-and-stick name tags with your Badge Label Printer—no badge stock or Sharpies required! It’s a smart way to make the most of your hardware investment when your annual program includes smaller events over the year. 

Direct Thermal Badge Printing Materials

Direct Thermal Badge Printing requires materials that can handle fast, on-the-spot printing while maintaining high print quality and durability. The right stock ensures clear printing, durability, and a premium-looking finish:

• Two-sided fanfold blank badges are the most common choice
• Laminated badge stock adds durability but comes at a higher cost
• PVC badges are highly durable but less eco-friendly

Tip: Direct Thermal badge printing is usually offered as a fully managed service because of its complexity. Vendors like EventMobi can recommend the best material choice based on your event’s specific requirements and sustainability goals.

Lanyard and Attachment Selection Guide

From keeping badges visible to matching your brand colors, lanyard choice impacts both function and style. Your attachment selection can make or break the badge-wearing experience throughout your event. Choose wisely because comfortable, secure badges mean happy attendees who can focus on your event instead of fidgeting with their credentials.

Lanyard Options:

Different types of lanyards offer various benefits depending on your event needs, branding goals, and attendee experience:

• Standard Polyester Lanyards are cost-effective and available in a variety of colors to match event branding
• Bamboo or Recycled PET Lanyards are an eco-friendly option for events focused on sustainability
• Printed Custom Lanyards allow for branding with logos or sponsor details to increase visibility

Attachment Options:

Choose your badge attachment based on how you want badges to display and the type of badge material you’re using:

• Alligator Clips (also known as Double-Ended Clips) prevent badges from flipping, keeping names visible at all times
• J-Hook Clips allow single-sided badges to flip, making them harder to read. They work best for double-sided badges where visibility isn’t an issue
• Universal Card Clamps are designed to secure premium badge materials while preventing damage
• Bulldog Clips are a strong and durable option suited for heavier badge stock or laminated badges

Tip: Before you place a bulk order, get samples! Try out different lanyards and clips with your badges—you’ll see how they look and feel and avoid unwanted wearability issues.

Step 3: Pick Your Badge Size

Getting your badge size right affects how well people can read them and how comfortable they are to wear. While custom sizes can be tempting, standard dimensions are the best choice for compatibility with badge holders and printing formats.

• Pre-printed badges are commonly 4” x 3”, a standard size that balances readability and convenience. If you require additional space for sponsor logos, networking prompts, or attendee insights, a 4” x 6” format provides more flexibility
• Direct Thermal Badge Printing allows flexibility, but commonly sticks to 4” x 3” or 4” x 6” sizes
• Badge label printing requires labels that match the pre-printed stock to maintain a professional look

Tip: Need to manage VIPs and tiered access levels? Go for bigger badges, as they make it easy for your event team to spot who can go where without squinting or stopping the flow of traffic.

Curious to learn how other planners approach their badge material, size, and printing method selection process? Watch the video below to learn how Hannah Gomes from the Independent Natural Food Retailers Association made her decision (and the results!).

Step 4: Choose a Conference Badge Design Tool

You shouldn’t have to be a graphic designer to create beautiful event badges. Look for badge design tools that integrate with your registration system, offer customizable templates, and make it easy to export designs properly formatted for printing. Whether you need pre-printed badges or want to print onsite, your software should simplify the process.

Best Tools for Event Badge Design:

• EventMobi Badge Designer: Designed for event professionals, it streamlines badge creation with customizable templates, built-in pre-printed badge ordering, and seamless integration with your registration system for real-time updates and bulk printing.
• Adobe Creative Suite: Powerful but complex. Illustrator and InDesign offer full creative control but require manual data entry, a steep learning curve, and no integration with registration systems.
• Canva: Easy for simple designs but lacks event registration integration, batch processing, and high-quality print settings—making it impractical for large-scale badge printing.

Step 5: Event Badge Design

Essential Conference Badge Design Elements

A well-designed badge isn’t just for identification—it helps attendees connect and reinforces your event’s branding. The best conference badges are easy to read, visually appealing, and include only the most important details. A clean layout makes names stand out, gives your branding a polished look, and keeps key information accessible without overwhelming the design.

Visibility and Clarity

Attendees should be able to read a badge at a glance. The font size, contrast, and positioning of text all impact readability:

• Use bold, sans-serif fonts like Arial or Helvetica
• Stick to black or dark text on light backgrounds for maximum contrast
• Ensure font sizes are large enough to be read from at least six feet away

Name Display Hierarchy

• First name should be the most prominent text on the badge
• Last name should be large but slightly smaller than the first name
• Company name and job title should be positioned below the attendee’s name in a readable, smaller font

Tip: Before you finalize your badge design, print a few test badges and check them in different lighting and at various distances. This helps make sure names, job titles, and other important details are easy to read during the event.

Smart Information Layout & Branding Elements

Badges should be informative but not overloaded with unnecessary details. The most important details should stand out immediately, while logos and colors should enhance, not overpower, the design.

• Avoid cluttering the badge with excessive branding elements
• Use white space strategically to ensure key information stands out
• Ensure branding complements readability; sponsor logos shouldn’t overshadow attendee details

Front of Badge

• Prominent attendee name and company
• QR code for check-in or networking
• Event branding elements
• Role or attendee type (VIP, speaker, exhibitor, etc.)

Back of Badge

• Event schedule highlights (Keep this concise; provide a QR code linking to the full agenda instead of squeezing too much onto the badge.)
• Wi-Fi credentials
• Event App download QR code
• Venue map or emergency contact info

Tip: Don’t waste prime real estate! Use the back of the badge to showcase essential event details—anything that keeps attendees informed without stuffing their pockets with paper.

Attendee Differentiation & Networking Features

Badges do more than just display a name—they make it easier for attendees to connect and engage. Clear labels, color coding, and icons help people quickly recognize whom they need to meet. These elements help distinguish different roles and make it easier for attendees to identify key contacts at a glance.

Attendee Differentiation: 

• Color Coding: Assign colors for different attendee categories (speakers, VIPs, exhibitors, etc.)
• Badge Ribbons: Use ribbons to indicate status or access level
• Icons or Symbols: Small icons can denote roles (e.g., microphone for speakers, handshake for sponsors)

Networking Enhancement Features: 

• “I’m Here For” Fields: Allow attendees to share networking goals
• Industry or Expertise Areas: Helps match attendees with similar interests
• Social Media Handles: Add LinkedIn or X for easy digital connections
• QR Codes: Link to attendee profiles or digital business cards

Tip: To personalize badges at scale, add custom fields for attendee roles, networking interests, or social media handles directly into your registration forms. This ensures that all relevant details flow automatically into your badge design, making bulk design and printing effortless.

Curious to see how a purpose-built conference badge design tool works? Check out this video to see how the EventMobi Badge Designer can help you create perfect event badges in seconds.

Step 6: Executing Badge Production Without a Hitch

Your badge design is finalized, but now it’s time to make sure everything prints correctly, arrives on time, and is ready to go. Each badge production method requires a different workflow to prevent errors and delays.

How to Set Up a Flawless Badge Printing Workflow

The perfect badge printing process starts with careful planning and organization. Before printing, confirm that all attendee data is accurate, test your equipment, and have a plan for handling last-minute changes: 

Pre-Printed Badges: Order at least seven days before the event, verify attendee lists, and run a print test before finalizing. Organize badges alphabetically for quick check-in.
Badge Label Printing: Ensure all pre-printed badge stock is compatible with your label printer. Have extra rolls on hand and test print settings in advance.
Direct Thermal Badge Printing: Set up backup printers, power sources, and internet connections to prevent delays. Test the system with sample attendee data before doors open.

Tip: Assign a dedicated staff member to oversee badge quality control. They should verify attendee lists, check for formatting inconsistencies, and troubleshoot potential printer malfunctions before full-scale production starts.

Avoiding Common Badge Printing Mistakes

Even with the best planning, last-minute issues can still pop up. Avoid check-in headaches by tackling these common badge printing issues before they become a problem:

Misspelled names? Print a test batch and spot-check for errors before mass printing
QR codes not scanning? Test with different devices before printing 1,000+ copies
Smudged ink or misaligned prints? check printer settings and material compatibility ahead of time

Tip: Order 5-10% more badge stock than your total number of registrants to allow for walk-ins, name corrections, and unexpected changes.

Need a stress-free way to manage badging?

Watch the EventMobi Product Tour to learn how to create the best guest arrivals experience for your attendees.

Learn More

Step 7: Check-In That Wows Attendees

Check-in is attendees’ first interaction with your event, setting expectations for the experience ahead. The badge pickup process should be efficient, intuitive, and welcoming, reducing wait times and making guests feel valued from the moment they arrive. 

How to Make Badge Pickup an Experience (Not a Hassle)

Your goal should be to keep lines moving and prevent bottlenecks. Clear signage, easy-to-follow instructions, and having enough staff on hand ensure attendees get their badges quickly and can move on to enjoying the event. 

Turn check-in into an interaction: Instead of a long lineup, let attendees scan a QR code to print their badge or offer a concierge-style welcome for VIPs.

Create multiple pickup options: Offer early badge pickup, VIP fast lanes, and self-service kiosks for attendees who prefer to skip the line. Have a backup desk for badge reprints or attendee data changes.

