Event Wiki

What are the key benefits and downsides to consider when planning in-person, virtual, and hybrid events?

The format you choose impacts your budget, audience reach, and what’s possible during the event: 

How to Decide: Creating a decision matrix helps. List factors like audience reach, budget, engagement goals, and networking importance. Rate each factor’s importance on a scale of 1-5, then score how well each format meets that factor. The format with the highest total score is usually your answer.

What major roles should be allocated before the event?

Allocate these major roles before the event to prevent confusion and keep planning on track:

Project Manager: Oversees all event tasks. Once goals, scope, timeline, and budget are defined, approves final decisions and keeps stakeholders updated on progress.

Logistics Lead: Handles the practical, on-the-ground side of the event, including venue booking, equipment, transportation, vendor management, catering, AV, rentals, and safety and accessibility compliance.

Volunteer Lead: Recruits, trains, schedules, and manages volunteers or staff working the event.

Marketing and Communications Lead: Develops and executes promotional strategy across all channels to drive registrations and build event awareness.

Registration and Guest Services Lead: Manages attendee registration process, ticketing, check-in, and on-site guest support.

Finance/Budget Lead: Tracks expenses, processes payments, manages invoices, and ensures the event stays within budget.

Sponsorship/Partnerships Lead: Identifies, pitches, and manages relationships with sponsors and partners.

Program/Activities Lead: Develops the event agenda, coordinates speakers and sessions, and ensures content aligns with event objectives.

Technical/AV Lead: Manages all technical requirements, including sound, lighting, video, live streaming, and troubleshooting tech issues during the event.

What essential aspects should be considered when planning academic conferences?

Academic conferences are about advancing knowledge. Researchers come to present their latest findings, challenge each other’s ideas, and find collaborators for future projects. This shapes everything about how you plan them.

Your call for papers is make-or-break. Launch it early with clear submission criteria and give your review committee enough time to evaluate proposals properly. (Rushed peer review leads to weak sessions that undermine the whole event.)

Something else to note is that a graduate student paying out of pocket needs a different rate than a tenured professor with travel funds or an industry researcher on a corporate card. Your system needs to handle these tiers without creating friction.

Multiple parallel tracks, poster halls, keynotes, and impromptu hallway debates all happening simultaneously across different rooms can be chaotic. Attendees need tools to build personalized schedules and pivot when a session fills up or gets moved. Platforms like Whova let people navigate conference logistics and find the talks that matter to their research.

You’ll also want to create spaces where people working on similar problems can find each other instead of passing like ships in the night. Whova app’s  1:1 networking functionality is designed specifically for this purpose.

What are preferred sites for ticket hosting to build an attendee registration system and collect special-needs or dietary data?

Popular sites for ticket hosting and building attendee registration systems include: 

• Whova: Reliable event ticketing software with custom fields and attendee segmentation. You can share collected data with other services like catering and transportation, which makes coordinating dietary needs and accessibility requirements straightforward.
• Eventbrite: Free ticketing software that allows basic customization for registration forms. Good for simple events where you need standard fields without extensive data collection.
• TicketSpice: Features low per-ticket fees and customizable registration fields. A solid middle-ground option if you need flexibility without breaking the budget.
• RSVPify: Simple ticketing software with fields for custom data collection. Works well for smaller events where you need clean, straightforward registration without complex integrations.

What’s a strategy for effective promotion and marketing of an academic conference or corporate event?

Effective event promotion means reaching the right people on the right platforms with messages that resonate.

Segment your target audiences: Different people respond to different channels. For instance,  LinkedIn works well for academic and corporate audiences, while university mailing lists are a must for academic conferences. Figure out where your attendees spend their time and focus your energy there.

Create a promotional timeline: Decide what you’ll promote and when:

Optimize your marketing channels:

• Website and SEO: Make sure your website has clear event information and is optimized for both search engines and AI search tools. Use keywords related to your theme so people can find you when searching for relevant topics or conferences.
  
• Email marketing: Build segmented email lists and set up drip campaigns that automatically send targeted messages based on where people are in the registration process. For example, someone who registered gets different emails than someone who just downloaded your agenda. Write compelling subject lines for each audience and test what works. 
• Social media: Post weekly, highlighting speakers and program updates to keep momentum going. Share behind-the-scenes content, speaker announcements, and session previews to build excitement.

