Video content (live and pre-recorded) has become a bit of a hero in the events industry following the past two years of delivering virtual events. What began as a solution to a problem (the pandemic) and a way to communicate, entertain and engage with people online, has now become an essential element in all our events – whether it's online, in-person or hybrid, video content will only add to and enhance the experience!
As a result, JTPM has spent a significant amount of time and resources developing and expanding our video production skills and services. From pre-production storyboarding to post-production animations, we can now support our clients with every step of the video production process to create content that is impactful and captivates the audience, while also helping to achieve business goals.
Check out some highlights from our previous work below!
Pre-Production (the prep and planning stage):
Production (where the magic happens):
Post-Production (the techy stuff):
Delivery (the final product and outputs):
Visit the video production page of our website to view other examples of work we’ve done in the past!
Whether you require our full range of video production services or just one or two of the editing and delivery elements; we can help you create new videos or update existing content to help you effectively connect and communicate with your audience. Give us a call to discuss your video production needs today.
The first event of its kind for the region; 2022 AgTech Summit - Growing Smarter in the Mallee was hosted by the Mallee Regional Innovation Centre (MRIC) in partnership with The University of Melbourne. Held at the SuniTAFE Smart Farm in Irymple, just outside of Mildura the Summit ran across two days - on Thursday 5 and Friday 6 May 2022 and included a networking dinner at a nearby venue on the Thursday evening.
In the past, this kind of event would be held in a big hotel conference room, however the benefits of hosting it at SuniTAFE Smart Farm became evident following our first site visit. By running the Summit on a working farm, we had the unique opportunity to offer LIVE demonstrations, practical workshops and farm tours alongside the traditional summit program of speakers and panel discussions. This provided a more compelling reason for people to attend and created a rich and engaging experience for attendees!
Growing Smarter in the Mallee 2022 attracted more than 200 attendees across both days and featured more than forty speakers, including leading industry innovators, growers and peak bodies, agriculture academics, Government ministers and company CEOs.
The Summit delivered a variety of talks, panels, workshops and demonstrations, showcasing the latest developments in agriculture and farming and facilitating collaborations and conversations to help address key challenges and opportunities for the future of the region’s horticulture industry.
Check out the full AgTech Summit program here and read on to find out more:
Better late than never…
Led by Georgia, Lou and Emily, with support from Chloe and several volunteers, the event had been originally planned for November 2021, but was postponed as a result of ongoing uncertainty at the time, putting everything on hold until early February. While this was less than ideal for everyone involved, the extra planning time allowed us to put together a comprehensive sponsorship prospectus and work closely with MRIC to help secure $63,000 in sponsorships for the event!
About the venue:
Established in 1980, SuniTAFE provides vocational training to the Sunraysia community and includes a fully operational 30-hectare horticultural Smart Farm, which is renowned for using the latest technology, automation, innovation and farming practices. It’s both a training facility and a working farm – with real crops and livestock being produced and maintained.
While we were able to use some of the existing farm structures, including the staff room as our event HQ, and four classrooms as workshop spaces, we still had to set up a number of temporary structures including ‘The Big Tent’ marquee where all the speaker sessions happened, a registration tent, 18 trade stalls and a practical demonstration area (with the star pickets personally installed by the JT team!) We were also able to bring two food trucks on site each day as our source of catering.
The best part - > we were able to get the venue for FREE; in return for the exposure and networking opportunities the event would provide. And better still… SuniTAFE Smart Farm had a local AgTech business approach them to run their programs and new technology as a direct result of the Summit.
Dinner with a view…
Sponsored by evokeAG – a digital platform connecting the agri-food innovation community across Asia Pacific, the Summit Dinner was held on the Thursday evening at Willow & Ivie - a stunning private venue, surrounded by picturesque vineyards and manicured gardens.
Despite being just a short 7-minute drive from SuniTAFE and Mildura town centre, we provided a shuttle bus service to pick up and drop off attendees – enabling them to truly relax and enjoy the region’s best assets – great food, wine, and views!