Design check-in for flow: Set up clear signage, digital queue updates, and separate lanes for pre-registered attendees vs. walk-ins. Pre-check QR codes before attendees arrive to reduce scanning issues and keep a few generic badges handy for unexpected VIP guests or last-minute speaker swaps.

Tip: If your event has major sponsors, consider a branded check-in area with sponsor visuals displayed on Direct Thermal Badge Printing kiosks.

Final Takeaway: Think Beyond the Badge

A great badge isn’t just an ID—it’s the first step in creating an exciting, engaging event experience. By thinking about how attendees receive and use their badges, you can turn check-in into a moment that sets the tone for everything ahead.

Conference Badge Design FAQs

Need more help navigating your badge design and printing options?

Book your EventMobi demo today for expert advice and learn how EventMobi can help you create the right check-in experience for your events.

Book a Demo

The post Conference Badge Design: How to Create and Print in 7 Easy Steps appeared first on EventMobi.

However, without the right event management software for nonprofits, you risk reduced attendee engagement, poor event return on investment (ROI), and insufficient event data for future improvements.

In this article, we’ll explain exactly what nonprofit event management software is, outline considerations for deciding on a platform, and offer examples of the top options available through the following topics:

• What Is Nonprofit Event Management Software?
• What Should I Consider When Purchasing Nonprofit Event Software?
• 10 Reasons EventMobi Would Rock Your Next Nonprofit or Association Event
• Best Event Management Software for Nonprofits
• Best Event Apps for Nonprofits
• Best Event Registration Software for Nonprofits
• Best Free Event Management Software for Nonprofits
• Best Fundraising Event Software

With the event management software market expected to grow at a compound annual growth rate (CAGR) of 12.5% from 2023 to 2030, it’s clear that an increasing number of organizations recognize that the right event tech can reduce the burden on event planners, increase event ROI, and make scaling your programming as easy as pie. After reading this guide, you’ll be ready to adopt your own event management solution and unlock the benefits of this tool.

What Is Event Management Software for Nonprofits?

Nonprofit event management software is a type of technology used to organize nonprofit events. These events may include annual association conferences, workshops, continuing education opportunities, or nonprofit fundraising events.

Types of nonprofit event management software include:

• End-to-end event management software like EventMobi
• Conference apps (we have one of those, too!)
• Event registration software for nonprofits
• Silent auction software
• Fundraising event software
• Donation processing software, whether online or through texting

The right event management tool will cut administrative hours and minimize the event planning workload. You should be able to load your event information in bulk, use drag-and-drop functionality for added convenience, and get the key insights about your attendees that you need to attract sponsors.

What Should I Consider When Purchasing Event Management Software for Nonprofits?

Before spending your valuable funds on a platform you’re uncertain about, consider the following:

1. Features

Many nonprofit event organizers need an event management solution that can help them:

Think about which of these are must-have features for your organization and which are nice-to-haves.

Along with your must-haves, make sure your choice is scalable over time and can be extended with add-ons. Integration with third-party solutions can be a valuable feature, too!

2. Budget

While it would be great to have the world’s best event management software, you likely have an event budget to worry about. If you have financial restrictions, aim for must-have features over nice-to-have ones.

Moreover, make sure that you like the team at the software company that you’ll be working with. Choosing a more affordable software package from a company that doesn’t care about its customers will always be more expensive in the end. After all, you might go through the whole costly experience again in the future!

If you need to free up more dollars, free nonprofit event management software is there in a pinch.  

Whatever your budget is, ask for a demo, and if in doubt, test the trial before buying.

3. Customer onboarding

The best event management software for nonprofits comes with impeccable customer onboarding.

After you sign up for their product, the software vendor should support your transition. Look for a vendor with the enthusiasm and resources that will get you set up for success! They should give you clear, detailed instructions on how to use their platform.

Ideally, your selected vendor will offer several onboarding services, like:

• Customer support for pressing issues
• Customer success for ensuring event success
• Account executives who’ll check in and make sure you have what you need
• Product tours and resources
• An in-depth help center or knowledge base
• An online user community

4. Customer support

Speaking of customer support, your vendor’s team should be able to troubleshoot technical issues and quickly fix them. Even better if you can find a vendor that offers customer support 24 hours a day, especially when you’re holding events.

When you’re in the demo process, make sure to ask the sales team for examples of how customer support has solved issues for existing customers.

5. Ease of use

The most intensive feature stack isn’t always the best fit. A less complex, super-usable platform will make it easier for your team to onboard, use, and be successful with your new nonprofit event software.

Make sure the people who’ll be using the platform are a part of the demo process. That way, they can give feedback on the usability before you make the purchase.

Need more evidence of ease of use? Check out online reviews, or ask to speak with an existing customer.

6. Comprehensive, integrated solutions

What’s worse than having no tools? Having too many tools, and none of them talk to one another!

No single tool will be able to do everything well. Look for a central tool that can handle most of your needs, and then complement it with additional software.

For example, EventMobi is nonprofit event software that’s built to help your staff run annual conferences, ongoing workshops and webinars, and host an online community. The software isn’t prepped to accept donations, though, so you’d also need fundraising event software or donation processing software if you’re looking to raise money!

Worst case, make sure that your disparate programs have an Application Programming Interface (API) that allows you to hardcode a connection between them.

7. In-person, virtual, or hybrid features

Do you hold in-person, virtual, and hybrid events? Or do you only hold in-person events but want the flexibility to do more? Look for a solution that can facilitate your events no matter which format they take and comes with tools (like gamification, notifications, live streaming, or document storage) that give you the flexibility you need to thrive in a new era of event planning.

8. Great reviews

The most trustworthy opinions about any kind of software come from its users. Software review websites such as Capterra or G2 are reliable sources of reviews. 

For example, EventMobi has a 4.7/5.0 Ease of Use and Customer Service rating, which contributes to its overall 4.8 rating on Capterra. Take the time to read through reviews and ratings to get a clear understanding of which options act as the best event management software for nonprofits.

10 Reasons EventMobi Would Rock Your Next Nonprofit or Association Event

We’ve told you about the reviews, but what exactly can EventMobi do for your event?

When it comes to making these decisions, the more information, the better, so here are some key details about what EventMobi offers our users: 

1. Drag-and-drop event websites and apps: No design skills needed! Use Page Designer to build custom event websites and apps with drag-and-drop tools.
2. Custom registration forms: Create custom online registration forms with unlimited fields, drop-down menus, and multiple-choice questions. You can even manage multiticket and consecutive registrations!
3. Segmented email marketing: Send branded, personalized emails to everyone involved in your event, segmenting by language, registration status, payment status, and other key data!
4. Sponsor benefits: Feature sponsors across your event with in-app banner ads, company pages, and sponsored notifications, and set them up with lead capture. You’ll also have all the analytics you need to report on your success.
5. Gamification: Up attendee engagement, and drive more traffic to sponsors with gamification! Set up challenges that encourage your attendees to network, meet sponsors, share photos, and check in to sessions. (EventMobi even has a gamification design team!)
6. Networking and conversations: Facilitate connections with moderated group discussions, appointment booking, 1:1 messaging and video calls, and customized profiles.
7. Unlimited Events for year-round engagement: The EventMobi Experience Manager is ready to host events of all sizes and types, whether it’s a one-off, annual, or series of year-round events!
8. Professional services to help you thrive: EventMobi’s Professional Services team helps hundreds of events welcome thousands of speakers, sponsors, and attendees every year with everything from project management, consulting, and one-on-one support for any kind of event.
9. 13+ years of experience: Over more than a decade, EventMobi has supported tens of thousands of events around the world with easy-to-use software, award-winning customer support, and customer-centric product design.
10. A+ Reviews: Check out the EventMobi reviews left by happy event profs on Capterra and G2!

With EventMobi, you can streamline the event management process and provide unforgettable event experiences for attendees and sponsors.

Top Event Management Software for Nonprofits

We’ve gathered a list of solutions for you to consider before taking the plunge with a purchase. 

Remember: think about all the factors discussed above to make sure your choice matches your event goals and management process, and you’ll be on your way to success!

EventMobi

EventMobi is an end-to-end management platform to design, produce, and deliver amazing event experiences.

Pricing: Single-event, multi-event, and year-round subscriptions are available for event apps, virtual and hybrid event platforms, and our registration, website, and ticketing platform.

Best for: Event management software for nonprofits and associations, public administration organizations, higher-education institutions, third-party event planning firms, and companies of all sizes

Top features:

• Engage attendees through gamification, live display, interactive event maps, and more.
• Encourage networking through one-on-one appointment booking.
• Skyrocket your sponsors’ ROI by featuring them on your event app, setting them up with lead capture, and offering helpful attendee analytics.
• Unlock access to an exceptional support team with the option for onsite support.

Lumaverse

Lumaverse is an umbrella brand that provides event management solutions for scheduling, volunteer and member management, event planning, and fundraising.

Pricing: Varies based on product 

Best for: Clubs and member-based nonprofits who need to run events with many platforms

Top features:

• Share automatic reminders to keep attendees informed.
• Leverage ticketing and waitlisting tools.
• Send unlimited emails to your attendees.

WildApricot

WildApricot is a cloud-based event management platform to automate and support membership tasks.

Pricing: $60–$900 per month depending on the number of contacts

Best for: Small associations, nonprofits, and chapter-based organizations

Top features:

• Automatically list events in a calendar on your WildApricot site or existing website.
• Create custom registration forms with discounts and add-ons.
• Manage and check in attendees using a mobile app.