Leverage partnerships and networks: Collaborate with academic societies, departments, or professional associations to share your call for speakers and registration links. Ask keynote speakers to promote the event to their own networks. Their endorsement carries weight and expands your reach.

Track and optimize along the way: Pay attention to which channels are driving registrations. If LinkedIn posts generate more sign-ups than other platforms, shift your resources accordingly.

Capture content during the event: Take videos and photos during the event that you can use for next year’s promotional campaign. Real footage from past events builds credibility and excitement for future attendees.

How do you recruit speakers or presenters effectively and manage the call-for-papers process?

Follow these six steps to build a solid speaker lineup:

1. Define your event goals and themes first: Define your event goals and themes before reaching out to speakers. This clarity helps you identify the right expertise and evaluate submissions consistently.
2. Tap your existing network: If you have past connections or speakers you’ve worked with before, reach out to them first. You already know their quality, and they’re more likely to say yes.
3. Launch a call for speakers: Promote your call for speakers through social media, your event website, mailing lists, and partner organizations. Be clear about deadlines, session formats, and what you’re looking for in proposals.
4. Evaluate proposals with a review committee: Once submissions come in, have a committee review them against your criteria. This keeps the process fair and ensures multiple perspectives on what will resonate with your audience.
5. Confirm details and collect information: Notify accepted speakers promptly and gather any missing information like bios, headshots, AV requirements, and travel needs. The earlier you lock this down, the smoother everything runs later.
6. Coordinate rehearsals and follow up: Offer speaker rehearsals or tech checks, especially for virtual or hybrid events. After the event wraps, send thank-you emails to acknowledge their contribution and keep the relationship strong for future events.

What are some common ways to attract and choose exhibitors for a conference?

The best exhibitor strategy combines direct outreach with smart packaging. Create tiered options that clearly show what companies get at each price point—booth space, branding, speaking slots, and attendee list access. Then, research companies that would genuinely benefit from your audience and pitch them directly. 

Also, don’t just post your prospectus and hope people apply. Promote it through industry associations and LinkedIn groups, and lean on past exhibitors for testimonials and referrals. Early bird discounts help lock in commitments quickly. When you’re evaluating applications, prioritize exhibitors who align with your attendees’ needs and bring something valuable to the floor. If a company isn’t ready to commit this year, stay in touch and send them post-event metrics to build interest for next time.

What’s the best way to communicate ROI or post-event value when recruiting sponsors?

Sponsors want proof that their investment will pay off, so lead with data from past events. Share concrete metrics like attendee numbers, engagement rates, booth traffic, and how many leads previous sponsors generated. If you have testimonials or case studies from past sponsors about deals closed or connections made, include those. They’re more convincing than generic promises.

Be specific about what’s included in each sponsorship package. Break down visibility opportunities like event app placements, banner locations, speaking slots, logo placement on promotional materials, and booth traffic estimates. Quantify wherever possible. Instead of saying “great visibility,” say “your logo will reach 2,000 attendees via the event app and appear on all email communications to our mailing list of 10,000.”

After the event, send sponsors a detailed report showing ROI. Include metrics like booth impressions, app clicks, session attendance if they spoke, social media mentions, and any lead data you can provide. This builds trust for future events and gives them ammunition to justify the spend internally. The sponsors who see clear value are the ones who come back year after year.

What are the key factors that event planners consider for an organized and well-planned event schedule?

Creating a strategic event timeline involves several considerations: 

1. Strategic date selection: Choose your event date with holidays, weather patterns, and seasonal trends in mind. A summer tech conference might compete with vacation schedules, whereas a winter gala could face weather-related challenges. Also, research industry calendars to avoid conflicts with competing events.
2. Registration timeline planning: Map out early bird, regular, and late registration periods well in advance. Starting ticket sales 6-12 months in advance for larger events gives attendees time to budget and plan, while tiered pricing creates urgency that drives early commitments.
3. Multi-channel marketing schedule: Build a promotional calendar across different channels to maintain event visibility throughout the planning period. This includes email campaigns, social media pushes, and partner outreach timed to key registration milestones.
4. Event management apps: Platforms like Whova help attendees build personalized schedules, receive session reminders, and access real-time updates if anything changes, reducing confusion and keeping everyone on track throughout the event day.

How much contingency budget should I build for unexpected costs?

A contingency budget is money set aside to cover unforeseen expenses that pop up during event planning and execution. It provides flexibility when things don’t go exactly as planned.

