Looking for support at your upcoming exhibit? 
Post-event data analysis isn’t just about gathering feedback — it’s the key to unlocking your event’s full potential and planning for even greater future success. Key performance indicators (KPIs) combined with qualitative feedback, like you gather in surveys, help planners go beyond the numbers to uncover what truly resonates with attendees and identify ways to improve the next event by turning feedback into actionable insights.
Most importantly, data proves your event’s Return on Experience (ROE).
Why ROE is important
Calculating event ROI (Return on Investment) is easy — you compare financial outcomes to money invested. Perhaps that’s why two out of three event planners report on it. However, ROE evaluates the holistic impact of an event on attendees’ experiences and engagement. That’s harder to decode and measure.
ROE is a critical measure of event success
ROE goes beyond dollars spent or earned. It’s the value attendees gain from the education and training they receive, the inspiration they gain to operate more efficiently, and the connections made to advance their careers that drive long-term impact. Event professionals build trust and credibility with stakeholders by focusing on ROE, proving they add value far beyond the event itself. Demonstrating ROE shows the C-suite that you are more than a planner — you’re a strategic advisor.
Now that you know why ROE is worth tracking, let’s discuss how to make that process easier.
Simple ways to track ROE
1. Make goals measurable and actionable.
ROE highlights how well your event delivered on its promise, whether it’s education, professional growth, networking opportunities or unforgettable experiences. Create goals based on those opportunities. Identify baseline measurements and develop ways to gather data to show progress, including post-event survey questions.
2. Capture and evaluate every aspect of the event’s impact.
Compare post-event data with your baseline measurements to track KPIs like revenue, sales and learning comprehension. Don’t forget to look at the qualitative feedback, too. For example, a leadership conference might have a high ROE if attendees leave with actionable insights. Capture data in real-time with a digital polling and feedback tool like Chime.
3. Leverage smarter tools for smarter insights.
Generative AI tools, like Spark, can analyze KPIs and anecdotal participant feedback as well as post-event surveys and provide suggestions and insights based on that data.
How event planners use ROE metrics
Measure ROE
ROE demonstrates the value of an event to stakeholders by showing the full impact of the participant experience on a range of outcomes related to future investment, relationships, professional development, brand loyalty and more. Tracking ROE also helps planners identify event strengths and areas for improvement. When you know how to calculate, analyze and share these insights, ROE will help you justify budgets and provide background for additional resource requests.
Want to make the most of your event surveys? Download a tip-sheet of helpful ways surveys can drive ROE!
Who receives these insights?
Share ROE insights with both internal and external stakeholders.
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- Internal stakeholders may include your organization’s senior leadership, finance, marketing and/or sales teams.
- External stakeholders could include sponsors, exhibitors, partners and event participants.
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How to report ROE metrics
Sharing your successes is a must. But data storytelling is an art.
Follow these tips to craft compelling ROE reports that engage.
1. Focus on the key takeaways. Highlight insights tied to the event’s goals. For example: “85 percent of attendees said the event increased their understanding of [topic].”
2. Use clear visuals. Pie charts or bar graphs make data easier to digest.
3. Tailor the presentation to your audience. Focus on what stakeholders care about. For leadership, explain high-level insights and their connection to broader business objectives. For sponsors, emphasize attendee engagement with their brand or offerings.
4. Leverage AI for reporting. Generative AI can help you customize data visualizations and presentations while predicting future outcomes based on past event data.
5. Share actionable recommendations. Connect suggested improvements to ROE metrics. For example, if 40 percent of the survey respondents requested more networking time, recommend adding an extra hour to the agenda.
Generate ongoing ROE success
ROE metrics hold the key to future improvements, especially if you keep track of your year-over-year performance.
Analyze responses for recurring themes or standout insights to help you understand how to best meet your audience’s needs. For example, if participants consistently rate speakers highly but request more interactive content, consider adding workshops next time.
Over time, this attention to measurement, analysis and reporting will distinguish your work from your peers and position you as a strategic leader within your organization. Best of all, you’ll have the data to prove the value of your events, whether you’re in a performance review, refreshing your resume or applying for a leadership position.
We’re invested in your success. Looking for new ways to elevate your events?
Planning events in the future isn’t just about following trends — it’s about understanding them. We’ve been watching the industry and have some tips to help you find the best new ideas for your event planning.
Our industry is going to change a lot in 2025. This will impact how we think about, plan, and run events. You’re not alone in this journey. We’re here to support you every step of the way.
Let’s explore the key trends that impact event planning and how to leverage them to your advantage.
Do more with less
Want to maximize event impact without blowing your budget? You’re not alone. Respondents to our Encore Planner Pulse survey said managing budget constraints is the top priority for 2025, followed by bringing unique experiences or creating a ‘wow’ factor.
Part of what’s driving this trend is that event budgets are expected to rise by no more than 11 percent, but event costs are predicted to increase by 12 percent, per the Northstar Industry PULSE Survey.
We understand the pressure you’re under to create meaningful and engaging experiences, and we’re here to help you find the best solutions. Let’s explore some effective ways to do more with less.
- Meet in second-tier cities. First-tier cities, like New York and Chicago, might have value dates, but second-tier cities offer year-round savings. Plus, they may be more appreciative of your business and willing to offer special perks in exchange for your business.