Accelevents

Accelevents is an event management solution to plan, execute, and analyze events at any scale.

Pricing: Contact sales

Best for: In-person, virtual, and hybrid events of all types and sizes

Top features:

• Mobile app for attendees to keep them engaged.
• Virtual hub where you can host online conferences, fairs, seminars, and workshops.
• Flexible event website builder to create branded event pages.

CharityEngine

CharityEngine positions itself as a nonprofit CRM focused on managing donor data on top of events.

Pricing: 

• Standard: $350–$700 per month
• Professional: $700–$1500 per month
• Enterprise: contact sales

Best for: Medium to large nonprofits

Top features:

• Branded event pages with embedded registration and donation forms.
• Online user portal where attendees can access registration information, ticketing details, event maps, and parking information.
• Automated attendee communications powered by your event data.

Best Event Apps for Nonprofits

Mobile app builders are great for nonprofits that prioritize convenience in event management.

EventMobi

EventMobi is an app builder to create branded mobile event apps.

Pricing: Packages for branded and unbranded apps

Best for: Companies of all sizes, associations and nonprofits, public administration organizations, higher-education institutions, and third-party event planning firms

Top features:

• Easily check in attendees with QR check-in and digital badges.
• Boost engagement with live chat, live polls, surveys, and Q&A sessions.
• Build a year-round event community by using your app as a hub for helpful resources and sponsored content.

AppInstitute

AppInstitute is a no-code app maker for building mobile apps and promoting them.

Pricing:

• Starter: $67 per month
• Pro: $84 per month
• Reseller: $280 per month

Best for: Small and medium businesses, digital and creative agencies, and individuals

Top features:

• Ability to communicate directly with app users.
• Form builder so you can create registration and donation forms.
• Ability to upload images and videos for attendees to browse.

BuildFire

BuildFire is a no-code mobile app builder for iOS and Android with a developer SDK.

Pricing

• BuildFire Plus Professional Services:
  • Premium: $5,000 for one month
  • Signature: $7,500 for two months
  • Enterprise: $15,000 for three months
• BuildFire App Development Platform:
  • Growth: $159 per month
  • Starter: $299 per month
  • Standard: $424 per month

Best for: From small startups to mature enterprises

Top features:

• Easily create an event schedule within the app.
• Upload audio content to the media center.
• Share video content through YouTube and Vimeo integrations.

Best Event Registration Software for Nonprofits

Event registration is key to running a smooth event! Here are some event registration software options to explore for your next event.

Doubleknot

Doubleknot offers integrated event registration software for nonprofits and cultural organizations to manage ticketing, memberships, registrations, reservations, donations, and merchandise sales.

Pricing: Contact sales

Best for: Nonprofits and cultural attractions, such as museums and science centers

Top features:

• Ability to support recurring events.
• Custom forms including waivers, agreements, emergency contacts, and special needs information.
• Online and offline payment options.

RegFox

RegFox is a registration platform for events like conferences, camps, and classes.

Pricing: Flat fee of $0.99 + 1% per paid registrant, plus a credit card processing fee of 2.99%, capped at $4.99 per registrant

Best for: All sorts of events that need registration

Top features:

• Conditional logic to create attendee workflows, tracks, and pricing rules.
• Ability to brand your registration page to your organization in seconds.
• Exports and reports to help you analyze your event data.

Mobilize

Mobilize is event registration software for nonprofits to manage events and recruit volunteers.

Pricing: Contact sales

Best for: Mission-driven organizations

Top features:

• Easily add a variety of event types, such as single-shift events, recurring and multiple-shift events, virtual events, and in-person events.
• Send post-event feedback surveys via email or text.
• Give dedicated volunteers the power to host events on your nonprofit’s behalf.

RSVPify

RSVPify is an end-to-end event registration solution with an emphasis on managing invitations containing RSVP links.

Pricing

• Event Pricing:
  • Free: up to 100 RSVPs
  • Personal Events: $19 per month
  • Professional Events: $39 per month
  • Enterprise: contact sales
• Selling Tickets: $0.90 per ticket, item, or donation + 1.95%

Best for: Medium businesses and nonprofits

Top features:

• Customize event invitations by uploading your own design and auto-populating recipient details.
• Enable QR code check-in using RSVPify’s guest check-in app.
• Automate reporting to easily export attendance, fundraising, and attendee data.

Tix

Tix is a cloud-based event ticketing platform for box office and online ticket sales.

Pricing:

• Box Office Fee: $0.25 per ticket
• Online Fee: $1.00–$1.50 per ticket
• Call Center Fee: $3.50 per ticket

Best for: Small to large venues, promoters, and event organizers

Top features:

• Sell tickets through a variety of channels, including phone, fax, mail, box office, and online.
• Incorporate multiple seating options, such as reserved and general admission.
• Customize your ticketing solution to have the same look and feel as your website.

Free Event Management Software for Nonprofits

Not much room for software in the budget? You can use these free options for nonprofit event management:

Givebutter

Givebutter is an end-to-end fundraising event solution that covers everything from auctions, fundraising events, and payment processing to donor engagement and management.

Pricing: Free with donors paying optional tips (unless you prefer otherwise)

Best for: Small and medium nonprofits

Top features:

• Allow supporters to set up peer-to-peer fundraising pages to boost your fundraising event revenue.
• Sell physical and digital auction items with real-time bidding.
• Motivate attendees to get involved with live displays.

Eventbrite

Eventbrite is an all-in-one event management platform with a special focus on ticketing and event discovery.

Pricing: Free ticket buyers pay the fees (unless you prefer otherwise)

Best for: Events of all kinds and sizes, such as concerts, festivals, meetups, conferences, and workshops

Top features:

• Use the Eventbrite Organizer App to check in attendees, sell tickets at the door, and track data.
• Launch Eventbrite Ads to promote your event.
• Send automated event notifications when people attend, follow, or like your events.

ClickUp

ClickUp is a project management solution with nonprofit and event management tools.

Pricing: Free for personal use

Best for: Nonprofit organizations and event planners

Top features:

• Create a public calendar to share events with your supporters.
• Develop custom forms to collect feedback on your event.
• Track your fundraising goals.

StreamYard

StreamYard is a web-based professional live streaming and recording studio.

Pricing: Free for individuals

Best for: Companies of all sizes and nonprofits

Top features:

• Hold webinars to engage event attendees.
• Record videos and podcasts to add to your event resources.
• Host live giveaway contests during event livestreams.

Airmeet

Airmeet is a webinar and online event hosting platform.

Pricing: Free for small events with up to 50 attendees

Best for: B2B SaaS companies

Top features:

• Pre-record webinars for your event audience.
• Analyze over 50 unique data points.
• Brand webinars to your organization.

Best Fundraising Event Software

Are you planning to collect donations at your event? Fundraising event software has dedicated functions to help support your cause!

OneCause

OneCause is an end-to-end fundraising event software solution for managing online fundraising events.

Pricing: Contact sales

Best for: Companies of all sizes and nonprofits

Top features:

• Analyze supporter activity and giving across events.
• Customize your sponsorship packages.
• Support auctions with item procurement and management, auction item image galleries, and AI-generated auction descriptions.

Silent Auction Pro

Silent Auction Pro is a fundraising event platform for managing online auction catalogs and other aspects of fundraisers.

Pricing:

• Mobile Pro: $899 per year + 2% of event proceeds
• Mobile Plus: $749 per year + 2% of event proceeds
• Bidsheet Pro: $649 per year + 2% of event proceeds
• Bidsheet Plus: $449 per year + 2% of event proceeds

Best for: Nonprofits of all sizes

Top features:

• Create custom event pages.
• Develop an online auction catalog with mobile bidding.
• Unlock access to your own personal event coach for support.

Grassroots Unwired

Grassroots Unwired is a mobile fundraising event software platform for in-person or event-based fundraising and advocacy.

Pricing: Contact sales

Best for: Companies of all sizes and nonprofits

Top features:

• Ability to brand the mobile app using your logo and colors.
• Real-time data sync with your CRM.
• Supports day-of check-in and registration.

Handbid

Handbid is a mobile fundraising event software solution dedicated to bidding and auction management.

Pricing: $1,396 per year, plus a credit card processing fee of 3.5% + $0.30

Best for: Companies of all sizes and nonprofits

Top features:

• Enable mobile bidding to engage your auction attendees.
• Automate the check-in process.
• Use mobile auction management to register guests, add and update auction items, process payments, communicate with attendees, and more.

Snowball Fundraising

Snowball Fundraising is an all-in-one fundraising platform.

Pricing:

• Essential: free, plus a transaction fee of 2.9% + $0.30
• Premium: $55 per month, plus a transaction fee of 2.9% + $0.30
• Professional: $85 per month, plus a transaction fee of 2.9% + $0.30
• Enterprise: $99 per month, plus a transaction fee of 2.9% + $0.30

Best for: Small and medium nonprofits

Top features:

• Leverage flexible ticketing options.
• Automate email or text notifications to outbid auction guests.
• Offer instant receipts and an online payment portal to streamline the auction checkout process.

360MatchPro

Double the Donation’s 360MatchPro solution helps facilitate corporate matching gift fundraising.