Most event planners allocate between 5% and 15% of their total budget for contingencies. Where you land in that range depends on the complexity and risk factors of your event. A straightforward annual conference might sit comfortably at 5%, while a first-time multi-day festival with outdoor components might need closer to 15%.

Your contingency can be deterministic (based on fixed, known potential costs) or probabilistic (accounting for variables and unknowns). Consider factors such as venue deposits, weather backup plans, last-minute speaker travel, technical failures, or attendance fluctuations when determining your percentage.

Note: This information does not constitute professional financial advice. Every event situation should be evaluated on a case-by-case basis.

What hidden venue fees should be checked when planning for a venue (service charges, corkage, insurance, etc.)?

Here are the fees that often appear in final invoices but not initial estimates:

• Service charges and gratuities: Many venues add 18-25% to the catering costs, and some include a mandatory gratuity. 
• Setup and breakdown fees: Do you need extra time for installation or teardown? Venues may charge hourly rates beyond your contracted window.
• AV and tech fees: Using the venue’s in-house equipment often comes with a markup. Some venues won’t let you bring your own, locking you into their pricing.
• Corkage and outside vendor fees: Expect to pay a fee for bringing your own caterer or beverages, ranging from $15 to $ 50 per bottle or a flat fee per outside vendor.
• Insurance requirements: Most venues require event liability insurance, which can run several hundred dollars if you don’t already have it.
• Parking and loading dock fees: Guest parking, valet services, or vendor load-in access may incur additional costs.
• Overtime charges: If your event runs past the contracted end time, hourly penalties add up fast.
• Cleaning and damage deposits:  Refundable in theory, but read the fine print on what qualifies as “damage.”

Always request a line-by-line itemized quote and ask specifically: “What fees aren’t included in this estimate?”

How should I budget for travel and transportation to accommodate attendees, but also not increase costs too much?

You should factor in flights, accommodation, and ground transportation for keynotes, special guests, and essential staff. Keep in mind that most events cover VIP guests and speakers, not general attendees.

Try to get quotes early. Research average flight costs from where your VIPs are based, compare hotel rates, and add in airport transfers. It’s worth leaving a 10-15% buffer for price changes or last-minute bookings.

For general attendees, you can share shuttle schedules, parking discounts, and transit routes in your pre-event communications. To help offset costs, consider reaching out to ride-share companies like Uber or Lyft about sponsorship or promo codes.

What backup or contingency plans do you always have ready (speaker cancellation, tech failure, room flip)?

Have backup plans ready for the most common mishaps. Identify standby speakers who can fill in, keep spare tech equipment accessible, and know which alternative rooms you can use if needed. Test everything before sessions start and make sure your team knows how to execute these backup plans quickly.

Also, know when to call it. If a technical issue can’t be fixed in five minutes, move on with your backup plan rather than keeping everyone waiting. If a speaker cancels and you can’t find a replacement, own it and pivot to the next session. Quick decisions prevent small problems from derailing your entire schedule.

What’s the most effective way to reach out to your attendees about important announcements and information?

An event app is your most reliable channel for urgent announcements. Push notifications get immediate attention, and attendees can reference the information later when they need it. Unlike emails that get buried in inboxes, app notifications are hard to miss when someone’s actively at your event.

Email works as a backup or for pre-event communication when not everyone has downloaded the app yet. Send important logistics through both channels to maximize reach.

For on-site announcements, use digital displays or banner screens in high-traffic areas like registration, entrances, and meal stations. These catch people who aren’t checking their phones and work well for room changes or schedule updates that affect everyone.

The best approach combines all three. App notifications for immediate reach, emails for detailed information, and physical signage for visibility throughout the venue.

How should you collect on‑site feedback (survey via app, feedback kiosks, QR codes, live chat)?

Make feedback as frictionless as possible. Don’t rely on just one method. Some people will fill out app surveys, others will scan a QR code on their way out. Give them options and you’ll get more responses.

Event app surveys: Send session-specific surveys immediately after talks when reactions are fresh, or trigger a general event survey as people check out on the final day. Attendees already have the app open, so it’s convenient.

QR codes: Place them strategically near exits, at meal stations, or on printed materials. People can scan and submit feedback quickly while waiting in line or between sessions without downloading anything extra.