- Work with convention and visitor bureaus (CVBs). CVBs don’t charge planners for their services. They can do everything from arranging site visits and offering venue advice to suggesting local speakers, supplying volunteer staff and connecting you to local nonprofits for community service initiatives.
- Work with your event technology partner to develop solutions that fit your goals and your budget. Bring your partner in early to your planning process to help optimize your event plan.
Use AI to make things easier
Imagine having a dedicated assistant who takes care of the mundane tasks, allowing you to focus on what truly matters. That’s the magic of using AI.
According to BCD, AI and automation will greatly impact the industry this year. Generative AI tools, such as ChatGPT, Gemini and the event industry-specific Spark, can perform repetitive, time-consuming tasks in seconds, freeing you up to focus on what matters.
You can use AI as:
- A simultaneous translator of event content to make meetings more inclusive.
- A real-time transcriber of event content to make meetings more accessible with closed-captioning.
- A strategic consultant to analyze reams of historical event data and attendee feedback surveys and deliver key insights and actionable next steps.
Get serious about sustainability
Did you know sustainability initiatives can save you money? That’s why sustainability is becoming a top priority for planners in 2025. According to PCMA’s Meetings Market Survey, 60 percent of planners include sustainability requirements in their RFPs.
Many resources are available now, like LED lighting, signage and LEED-certified venues, making it easier to make eco-friendly choices. Looking to produce more sustainable meetings while being more fiscally responsible?
- Reduce waste. Overflowing buffets and endless food stations generate food waste. And how many more bags, lanyards and water bottles do your participants need? Reduction is an often overlooked — but incredibly effective — strategy.
- Plan vegan/vegetarian meals. Meatless meals are a budget-friendly way to care for participant health and the planet.
- Make sustainable substitutions. Focus on what can be reused or repurposed versus being thrown away. For example, think LEDs instead of traditional lighting, LED walls instead of single-use scenic décor, falcon board instead of foam core, modular trade show booths and digital signage instead of disposable options.
- Think local. Look for ways to leverage and benefit the local host community while enhancing the experience for your guests. For example, hire local vendors, buy local supplies and spotlight local food and entertainment to reduce shipping costs and your carbon footprint.
- Minimize transportation. Look for walkable destinations or venues connected by public transportation options. If shuttles must be used, institute a no-idling policy to preserve air quality.
Where will this year take you?
By embracing these trends — from innovative budgeting, creative agility and AI integration to getting serious about sustainability — you’ll be well-positioned to deliver exceptional experiences that resonate with your participants and set new industry standards.
Together, we can set new standards of excellence in the industry with every event we create. Ready to get started?
Did you know that educational experiences — whether at conferences, training sessions or specialized events — are among the most popular event types?
However, with endless on-demand content just a click away, how do you make your event unforgettable? How do you spark the kind of engagement that moves beyond passive consumption and ignites lasting impact?
Here are three simple steps to help you foster more meaningful learning experiences.
Step 1: Let audience needs shape your strategy
Adult learners are goal-oriented. They are more likely to focus on education that helps them do one of three things:
- Do their current job better.
- Get a better job.
- Learn career-enhancing or advancing skills.
If participants don’t see the value for themselves, they’ll check out. The key to keeping them engaged? Understanding what matters to them.
When you let your audience’s needs shape your strategy, you’re setting the stage for success. That’s where the power of data comes in.
Real-world inspo: How CEMA harnessed audience insights
Research from CEMA and PCMA shows that the most successful organizations don’t just gather feedback once — they make it a constant conversation.
They dive deep into user insights, listening to their audience every step of the way and weaving that feedback into their event design.
Take, for instance, the 2024 CEMA Summit. Feedback from past participants and CEMA’s educational advisory board revealed this senior-level audience of event marketers were hungry for more peer-to-peer knowledge exchanges and a re-imagined mainstage experience.
Leaning into this feedback, the PCMA education team made a few key transformative changes to their program.
The end result? The team’s 2024 program was a hit, featuring interactive mainstage experiences and standing-room-only panels led by CEMA members.
These experiences seamlessly integrated research themes into keynotes, making every moment count.
And here’s the kicker: participants learned that their insights inspired this refreshed learning approach. This not only strengthened the community, it also fostered FOMO among those who couldn’t attend.
Getting started
Here are a few ways to determine your guests’ needs for a more impactful program.
Pre-event, use research to tune into your audience’s needs and interests:
- Survey your audience: A quick survey can reveal what topics spark their curiosity and what skills they’re eager to develop. For example, if you’re hosting a marketing event, ask participants about their biggest challenges—like navigating social media algorithms.
- Engage with industry influencers: Reach out for interviews or organize focus groups to uncover the obstacles your audience faces. This insight helps tailor your content while building community around shared challenges.
- Conduct research on trends: Dive into research to spot emerging trends. You might discover that many attendees are eager to learn about the latest in AI marketing tools. Addressing these hot topics ensures your event is where your audience finds new, relevant knowledge that empowers them to excel.
Step 2: Lay the foundation with educational pillars that drive value
Before you unveil your keynote speakers and sessions, shine a spotlight on the educational experience that awaits your attendees through well-defined educational pillars. These broad categories will not only help structure your content but also create a buzz around your event.
Collaborate with your key stakeholders and marketing team to develop these pillars, ensuring they resonate with what your audience truly wants. By drawing on their insights, you can co-create a narrative that speaks to their interests and stirs excitement. When setting these pillars, think about the crucial skills your audience is eager to learn, or the industry challenges they need help overcoming.