Pricing:

• Standard: starts at $999 per year
• Enterprise: custom pricing

Best for: Nonprofits and higher-education institutions

Top features:

• Unlock access to a comprehensive matching gift database and search tool so donors can assess their eligibility right from your donation page.
• Automate matching gift communications to streamline the process.
• Enable auto-submission so donors can send matching gift requests to their employers with a single click.

Choose the Right Event Management Software for Your Next Event

Event management software is key to creating a smooth and engaging event experience for your event attendees. By simplifying the planning process, streamlining attendee registration and engagement, and providing key analytics to track ROI, the best event management software for nonprofits can help your organization host an amazing event, whether in-person, online, or both.

The post Event Management Software for Nonprofits: 23 Top Solutions in 2025 appeared first on EventMobi.

When it comes to managing conferences, recruiting the right volunteers makes all the difference. However, finding and connecting with these individuals requires a targeted recruitment strategy rooted in effective communication. From streamlining the application process to reaching out to your existing network, every step plays a role in attracting volunteers.

Let’s explore proven strategies that will enhance your volunteer recruitment efforts for your next conference.

Improve The Volunteer Registration Process

A streamlined and user-friendly application process can boost volunteer sign-ups. After all, the easier it is to register to volunteer, the more people will complete the process. Make registration as easy as possible by doing the following:

• Use an online registration platform that allows volunteers to save their progress and return to complete the form later.
• Ensure the application form is concise, avoids unnecessary questions, and is mobile-friendly.
• Offer flexible options, such as various volunteer roles with different time slots to accommodate people’s schedules and preferences.
• Implement skills-based match-making to match volunteers with roles based on their skills and interests.

After a volunteer signs up, send quick confirmation messages and keep them informed before the event. Also, invite them to ask any questions leading up to the conference to clear up any confusion or ambiguities far in advance.

Promote Your Volunteer Opportunities

For people to sign up for volunteer roles, they have to hear about them first! Promote your open volunteer roles across several channels to reach a broad pool of prospective supporters. Here are some easy ways to use different platforms to bring attention to your volunteer opportunities:

• Use your association’s website and conference microsite to make your volunteer opportunities easy to find. People who want to get involved with your conference will often check these resources first. List all volunteer opportunities on a dedicated page. Then, add a prominent link to it in your main navigation menu as well as call-to-action buttons on your homepage and relevant sections of your site.
• Post on social media to bring attention to your conference and its need for volunteers. Use eye-catching visuals from previous events, compelling stories from past volunteers, and clear calls to action to inspire registrations. Then, ask your followers to share your posts with their networks to expand your reach further.
• Leverage features in your community app like event announcements, push notifications, and discussion groups to keep members informed. You might encourage users who volunteer to join a dedicated volunteer group within your app to receive updates, access resources, and connect with other volunteers. We’ll discuss the role of your event app further later on!
• Send personalized online invitations to past volunteers or event attendees. Customize the message to remind them of the positive impact they made and invite them to be part of the upcoming conference. Emphasize how their continued involvement can help ensure your conference’s future success.

In your recruitment messages, promote the benefits of volunteering at your conference. These might include connecting with other professionals, developing new skills, or making a difference in their industry. In some cases, volunteering can also make a great resume addition. Strive to make your conference seem like a can’t-miss event!

Reach Out To Your Existing Network

Your existing network is a goldmine for volunteer recruitment. Engage with current members, past event volunteers, and other supporters who are already familiar with your association.

Anyone who actively participates in your association’s activities is a great fit! These people are likely to devote their time to helping your event and may even need less prep to fully understand their roles than new volunteers.

To create effective volunteer recruitment posts, reach out to repeat volunteers and ask what drives them to participate. Gather insight into what activities will be the most compelling to others who are considering joining your association.

Send personalized emails and messages to your network about your volunteer opportunities. Encourage people to also invite their friends, family, and colleagues to volunteer. After all, word-of-mouth is one of the most impactful marketing strategies, with 88% of people trusting recommendations from loved ones over all other types of marketing.

Getting Attention’s nonprofit marketing guide recommends providing people with free digital event invitations. Supporters can customize these digital greeting cards and send them to people they think would be interested in volunteering at your event.

Talk To Local Businesses

More companies feel a responsibility to support worthwhile causes than ever before. As part of their CSR strategies, modern businesses implement volunteer programs that encourage employees to get out into their communities and do some good.

That’s great news for your association! Reach out to local companies, particularly those you already have relationships with, to ask if they would promote your volunteer opportunities to their employees. Send letters that hit the following points:

• Overview of Your Association: Introduce your organization, mission, and impact on your industry.
• Event Details: Provide information about the conference, such as the date, location, and potential impact on the community or industry.
• Volunteer Request: Explain that your association needs volunteers for its conference, and specify the number of volunteers and specific roles, tasks, or skills needed.
• Benefits For The Company: Highlight the potential impact on the company, such as positive publicity and team-building opportunities. If the company operates in the same industry, be sure to highlight that.
• Contact Information: Include your organization’s name, address, phone number, and other relevant contact details so the company can respond to your request.

Before reaching out, make sure you know exactly what you need volunteer help with, so you can promote relevant, skilled opportunities that will entice companies to follow up.

To go above and beyond, follow up with a phone call. This will make the request more personal and show the company you genuinely believe they can help.

Stay Connected By Using An Event App

After you’ve convinced volunteers to register for your conference, stay connected with them to keep them updated and ensure they show up. With an event app like EventMobi, you can enhance the volunteer experience by preparing them for your conference. Here’s how and why an event app can help:

• An event app serves as a centralized hub where volunteers can access essential information. From schedules and maps to volunteer guidelines and FAQs, having everything in one place eliminates confusion and makes it easy for volunteers to find what they need quickly.
• Real-time updates keep your volunteers in the loop. Whether there are last-minute schedule changes or new tasks that need to be assigned, an event app allows you to communicate these updates instantly. Push notifications and alerts within the app sent to volunteers ensures they’re aware of all updates.
• Unique, interactive event agendas for volunteers. Personalized schedules can help them view assigned shifts, ensuring that everyone is in the right place at the right time.
• Training resources that create a smooth volunteer experience. Use your event app to upload training materials, instructional videos, and other resources that volunteers can access.

By using an event app, you can keep volunteers informed and lower stress levels before and during your conference. This will improve your volunteer experience and make the event run more smoothly!

Reward Volunteers For Their Efforts

Give your volunteers the care and attention they deserve by providing pre-conference training and post-event appreciation. This will result in a rewarding volunteer experience, so they sign up again next time!

Here are some easy ways to give volunteers everything they need to feel valued:

• Hands-On Training: Provide comprehensive hands-on training sessions where you cover role-specific instructions, emergency procedures, and customer service skills. Training ensures that volunteers feel confident and capable.
• Industry-Wide Recognition: Recognize volunteers who go above and beyond by acknowledging their contributions in your association’s newsletter, on your website, or in social media posts. Not only will this make volunteers feel valued, but public recognition boosts their reputation in the industry.
• Networking Opportunities: Facilitate networking opportunities during or after the conference. Organize special events, meet-and-greet sessions, or volunteer-only gatherings where they can connect with industry professionals, speakers, and other volunteers. Networking can be a significant incentive that provides volunteers with valuable contacts and career opportunities.
• Thank-You Notes: Express your gratitude by sending personalized thank-you notes. For easy deliverability, design fun eCards branded to your association and add a heartfelt appreciation message to each one. eCardWidget’s guide to thank-you emails explains that sending appreciation eCards elevates the traditional email by adding fun visuals. Just be sure to mention specific contributions and the impact of volunteers’ efforts!

Your volunteers support your association, so support them in return! By making them feel prepared and letting them know how their participation helped your association, you’ll be more likely to see them again.

Start Recruiting Volunteers!

Effective volunteer recruitment is the backbone of a successful event. While it takes effort, the right volunteers will enrich your conference with their energy and enthusiasm. After all, they’re the face of your event and shape the attendee experience.

So, start building your recruitment process, and you’ll form a committed, capable volunteer team in no time!

The post Volunteer Recruitment: Connecting With Conference Volunteers appeared first on EventMobi.

This makes it difficult for event organizers and marketers to use a one-size-fits-all approach to engaging diverse audiences. Strategies that work with Millennials, Gen Xers, and Baby Boomers simply won’t be compelling for Generation Z. Fortunately, there’s an answer to this problem!

Amenah Rizwan is the founder of Picnics Toronto, a company that specializes in micro and experiential events for younger generations. In other words, she’s the perfect person to talk to about engaging Gen Zers at your in-person, virtual, and/or hybrid gatherings.

Some of the strategies Amenah shares in this article include:

• Sending personalized invitations
• Using eye-catching aesthetics
• Meeting attendees where they are
• Daring to have a little fun with your events
• Taking a non-traditional approach from time to time
• Leveraging social media platforms the right way

6 Strategies to Engage Younger Audiences in 2024

How do you appeal to younger generations? Plenty of association and corporate event planners have asked themselves this exact question in recent years. The good news: it’s really not that difficult.

The six tactics below will help you reach Gen Z in productive ways—without forcing you to completely redesign your entire event experience. Even better, they come from an event planner who specializes in helping her clients engage a young demographic at their events.

Let’s take a look!

1. Personalize Your Invitations

It doesn’t matter what industry you’re in; personalization is essential.

When it comes to live events, personalization can help create buzz around your gatherings and engage attendees even better during keynote speeches and breakout sessions.

