6 ways to make your event experience memorable

Think back to an event you attended that stands out in your mind.  What made it memorable?  Perhaps it was a particular speaker, the people you interacted with, or important information you gathered, but more likely than not, it was something unique about that event.  Some element that was particularly well done, innovative, amusing, powerful, or just fun!

 

This is rare since organizing an event is hard work and the path of least resistance is often the most conventional.  However, by paying close attention to key aspects of an event, organizers can deliver consistently remarkable experiences for their audiences, time and time again.

 

 

What is event experience?

When talking about event experience, we’re referring to the reactions felt by the participants throughout the entire event.  The experience begins once they hear about the event and continues through to the post-event follow-ups.  All-in-all, the experience comes down to how the event made a participant feel, what value they were able to take away from it, and the overall impressions they formed of both the event and the brand behind it.

 

 

Why event experience is important

Event experience is important because companies set out to achieve specific goals through their events.  The success of the event, or, how much progress was achieved towards those goals, hinges on whether participants have a positive experience.  These experiences can strengthen an attendee’s perception of the brand, making that person associate it with quality and reliability.

 

The more that a participant feels they got out of an event, the more they will feel a sense of loyalty to that organization and recommend it to others. If they have not yet been converted to customers, a positive experience goes a long way to convincing participants to commit to the company.  Finally, if attendees enjoy the event and feel like it was a good use of their time, they are likely to participate in future events as well as tell others that they should attend.

 

 

Virtual vs. in-person event experiences

The experience of participating in an event is completely transformed depending on whether it is attended in person or remotely. In-person events allow for face-to-face interactions with presenters, organizers, and other attendees.  This, of course, is a great way to learn, network, and form lasting connections. In-person events also allow for more interactive demonstrations, while the overall atmosphere of the event can be set through the design of the space, catering, giveaways, and even live performances.

 

On the other hand, virtual events allow brands to reach a far larger and more global audience.  By eliminating the need to travel to the site of an event, companies make it much more practical for anybody interested to attend.  After all, it is not always easy to arrange travel and other logistics, which can represent a major expense for a business or individual.

 

The organizations putting on virtual events also stand to save money on such things as meals, printing, and venue costs.  Although the direct interactions are more limited in virtual events, there are now many interactive tools available to increase audience engagement, some of which wouldn’t work as well in person such as live polls and emojis.  It’s very important to note that virtual events enable the measurement of event experience and performance.

 

Ultimately, in-person and virtual events each present an opportunity to create a unique event experience, but in different ways.  The decision on which type of event to hold comes down to the goals set for that event as well as industry standards and budget constraints.  Another option that many companies currently consider to be the best for their needs is hybrid events, which combine the two.

 

 

6 ways to produce a memorable event experience

Here are some ideas to consider for creating event experiences that people will look back on positively:

 

• Engagement – Keeping people engaged is the top priority for event organizers and can best be achieved by incorporating interactive elements throughout the program. Live polls are a great way to focus the audience’s attention and provide real-time feedback.  Q&A sessions allow participants to interact directly with the presenters. Games, raffles, and giveaways add an air of excitement, encouraging attendees to stay involved with the program.

 

• Workshops – Hands-on workshops, in which attendees learn new skills in real-time and can practice them under the guidance of an expert, are a practical way to create a lasting positive impression. Unlike presentations, workshops are a more active way for participants to develop professionally and gain valuable new skills that will benefit them in the future.  Additionally, small group workshops create a collaborative environment for people to work together, form new connections, and learn from one another.

 

• Networking – One of the main draws of industry events is the chance to connect with new colleagues, clients, and mentors. Scheduling clear opportunities for people to establish new relationships may enhance the experience for many guests. This can be done with mixers between presentations or break-out rooms within a larger virtual event.

 

• Personalization – People like experiences that are tailored to their individual interests because it makes them feel understood and valued. However, if it is clear that their data is being harvested and fed into AI systems they may become concerned for their privacy. Organizers can still gain the benefits of personalization by programming content that is geared towards several different target audiences, then asking participants to select their preferences.  In this way, organizers can present the best possible agenda for each audience member without compromising on privacy.