Your educational pillars are promises of the valuable takeaways participants will gain by joining your event.
Goal setting
As you shape your program, it’s important to set meaningful goals to measure your success. Aim for targets that provide insights into your audience and set a baseline for growth.
For example, if you usually receive 4-star ratings, aim for 4.2 stars this year, with the intention of pushing for 4.5 stars next year. These achievable goals encourage progress while keeping your standards high.
To create events that truly transform, don’t hesitate to experiment. Try new learning formats, innovative room setups or fresh speakers. Every new idea adds value! It may help to challenge yourself to embrace one to three new approaches at every event and watch how they elevate the experience for your guests.
(If you’d like inspiration for crowd-pleasing approaches to try, we’d love to chat!)
Step 3: Maximize your potential with your event production partner
You’ve crafted some incredible ideas. Now, it’s time to collaborate with your event technology team to elevate your program.
Their insights can help transform your vision into a powerful experience. Here’s how we can enhance your event together:
Diverse learning formats
Many organizations are expanding their learning methods to better engage participants. Your event tech team brings valuable experience from numerous events, and we can collaborate to explore engaging learning formats that resonate with your audience.
Consider these options:
- Peer-to-peer learning
- Fishbowl panels
- Solution-focused group discussions
- Sensory-rich workshops
Combining innovative formats with traditional ones creates a unique experience that can truly captivate your attendees.
Deep audience engagement
Our event tech experts excel at crafting meaningful connections, and we encourage you to lean on us for ideas that will resonate with your audience. Engagement goes beyond simple polling; it’s about inviting participants to take part in the conversations.
Here are some effective strategies to foster deeper connections:
- Schedule facilitated discussions after keynotes to help reinforce key takeaways.
- Use a throwable microphone, like the CatchBox, to shift guests from a passive to active state throughout your program, while giving everyone a voice.
- Engage participants with an event app like Chime Live, where they can view custom content, answer live polls, Q&As, chat with their peers and more.
Also, consider how to weave key themes throughout your program with:
- Hallway activations
- Ask-me-anything sessions
- Hands-on workshops
- Solution room conversations
When audiences leave the main stage, they engage in conversations and networking that reinforce the messages and create lasting connections.
Content management
Another tool that elevates the educational experience while saving you time is Content1. This simple content management system (CMS) is a game-changer in terms of the time it saves you and your speakers. Plus, it enhances the participant experience.
Instead of tracking down all your speakers’ presentations, they can upload their own materials to the system. Then, when they arrive onsite, they don’t have to worry about anything but delivering their educational program.
Our techs will have their presentation, any graphics, movies and sponsor materials preloaded and ready to go — no awkward toggling between screens. Just one flawless experience, no matter how many videos or slides they have.
Creating impactful educational experiences starts with understanding your audience and implementing thoughtful strategies. But there’s more to explore!
In Part 2 of this series, we’ll uncover advanced techniques and tools to further elevate your events. Stay tuned — it’s coming soon!
Imagine organizing a large corporate conference: You’re juggling speakers, breakout sessions, event technology and attendee engagement tools. That’s a lot of emails and moving parts to coordinate.
How much easier would it be if you could call one person to get all your questions answered?
That’s one reason why event professionals prefer working with a single event production company, like Encore.
Why work with one production company?
Working with a single event production company streamlines the process, increasing efficiency, eliminating redundancy, providing consistency and reducing stress.
This not only creates a smoother and more productive planning experience, but it also boosts the value of your event investments and can save you serious money.
Let’s look at the various benefits.
One team for all your needs
Events are complex. It’s not easy to manage multiple vendors, workflows, teams and communication streams that operate independently.
Working with a single event production company provides:
- Streamlined communications. When you partner with one team, they consolidate communications under one umbrella, providing greater team alignment.
- Venue expertise. Partners with strong hotel and venue relationships provide additional advantages, especially if they are in-house technology and audiovisual providers.
Did you know Encore provides in-house support for more than 2,000 venues globally? Our team brings a unique combination of technical expertise with a hospitality mindset to craft unforgettable experiences for your events.
Dedicated support from a team that knows you
How much time do you spend on vendor kick-off meetings only to discover crucial information you shared wasn’t passed on to the people assigned to your event?
Internal lines of communication between venue sales and event teams aren’t always aligned. Encore avoids this by leveraging insights from your past events, goals and budget preferences to create experiences uniquely tailored to you. Our team anticipates your needs by connecting the dots across every touchpoint, keeping you one step ahead.
This means:
- Shared insights and intelligence. With the power of personalized, proactive support, we align every detail to your goals — because your success is our priority.
- Service excellence. Encore team members across venues can access this customer research data, which means you never have to start from scratch.
Consistent event quality you can build on
Speaking of consistency, it can take a lot of work to deliver the same level of event success.
However, when working with the same partner, generating consistently excellent results is a snap. You’ll benefit from:
- Excellent results, every time. Your single point of contact is the glue between you, the teams required to produce the event and your venue. They ensure your vision is reproduced faithfully, even if you locally source staff and resources.
- Improved participant experience. Another benefit of crafting consistently unforgettable experiences is loyalty. When participants know that you’re consistently elevating the event experience, they won’t want to miss the next show.
Maximized value, minimized costs
Are you watching your bottom line? You’ll have more leverage to negotiate costs if you bundle services.