“We generally try to really create a lot of buzz and we do it by focusing on personalization.“

-Amenah R.

In fact, personalization is a key component of Amenah’s event strategy—and it all starts with the custom invitations she sends to every person on her guest list.

“We will send [attendees] personal invitations, very aesthetic invitations, so they feel like they’re not just getting invited to just another event. It feels a little bit more tailored and personalized to them, and that’s one of the ways we really strive to create that.”

-Amenah R.

There are many ways to personalize an invitation. Obviously, you can address each attendee by name. But you can also design your invites in a way that connects with your target audience.

Who is your event for? What do these people care about? And how can you incorporate these things into your invitation emails? These are the kinds of questions you should ask yourself.

Of course, personalized invites aren’t the only way to appeal to younger generations. You can also make sure your events look good. Let’s talk more about that…

2. Use Eye-Catching Aesthetics

Put yourself in Gen Z’s shoes.

They’ve grown up with the internet. Social media is their preferred form of entertainment. And influencers are more revered by them than most Hollywood celebrities.

Younger generations are also inundated with content. As such, they tend to gravitate towards things that look good. Put another way, they like content that has a pleasing aesthetic.

“I think aesthetics is incredibly important for Gen Z. They’re a very aesthetically-conscious generation because they’ve grown up in a digital age.”

-Amenah R.

When Amenah plans an event, she pays special attention to the imagery her team creates. Her invitations, venues, decorations—even the merchandise—all work together to create a cohesive experience that speaks to Gen Z’s well-cultivated visual tastes.

“Aesthetics is very important to Gen Z… It really makes them feel like it’s more than just another corporate event. It’s something tailored to them.”

-Amenah R.

3. Meet Attendees Where They Are

Contrary to popular belief, Gen Z wants to engage with your events. You just have to plan content and activities that feel relevant to their interests and stage of life.

“We’ll look at what their interests are, what their hobbies are, what type of little engaging activities we can do.”

-Amenah R.

Amenah has found a variety of effective ways to do this. For example, she’s booked specific venues that Gen Zers will deem social media-worthy. Or made sure Daydream and Sapsucker beverages were available. Or planned in-person bingo activations that make it fun for event attendees to network with one another.

According to Amenah, your event merchandise can be used to engage event attendees, too. The key is creating merchandise that Gen Zers actually want to wear—even after the event is over.

“And then for Gen Z, they have no problem wearing [merchandise] they just want it to integrate a little more into what they would regularly wear. So if we have an event… We would have merchandise in neutral colors that go along with the brand that they could wear regularly outside of the event and outside of the workplace as well.“

-Amenah R

4. Don’t Be Afraid to Have Fun

Even the most serious attendees, regardless of their age, see events as a break from their day-to-day work. This is particularly true for Gen Z. 

“It’s essentially just being okay with having a little bit of fun. You can still have a very professional event, but still showcase a little bit of your fun side.”

-Amenah R.

Gen Z wants to learn, network, and have a great time at the events they attend. The question is, how do you host a professional gathering that adequately entertains your younger guests? To achieve this, Amenah encourages her clients to look to pop culture for inspiration.

Speaking of which…

5. Take a Non-Traditional Approach

Older generations often treat Gen Zers like aliens. The truth is, they’re not that different from Millennials and Gen Xers. They simply grew up in a radically different environment.

“I think the gap, it’s not honestly too big to bridge. It’s just essentially creating space for Gen Z as well… So it’s not necessarily very different.”

-Amenah R.

According to Amenah, one of the best ways to connect with younger generations is to step away from traditional venues. Why host your next meeting in a hotel conference center when you could host it at a lakeside retreat center? The second option will be much more appealing to your younger attendees.

“We’ve arranged beach days or outdoor movie nights for even senior and C-suite level staff, and they’ve always had a great time.”

-Amenah R.

Now, you don’t have to abandon everything you’ve ever learned about event management to appease Gen Z. Small gestures go a long way. For example, you can host your event at a traditional venue. But try to set up a unique outdoor space that lends itself to content creation for your younger attendees.

Or, go ahead and work with your favorite caterer for your next event. However, purchase trendy beverages that Gen Zers will want to post about on TikTok.

“You can keep the traditional, but then you can also just add in little pockets being able to step outside of the box.”

-Amenah R.

6. Leverage Social Media Effectively

Finally, to appeal to a younger generation, you have to ace your social media game.

Gen Zers spend a lot of time on YouTube, Instagram, and TikTok. If you want them to attend your event, you need to create content for these platforms. Just do it the right way.

“Leverage social media and, just like I was saying, leverage it in a fun way.”

-Amenah R.

The content you create for social media should be fun to engage with. That way, when a younger person in your target audience sees a post about your upcoming conference, they think to themselves, “Hey, that seems pretty cool. I’d love to buy a ticket to their next event!“

According to Amenah, Duolingo is one of the best brands on social media right now. Why is that? Because they create awesome social content that elevates their live events.

“Look at Duolingo, look at how insane they’ve blown up over the past couple of years. And they’ve also maintained that growth with how they create for their social media perspective. It’s not so they’re informing their audience of what they’re doing. They’re just resonating with their audience and getting them to want to participate in their events.”

-Amenah R.

Wrapping Up

You can appeal to younger generations with your events. You just have to think outside the box and adopt new strategies. After reading this article, you have a leg up in that regard.

Here’s another idea you can use to connect with Gen Z attendees: use a fully customizable Event App.

The EventMobi Mobile Event App is loaded with features you can use to keep attendees informed and engaged during your next event. It’s also easy to create a totally unique and eye-catching design that will differentiate your events from the competition. Oh, and it’s extremely user-friendly—which means your Millenial, Gen X, and Boomer attendees won’t have any issues using it, either!

To learn more about EventMobi, sign up for a free demo!

Book a Demo

The post Tips from the Trenches: 6 Ideas to Make Your Events Appeal to Gen Z  appeared first on EventMobi.

With nearly 3 in 5 employees reporting negative impacts of work-related stress, event planners such as yourself need to take ownership of their mental health and seek out stress relief strategies that work for them.

That’s what this guide is for! Here, we’ll cover the top stress relief strategies. With them in mind, you’ll be able to confidently manage your mental health and ensure that you can handle your day-to-day responsibilities.

Why Is Stress Relief Important for Event Staff?

Before we explore the strategies, let’s take a closer look at why stress relief is so important for event planners and other event staff. According to Swaim Strategies, planning an event requires many steps, such as determining your event’s purpose, setting event goals, establishing your budget, deciding on event details, promoting the event, and following up with attendees afterward.

As an event planner yourself, you know that these steps can each be broken down into dozens of smaller tasks, resulting in a great deal of work on your plate. Aside from the workload, there are many other stressors that you may encounter, such as communication issues, meeting client expectations, tight deadlines, long hours, and more. In fact, event planning is considered the sixth most stressful job.

As stress builds up, it leads to several negative effects, including reduced motivation and job satisfaction, physical and mental health problems, low productivity, increased absenteeism, and interpersonal conflicts. All these effects can create a vicious cycle that results in lowered productivity and even more stress, eventually leading to burnout.

3 Stress Relief Strategies for Event Planners & Staff

You know that event planning is hard work. Because of that, you need to take stress management into your own hands and implement practices that will work for your unique needs. Consider the following three stress relief strategies and how they might help you become a more fulfilled and less stressed event planner.

1. Prioritizing Time Management

When you have a mountain of tasks to complete, it’s natural that you might not finish all of them within a single workday. That’s totally okay—as long as you’re making the most of your time at work with effective time management skills.

Here are a few ways you can better manage your time at work:

• Choose a daily priority. Every day, identify your most important or most time-sensitive task. Commit to completing this task before your workday ends to ensure you stay on top of your responsibilities. This strategy will allow you to approach your work more mindfully.
• Break big tasks into small ones. When faced with a large, daunting task, some professionals will feel overwhelmed, increasing their stress levels. To combat that, break any large task into its smaller parts. For instance, if you need to book a caterer for your next event, you can break the task into researching and identifying five top choices and requesting a consultation or quote from each.
• Choose a time management system. You may benefit from having a dedicated time management system. For example, you might consider time-blocking, where you dedicate certain “blocks” of time to focus on certain tasks without allowing other tasks to distract you. This might look like setting aside two hours in the morning to research event registration software and dedicating the hour after lunch to answering and sending emails.
• Automate repetitive tasks. Streamlining routine tasks can significantly boost your productivity by leaving more time, and energy, for larger projects. Using AI-powered tools, for instance, to automate processes like content translation, generating speaker descriptions, or wording email responses can save you hours each week. This speeds up your workflow and ensures consistency and accuracy, allowing you to focus on creative tasks that drive a greater impact on your attendees’ experience.

The most important aspect of time management is to stay realistic about your capabilities. Give each task the time it deserves and try not to underestimate how long they take—otherwise, you might reach the end of the workday without completing all the tasks you intended to.

If you’re looking for ways to reduce the time your tasks take, you may request that your company purchase software to help you do so. This is a common practice for businesses and nonprofits. For instance, a massage business might purchase massage therapy software to streamline bookings and a nonprofit might purchase a constituent management system (CRM) to help keep track of all its supporters.

As an event planner, you’ll probably benefit most from event management software. The right solution will help you organize memorable events, streamline your promotional efforts to increase ticket sales, manage attendee data, measure your event’s return on investment (ROI), and more.