 

• Multimedia – By incorporating a variety of multimedia elements such as videos, music, interactive displays, Virtual Reality (VR), Augmented Reality (AR), and more, organizers can add variety and entertainment to the program. People usually enjoy these types of elements, making them more likely to recall the event positively.

 

• Innovation – It is easier said than done, but the most memorable experiences are also the most unique. Consider exploring emerging technologies like VR/AR to immerse attendees into new environments, or putting a creative twist on an otherwise mundane aspect of the event such as the check-in process or virtual waiting rooms. Challenge yourself and your team to think outside of the box and create experiences that truly captivate your participants.

 

 

Examples of memorable event experiences

Recent high-profile examples of companies utilizing some of these strategies include:

 

Google I/O Adventure – Google I/O is an annual conference where developers from Google present new products and innovations. In 2022, they also introduced a virtual conference called Google I/O Adventure, an animated online environment where attendees could create a personal avatar, play games for virtual prizes, and receive product demos, all while interacting with other players and Google staff.

 

Adobe MAX Creative Park – Software company, Adobe, introduced Creative Park at their most recent flagship event. This was a central gathering area where attendees could have hands-on demonstrations of new Adobe products alongside the developers.  This immersive environment was a way for people to connect while learning about upcoming innovations and exploring their capabilities.

 

SXSW XR Experience – South by Southwest, or “SXSW”, is a media festival taking place each year in Austin, Texas.  This year, the XR (Extended Reality) Exhibition allowed attendees to immerse themselves in VR, AR, and MR (Mixed Reality) stories. This was a novel experience for many attendees, introducing them to the amazing capabilities and potential of emerging XR technologies.

 

 

Common event pitfalls to avoid to preserve attendees’ experience

Above all, remember that every aspect of the event from the promotional materials to the registration process, to the communication leading up to, during, and following the event are all part of the experience. Organizers must ensure the same standards of quality throughout, since a lack of consistency anywhere along the way can result in attendees walking away with an overall negative impression.  One way to avoid this is to always have a knowledgeable staff on hand to answer questions and address concerns.  Provide this contact information to the attendees and make sure there is always a reasonably quick response.

 

Another common mistake for virtual and hybrid events is not using the ideal online platform for that event.  Each event has its distinct needs and not every platform will be able to suit all of them.  Organizers must research their options and carefully choose the one that best serves their needs.  Along the same lines, organizers need to be prepared to address any arising technical issues no matter what type of event they are hosting. All equipment should be tested and a technical support staff should be on hand at all times. Also, a backup plan in case of a technical malfunction must be in place.

 

Overlooking accessibility is an easily avoided error that can lead to a bad experience for some attendees or even prevent them from registering in the first place. It’s important to assess the physical space and remote interface of the event to make sure that it can accommodate all participants.

 

Lastly, listening to and acting upon attendee feedback, rather than ignoring post-event surveys, is crucial to improving future events and maintaining attendee satisfaction.

 

 

Meet Kaltura Events – the #1 virtual events platform

Kaltura Events is a versatile hosting platform that allows organizers to create impactful, branded experiences for their audiences.  Suitable for any size virtual or hybrid event, as well as in-person conferences, Kaltura Events is completely customizable so attendees can always have a unique experience.

 

Interactive tools, including polls, quizzes, personalized video menus, chats, and much more, are designed to keep the audience engaged throughout.  Additionally, there is an emphasis on accessibility and inclusion with automatic captioning, dual screens for sign language, and multiple language capabilities. The platform provides rigorous security measures and extensive compatibility with other programs, along with comprehensive technical and administrative support.

 

 

Summary

Creating an unforgettable event experience is about careful planning and close attention to detail, but more than that, it’s about going beyond the ordinary to create moments that truly impact an audience.  Knowing that every element plays a vital role in shaping the overall experience, organizers should approach each aspect of their events with creativity and innovation in order to orchestrate truly unforgettable experiences that engage, inspire, and resonate.