- Valuable MSAs. You can lock in multiyear rates with a master services agreement (MSA).
- Partners from the start. Communicating your needs early and often has another advantage.
- Future savings. Creating multiyear partnerships is another way to score a great deal. If your provider can budget further out, they can pass along those cost savings to you.
Global networks with local resources
Have you heard the phrase, ‘Think global, act local?’ That’s excellent advice for finding strong event partners, too.
Look for a company with resources across the regions or countries you meet in and local resources they can access as needed. This will generate:
- Cost savings. Pulling exhibition or scenic resources from local warehouses can save time and money. You won’t have to worry about the time it takes to ship materials. You won’t have to pay drayage fees or import taxes.
- Backups for backup plans. Having backup staff and resources available locally provides additional reassurance.
Creative collaboration at its best
You want to make every event extraordinary and memorable. So do we. Here’s how Encore can help:
- Ask us about ways to reimagine the event experience. We have the advantage of supporting events of every size in every type of venue, globally and locally.
- We’ve got your back. Our expertise allows you to dream bigger. We’ve experienced imaginative new ways event professionals are making lasting impressions.
- We can help you craft and deliver personalized experiences that connect and inspire your participants. For example, we can strengthen your event’s impact with scenic solutions.
- Want to skyrocket your return on investment and return on experience? We’ve got tips for boosting sponsor visibility, tech to streamline the arrival experience, and more.
- We can implement creative ideas that engage participants in surprising and delightful ways. For example, using audio in imaginative ways to boost learning and memory.
Together, we can turn your vision and goals into extraordinary experiences that your participants will remember for a long time.
Scalable partnerships
The perfect partnership should be scalable and adapt to your needs. Encore offers end-to-end solutions, which means our team can help you every step of the way. For example:
- Our Production Team provides full show support from stage managers to executive producers and show callers.
- Our Creative Team can work with your graphic designers or as your agency to design branded materials or produce animated titles and effects for your mainstage experience.
- Our Internet Services Team creates reliable, secure, show-specific internet networks to meet your participants’ needs.
Service excellence
Working with a single event provider you will benefit from a single point of contact who will coordinate communications between all teams needed for your various needs.
You can focus on what matters to you and have your event partner do coordination and heavy lifting. Together, we’ll craft experiences that are unforgettable events.
Objective
Our mission? Craft a +4,000 squarefoot booth around the theme Break Free: Unlock Your Impact. The experience needed to engage hundreds of guests over the three-day event, guiding them through a multisensory journey designed to show ways to elevate engagement, amplify ROI and ROE, and leave audiences enthralled.
Each aspect needed to inspire planners to rethink their approach to event design, empowering them with solutions to turn their vision into reality. For the experience to be successful, visitors would leave empowered with new tips and strategies on how to deliver significant, lasting impact with thoughtful shifts.
Solution
- Captured attention with standout exhibit design — Lead by Encore brand, Hargrove, our strategy, booth architecture and unique fabrication drew in attendees.
- Created immersive visual storytelling — LED towers, screens, projection-mapping, and vibrant scenic elements turned the space into a dynamic storytelling canvas, immersing guests.
- Encouraged active participation — CatchBox microphones, multi-channel stereo headsets and a hologram guide invited attendees to dive into interactive, hands-on experiences.
- Ensured seamless technical flow — The booth production ran smoothly, integrating technology & design into a fluid experience.
- Empowered planners with fresh views — Educational sessions gave planners practical insights to bring back to their own events.
Outcome
The dynamic setup encouraged meaningful interactions at every touchpoint, creating opportunities for valuable conversations around the idea of small changes creating impact.
These high-engagement moments not only enhanced the attendee experience but also paved the way for new partnerships, setting the stage for future collaborations.
By combining creative design, immersive storytelling and actionable insights, the experience empowered event planners to envision new possibilities and take immediate steps toward delivering impactful, memorable events.
Let’s Talk About Your Event Experience Needs.
Call us at (866) 351-1144 or click the button below to get started!
Did you know that storytelling enhances memory and recall? It’s true. People will only retain five to 10 percent of a presentation if you just deliver the statistics. But if you tell a story, they’ll remember up to 70 percent of the information you share.
Stories activate our imagination, firing up different brain parts to create a richer, more connected experience.
Sound is an especially potent storytelling tool. A storyteller’s tone, pitch and rhythm draws us into the action and evokes a wide range of emotions.
Music and sound effects create even deeper personal connections between what we hear and experience. When combined with visual and interactive elements, audio storytelling creates immersive and memorable experiences.
According to our most recent Planner Pulse, immersive experiences are a top event trend. So, knowing how to use your go-to audio solutions in ways that transform typical event formats into these sensory-enticing experiences can help you meet attendee demand for more memorable moments.
Here are five creative ways to surprise and delight your audience with audio equipment you likely already use, such as speakers, microphones, music playlists and headphones.
1. Make your message resonate with soundscapes
Music choices influence audience behavior, so it pays to be intentional.
How do you want your guests to feel before your opening general session? Is that how you want them to feel before a breakout session? How about during the networking break?
Different sessions and activities call for different ambiances, so try these creative playlist ideas:
- Welcome and arrival: Play lively, welcoming music to create excitement as attendees arrive.
- Opening session: Choose powerful, inspiring music to set a positive and engaging tone.
- Educational segments: Use neutral, subtle background music to reduce distractions and maintain focus.
