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Plan Your Next Event: Use Association Management Software!

Planning an event, no matter the occasion can be a difficult and stressful endeavor for your organization. But there’s good news! Your association management software can help you plan your organization’s next event by empowering you to make data-driven decisions.

Your organization can strengthen your event planning strategy by using the data already stored in your association management software, or AMS. If you’re ready to learn more about how to plan the best event possible, let’s dive in!

1. Use your member data to plan your event.

Use the data that is already be stored in your association management software and member profiles to determine what kind of event will have the most draw. In the past, which events have been most popular? Which events have the highest turnout?

Then, pick a city for your event with a large airport or train station, and consider a location that is centrally located to a lot of your members, who may live in the suburbs of that major city or in the city itself.

Finally, pick a day that has been a safe and popular choice for events in the past.

2. Market your event using member segments.

Now that you have the specifics nailed down, it’s time to attract your target audience. Naturally, the first place to start is with your members! Use the data in your member profiles to reach out more effectively.

Segment your members by their event attendance history. If you’ve held a similar event in the past, the first people you should market your next event to are the people who attended before!  

Then, segment your members by their preferred communication method and then reach out to them in that way.

You can also segment by location and interests to target your invitations.

3. Use smart event registration tools.

Once you’ve built a solid event marketing strategy, it’s time to register all your attendees. The easiest way to register your event attendees is by offering digital opportunities, as an online registration form and microsite for your members to access from wherever they are.

Make sure your attendees can easily find event details, merchandise options, surveys, and additional forms.

4. Compile event reports.

Analyzing your event strategy quantitatively is crucial to understanding which aspects of your strategy were right on the money. Before the event even happens, set some key performance indicators and choose metrics to consider to determine how your event performs.

Track event registration and attendance, your budget before and during the event, and the attendee experience when possible.

Event planning can be difficult. Use these quick tips to make sure you plan the best event possible!


Jake Fabbri is the Vice President of Marketing at Fonteva with over 18 years of experience working in marketing management. He has experience with lead generation, content marketing, marketing automation, and events.

Want to learn even more about what your AMS can do? Or maybe you are shopping and need to know what AMS would work best for your organization. Fonteva, along with 15 other AMS platforms, will be demo-ing at Association TRENDS’ AMS Fest taking place in Chicago, IL from June 5th – 6th. AMS Fest brings you elbow-to-elbow with other association executives, AMS consultants and AMS vendors that all want to engage in discussions around nothing but AMS. Event registration is a steal at only $375! Don’t wait because space is limited. Click here and register today!

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