Dinner guests indulged in a 3-course fine dining experience with matching local wines, had the opportunity to mingle and network with fellow Summit attendees, and heard from keynote speaker Matthew Pryor who presented the Tenacious Ventures on Future Forces: AgroFutures report.
No event is ever free of risks and challenges! Aside from delays and changes due to covid, the main challenges of this event included the unique OH&S considerations and requirements surrounding the practical demonstrations and autonomous vehicles and the fact that we had to overcome our fear of small aircrafts in order to conduct site visits!
Being able to see the latest agriculture technology and machinery in action was definitely one of the highlights, with event attendees relishing the opportunity to get up close and personal with GUSS (Global Unmanned Spray System) and the Smart Farm’s autonomous tractor – aka giant farm robots!
The closing session was also incredible – in 30 minutes the panel and audience brainstormed a list of 11 priority areas and issues for the region, which will be presented to local MP’s. We were able to put these up on screen in real-time, using Miro, an online whiteboard platform that created a real sense of teamwork and collaboration.
Considering a regional or destination event?
Contrary to popular belief holding your event in a remote or unique location should not negatively impact the success and attendance of your event – if it’s done right! Give our experienced and passionate team a call for support with everything from site visits and event planning to sponsorship and transport, and much more!
The annual Victorian Multicultural Gala Dinner presented by the Victorian Multicultural Commission marks the launch of Cultural Diversity Week. The 2022 theme was ‘Connecting Through Culture’ and this year’s event was especially significant as we came together after many months apart due to the COVID-19 pandemic.
JT. Production Management was proud to produce this mammoth event, kicking off the initial planning meeting in early December 2021 and accumulating 740 hours of work from four project managers and a total of twenty-four team members on event night!
Here’s some of the highlights:
The Melbourne Convention and Exhibition Centre - MCEC, is made up of three adjacent buildings nestled alongside the Yarra River in South Wharf, an inner-city suburb of Melbourne, Victoria.
It was one of few venues that could hold the 1,400 guests but still meant we needed very tight tables and an accurate seating plan. MCEC also offers great views along with discreet and secure entry points for VVIP’s on the night including:
To ensure we brought the space to life to reflect our vibrant community, JTPM created multiple activations within the event including:
1.Welcoming archway to pin point our brand, measuring 3m x 2.5m, we built a vibrate arch that signalled the entryway
2.Purple carpet media wall experience – located before the entrance to the main room featuring sponsor logos and used for photo opportunities, measuring 6m x 3m, this purple carpet experience brought a sense of vibrancy and VIP feel to the event
3.Secondary photo engagement – at the far right of the foyer, before entering the main room. Guests could contribute to the photo mosaic via a photobooth (supporting the community theme) and take hard copies of the images home with them.
With guests from a range of cultural backgrounds, we had many different dietary requirements to cater for.
The MCEC food philosophy is vibrant, diverse, and celebrates Melbourne - a city famous for exceptional food. Passionate about quality and sustainability, the award-winning catering team sourced the finest and freshest local produce, and every dish is original, prepared in-house and by hand. Here's a sneak peek at the dinner menu:
Inspired by the weaving of tapestry our ‘Wishing Tree’ table centrepieces were co-designed between JTPM and Skunk Control, to represent the theme of connecting through culture. Made from recycled wood, the trees had multicoloured VMC branded ribbons hanging from the branches. Blank ribbons, sharpies and gold pins were also provided, and guests were invited to write a wish and swap it for the branded ribbons on the tree.
“Recognising traditions, recognising heritage, recognising values - together we make up the rich tapestry of life and we invite you to join us tonight in creating our very own works of art. Share with us your wish, your truth, your purpose - write it on your ribbon and trade it for one hanging on our trees. May these ribbons represent the vibrant multicultural community we have in Victoria and may your written wish come true.”
Everyone loved sharing their wish and wearing their branded ribbons - giving guests another way to interact and contribute to the event. Each guest also received a mini-native plant to take home as a memento of the night.
Some of the wishes that were made on the night included:
"Wishing for peace."
