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So you’ve got a strong response from people interested in coming to your event? Awesome!
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BUT…
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You may be surprised to learn that the need for registrant communications increases after folks have RSVP’d yes to your event. It’s not enough to have a strong response from folks interested in attending your event, you have to keep the line of dialogue open in order to maintain engagement and minimize the dreaded no-show rate. Keeping your registrants engaged ensures that your event is top of mind.
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At BDI we use proven methods to confirm all registered attendees prior to the event in order to minimize the percentage of no-shows. Advance cancellations are preferable to day-of no-shows because you can best equip your team with all the information you need to have a killer event! In the weeks prior to the event, we take steps to re-confirm all registered attendees and cancel registration for those who can no longer attend.
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Having accurate registration numbers puts us in the best position on the day of the event for two significant reasons: the venue can prepare the meeting space based on the most accurate head count, and the client is made aware so they have realistic expectations of the number of final attendees.
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This is how we pull it off:
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Immediately after a guest registers: send a calendar invitation with all relevant event details.
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Two weeks prior to the event: send an update featuring the speakers and sharing the registration list in order to garner excitement about the upcoming event and networking opportunity.
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One week prior to the event: send an invitation to all registered guests encouraging them to bring a colleague. In the event that the registration list is full this becomes optional.
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Two days before the event: make personal phone calls to every registrant to further confirm they’re still planning on attending. Leave enthusiastic voicemails for any registrants that cannot be directly reached.
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Day before the event: send a final confirmation message and include the updated registration list and request that if they are no longer able to attend to please let us know. Additionally, we request that if/when possible and, if possible, to send a colleague in their place.
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Morning of event: send an enthusiastic “See You Today!” message reigniting their interest in the event and including any last minute details (e.g. notices about traffic, directions, valet instructions, etc.)
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