Recommended Resource: Are you looking for cost-effective, easier ways to build and manage your events? Watch 8 short videos to learn how to deliver events in any format that engage attendees and offer sponsors more value—no matter your team size or budget!

Watch Now

2. Fostering Work-Life Balance

Aside from strategically managing your time at work, you must also foster a work-life balance that supports your priorities and needs. While it’s inevitable that you’ll have long days as an event planner, that doesn’t mean that you need to sacrifice your work-life balance every day.

Consider these ideas for finding a balance between your personal and professional life:

• Take breaks when necessary. During the workday, don’t hesitate to take breaks if you need them. They can actually improve your productivity by increasing creativity and decision-making ability, resulting in higher quality of work. If you’re feeling stressed, take a quick 10-minute walk to clear your head and help you refocus.
• Set boundaries with work. Allow yourself to fully disconnect from your work when you’re at home or taking personal time. To do so, set reasonable boundaries with work, such as not working through your lunch hour, not checking your emails or taking work calls when you’re out of the office, and limiting overtime hours to what is absolutely necessary for your role.
• Take your vacation time. The best way to recharge is taking time away from your stressful work environment, which means taking your vacation time. Even if you’re worried about your workload, studies show that for every additional 10 hours of vacation time employees take, their year-end performance improves by 8%. If nothing else, think of it as a way to perform better in the future!

When it comes to finding the right work-life balance, your first step should be staying mindful of your needs. Constantly assess your work performance and stress levels and adjust your approach if you find your standard of work slipping or your stress rising.

3. Setting Aside Time to Relax

On the surface, this strategy may seem very similar to the previous one. However, there’s a difference between balancing your personal and professional lives and setting aside dedicated time to relax.

Make space for yourself to connect with your peers and participate in any hobbies that help you reduce stress and feel more positive. This could mean getting dinner with friends, going salsa dancing, watching a movie at home, or any other activity that you find relaxing.

You can even seek external sources to help you relax by treating yourself to massage therapy or booking time with a mental health counselor. These activities may even be covered by your health insurance (according to MassageBook, some massage therapists will accept insurance to make their services more affordable!), making it even easier for you to participate in them.

Ultimately, the way you relax is entirely up to you. What you need to do is identify what helps you unwind and completely detach from the stress of work.

Your Mental Health Matters

From worrying about vendors to gamifying your event for attendees, you have many responsibilities to stress over as an event planner. However, to ensure you deliver events that meet your goals and drive the impact you desire, you must take care of yourself. With these stress relief strategies, you’ll be well on your way to developing increased focus and productivity in your event planning, all while still being able to relax!

The post Managing It All: 3 Stress-Relief Strategies for Event Staff appeared first on EventMobi.

Want to establish authority in your field? Generate quality leads for your sales team? Drive legitimate revenue? A conference can help you achieve these things—if you host it correctly.

To ensure your conference is a smashing success, invest in conference management. Doing so will lead to greater attendance, better experiences, and happier sponsors.

Keep reading this comprehensive guide to learn:

What Is a Conference?

A conference is a formal gathering that brings together like-minded people to discuss specific topics. Conferences usually take place over multiple days and require a fee to attend.

Oftentimes, conferences include keynote speakers and workshop sessions, each designed to educate attendees. Most of them give said attendees a chance to network with each other as well. Exhibitions and product demos are also regular occurrences.

While every organization’s goals are different, almost all of them host conferences for similar reasons: to connect with a target audience, generate leads, and drive revenue.

How Do Conferences Differ from Events and Conventions?

“Event” is a blanket term that includes everything from intimate weddings to mega industry get-togethers. (Like the annual Salesforce conference, Dreamforce, for example.) 

Both conferences and conventions fall under the “events” umbrella. But conferences and conventions have a few differences you should know about.

As described above, a conference is usually a formal, multi-day event that allows attendees to discuss specific topics and network with like-minded individuals.

Conventions, on the other hand, are often larger than conferences and focus on entire industries or fandoms, rather than specific topics within said industries.

That said, conventions also aim to educate attendees via speeches, panels, and workshops. So the difference between conferences and conventions is about scope and content. Conferences are smaller and more focused. Conventions are larger and, at times, less formal.

Recommended Resource: Want to deliver amazing attendee experiences at all of your upcoming events? Watch this free Events Masterclass session, Event Apps 101: Your Playbook for Creating Engaging Event Experiences, for tips from industry experts!

Watch On-Demand

Common Conference Types

There are many different conference types out there.

This is good because it gives conference organizers more ways to achieve their goals. Everything from academic conferences to virtual events is fair game.

But some conference types are more common than others. Here are the six kinds of conferences you’re most likely to see in the event industry:

Seminar

A seminar is a small, interactive conference. During the event, subject matter experts share information on a specific topic with attendees. This is often followed by a Q&A session or group discussion. As such, seminars are typically less formal than other conference types.

Symposium

A symposium is a medium-sized gathering. This kind of conference often features multiple speakers, who each present information on related topics. In fact, conference organizers usually plan symposiums around central themes to promote cohesion. Because symposiums are bigger get-togethers, they typically don’t involve a ton of audience participation.

Workshop

A workshop is a hands-on event that allows attendees to build skills through practical learning. Like seminars, workshops are usually small, informal gatherings led by subject matter experts. The main difference has to do with participation levels. While seminars encourage attendees to ask questions, workshops allow them to actively participate.

Roundtable

A roundtable is a unique kind of conference. There’s no lead speaker. Instead, a small group of people have conversations about specific topics. The goal of the roundtable is to create an open dialogue between folks with diverse viewpoints and solve problems.

We should say that, while the number of people participating in the roundtable is always small, the number of people watching can be as large as conference organizers want. 

Summit

A summit is a large event that attempts to address popular issues in a strategic way. Because of this, summits usually feature influential speakers. While summits often draw a lot of attention, guests typically need an invitation to attend. (In other words, not everyone can buy a ticket.) Limited guest lists help conference organizers keep their events focused on event goals. 

Virtual Conference

A virtual conference is any conference that’s hosted online. Audience members can attend from anywhere in the world, as long as they have a WiFi connection and a ticket. This makes most virtual events more inclusive. Since attendees don’t have to spend money on travel-related expenses, more people have the ability to attend.

Most virtual conferences feature keynote speakers, workshops (hosted via breakout rooms inside the host’s event platform of choice), and attendee networking sessions.

We’ve chosen to segment conference types by format. But they can also be segmented by content. For example, academic conferences focus on specific scientific disciplines and enable attendees to display their findings, network with other researchers, and learn about their fields.

Academic conferences are very different from, say, technology conferences. These aim to educate attendees on tech ideas and products while also encouraging networking.

Conference organizers can select the right conference type by choosing an event format, a specific content type, or a combination of the two. You could host a virtual conference, for instance, that tackles healthcare topics. It’s up to you.

Why Is Conference Management Important?

Event planning is never easy. Important? Yes. Rewarding? Absolutely!

But if you’ve been in the event management space for a while, you know that planning a successful conference takes work. That’s because conferences have a lot of moving parts. 

Fortunately, conference management can help you streamline many tasks, from proper budget allocation to communication with vendors to monitoring team members.

Here are three concrete benefits you’ll enjoy once you commit to conference management:

More Registrations, Ticket Sales & Attendance

Want to attract more conference attendees? Partner with interesting speakers, plan valuable content, and promote your events and sessions to the right audience.

Conference management can help with these things, while keeping your event focused and on budget. That’s because proper management looks at the big picture, ensuring your team does what it takes to reach its target audience and drum up excitement.

Greater Attendee Engagement

Conference management leads to happier attendees–and more memorable event experiences.

A well-managed conference tackles relevant topics and presents them in interesting ways. It also gives attendees a chance to network. In fact, 77.7% of people say they prefer in-person B2B conferences because of the networking possibilities.

These things lead to greater attendee participation, which is key to a successful event. If your attendees aren’t actively engaged at your event, they won’t learn as much. This will lower their satisfaction levels.

Higher Sponsor Satisfaction & ROI

As a conference organizer, your attendees should be your number one priority.

But your conference sponsors should be a close second. After all, these organizations can add legitimacy to your event, while improving its financial outlook.

Proper conference management will help sponsors feel valued. As we just discussed, it will also create more engaged attendees, which will help sponsors achieve a greater return on investment (ROI). Both of these things will increase sponsor satisfaction and lead to additional partnerships.

Conference Management Types

There are a bunch of ways to pursue conference management. Here are five common management types you can use to achieve organizational goals:

In-House Management

In-house management is when an organization uses internal resources to plan and execute a conference. This management type allows for maximum control over event details. But it can put a significant strain on an organization—especially if it doesn’t have in-house expertise.

Joint Partnerships

A joint partnership is a collaboration between the organization hosting a conference and an outside agency. Both entities assume various event management duties. This model allows organizations to outsource difficult event planning tasks but often leads to higher costs.

Third-Party Organizers

If you want to host a conference, but don’t want to plan or execute it, you can work with a third-party organizer. These companies have the experience and skills to create successful events. This model allows organizations to focus on content, while the third-party organizer handles logistics. The downside is the lack of control and additional costs.

