Your delegates are a crucial part of your event, and their experience should be at the heart of everything you do. Here are some key points to really elevate their experience leading up to, during and after your event:
Communication is Critical
The most important element of any event is good communication from the offset. Never leave the delegate second guessing, creating an easy-to-use registration site, utilising robust GDPR processes to ensure compliance, will be the first important stop on the delegate journey. Followed by sending out all the critical information to your delegates early enough so they can plan ahead, including venue details, programmes and timings as well as transport options, parking information and menus will mean your delegate is ready to go.
Personalisation is Priority
Managing a large medical event can be complex but personalising any element you can, adds up to making a big difference and a lasting impression; it’s all in the details. Personalise emails with Healthcare Professionals names and personalise the team working on the event itself, have those solving the HCP’s queries leading up to the event, be the exact same faces and names that greet them on their arrival day.
Engagement is Essential
An essential part of the days experience is the engagement aspects, these are vital to help not only create a memorable experience but to allow that essential networking to take place as well. Engagement could be created in a lot of different forms, from an interactive app that connects you to others in the room, to interacting with the audience through Q&A, quizzes and polls in the sessions themselves to using technology is a innovative way to fascinate and bring delegates together such as interactive media walls.
Comfort is Crucial
Delegates comfort is crucial, and there are many facets that add to that comfort throughout the day. Making sure the venue is organised, the staff are welcoming, signage is clear, restrooms and tea and coffee stations are easily found, dietaries are cared about and adequate breaks provided throughout the day, all add to creating the right atmosphere at an event. The delegates experience throughout the day is elevated by the smooth running of the on-site team, ensuring every one of these comforts are on point.
Follow up is Fundamental
A fundamental part of any medical event is the follow up, to continue the HCP’s journey even after the day has finished. By following up with a thank you email, an evaluation form so they can feedback their thoughts or sending out the content from the day so they can re-immerse themselves in the educational wealth they just experienced. Each element shows you care about their experience, even after the event has finished.
By putting a real focus on these components above, you can create a delightful delegate user experience that really leaves a long-lasting impression.
Elevating their experience, elevates your event!
The CFS Events Team
Lisa Thurston
November 2024
For more information on CFS Events’ Event Management Services, please click here or email robyn@cfsevents.co.uk
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