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8 Tips for Capturing Event Data

An events program usually includes several events that happen throughout the year being company-hosted events or third party events that the company may sponsor and/or participate in.

Capturing all that data requires consistency, persistence, education management, the right tools and whenever possible automation.

There are lots of tools out there that can help you achieve just that, especially now that virtual is a new norm capturing event data is easier than before.

For that reason I would like to focus on 8 tools you can use to capture event data in a fast and efficient way.

  1. Event registration tools - There are several event registration tools out there but most features include creation of a customized branded registration website, attendee communications, session scheduling, travel and accommodation information and event ticket sales if applicable

  2. Appointment scheduling tools: 1-1 or 1-many meetings are an integral part of a revenue-generation led event. Therefore, it's important to have an appointment scheduling tool at hand that includes features like embeddable calendars and group scheduling for workshops as an example.

  3. Mobile event apps - Event apps help to keep attendees engaged and are able to deliver a personalized experience, i.e. personalized agenda. Some helpful features are: Live Q&A and polling, floor-plans, attendees, sponsors and exhibitor profiles, real-time notifications and gamification

  4. Session scanning tools - These allow the event host to track attendees in and out of different breakout rooms as an example. These tools usually use an RFID scanner to track attendees activities

  5. Lead capturing tools - These are particularly helpful in exhibitions and large third party events as each attendee wears a badge during the event and different exhibitors can use the lead capturing devices to scan the badges and access attendees information which has been previously populated to a central database

  6. Onsite check-in tools - Being environmentally friendly can also mean being data driven - Print badges only as needed and capture info related to when an attendee checked-in and what percentage of attendees were walk-ins vs registered.

  7. Virtual event platforms - Select a platform that can be integrated with your event registration tool for a full overview of the attendee journey. Some helpful features include polling and live Q&A, integrated breakout rooms, live streaming capabilities and engagement metrics.

  8. Feedback surveys - Gather relevant data by using feedback surveys sent out during the event through the mobile app, after the event in a thank you email or in feedback stations in-person at the event.

Whatever data you decide to capture just ensure you stay compliant with the latest data regulations in your respective locations and be prepared to make adjustments if needed as regulations evolve all the time.


About Rita Conde-Luis

Rita has extensive experience and specialist skills in corporate event management from a global perspective having worked as:

* Event Manager with Marcus Evans (EMEA & APAC)

* Events Executive Planner with Starwood Hotels/Resorts Worldwide

* Events Manager with PwC (Middle East)

* Senior Events Coordinator with Dish Catering and Events (Dubai)

* Commercial Events Associate with Flash Entertainment (Abu Dhabi)

* Global Event Operations & Optimization Manager with Accenture


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