- Networking breaks and social activities: Play fun, high-energy music during breaks to refresh and re-energize participants.
- Theme enhancement: Select music that culturally or metaphorically reinforces the event’s theme.
- Guide transitions: Employ different sounds or jingles to signal when it’s time to move between sessions, breaks and activities to keep attendees on track.
The sounds you choose will enhance the mood you’re trying to create.
2. Strengthen engagement with sound baths
Imagine you’re in a general session. You hear a train whistle in the distance. The sound grows louder and closer to your seat, until a train ‘appears’ on the stage’s LED screens. When it departs, you feel as if it really is leaving, and you catch yourself turning your head to look as it rolls off-screen.
You’ve just experienced a sound bath.
With a sound bath, overhead speakers ‘move’ sound from one side of the room to another, creating an exciting, immersive audio environment.
This dynamic audio technique bathes the audience in sound, creating a sense of movement, presence and depth that enhances the storytelling experience.
These moments can also strengthen the way you create emotional connections.
Event scenario: Elevating a gala
Let’s say, for instance, you’re planning a fundraising gala for a children’s education charity. Here are some ways you could use a sound bath to enhance the way participants emotionally connect to the cause:
Create a calming atmosphere: Begin the event with a sound bath to help guests relax and open their minds to the cause. The soothing sounds can reduce stress and create a sense of peace, making attendees more receptive to stories about the children benefiting from the charity’s programs.
Storytelling with sound: Share inspiring stories of children whose lives have been uplifted through education, as soothing, hopeful music gradually crescendos. For example, narrate the journey of a child who embraced new opportunities, flourished in school and is now thriving — evoking feelings of joy and celebration for the bright futures ahead
Interactive experience: Encourage participants to close their eyes and immerse themselves in what they hear. This can create a personal and introspective experience, allowing them to reflect on the importance of education and how their donations can provide opportunities for children in need.
Highlighting impact: Integrate sounds that symbolize the positive outcomes of donations. For instance, you could use uplifting and joyful sounds to represent the excitement of children receiving scholarships or new school supplies, reinforcing the importance of their support.
Mindfulness and reflection: Incorporate moments of silence within the sound bath for mindfulness and reflection. This can give attendees the space to think about their own educational experiences and how they can help provide similar opportunities for underprivileged children.
These strategies can help create a memorable and emotionally engaging experience, encouraging attendees to connect with and support the children’s education charity.
3. Incorporate personalization with ‘silent discos’
Another key event trend is personalization. Creating personal audio experiences among large crowds is easier than you think. The key is employing headsets.
A headset can be connected to multiple audio channels. By programming each channel to different audio content, you empower participants to choose their own adventure.
Here are three cases where this approach could elevate the experience:
Personalized audio: When guests arrive, hand them a headset and let them choose which content channel they’d like to tune into. For example, one channel could provide industry trends for marketers, while another delivers technical insights for developers or leadership strategies for executives.
Multi-stage environments or simultaneous keynotes: Each speaker can be broadcast on a different channel. If the stages are in the same space, guests can move from stage to stage as interest and time allow. If the presentations are on one multilevel stage, participants can tune into the content they find most interesting.
Simultaneous translations: Provide access to the same content in various languages to accommodate the needs of international and/or bilingual participants.
By providing a variety of content options, you increase the ways participants can engage with your conference content.
Giving them the option to choose valuable information relevant to their role increases guest satisfaction. And by providing content in their native language, you create a more inclusive and welcoming event experience.
4. Bond participants through audio-based gameplay
Break out of the drink box and do something fun with networking breaks. Here’s a simple idea:
- Use audio clips to create a trivia game.
- Participants can team up or individually compete.
- Challenge them to identify snippets of songs, famous speeches, sound effects or other audio stingers that connect thematically to your event.
These kinds of easy, fun icebreakers fit in well after a long day of sessions. They engage introverts as well as extroverts with a sense of playful camaraderie and invigorate people, activating their creative and social muscles.
They also provide a nice transition to evening activities, where you want to set the stage for more meaningful discussions and strengthened connections.
5. Enhance emotional connections with storytelling stations
Personal stories are powerful. Especially when you create opportunities for participants to interact directly with them.
Here’s an engaging way to create an emotional touchpoint at your next event:
- Capture stories, interviews, narratives, or moving accounts connected to your event, organization or cause.
- Create an interactive storytelling station at your event to play these audio stories.
- Invite guests to interact with these storytelling stations throughout the event.
- Create a way for guests to contribute their own stories for archival or future event use.
Think of NPR’s Storycore or interactive museum installations as inspirations. By inviting attendees to contribute their voices to your story, you help extend the life of your event by creating future content.
The benefits of using audio to create immersive event experiences
Using audio to create immersive event experiences offers numerous benefits:
- Deep emotional connections
- Enhanced learning and memory
- Entertaining and engaging experiences, to name a few!
Best of all, you don’t need fancy tools to create immersive audio experiences. All you need is a little creativity.
Let’s discuss how you can apply some of these tips to create an unforgettable experience at your next event.
Objective
Their objective? Bring to life the theme of 'envisioning and enabling change' and the role empathy, community, accessibility, sustainability and design play in the future of events.
Solution
- Creative content support to incorporate the Elevate look and feel into all branding elements, from opening and closing videos to speaker bumpers and staging elements.
