Interview: Invitation management - 'a crucial part of hosting events' with Tessa Rijnsburger
As an event manager, you probably are more than familiar with the step-by-step process that accompanies setting up an event. Who will be attending your event? How do you keep a clear overview of your guestlist and registrations? And more importantly, did you make sure to send the right mails to the invitees? These are all questions you might have asked yourself in the run-up to the event. Perhaps you have even wondered if there is a more efficient way of arranging the registration of and the communication surrounding your event. We know there is! After partnering with evisit, we have interviewed Tessa Rijnsburger (operational manager at evisit) regarding their software and services, which will support you during the entire process of hosting your event.
First things first, what exactly is invitation management?
“Invitation management encompasses the entire process of registering your attendees and communicating with them regarding your event. This might still sound a bit abstract, but in practice, it comes down to sending your guests a save-the-date, an invitation and a reminder message before your event and sending them a survey afterwards. Additionally, it means creating registration forms and attaching these forms to the invitation, so invitees can sign up for your event and provide the necessary information (e.g. dietary preferences, topics of interest). In short, invitation management is a crucial part of hosting events.”
How does evisit support companies with that?
“We offer user friendly software, with which companies can easily set up the registration of and communication regarding their events. It is an all-in-one platform, where you will find the option to create events, mailings and registration forms. You can also add tags to your attendees, which will help you compose different registration flows for different target groups (e.g. regular attendees versus VIPs). This allows for personalization and a unique experience for each of your target groups.
The frequent usage of tags will even make it possible to generate the perfect guestlist for your next event! The last thing the software will support event managers with is keeping track of the statistics of the event, by providing an overview of which guests have registered for the event and who did not yet do so. After your event you will also be able to see what the show to no show ratio was.”
What is the added value of evisit and Krowden integrated?
“A huge benefit is that it will make the entire process of hosting and setting up an event less complicated. From beginning to end, everything will be taken care of. The registrations in the evisit software will be easily imported to Krowden. After registering, attendees can choose their own seats during networking sessions and meetings. This will save a lot of time, as the seating arrangements do not have to be created manually.”
Besides invitation management software evisit also offers onsite support at events. Could you tell me more about that?
“Of course! Besides software, we offer a wide range of services. In the run-up to their event, companies can make use of our customer care services. All customer contact moments will be handled by our team, which will take a lot of work off event managers’ plates. We also offer assistance with the reception of guests and the entrance control. Our hosts and hostesses will provide your attendees with a warm welcome and scan their tickets. Further, we offer printed materials, such as badges, tickets, roll-up banners, signage and more. And we’ve got some fun news to share! As of recently our services also include the production of aftermovies.”
So a combination of software and services is the way to go when it comes to invitation management. Is there any other advice you would give to event managers?
“That’s a great question. There are so many tips and tricks to share when it comes to hosting events. If I had to pick one piece of advice I think it would be to collect data in the run-up to, during and after the event. This will help you in so many ways. For example, knowing why your show to no show ratio was not as optimal as you hoped it would be, could help you prevent this at your next event. Really make sure you have access to an overview of your statistics and make use of questionnaires to collect information. At evisit we are always willing to help event managers do just that.”
evisit is a software platform, where you can safely & easily arrange the registration and communication around your event. It handles your event registration, e-tickets, scanning, and badges.