Volunteer-Driven Management

Do you represent a nonprofit organization? Maybe you’re planning a community-based conference. Either way, the volunteer-driven management approach might be a good fit. Volunteers will give you the resources to plan, organize, and execute an event. (All without a giant budget.) Unfortunately, this model might not give you enough expertise to make your conference successful, as volunteers don’t always have the necessary skills.

Sponsorship-Driven Management

Many sponsors are happy with their name and logo on conference marketing materials. Other sponsors want to help plan and execute the events they support. The latter scenario is known as sponsorship-driven management. While this model can relieve your organization of some event management tasks, you’ll have to share control of decisions.

The Conference Management Process

So, how do you actually, you know, do conference management?

You take a step-by-step approach that will keep you organized, your audience informed, and your budget in line. In other words, you follow this proven process:

Determine Your Goals

What does a successful event look like to you?

Before you do anything else, decide what you want your conference to accomplish. You might want to increase brand awareness. Or generate leads. Or drive revenue. Or something else.

When you know what your goals are, you can make strategic decisions to achieve them. That’s why every event management process starts with goals.

Create a Budget

Now that you’ve determined your goals you can create an event budget.

How much money can you spend on your conference? Make sure it’s enough to cover conference management software, a venue (for in-person events), speaker fees, marketing campaigns, event workers, AV equipment, and whatever else you need.

Assemble Your Conference Planning Team

You’re not going to plan your conference all alone, are you? We hope not!

Event planning is often time-consuming and complicated. If you don’t have other people to share the workload with, you’ll be super stressed and your event will suffer.

The question is, who do you want on your conference planning team? Recruit individuals who are excited about the event and have complementary skills. Then make sure they have the time to help make your get-together a memorable experience.

Finalize Conference Logistics

Next, nail down a date, time, and place for your conference.

You need to be strategic here. For example, you probably shouldn’t plan your event on the same day as the Super Bowl. Or in the same building as a competing conference.

Also, take into account the weather, the accessibility and atmosphere of your venue, and any other details that could affect conference attendees in a negative way.

Secure Speakers and Sponsors

Great speakers make life easier for conference organizers.

Why? Great speakers attract an audience, deliver quality content, and increase attendee engagement. This last perk is especially important, as 82% of conference organizers use attendee engagement as a KPI for their events.

Identify potential speakers who align with your conference goals and fit your budget. Then send them (or, in some cases, their teams) a personalized invitation to present. Make sure you explain why they’d be a perfect match for your conference and the benefits you can offer.

If a speaker agrees to participate, send them a contract that stipulates their role in the conference, the amount they’ll earn, and other pertinent details.

You can use a similar process to secure sponsors. Identify brands that serve your audience or believe in your conference mission. Contact them to explain why they should sponsor your event. Then draft and sign a contract that defines the role of each sponsor.

Adopt the Right Conference Technology

You could host a conference without conference management software. But why would you put yourself through that particular brand of misery? There’s no reason for it.

Instead, adopt software that will help you market your event, facilitate registrations and check-ins, design event badges, track attendance, help attendees network with each other, and handle many other details. (Note: we’ll talk more about these tools in a bit.)

Doing so will make life easier for you and improve the attendee experience. Research shows that 62.9% of people expect in-person conferences to use modern tech.

Promote the Event

So, you’ve created amazing content, connected with top-level speakers, and secured sponsors for your conference. You’ve also invested in technology to ensure the event runs smoothly.

Now what? Now you need to market your conference, of course!

Email your subscribers about the event. Talk about the planning process on social media and explain why your followers should attend. If you have room in your budget, invest in a few paid ads or influencer marketing campaigns to reach more people in your target audience.

Get the word out about your conference so the right people know about it.

Facilitate Event Registration

If you market your conference effectively, people will want to register to attend. The way you handle this process will set the stage for the entire event. No pressure!

Fortunately, the right event technology will help you streamline registration and ticketing. You’ll want to create a registration website that allows your attendees to sign up, pay, and receive event-related information with ease.

Again, more on conference technology in the next section. Stay tuned.

Manage Onsite Operations

Finally, make sure your actual event runs like a well-oiled machine.

If you’ve completed the steps above, you should be ready to host a successful conference. That said, it never hurts to do a dry run or two.

Make sure your team knows what their jobs are and the equipment you rented works. Then take a look at your check-in process to ensure it’s convenient. Lastly, have people on standby to handle problems that pop up during the conference. (There’s always a few of them.)

How to Select the Right Conference Management Software

The right tools will streamline conference management for your team. That way you can focus on tasks that need human input, like allocating resources and negotiating with sponsors.

The question is, which conference management software is right for your organization? We can’t answer that question for you. But we can tell you which features to look for:

Try to invest in an event management platform that has audience engagement tools, too. This will make attendee participation more natural and convenient during your conference.

Last but not least, experience the tool you want before you buy it. Some tools offer free trials. Others offer in-depth demos. Make sure you know what you’re getting yourself into.

Why EventMobi is the Best Conference Management Solution on the Market

You don’t have time to research every conference management software on the market. Luckily, you don’t have to. Just go with EventMobi!

EventMobi’s event management platform is both easy to use and innovative. It’s also versatile, allowing users to manage virtual, hybrid, and in-person events. 

With EventMobi you can…

• Create a branded event website for your conference that includes customizable registration forms, secure payment processing, and reporting capabilities. “Overall, we have gained a lot in terms of participant loyalty and opportunities for our partners thanks to EventMobi.” – Andrea Held, Managing Director of Alkmene Verlag GmbH
• Enjoy a revolutionary event management platform that will supercharge marketing campaigns, live stream video, facilitate networking, increase audience engagement, and much more. “The gamification really drove traffic to our exhibitor booths.” – Arlene Schilke, CMP, DES Executive Producer, GO WEST 23
• Use one of the best Mobile Event Apps on the market to engage conference attendees, increase value for sponsors, and display post-event content. “We had a lot of individuals on-site actually come and ask, ‘Where did you get this app? How can we use this at our next event?’ And I highly recommend this [event app] for any future event.” – Javon Findlator, Executive Lead, CAMS Visible Minority Committee
• Streamline onsite processes with simple QR check-ins, create your own attendee badges, and even receive professional day-of support. “The EventMobi Event App really enhances the experience of the attendees.” – Melissa Arnott, Show Manager, Canadian Meetings + Events Expo Director of Events, Newcom Media Inc.

Get Started with Effective Conference Management

It doesn’t matter if you’re hosting in-person, hybrid, or virtual events. Effective conference management is key to a successful gathering that engages attendees and achieves goals.

Of course, technology makes conference management easier. You just need to choose the right platform for your organization. Might we suggest EventMobi?

Sign up for a free demo of EventMobi today to see if the tool meets your unique needs.

The post Conference Management: What Event Organizers Need to Know appeared first on EventMobi.

With so many different tasks on your plate and stakeholders to cater to, managing events is a tall order. To stay on top of everything, you need a clear strategy that incorporates event management best practices to guide you.

Curious to learn how you can use event management best practices to create more impactful events in the long term? Read on to explore event management best practices that allow you to both delight your attendees and achieve your organizational goals.

Recommended Resource: Using event technology is one of the top best practices for running successful events. To see how quickly you can put event technology to work for you, watch How to Get Started with an Event App of Your Own (In 6 Easy Steps!)

Watch the Video

1. They help you achieve your event goals and objectives.  Proper event management best practices enable you to effectively work toward your event goals like increasing registrations, generating revenue, and building brand awareness.
2. They enhance the attendee experience. Focusing on critical details and contingency planning best practices will create a smoother event experience for attendees—and ensure they remember an event for all the right reasons.
3. They drive future event success. Documenting processes and lessons learned allows you to continually improve your events. You can use established best practices to create a knowledge base that informs your future event strategy and execution.
4. They provide structure and organization. Detailed plans, timelines, and procedures inherent in best practices give you a reliable framework to operate within and help coordinate all the moving parts.
5. They allow for scalability. You can replicate solid best practices—with modifications—as your events program grows or changes over time. This scalability ensures more efficient growth.
6. They promote stakeholder confidence. Sponsors, vendors, staff, and leadership can have greater confidence that your event will meet its objectives when following industry best practices.

Top Event Management Best Practices

Whether you’re planning a large-scale conference or a smaller event like a seminar, incentive trip, or sales kickoff, it pays off to follow tried-and-tested processes. The event management best practices below will help set you up for success from the beginning of your event planning process right through to event day. 

1. Set Clear Event Goals and Objectives

Before planning an event, it’s important to set clear goals and objectives that align with your organization’s overall business goals. Well-defined goals provide direction for your event planning process and help you measure success after the event concludes.

For example, common event goals include generating leads, increasing brand awareness, educating customers about a new product or service, or building relationships with stakeholders.  

Start brainstorming your event’s goals by asking yourself key questions:

• Why are you holding this event? 
• What do you hope to achieve?
• Who is the target audience?
• How does this event align with your business objectives?

Once you’ve determined your general event goals, clarify them using the SMART goal framework, which stands for specific, measurable, achievable, relevant, and time-bound. Setting focused, quantitative goals with clear metrics to track will allow you to better evaluate the impact of your events.

2. Create a Detailed Event Budget

Having a budget in place early on in the event planning process helps your event team work efficiently within the prescribed resources, easily track expenses, and make adjustments as needed. 

When creating your event budget, be sure to account for all potential costs including:

To help you do more with your resources and optimize your budget, we recommend getting estimates from different providers to compare your options. Consider working with local vendors to help lower costs associated with shipping (and contact them well in advance!) so you can plan the perfect event while staying within your organization’s financial resources. 