- Custom stage set for a three-stage general session, with content projected across five different screen types, ranging from super-wide to triangular.
- Transformed environments with custom scenic — hanging mobile triangles and fabricated pieces helped participants feel enveloped in a unique, thematic experience.
- Immersive storytelling with Backdrop Pro and projection mapping to make participants feel like they were part of an art installation.
- Oversaw the general session production and show management to ensure all the event elements came together to create a memorable experience for attendees
Outcome
With Encore support, Maritz reinforced their role as an industry thought leader and agent of change at the critical client-focused event.
“It’s been a great partnership with the Encore team,” says Maritz Partner Engagement Manager for Brand Events Shannon Holcomb. “It’s a win-win for all of us.”
A post-event survey showcased the following:
- 87% of attendees were satisfied with their experience at Elevate
- 93% of attendees feel they achieved their personal objectives
- Overwhelmingly positive sentiment about the experience. Attendees described Elevate as:
- A great networking opportunity
- Amazing
- Inspiring
Let’s Talk About Your Event Experience Needs.
Call us at (866) 351-1144 or click the button below to get started!
Explore tips for immersive success with our webinar
You’ll learn:
- Simple ways to create immersive experiences with any program
- Affordable strategies to incorporate immersion on a budget
- Why 93 percent of event planners embrace immersive tech
Events are one of the most powerful tools for driving strategic value — thanks to their ability to build meaningful connections, spark inspiration and foster change.
In fact, 80 percent of meeting organizers say in-person events are the most influential marketing channel in their organization.
When you craft memorable experiences that truly resonate, you elevate a brand’s impact and demonstrate the measurable value you bring to your organization’s success.
From planning to post-production, the right moves can help you:
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- Demonstrate measurable ROI
- Show how your events benefit the organization in concrete ways
- Position yourself as a strategic leader to your C-suite
Here are five simple steps to help you take charge and enhance your event’s value.
1. Define what success looks like
First things first. To craft a successful event, you need to be clear on what success looks like. What measurable outcomes will you use to show your event’s value? Which stakeholders need to align on this?
Depending on the type of event you plan, your success metrics will vary. Here are a few common ones:
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- Leads captured/converted
- Registration revenue
- Sales/sponsorships
- Attendance
- Repeat business
- Satisfaction scores
- Net promoter score
Along with these hard metrics, your objectives will likely include soft data like audience engagement metrics. These could be educational sessions attended, poll and survey responses, and anecdotal feedback.
These hard and soft metrics will provide insights into what people enjoyed doing once you got them to the event — and help you maximize their enjoyment at future experiences.
2. Nurture potential participants with personalized content
Now that you’ve defined your goals, you’re ready to set the roadmap for how to achieve them. One of the most effective ways to do this is to nurture potential attendees with personalized content.
Here are some good ideas for where to start:
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- Work with your event stakeholders to define the target audience and goals for the event.
- Segment your audience into the different personas who will most likely be in attendance.
- Identify what your event offers that might appeal to each persona. What would motivate them to attend?
- Incorporate those elements into your strategic event design.
- Use those specific experiences or opportunities to personalize marketing content for each persona.
- Ensure that onsite your event will deliver on that promise.
For example, a salesperson attending your event may measure its success by the number of business cards they collect, while a certified professional’s primary focus may be the clock hours that count toward renewing a valuable designation.
Knowing the audience for your event and what they care about will help you make design choices that maximize ROI for each segment.
It will also help you communicate the value of attending to potential attendees, which plays an influential role in capturing a larger, engaged audience.
3. Craft an experience that surprises and delights
What motivates people to attend events? If you want to make an impact, they need to be memorable. One of the best ways to achieve this is through immersive experiences.
In fact, these multisensory events is one of the top three trends that influence planning decisions, according to the Encore Planner Pulse.
Whether during a general session, meal function or social event, incorporating these types of experiences entices participants’ sense to make a lasting impression.
You can use these sensory-rich sessions to enhance learning and networking, for irresistible photo opportunities that boost social media buzz, and to help drive event registrations.
In this way, you’re able to influence audience behavior, which can maximize event ROI. Take, for example, the Miami Make-A-Wish® Ball, which transformed a ballroom into an underwater “supernature”-themed experience — not only delighting guests but generating twice as many donations as the year prior.
Elevating your event design
LED walls are the most popular backdrop for immersive events because they can act as a scenic to transform a space, communicate important messages or transport participants to different physical or emotional spaces without leaving their seats.
If you need support in developing video storytelling, animations or on-theme presentations for your LED walls or screens, we’d love to bring your vision to life.
View how the Encore Content Studio can bring the wow to your messaging.
Looking for inspiration for ways to boost engagement? Consider incorporating:
- Topics that are relevant and address real challenges your audience faces, like trying to do more with less.
- Superstar speakers or industry thought leaders that people would pay to see speak.
- Hands-on workshops that educate event participants.
- Intimate campfires or facilitated roundtable sessions geared toward niche interests and groups.
- Tools like Chime Live that deliver interaction opportunities like polls and Q&A as well as real-time user analytics.
Greater connections, greater loyalty
Networking opportunities build business relationships, reinforce brand loyalty and build community. If you can create events that make it easy for participants to find and make valuable connections, they’ll want to return.
Some good ideas to add to your program? Social activities, like icebreakers or group challenges, help first-timers and introverts forge meaningful connections with other participants.
