Digital Keys To Organize An Event

When you start to organize an event , you have to take into account many factors. If we want it to be successful, we will not only focus on the space to celebrate it, the content or the call. There are other keys that we must not forget and that are essential for the execution to be easier and more accurate. And with the digital age, we must not neglect this field. Therefore, we are going to see 10 digital keys to organize an event .

First of all, we have to be clear about three important elements:

• What do we intend to achieve? Objectives of the organization of the event, . We must establish the objective that we want and pursue it in the pre, during and post event.
• What tools are we going to use? We must think about the established objectives and at what point in the organization we are going to use them.
• How to enhance the organization of our event and achieve its success?

Due to technological development, digitization plays a very important role when organizing an event . We have numerous digital tools that will help us achieve our goals. But we have to know how to use them.

Below we collect a series of recommendations and keys to take into account for good management of these tools:

Arouses Interest In The Call

One of our main objectives in organizing the event will be to reach as many people as possible. Without forgetting that you must be part of our target audience.

For this we will establish a filter in our contacts. Once the list is obtained, we will know who we can send an email with the event invitation.

This invitation, in addition to collecting key data (date, place and time, etc.), must have an attractive design and content. This will arouse interest and encouragement to share it.

For example, in the newsroom we can establish different links to access:

• Event form, so they can sign up.
• A map of the area where the event takes place ( Google maps or Bing ).
• Information about the speakers or protagonists, such as their Linkedin profile.
• Detailed guide on how to get to and access the celebration space.
• Option to share the invitation on platforms such as Whatsapp , since you can easily give the event great visibility and encourage participation.
• Contact of the person who organizes the event, to be able to expand information.

Create An Attractive Title

When we send an invitation, the title of the event is the first thing we see. It supposes the entry or not of a user to its content. Therefore it must be attractive, brief and clear.

The wording of the invitation will provide the content and details of the event, but the headline should grab the user’s attention. Therefore, we must think of keywords that encourage it.

With these keywords we will not only think about capturing interest, but also about positioning ourselves on the internet when the time comes to share on RRSS. That is, we will think about SEO . 

To find out which keywords are most recommended, we can use tools such as Google’s Keyword Planner or Ubersuggest .

Design An Image Of The Event To Circulate On Networks

It is also important to take some time to design an image or audiovisual material that is related to the event. We are going to publish this material on networks, therefore it is essential that it is consistent with the content, and that it is also attractive.

This graphic or audiovisual material is another hook when it comes to creating interest in people, you must think about what information you want to convey with it.

To design images we have numerous tools, but we leave you two that are very easy to use and are also free: Canva and Fotor

Use Some Paid Promotion Tool

Apart from promoting your own event for free, it may also be advisable to use a paid advertisement on platforms that have an impact on our target audience.

One of the options would be to include native advertising on digital platforms with great impact such as Facebook , Linkedin , Instagram . We can even hire the services of an influencer , as long as it is related to the target we want to focus on.

With a small investment we can give great visibility to our event, but it is very important to keep in mind:

• The ad must provide a clear and powerful message.
• Decide the location you want to focus on.
• Investigate if apart from the RRSS there are other digital platforms where your target audience is concentrated.
• And the main and most important thing, define your target and focus on that sector.

Use Social Networks To Promote Your Event For Free

As we already know, social networks are a promotional springboard that we can use for free. Its good use can lead to the convening of our event and the transmission of content being a success or not.

When publishing an event invitation or information about it, we have to think that we are not going to invest money but time. Posts should be set during:

• The principle ( pre ) to inform the content and attract the public.
• During the event transmitting what is happening to share it with those people who cannot be in person (this way we will increase the impact).
• Once finished ( post ) to be able to viralize content and promote it for future projects. The audiovisual content of the event is very important in this phase.

There are numerous well-known networks where you can dump content. The important thing, as we said before, is knowing how to focus the information on the right platform.

Stream Your Event

Streaming is another digital communication tool and most importantly, it breaks down the geographical barrier. Those people who cannot go because they are not in the city where it is celebrated (or for any other reason) can connect and see it as if they were there. In addition, we can record the streaming and broadcast it later on social networks.

For this you must take into account that:

• The internet signal is good. It is advisable that you carry out a test before the day of the event to ensure that the broadcast is good.
• Choose a broadcast channel, such as the YouTube channel of the company or organization where the event is held. YouTube is a well-known platform and it makes it very easy for you to share content on other platforms.
• Make it clear to users before the event where they can watch the streaming. If they can’t access it quickly and easily, our broadcast may not do much good.

Check The Technical Aspects

Sometimes for the organization of our own event we go to other people’s spaces for reasons such as capacity. But other aspects must also be taken into account, such as the Wi-Fi connection or the possibility of having accessible plugs in the room so that attendees can connect their devices, to take notes or share content on their own social networks.

We have to take care of all the details to be able to viralize our event.

Use Immersive Technology In Your Event

We can impress attendees with immersive technology. Thanks to these technological advances we have the ability to recreate content in a very creative and effective way, closely aligned with what we want to tell.

Artificial Intelligence, Virtual Reality , Augmented Reality, Robotics or IOT are some of the examples that we can use to better capture the attention of the assistant or user and transmit our message. It will also help us to broaden our interrelationship and save us work time when explaining the message.

It is difficult to have these technological advances, but you can find interactive spaces that offer them, such as our innovation center in The Valley, The Place , where we put the latest disruptive technologies at your fingertips, to turn your event into a personalized and unique experience. focused on many sectors.

Create A Visual Presentation

If at your event you have the opportunity to present a presentation to support what you want to tell, it must be very visual. Steer clear of text-heavy, small-type, black-and-white presentations.

Instead, use audiovisual content. Look for videos or original images that have to do with the theme, so that the perceiver does not disconnect. You can use free and rights stock image platforms like Pexels , Unsplah or Pixabay .

The interesting thing is to approach effective information together with the combination of different formats such as images, gifs, video, illustrations and knowing how to communicate. We are not only going to focus on the technical and digital details, we have to assume that “The voice is our business card” (Marta Pinillos).

In a presentation we have to control both our verbal and non-verbal communication (gestures, looks, control of space, voice…) If you want to know more about how to speak in public, we leave you a conference by Rocio Martin, where numerous tips for it.

If at your event you have the opportunity to present a presentation to support what you want to tell, it must be very visual. Steer clear of text-heavy, small-type, black-and-white presentations.

Instead, use audiovisual content. Look for videos or original images that have to do with the theme, so that the perceiver does not disconnect. You can use free and rights stock image platforms like Pexels , Unsplah or Pixabay .

The interesting thing is to approach effective information together with the combination of different formats such as images, gifs, video, illustrations and knowing how to communicate. We are not only going to focus on the technical and digital details, we have to assume that “The voice is our business card” (Marta Pinillos).

Use Tools So They Can Schedule Your Event

Last but not least, it is highly recommended to use tools such as Outlook or Google calendar so that attendees can schedule the event, and do not forget to attend.

In addition, several factors must be taken into account that can affect the call . Holidays , important events that may coincide with yours, and the time of other countries in case we invite foreign people.

In short, you can list many digital tools and keys that help organize your event. Here we have only exposed a few without going into the rest of the event execution topics, such as space management, since they are different keys.

Organizing an event requires a lot of attention, time to attend to all those details and some small financial investment to help us make the content go viral.

No event turns out to be the same, so every time you start organizing a new one, focus on the audience to which it will be directed, use the tools that you think are most convenient and investigate at what point in the organization process it is best to use them.

Also: Do Companies Know The Level Of Digitization Of Their Workers?