"Stop the war in Afghanistan and uktane"
"love, respect, peace"
"I wish for equality and good opportunities for students"
"I wish my children will grow up in a safe, kind and forgiving world" "Less talk and more action from gov + orgs for equity and inclusion"
"peace and shared fellowship"
"I wish all migrant, refugee and asylum seeker women feel safe"
"peace, brotherhood, empathy, resilience, love'
" a year without turmoil, conflict and war, communal support in the space of hardship"
"for emerging African communities to thrive"
The Victorian Multicultural Gala Dinner showcased a range of talent 15+ performances, including 1x MC, 2x SLAM Poets, 10x cultural performances and a number of VIP speeches, each act required a unique stage and technical set up.
For example, our Chinese lion dancers arrived as a group of 25 performers, making it tricky to keep everyone organised among the other 48 artists. Coordinating enough rehearsal time for each of these acts in the lead up to the event was also a fun challenge to tackle.
It was an honour to deliver this spectacular event on Saturday, 19 March 2022 – a celebration of Victoria's vibrant multicultural community with an unforgettable evening of fine dining, uplifting entertainment, and social and professional networking opportunities.
Like the wishing trees on our tables, the event was grounded in the common threads of human emotion and connection. We all make up the landscape of life - our roots, our branches - unique and strong and beautiful.
At JTPM, we are passionate about delivering events with purpose just like the Victorian Multicultural Gala Dinner. Check out the highlights video below and give us a call for support with your next event - no matter how big or small!
Selecting just the right event venue is no easy feat. There are so many variables and options it can be a daunting task for anyone who has not done it before. It’s also one of the main things that can make or break an event, so it’s something we take very seriously - and so should you!
While you may have a favourite venue in mind, it’s important to create a realistic shortlist of venues that will specifically meet your event and business objectives. Here are 10 things we consider carefully before booking any venue:
1. Size/ Capacity
How many people do you expect or want to attend? Will attendees be arriving and/or participating at the same or at different times throughout the day? It’s not just the total number of guests but the type of event we need to think about. A standing cocktail event will require far less physical space than a formal sit-down dinner. Similarly, hosting 500+ people across an eight-hour or longer period requires a different kind and amount of space than catering for 500 in one sitting!
Where does your target audience live and/ or work and how far are they willing to travel to your event? Do guests have to attend in person, or can you go partially or fully online?
A suburban venue will be ideal for a community organisation like a local council, while a national event or business such as Telstra may still prefer a central CBD venue. However, as hybrid events are becoming the norm in this post-covid world, the physical location may not always be dictated by geography and proximity.
You could also decide to hold a series of smaller events across multiple days or locations (like a tour or roadshow) which of course then means we’d need to find similar venues across all locations to keep things consistent.
3. Look & Layout
Aesthetics are important – so make sure the overall look and feel of your venue fit with your event theme and brand! The architecture and design of a venue can help create an emotional connection and a more pleasurable and successful experience for event guests.
Ensuring there is enough space for ‘traffic flow’ and for all attendees to have clear visibility of the action is also essential. People are not just numbers, and there’s nothing worse than getting caught in a human bottleneck and having to navigate through busy crowds when you need to go to the toilet or getting stuck on a table at the back of the room or behind a pillar and feeling forgotten and disconnected!
4. Parking & Transport
Inadequate parking or transport options can potentially cause disruptions and delays to both the event set-up and attendance. While we certainly need to make sure guests can get to the event, you may wish to recommend and check that alternative means of transportation such as PT or rideshare services are readily available. This is particularly important if you’re an environmentally conscious business. Just remember that a certain amount of parking will always be required, especially for staff and suppliers like caterers and tech support who need to bring in a range of equipment.
Making sure there are enough bathrooms and running water may sound like a no brainer and most traditional venues will have this covered. However, if you’re hosting an outdoor event or choose a less conventional venue this is something you will need to check and think about. Using external suppliers and operators of essential amenities will impact your budget, event layout and attendee experience. Will your audience be happy to use a port-a-loo? Caterers will also need adequate kitchen and water facilities for preparing and serving food.