This fosters a sense of belonging, which can be converted into brand loyalty. The friendships formed around events tend to be as big a draw as the content itself for people who attend year after year.
Networking opportunities also foster participation and demonstratable ROI, which sponsors and exhibitors will look for. You can maximize networking opportunities by using digital tools like Chime Live, which has a matchmaking feature.
Streamline scheduling
Strategic event design can also empower event participants, sponsors and exhibitors to maximize their participation ROI. For example, integrating a scheduling tool on your event website gives sales contacts the ability to book sales calls and meetings directly with prospects.
Streamlining the process and enhancing convenience reinforces the value of investing time and resources in your event. Buyers are also more likely to engage if they have a pleasant experience.
You can save time and effort with a tool that automatically sends confirmation emails and helps participants schedule follow-up calls. Why? Speedy responses improve conversion rates.
By integrating scheduling tools into event websites, you can create a smoother, more efficient networking experience that benefits all participants — from exhibitors and sponsors seeking business opportunities to attendees looking to connect with industry leaders and peers.
4. Entice with pre-event marketing
Pre-event marketing entices people to attend your event. By working closely with your marketing team, you can help ramp up excitement by recommending which stories to tell to create anticipation and how to align the content of pre-event promos to audience segment goals.
In this case, wisely leveraging FOMO is your friend. Show prospective participants what they’ll miss out on if they don’t attend.
Here are a few good ideas to try:
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- Place a countdown timer on the registration page to create a sense of urgency.
- Incentivize people to register early with ‘early bird’ pricing.
- Highlight social events and the caliber of attendees to attract people who prioritize networking or sales.
- Share sneak previews or demos of products people can purchase at the event.
- Promote webinars featuring your event’s speakers to highlight the educational quality of your event.
- Share examples of representative companies and job titles already registered to attract potential exhibitors and sponsors.
- Communicate how past survey data and audience demand have shaped the creation of this year’s agenda.
5. Continue the conversation post-event
Post-event, keep people buzzing by sharing repurposed event content. This extends the event experience, keeps the conversation going and reinforces the positive sentiment generated on-site. When done with intent, this cultivates repeat business.
Trending strategies:
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- Upload or rebroadcast general and breakout session content.
- Send promo or discount codes to redeem products or services.
- Use AI tools to generate blogs or recap videos from content captured onsite.
- Send personalized thank-you emails with fun takeaways, such as highlight videos, photo galleries or playlists.
- Share resources like research or insight papers developed or discussed at the event via email or on the event website.
- Provide additional ways to connect and continue the conversation with online webinars, discussion groups or social links.
Time is of the essence when it comes to follow-up communications, so keep in mind the marketing deadlines your team has set for post-event emails and offers.
Share leads and registration lists with your marketing and business development teams as soon as possible. This will assist them in generating additional conversions.
By incorporating these steps in your event planning, you can prime your sales funnel, enrich customer interactions and amplify event attendance, resulting in heightened revenues and enhanced conversion rates.
We’d love to help you add them to your event strategy and elevate your impact! Let’s chat!
In today’s competitive landscape, creating events that not only captivate audiences but also deliver tangible returns on investment (ROI) and experience (ROE) is crucial.
When it comes to post-event debrief meetings, the majority of your peers not only report on how their event supported revenue growth or strategic goals but also how they elevated attendee engagement and satisfaction.
In fact, two out of three planners report on ROI, while 55 percent report on ROE.
We previously covered insights into common ROI and ROE metrics planners track along with a high-level view of event ROI- and ROE-boosting strategies you can start using to elevate your impact.
Now we’re taking a closer look into how to action those strategies to amplify both ROI and ROE, and influence event success with impactful experiences.
Winning strategies to boost event ROI
1. Streamline invitations & check-in processes
Planner challenge: A crucial part of ROI is calculating the cost per attendee. Without an automated tool, planners are left trying to make sense of this all-important number with loose, inefficient processes: sign-in sheets, manual headcounts, incomplete information from surveys or limited estimations based on venue capacity — none of which lead to solid figures.
Try: Simplify event invitations and check-ins for accurate attendee counts and reporting. This not only reduces errors but saves you valuable time and enhances the attendee experience.
The hero in your toolkit: An event invite and check-in tool, like Encore RSVP. This tool not only gives you a precise headcount but handles the legwork for seamless guest invitations, attendee management and efficient onsite check-ins.
Use it to:
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- Enable a streamlined, personalized experience
- Provide attendees with clear instructions
- Reduce wait times for onsite check-ins
Automating these processes cuts down on the tasks you’d otherwise do manually, minimizes errors and saves valuable time for both you and your attendees, leading to higher attendance rates and positive word-of-mouth referrals — all of which contribute to improved event success and ROI.
2. Leverage data analytics
Planner challenge: A big item in every post-event review? The bottom line. Stakeholders expect planners to communicate:
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- The total amount of revenue generated compared to total budget
- Expense allocations
- The investment that delivered the biggest impact on attendees
You may know the total dollars spent, but to confidently address any further financial questions, you’ll need reliable, easy-to-understand insights to support your responses.
Try: Harnessing data insights for evidence-based post-event reporting and recommendations.
The hero in your toolkit: An event app, like Chime Live℠, gathers actionable data on attendee behavior, session engagement and event performance.
Check its live analytics dashboard anytime during or post-event for a clear view of the number of attendees logged in, session participation, interactions with content and audience feedback.