Feedback kiosks: Set up tablets in common areas where people naturally gather. This captures input from attendees who prefer physical interaction or don’t want to use their phones.

Live chat or messaging: Give attendees a direct line through your event app to raise issues or share praise in real time. This helps you catch problems while there’s still time to fix them.

How will we handle guests arriving late, walk‑ins, and changes in registration?

Late arrivals and last-minute changes happen at every event. Handle them without disrupting your main check-in flow:

Set up a separate walk-in desk: Prevent new registrations from holding up pre-registered lines.

Use mobile check-in devices: Equip staff with tablets so they can process late arrivals anywhere in the venue.

Keep your registration system editable: Allow instant updates and badge reprints when names change or records need fixing.

Create a VIP/press express line: Prioritize key attendees discreetly without making them wait.

Assign speaker liaisons: Keep them informed about late speaker arrivals and ready to escort them quickly to their sessions.

Pro Tips

• Maintain extra blank badges and generic guest passes
• Stay calm and welcoming. Late guests are often stressed, so make it easy for them to settle in.

How will we recognize and motivate volunteers/staff (e.g., briefing, incentives, debrief)?

Volunteers and staff make your event run, so treat them well. Brief them before the event, walking them through their roles and making sure they know who to ask when things go wrong. People perform better when they understand the bigger picture and feel part of the team.

Small gestures during the event matter. Free meals, event swag, or a dedicated volunteer lounge show you value their time. Public recognition works too – a shout-out during closing remarks or a social media thank-you makes people feel seen.

Hold a debrief afterward. Ask what went well and what didn’t, then actually listen to the answers. Send personalized thank-you notes mentioning specific contributions. If your budget allows, offer gift cards, certificates, or priority access to future events.

Volunteers who feel appreciated come back. Staff who feel valued work harder.

How to create a post-event report?

Create your report within a week while the event is still fresh in everyone’s minds. The longer you wait, the harder it becomes to recall specific details about what worked and what didn’t.

Start with an event overview covering date, location, and attendance. Include performance metrics like registrations, engagement levels, and revenue versus costs, along with stakeholder feedback from surveys. This data helps you understand what resonated with attendees and where you hit your goals.

Document what worked well and what needs improvement. Be honest about challenges like technical glitches or low session turnout – this transparency helps your team learn and improve for next time.

Add a financial summary breaking down revenue and expenses so stakeholders can see the full picture. Close with concrete recommendations for future events based on what you’ve learned.

How should you thank sponsors, speakers, and vendors after the event to maintain relationships for the future?

Send personalized thank-you messages within 48 hours while the event is still fresh. Reference specific contributions each person made, like a speaker’s session that got great feedback or a sponsor’s support that made a particular aspect possible.

Platforms like Whova offer ready-made templates you can customize for sponsors, speakers, and exhibitors, saving you time while keeping messages professional. These messaging tools let you express appreciation, share success metrics showing their impact, and mention future engagement opportunities. 

Include tangible next steps. Offer sponsors early renewal rates for next year’s event. Ask speakers if they’d be interested in future speaking opportunities. Request testimonials from vendors you’d like to work with again. Show sponsors how their contribution made a difference with specific metrics, and let speakers know about positive attendee feedback on their sessions.

When and how do you announce next year’s event or keep the conversation going between events?

Announce next year’s dates during your closing session or in the post-event thank-you email when people are still energized.

Between events, maintain momentum with a steady drip of content rather than going silent for months. In the first few weeks, share session recordings and photo highlights on social media with captions that nod to next year: “Miss this session? We’re already planning 2026—stay tuned for dates!” Around month three or four, open early bird registration exclusively for past attendees with personalized emails offering discounted rates.

Mid-year is when you start building real anticipation. Announce your first confirmed keynote speaker or reveal the theme. Post on LinkedIn asking attendees what topics they want covered next year. Run polls, share behind-the-scenes planning updates, or spotlight speakers who are returning.

As you get closer to the event, shift into full promotion mode. Post countdown updates, share testimonials from last year’s attendees, and feature new speakers or program additions. Monthly newsletters keep your community engaged with industry insights, speaker quotes, or sneak peeks at what’s coming.

Throughout the year, encourage attendees to stay connected through a LinkedIn group or online forum where they can network independently. Repost their photos and tag them in throwback posts with your event hashtag. Every piece of content should remind people why they attended and why they’ll want to come back.