Providing inclusive and equal opportunities for people of all ages, backgrounds and abilities and making sure everyone can safely access your event is a legal and moral obligation we all have as human beings. This includes checking your venue for things like lifts, ramps and accessible toilets, baby change rooms, gender-neutral and LGBTGQ friendly amenities, and even audio and visual support.
It’s far more common for newer buildings and facilities to be designed and built with eco-friendly elements at the forefront, but it’s best to ask about these features if you’re looking at hosting an environmentally friendly event. Choosing a venue that uses solar power and recycled materials is a great way to further reduce your carbon footprint and demonstrates your commitment to fighting climate change. Read our blog - how to go green with your next event – for more tips.
8. Technology & special effects
What audio visual hardware and software will your event require? It’s important to think about and understand the type of content and/or presentations you intend to share. Modern venues may have some basic technology like big screens and speakers integrated into the space, while others will require you to bring everything in. Some venues will also have their preferred or in-house audio visual/ tech teams and while they can offer peace of mind as they are familiar with the venue, they may be limited in what you can and can’t do.
Certain event venues will have a list of preferred/ partner caterers and suppliers you can work with. Others will only offer in-house options which means you may not be able to use a particular celebrity chef or your favourite catering company. The cost and cuisine will also vary from venue to venue (as well as the caterer) so make sure you check these options.
The cost of hiring a particular space or room varies greatly - it all depends on the size, location and who the owner/ operator is. Some will throw in freebies or inclusions like access to WIFI and some parking, while others will simply quote you for an empty shell. We’ve worked with and built relationships with many venues over the years and can often help to negotiate a good deal, but it will always come back to your event vision, goals and of course – your available budget.
Lots to think about, right? Don’t worry – you’re not alone and we do this all the time! Get in touch for expert advice, recommendations and support with picking and booking your next meeting or event space.
It’s not the first thing that comes to mind when planning an event, but the growing volume of video production work we have undertaken in the past two years indicates that it’s a fast-growing area for the meetings and events industry. In fact, we’ve had so much video work in recent months that we’ve officially welcomed Justin, our video production guru, to the JT family full-time!!
Back in 2020, an increase in video content was a natural result and reaction of being stuck in lockdown and needing to communicate or entertain through online events and platforms, but even as we open up and return to event-life as normal, we continue to be inundated with requests for pre-recorded content to be used across in-person, online and hybrid events alike.
Why is video content important and essential?
People digest information in a variety of ways. According to learning research and theory, there are four main learning styles - visual, reading and writing, auditory (sound) and kinaesthetic. There is often a tendency for someone to do better with one of these styles over the others.
Every individual is unique and will have his or her preferred way of learning that enables them to take in, understand and process information better, as well as create a stronger emotional connection. Visual learners, for example, find it easier to retain information and stay focussed when it’s being presented as images or graphics, including charts and diagrams.
In-person events will always be powerful due to the physical proximity of all the action, but if there are not enough visual cues and supports in place, some people may still find themselves feeling disconnected or disinterested. Traditional in-person events have mostly catered for kinaesthetic and auditory learners but thanks to the pandemic, we have finally come to see that video and visual content has an important and beneficial role to play too
What kind of videos can we produce?
Here’s five examples of video content we’ve been creating lately:
Three benefits of using video content for events:
We’re excited about the endless possibilities of video content… Get in touch with us to chat about using video content content for your next meeting or event!
As live events and festivals continue to experience disruptions and restrictions, hybrid events are becoming more common - but more than just a tool for reducing potential health risks, we predict this dual in-person and online option is set to become the preferred event delivery method of many national and international organisations, pandemic or not!
Not only do hybrid events allow us to bring together people from totally different sides of the country (or world) for a common purpose and goal, but they also provide all the capabilities of the latest online event technology - while still incorporating the good old-fashioned energy and engagement that only real-life interactions can bring.
What is a hybrid event?
A hybrid event is a lot more than setting up a webcam and microphone in the corner of a room!
Hybrid events will always utilise a combination of online and in-person elements at the same time, to help facilitate the celebration, collaboration, learning and sharing of experiences and information between individuals and/ or groups.
