Creating Moments that Matter: 4 Expert Tips for Memorable Event Experiences
In today’s fast-paced world, capturing and maintaining the attention of an audience has become more challenging. What may have impressed in the past may no longer have the same effect, as our evolving world has brought with it a change in the expectations, needs, and attention spans of our customers.
In the world of events, the same is true, as event attendees expect to be “wowed” after making the financial decision to attend a conference or trade show. To achieve this, meeting planners must not shy away from taking bold and innovative steps to develop an event that provides a lasting and meaningful experience for attendees.
Below, we explore four strategies that can help to elevate the attendee experience for your next event.
1. Engage the Senses to Create Immersive Experiences
Immersive event experiences help to capture attendees’ attention, foster learning, and maintain engagement throughout a program. By engaging the senses, several areas of the brain are stimulated at the same time, affecting a person’s perception of the experience and their ability to retain the experience. This is key to ensuring that your event stands out among the rest and leaves attendees with lasting memories.
To successfully incorporate immersive elements into an event, show organizers should include experiences that engage multiple senses. Here are a few ideas:
Virtual or Augmented Reality
Make use of virtual reality (VR) or augmented reality (AR) to create interactive experiences where attendees can fully engage with products or concepts.
At the Pennsylvania Convention Center, several of our customers have made use of our enhanced internet and Wi-Fi system to effectively incorporate VR and AR for both learning and entertainment purposes. These technologies have allowed the shows and the exhibitor brands to connect in a more meaningful way and leave a lasting impression on attendees.
Branded or Themed Spaces
Transform various areas of the event venue into themed zones that reflect the event's brand, purpose, and mission. For example, a tech convention could feature a futuristic lounge where attendees can explore the latest innovations in a captivating environment.
As many of our customers do, meeting planners can partner closely with the onsite audio-visual team to create branded light shows or make use of the facility’s digital signage to help transform an event space and highlight the show’s overall theme in an innovative way.
Live Performances and Workshops
Incorporate live art, music, or hands-on workshops that allow attendees to connect creatively. These experiences encourage networking in a relaxed, fun, and welcoming atmosphere, fostering deeper connections.
2. Create a Welcoming, Accessible, and Inclusive Environment
Creating an environment where everyone feels welcome is essential to enhancing the experience for your attendees. A welcoming environment is usually one that acknowledges and makes accommodations for the varying backgrounds, unique experiences, distinctive characteristics, and range of abilities of participants. Here’s how to ensure that your event prioritizes inclusivity.
Develop an Accessibility and Inclusion Policy and Universal Event Design
Accessibility and inclusion should always be a priority for meeting planners and early on in the planning phase an inclusion policy should be created. This policy should outline the important elements that are needed to successfully create a welcoming experience for all attendees, including communication accessibility, assistive technology, required staff training, and venue accessibility.
When working with a venue like the Pennsylvania Convention Center, meeting planners can be certain that all spaces are easily navigable for individuals with disabilities. This includes wheelchair access, clear signage, and seating arrangements that accommodate various needs. Our facility has also expanded universal design to incorporate a focus on all barriers to accessibility including hearing and vision impairment, and we partner with our customers to facilitate the various elements of the show’s inclusion policy.
Incorporate Diverse Programming
Offer sessions that reflect a range of perspectives, catering to diverse audiences. This could mean including speakers from different backgrounds or sessions in multiple languages.
Include Quiet Spaces
Designate areas for those who may need a break from the bustling environment. These quiet zones can provide a sense of refuge, promoting mental well-being for all attendees. The Pennsylvania Convention Center has supported our customers with the development of these spaces by modifying lighting and providing black-out curtains.
3. Provide Personalized and Customizable Experiences
Today’s attendees crave personalization. By tailoring the event experience to the unique preferences and interests of attendees, meeting planners will be more successful in building meaningful relationships with participants and creating an event that is different from the rest. These are just a few ways to help you personalize the attendee experience.
Distribute Pre-Event Surveys
Pre-event surveys can be used to understand attendees' interests and preferences. This data can guide the development of session topics, networking opportunities, meal choices, and even offsite activities and tours, helping to make each participant feel valued.
Allow Customizable Schedules
Leverage mobile apps that allow attendees to create personalized agendas. This ensures they can prioritize sessions and activities that matter most to them and allows them to mix business with leisure so that they can make the most of their time in a new destination.
Provide Swag That Speaks
Move away from generic giveaways. Collaborate with vendors to offer customized swag that attendees will genuinely appreciate and use. This could range from tech gadgets to sustainable products that align with the event's values.
4. Streamline Pre and Post-Event Experiences
A successful event begins long before the doors open and continues after they close. When speaking about enhancing the attendee experience, meeting planners must focus on the full event cycle. This includes:
Ensuring that Registration is Effortless
Utilize technology for quick check-ins and badge printing. The Pennsylvania Convention Center’s best-in-class technology services support our events’ streamlined processes to minimize wait times and create a stress-free guest experience.
Creating Engaging Pre-Event Communication
Keep attendees engaged with informative content leading up to the event. Consider webinars or sneak peeks into what they can expect, to enhance anticipation and excitement.
Keeping the Conversation Going with Post-Event Follow-Up
Maintain communication with attendees after the event ends to stay at the top of your attendees’ minds. Send personalized thank-you messages, session recordings, or exclusive content that reinforces the connections made during the event.
Partnering with the Pennsylvania Convention Center to Create Memorable Experiences
In the competitive world of conventions, creating memorable experiences is essential for attendee satisfaction and event success. By focusing on immersive experiences, accessibility, personalization, and seamless logistics, organizers can ensure that each attendee feels valued and engaged.
Partnering with a venue like the Pennsylvania Convention Center can elevate these efforts, transforming ordinary events into unforgettable experiences. With our flexible spaces, commitment to innovation, state-of-the-art facilities and cutting-edge technology, focus on sustainability, and dedicated staff, the Pennsylvania Convention Center is more than equipped to help event organizers bring their visions to life and create moments that attendees will remember long after the event ends.
About the Author
Dominique Bonds is the Director of Engagement with ASM Global, the world's leading producer of entertainment experiences, at the Pennsylvania Convention Center. In this role, she oversees all aspects of customer experience and engagement, employee engagement, community relations, and diversity and inclusion.
A 25-year veteran at the Pennsylvania Convention Center, Dominique joined the team in 1998 as the Senior Front Desk Receptionist and has held several positions in various departments including Technology Services, Show Services, and Guest Experience. In 2021, she was promoted to her current role.
As the current president of the Event Service Professionals Association (ESPA) Dominique has a passion for and commitment to representing all that is wonderful about Philadelphia and encouraging those around her to create extraordinary guest experiences. She also places great importance on giving back to communities that are underserved and underrepresented.
To learn more about enhancing the attendee experience for your next event, you can contact Dominique at dbonds@paconvention.com.