3. Strategize About Your Event Date 

Choosing the right date for your event is crucial for success. You want to give yourself enough lead time to properly plan and promote the event while also avoiding dates that conflict with holidays, school breaks, or other major events that may prevent your audience from attending. 

When picking an event date, keep these tips in mind:

• Give yourself at least 4-6 months of planning time if possible. Major conferences and trade shows often require a year or more of advanced planning. Even smaller events need several months of preparation.

• Check for conflicting holidays, observances, or cultural events on your potential date that may prevent participation. Look up statutory holidays as well as religious or cultural celebrations that are important to your target audience.
  
• Avoid major school holiday periods when potential attendees may have travel plans. These include summer vacation, spring break, and winter holidays in December. If your event depends on students, plan around their academic calendar.

• Research other events happening locally, regionally, or nationally that may compete for the same audience. Check industry calendars for conferences, trade shows, or public events you’ll be competing with for attendance. 

• Confirm date availability with all key participants like speakers, VIPs, honorees, or organizational leaders before cementing the date to accommodate their schedules.
  
• Be flexible on potential event dates in the planning phase. This gives you some leeway in booking the venue you want or aligning with participants’ availability.

Choosing an event date may seem simple, but it requires thoughtfulness and planning. Avoid last-minute choices or picking a date for convenience. Take the time upfront to maximize attendance by selecting an event date that works for your goals, audience, and other stakeholders.

4. Assemble an Event Planning Team

A successful event requires an organized team to ensure you handle every detail properly. Assemble your event planning team by assigning clear roles and responsibilities to each member. Some key roles to fill include:

• Event Manager: This person oversees the entire event planning process from start to finish. They are the main point of contact and coordinate with all vendors, staff, and stakeholders. The event manager creates the master event plan and detailed schedules and timelines. 

• Event Marketer: The event marketer oversees all event promotion including email campaigns, social media, paid ads, public relations activities, and more. They are responsible for spreading awareness and driving event registrations.

• Volunteer Coordinator: This person recruits and organizes event volunteers. Key duties include determining volunteer needs, creating duty schedules, conducting training, and managing volunteers during the event.

• Program Manager: The program manager creates the overall event agenda, schedules speakers and presenters, plans entertainment and activities, and manages program content.

• Accountant: The accountant manages the event budget, tracks expenses, processes payments to vendors, and handles all financial matters. 

• Registration Manager: This person oversees the event registration process including website forms, payment collection, name badges and credentials, and attendance tracking.

Clearly define each team member’s responsibilities, and hold regular meetings to keep the team aligned on event progress as the big day approaches.

5. Book Your Event Venue Strategically

Your venue sets the stage for every other element of your event. Consider the following when selecting a venue:

• Size: Make sure the venue has enough space to comfortably accommodate your expected number of attendees. Evaluate the main event space as well as the potential for breakout rooms, lobby space, or specific networking sections.  

• Amenities: What features does the venue offer? Look at basics like tables, chairs, and A/V equipment. Also consider extras like catering capabilities, free parking, and WiFi.

• Insurance & Permits: Check if any special insurance or permits are required to host your event at the venue, and factor these costs into your budget. 

• Accessibility: Ensure the venue is accessible to all potential attendees. Look for wheelchair ramps, elevators, gender-neutral restrooms, and accommodations for service animals.

Selecting the right venue sets the foundation for a successful event. Take time to thoroughly evaluate all options before signing any contracts.

6. Create a Master Event Plan

A master event plan is essential for pulling together all aspects of your event and ensuring everything stays on track. Your master plan should cover the following details:

• Event Timeline: Map out your entire event planning timeline, including when contracts, permits, and insurance need to be submitted, when registration closes, and a detailed schedule for the day of. Build in buffer time for potential delays.

• Vendor Contacts: Compile a list of all your vendors for the event with their associated contact information, services provided, and contract details. Having all of this information in one place makes it easy to communicate with vendors leading up to the event.

• Marketing Plan: Outline your strategies for promoting the event through email, social media, event listings, advertisements, and other channels. Include key dates and details for each initiative.

• Event Agenda: Develop a detailed schedule for your event programming and activities. Include session topics and times, speaker names, and room assignments.

• Volunteer Needs: Determine how many volunteers you’ll need, what their responsibilities will be, and who will manage them. You should also include recruitment and training timelines.

Having a comprehensive master event plan is crucial for assigning accountability, coordinating across teams, and ultimately executing a smooth, successful event. Treat it as your North Star guiding you through each stage of planning.

7. Implement Event Management Software

Event management software automates tedious tasks and streamlines your workflows. The right event platform can facilitate everything from registration, ticketing, badge design, and check-in, to Mobile Event Apps for your attendees and post-event reporting, freeing up your time to focus on other critical areas. 

When evaluating event management platforms, look for these key features:

• Event website builder to create a custom website for your event with all key details.
• Registration management features, like easy-to-build custom registration forms, payment processing, and automated confirmation emails.
• Email marketing tools to create and send targeted email campaigns to promote your event
• Badge printing and check-in so you can pre-print your badges or offer onsite printing at guest arrivals and check your attendees into the event.
• Mobile Event Apps that allow attendees to access schedules, maps, exhibitor information, networking features, appointment booking, and session content on their own mobile devices.
• Ongoing communication. The Event App should allow you to send emails, push notifications, and alerts directly to attendees so you can engage your audience before, during, and after your event.
• Reporting and analytics tools to gain insights on engagement and performance at every stage of your event.

The best event management software centralizes all your tools and data into one unified platform. This eliminates having to juggle multiple systems and enables seamless collaboration across your team. Be sure to evaluate integration capabilities as well in case you need to connect with external tools like email providers, payment gateways, or your constituent relationship management platform (CRM).  

EventMob’s comprehensive event management platform offers all of the features listed above–and then some! Investing in a robust event management platform allows you to streamline your workflows and ensure your events run smoothly and efficiently. To see what’s possible with the right platform in place, check out EventMobi’s self-guided Product Tour.

Want to see event management software in action? Watch the EventMobi Product Tour to learn how to create, promote, monetize, and deliver incredible event experiences!

Watch the Product Tour

8. Focus on the Attendee Experience

Creating an exceptional experience for your event attendees should be a top priority. There are several ways to delight your attendees and make your event engaging and memorable.

• Personalize the experience. Get to know your attendees before the event by having them fill out surveys during registration. Ask about their interests, organizational roles, and goals for attending. Use this data to customize parts of the event for each attendee. For example, you can provide personalized session recommendations based on someone’s role and interests. 

• Offer a Mobile Event App. A mobile app allows for a more seamless and personalized attendee experience. Attendees can access schedules, maps, speakers, and networking features from any mobile device. You can also send push notifications about changes and upcoming sessions. A well-set-up app will foster a stronger connection between attendees and your event.

• Encourage engagement. Incorporate interactive elements into your event to get attendees involved. Live polls, Q&As, games, challenges, and group activities are great ways to engage different types of attendees. Also, prompt experience sharing on social media with your event hashtag and in your Mobile Event App by encouraging attendees to post photos and thoughts in Group Discussions or Activity Feeds. 

• Facilitate networking. Don’t underestimate the importance of networking and social moments. Build in plenty of dedicated time for open networking sessions, group meals, mixers, and interactive activities. Attendees will appreciate the ability to connect, share ideas, and form new relationships.

Remember that the attendee experience goes beyond the event itself. You can continue to build relationships with your audience in between events by thanking them for coming, sending out post-event surveys to collect feedback, and continuing to offer educational resources and engagement opportunities.

9. Measure Your Event’s Return on Investment (ROI)

Determining the ROI for your event requires assessing the event’s outcomes against its original goals and objectives. This practice provides tangible metrics to measure success.

When calculating event ROI, remember to:

• Track event data and metrics. Look at numbers like event registrations and attendance, social media reach and engagement, surveys completed, leads generated, and revenue gained. Compare this data to the goals you originally set. 

• Gather feedback. Send post-event surveys to attendees, staff, speakers, sponsors, and other stakeholders. Ask questions to find out what resonated with them, what could be improved for next time, overall satisfaction levels, and their willingness to return or recommend your organization’s events to others.
  
• Review speaker and session ratings and comments. See which sessions had the highest attendance and received positive feedback. This data provides insight into what content and topics appealed most to your audience.

• Assess sponsorship ROI. Look at metrics provided on visibility and engagement with sponsor booths, materials, social media, signage, and sessions. Evaluate which sponsorships delivered the most value.
  
• Analyze marketing and promotion efforts. Determine which initiatives drove the most registrations and engagement such as social campaigns, email blasts, print ads, and referral programs.

By gathering data, feedback, and insights across all event elements, you’ll gain a holistic picture of what was successful, what missed the mark, and what you can adjust to improve future events. This assessment process is key to continually enhancing the attendee experience and exceeding stakeholder expectations.

Keep These Event Management Best Practices in Mind

Ready to unlock the full potential of your events program? Follow the best practices outlined above and you’ll be well on your way to running impactful events that deliver value to attendees, sponsors, and stakeholders alike!

Follow event management best practices with the top event management software. EventMobi has all the features you need to make your event a success!

Book a Demo Today

The post Event Management Best Practices: The Ultimate Guide appeared first on EventMobi.