Yes, there is usually a physical location (aka event HQ) where the organisers, hosts and any other important stakeholders are based, and where the bulk of the event proceedings will occur or be broadcast from. This physical presence allows for face-to face interaction between key parties, to give the event a dynamic real-time feel. Selected guests may also be on location, while the remaining (often a majority) attendees will participate from their home or another location, by logging on to an online event platform.
Online attendance via apps or virtual platforms are made available to all attendees, offering a range of tools that allow them to view event information, chat and interact, ask questions and network with other guests, organisers and hosts. It’s important to have as many of these opportunities as possible so online guests remain engaged and interested, despite not being there in person.
The event proceedings include both live and pre-recorded content such as speeches and videos, entertainment and performances, games and quizzes, and can even include home delivery of meals, gifts and event packs to give all guests a similar experience as possible.
When done well, a hybrid event brings in-person and online attendees seamlessly together, with very little division or differences, and is bursting with possibilities and opportunities for a fun and memorable experience for everyone involved.
Basically, a hybrid event should be just as good, if not better than a live-only event!!
Five reasons to go hybrid:
1. Increased attendance:
Going hybrid means more people can and will come to your event! Whether it’s because of a pandemic and physical distance, an illness or family emergency, the cost of tickets or even a scheduling clash, running a hybrid event will give guests who might not have otherwise been able to attend, the opportunity to join in and participate from wherever they are. Instead of 150 locally based guests, you’ll now attract hundreds of national or international attendees…
2. Good for the environment:
The fewer people travelling, whether by air, car or otherwise, the better it is for the planet! If being environmentally conscious is part of your organisational values and goals, a hybrid event can help you actively reach eco-targets and reduce your events carbon footprint. You can still feature that international keynote speaker without having to fly them in, plus you’ll use fewer single-use products (water bottles, notepads etc) and energy (lights, aircon etc) too!
Read more about going green at your next event in our recent blog HERE.
3. More cost efficient:
Aside from reduced travel and transport costs for both the organiser and the attendees, hybrid events provide a range of cost-saving benefits. From room hire, catering and staffing to operational costs – with fewer people on-site, the main costs of your event will be significantly lower. However, there will of course be a cost for the online component of the event – while this is still significant, it’s not quite as high as an in-person only event.
4. Variety of content:
Generally, people don’t want to attend an event just to watch a video, but with a hybrid event, this expectation is automatically lowered. Guests know to expect a combination of content – live-streamed, pre-recorded and online components. Not only does it make your event more interesting, varied and dynamic, but it also allows you to pre-plan and control certain content, reducing the risk of things going wrong on the night/day.
5. Be COVID-safe:
With the pandemic continuing to play havoc with our lives and businesses, and new strains of the virus emerging, it’s never been more important to ensure your event is COVID-Safe. While we can follow all the Government guidelines for physical distancing and hygiene, the risk still remains, and some people are righty wary of attending big and crowded events. Hybrid events give attendees the option, depending on their preference and level of comfort and at the end of the day, it’s their safety and experience that counts most!
Read more about planning a COVID-Safe event in our recent blog HERE.
So, if you want the best of both worlds, the convenience of online with the personalisation and authenticity of real-life, then a hybrid event is what you need. Head to our Virtual/Hybrid section of the website to see some real life examples of the hybrid events we produce.
Get in touch with us today for help with planning and producing your next successful hybrid event!
“Life can only be understood backwards, but it must be lived forwards” according to Danish philosopher, Soren Kierkegaard - and never have these words felt truer as we stand on the bridge between a wild and wonderful 2021 and a hopeful 2022.
It’s been both a challenging and rewarding year of ongoing uncertainty and change, especially for the events industry, so we wanted to take a moment to look back and reflect on all we have learned, achieved and enjoyed as we look forward to a short break over the holidays to recharge and prepare for a cracking new year!
Our year in review - here’s our top five achievements and memories of 2021:
Top 5 event production tips/ lessons - although, you could apply these to any industries really:
Top 5 JTPM team highlights of 2021:
Want more tips and ideas from our talented and experienced team on how to plan an engaging and successful online, hybrid or in-person event? Check out some of our earlier blogs HERE.
