Organizing an event goes beyond choosing a venue or hiring suppliers to ensure entertainment. In addition to all these very concrete tasks, time must be taken for marketing and communication. And precisely, the communication budget for an event can often increase the final bill.
So, how can you communicate more while spending less? We share all our tips with you.
The Role of Communication in Events
What is event communication?
Event communication involves promoting an event to a targeted audience using specific techniques and tools. That's why it's essential to allocate a portion of the budget to communication, whether for external or internal events. But let's put things in context: what is the purpose of event communication?
It serves primarily to inform, retain, and motivate the audience it addresses. That's why it's essential to adapt your message according to your audience. For example, you wouldn't address employees who need to be presented with the next gala in the same way as a broader audience related to the promotion of a trade show.
To communicate effectively, take the time to define a strategy. Ask yourself what your objectives are? Who is your target audience? And what message do you want to convey? Finally, to determine the best way to make your event profitable through communication, consider the type of event you are communicating about.
What mediums to use?
In the context of an event communication campaign, you'll need to take the time to choose the medium through which to communicate. This could be in print format with flyers or posters. However, the emergence of new technologies has led to the rise of digital media such as email campaigns or social media posts.
The size of the event should also be taken into account. It probably won't be necessary to distribute flyers and hang posters if you're organizing a corporate breakfast. However, recording and broadcasting radio spots might be beneficial if you're organizing a national-scale trade show.
Effective Communication with Event Management Software (EMS)
The many features of EMS
The event management sector has also seen significant changes in recent years. The advent of EMS, Event Management Software, has notably facilitated communication around events. Now, all-in-one solutions are offered. With just one tool, you can create custom forms, send emails, manage communication campaigns, and manage your event project.
New modes of communication have also emerged. Now, we don't just communicate through the emails we send. Today, thanks to EMS, it's possible to create a website dedicated to your event in just a few clicks. But that's not all! You can also launch a mobile application that guests can install on their smartphones. It's possible to communicate on a large scale with a lower budget, and especially with less and less effort.
💡 The bonus? In addition to managing your communication campaign from one place, you can also handle all the logistical aspects and ensure smoother event management.
The benefits of EMS
Using an EMS can not only save you time but also money. By using a single platform for your event, you simplify your life: just one login interface and one password to remember! EMS also facilitates collaborative work. With a single tool, you can work simultaneously with your colleagues, share comments, and progress at your own pace without being blocked. And of course, only one subscription needs to be paid since all the tools are grouped together! There's no longer a need to use one tool to manage contacts, another to make your event interactive, and a third to measure participant engagement. Your event management solution takes care of everything.
So, in addition to saving on your total budget, you also gain time and productivity. What more could you ask for?
Eventdrive, the solution to save
Eventdrive is an event management software that has proven itself. More than 150 clients have trusted us for years! Whether you are a large insurance company, a tourist office, a beauty salon, or a government institution, our solution can make your life easier. Plus, our team is here to support you in every step of creating your event! 🥰
With Eventdrive, the possibilities are endless. The entire project management part is, of course, possible. You can create your personalized agenda, assign tasks, or manage your budget very simply.
Want to make your event interactive? No need to subscribe to multiple applications like Menti or Live E anymore. Eventdrive offers you, from its platform, to set up surveys, word clouds, photo galleries, or quizzes! With Eventdrive, organizing an event and setting up your event communication are seamless!
The communication budget is a sensitive point when organizing an event. Take the time to estimate it correctly to avoid any surprises along the way.
EMS were created to reduce the stress associated with event organization. If you're looking for some techniques to communicate better while spending less, we recommend turning to this type of software.
And if you want to learn more about Eventdrive, know that our teams are here to listen and answer all your questions. Don't hesitate to contact us!
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