When it’s time for that big post-event debrief, you’ll have the information you need to show which sessions or activities resonated most with attendees. This empowers you to advise how to allocate resources more effectively towards high-engagement areas so your organization’s future events are primed for optimal attendance and maximized ROI.
3. Increase sponsorship visibility
Planner challenge: Demonstrating a clear return on investment to sponsors is crucial for both ROI and sustaining beneficial sponsor contributions in the future.
Sponsors boost events with essential funding, enhanced resources, broader reach and increased credibility, benefiting both organizers and planners. But how do you meet sponsor expectations and engage their customer audiences to increase their sales while balancing event integrity and the attendee experience?
Try: Ensure sponsor visibility through captivating digital displays. Use dynamic media to make your sponsors’ messages truly sing. These are most effective in high-traffic areas that raise advertising impressions, a key metric for sponsorship value.
By leveraging dynamic digital displays, sponsors gain enhanced visibility without overshadowing your programming. Meanwhile attendees enjoy a more engaging event experience.
The hero in your toolkit: Introduce sponsor brands in creative ways while capturing participants’ attention with digital signage.
Beyond compelling content, Encore interactive signage provides engagement metrics, enabling you to report on the effectiveness of the display advertising.
Why should you incorporate tech into your sponsor promotions? Events leveraging technology for sponsorship activations experienced a 20 percent rise in sponsor satisfaction. And satisfied sponsors are more likely to invest in future events.
Winning strategies to boost event ROE
1. Increase opportunities for interaction
Planner challenge: Participant engagement is a top event goal for organizers, as it influences attendee satisfaction and overall event success.
With today’s shorter attention spans, and higher post-pandemic expectations for in-person events, planners face the challenge of adding excitement and interaction to sessions in order to keep participants interested and involved.
Try: Encourage active participation through live polling and Q&A sessions, enhancing attendee satisfaction and event ROE.
The hero in your toolkit: Integrate an event app, like Polling+ or Chime Live℠, to facilitate audience participation, encourage interaction and foster lively discussions between participants. Do it all with the touch of a button with:
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- Live Q&A/Polling: Facilitate fun icebreakers to get attendees warmed up, open up the dialogue with real-time Q&A and polls, and enable participants to respond to topics with emojis.
- Content Customization: Participants can suggest topics they want to discuss with the Emerging Themes tool. They can upvote those they find most relevant. Providing supplemental resources? Easily offer targeted content to different audience segments within the app. This personalization lets them know you see them and understand their needs to foster a sense of belonging.
- Live Chat: Enable live chat for attendees to communicate with each other and with speakers. Plus, seamlessly connect with social media platforms for sharing and interaction.
These features keep participants actively involved in your program and drive engagement — underpinning your event success and high ROE outcomes.
2. Engage the senses to enhance learning
Planner challenge: A key aspect of ROE is your educational impact. This may be assessed by information retention or the number of continuing education credits (CEUs) offered/registered for . To enhance these outcomes, your challenge is to ensure your educational sessions are primed for success.
If your approach to knowledge sharing doesn’t captivate participants, you run the risk of attendees’ eyes glazing over at exactly the moment you hope to intrigue them with learnings.
Try: Design immersive event environments that engage the senses. These multisensory sessions keep attendees engaged with educational content — while influencing how well they remember it.
Why immersive experiences?
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- A study found immersive learning can boost retention rates by up to 75 percent.
- 85 percent of planners believe that immersive experiences foster greater attendee engagement, according to Encore research.
The hero in your toolkit: Incorporate elements that engage the senses and literally immerse attendees in your storytelling. Your mission? Transform the experience to something truly memorable.
Some ideas for inspiration? Bring your audience along with your speakers as they deliver their message. Transport participants to exotic islands, faraway planets or compelling emotional spaces with wrap-around LED video walls.
Another tactic? Dial up the energy or create a relaxing ambiance by creating a sound bath with overhead speakers that move music in a wave from one side of the room to another.
Interested in more immersive experience hacks? Check out ways to boost learning and engagement with multisensory experiences.
3. Leverage “matchmaking” networking tools
Planner challenge: One of the most valuable part of in-person experiences for attendees is the connections they make at events. Your program needs to balance structured interaction with organic connections, to ensure attendees get the most value out of your sessions. Success requires careful curation and dynamic facilitation to foster meaningful interactions.
Try: Enhancing how attendees meet and connect with valuable peers in their network. Ensure your event strategy includes agenda time for networking and incorporate scenarios in your program that encourage attendees to mingle.
The hero in your toolkit: A robust event app, like Chime Live℠, can facilitate “matchmaking” networking opportunities, foster connections and promote collaboration among attendees.
Chime Live’s customized networking features help participants discover other attendees they’re interested in connecting with, based on industry, interests, job titles and more.
This more personalized “matchmaking” during networking sessions enhances attendee experiences, resulting in successful collaborations and enriched attendee satisfaction, thus boosting ROE and networking ROI.
The power of partnership
By implementing these proactive strategies, planners can unlock the full potential of their events, driving both financial success and exceptional attendee experiences.
Choosing a full-service event production partner, like Encore, can be an invaluable part of this journey. Leverage the experts to help set your event strategy and deliver the end-to-end creative, production and technology solutions that support your ROI and ROE goals.
We’d love to partner on delivering an event that resonates with both your audience and your bottom line. Click here to schedule a free consultation!