As we wind down for the year, we would like to extend a big thank you to our new and returning clients, suppliers, followers and supporters who have continued to believe in our work and the power and importance of events to build communities and meaningful connections, spark conversations, share knowledge and ideas, and of course - find ways to celebrate, even in lockdown!
It’s been an absolute pleasure, and we can’t wait to work with you all again in 2022!
Need help with planning, producing and marketing your 2022 events? Get in touch today.
It doesn’t matter how ‘cool’ or well-planned your event is if people don’t know about it! As end-to-end event producers, we help our clients at every stage - from the planning and promotion to execution and evaluation, and from our experience Email Marketing is one of the most effective tools when it comes to promoting an upcoming event.
Email Marketing or EDM’s should never be an afterthought and the earlier you start, the better. It’s through these regular and engaging email communications, that you will be able to directly target and communicate with past and current customers or clients, and anyone else who has explicitly expressed interest in your business or event. These are your ‘warm leads’ and the most likely to support and attend your event!
So, what's the purpose of EDMs for Events?
Here’s our top tips for creating EDM’s that work
Your subscribers list or database is the most valuable marketing asset you own and should be nurtured and protected at all times. If you want to be really clever and targeted with your Marketing efforts, you can personalise your EDM’s to specific groups of people or individuals by segmenting and managing your database. For example, you can address people by their first name, remember their birthday and send special offers, or even have one EDM go out to those who have already purchased a ticket, and a different EDM to those who may still be considering.
One of the best things about EDM’s is our ability to track and monitor their effectiveness. These results give us valuable information to help make future communications even more successful.
Make sure you’re able to measure:
The event experience starts from the moment someone first hears about it and continues well after the lights go out at the venue. Think of EDM’s like the icing on a cake, holding all of the ingredients together and making it look and taste just that little bit sweeter.
Want more tips on how to plan a successful online or in-person event, or ways to go green at your next event? Check out some of our other blogs HERE.
Need help with planning, producing and marketing your next event? Get in touch today.
We enjoy the flexibility and creativity of working online, but with restrictions slowly lifting we can’t wait for real life events to return. But it’s not ‘business as usual’ just yet.
It’s still important to plan covid-safe events (read our recent blog on this) to protect the health and wellbeing of your attendees and staff, and it appears density limits, vaccination and hygiene requirements are likely to remain in place for some time; affecting the way future events need to be run.
So, as we enter another phase of change and innovation, here are three of the main things to consider when planning an event for the remainder of 2021 and beyond:
1.Have a clear objective
Make every decision intentional - begin by outlining your goals and being clear on what you’d like to achieve. Your objectives will help to guide your planning and decision making, regardless of what happens or changes along the way.
Remember to make your objectives SMART - specific, measurable, achievable, realistic (or relevant) and timely. While we’d love to have as many people attend our events as possible, restrictions on travel and venue capacity will be an important factor in the coming months.
Some key questions to ask at this stage include:
a)What’s the purpose of your event – what do you ultimately want to achieve?
b)Who do you want to engage – where are they located, what do they want?
c)How can you be inclusive, especially if you are planning a hybrid event?
d)How can you be sustainable – climate change is issue we all need to address? Read our blog on going green at your next event here.
e)What is your budget – will your event be ticketed and bring in revenue?
2.Choose the right format
Virtual, hybrid or in-person? Take the time to thoroughly explore and decide on the best format for your event and audience. For a state-wide, national or international organisation or gathering a hybrid event may be the most inclusive and viable option, while an in-person event would be ideal for smaller or local events. There are many other variables to consider, however, including the type of event and your budget – make sure you look at the full picture before making your choice.
3.Plan for and embrace change
A thorough risk assessment should always be part of a good event management plan, but with ongoing restrictions, border closures and uncertainty, it’s even more important to be open to the possibility of sudden changes or disruptions.
Plan for all possible scenarios and consider whether you would postpone, cancel or convert your event to online. Understanding what’s involved and the costs of cancelling or converting your event from the start means you’ll be ready to tackle any unexpected last-minute surprises – pandemic or otherwise.
Reinvigorating online events
Trust us - Zoom fatigue is real! But don’t worry if you decide to or have to take your event fully or partially online - we have plenty of ways to make it just as fun, engaging and memorable as in-person events.
Here’s some more quick ideas and tips that will help to shake up and refresh the standard online event experience:
Read more our top tips for successful online events here and our thoughts about the future of online events here – yes, they’re here to stay!
Need help with planning and producing your next event? JTPM offers end to end solutions that will be sure to make an impact - get in touch today.
Measuring the success of your event is just as important as the planning but it’s not only ticket sales, attendance numbers or social media engagement you should look at. Let’s say your event was booked out, everything went according to plan and so from your perspective it was a success - can you be certain the attendees feel the same way?
Your event participants will bring different expectations and perspectives and each individual’s experience will be totally unique from the next. What you as the organiser may see as a minor feature or inconvenience, could be thing that makes or breaks an event for a guest. That’s why seeking feedback after your event is so important - especially if you’re planning to hold it again or want to maintain a relationship with attendees!
Asking for feedback about your event can be done in a number of ways and at different times, depending on the type and size of the event and audience. One of the key things to consider is when to survey your event attendees. There are three main options:
Immediately - at the event:
Capturing opinions and feelings while people are still at your event is a great way to get the most accurate and immediate feedback, but it can be difficult to get people to stop and complete a survey in person. Developing an event app allows you to easily integrate questions and polls or you could send SMS messages for a quick and easy way to gain feedback throughout the event. Remember, the simpler you make to answer your survey, the more responses you will receive.
For larger in-person events, you can set up dedicated feedback stations, usually near the exit points, and run a promotion to help incentivise people to respond – ‘share your feedback to win a holiday!’ for example. This works best for events like expos and festivals where guests have already spent an extended period of time and don’t mind taking another five minutes, especially if there’s something in it for them.
Following the event - within 24 - 48 hours
This is the most common time to ask event guests for feedback, as the experience is still fresh in their mind, but they have also had a little time to reflect. We recommend contacting guests within two days of the event in order to get the best quality feedback and highest level of completion – you could even add guests to a prize draw as an incentive for completing the survey.
We often include surveys in our ‘thank you for attending emails’, which also include resources to download post-event (program books and materials, event videos and presentations, certificates and event photos). This creates a more positive experience for attendees, rather than just asking for more of their time. A personal message also goes a long way!
Planning stage - before the event:
If we haven’t been able to ask for feedback during or following an event, or if it’s been a long time between events (as is the case with COVID at the moment!) asking participants for their feedback and suggestions before the event can still be helpful.
For example, one of our clients ran a ‘focus group’ earlier this year, seeking input for their upcoming online Careers Fair. Focus group participants were able to provide suggestions about the event format they would prefer, such as shorter timings and more relevant and targeted content.
Considering the current COVID climate, it may be worthwhile checking in with your audience as their expectations and needs may have changed significantly. It’s also an opportunity to begin communicating any significant changes that may impact their experience so it’s not a surprise on the day.
Asking event participants what they would like to experience can help to build anticipation and a sense of ownership. It gives you the opportunity to bring your audience on the planning journey with you – just don’t disappoint them on the day!
If you have the time and resources (and the support of an amazing event production company!) you could certainly conduct event surveys at all three stages - during, after and in planning – to give you the most complete picture and best chance of success.
Thoroughly understanding your attendee satisfaction levels and pain points will give you a clear and objective picture of whether your event was truly successful - what worked, what didn’t and what you need to improve or change in the future.
Don’t forget to include a good balance of quantitative (measurable and specific - like ratings scores) and qualitative (anecdotal or open ended) questions to get a wide range of feedback to draw on and be prepared to collate and analyse the results (we’ll have to share another blog on this topic later!)
At JTPM, we have created numerous event apps, and put together hundreds of event surveys and feedback forms. Read some of our other blogs including Tips for Successful Online Events or How to go Green at your next Event or give us a call for support and advice.