Event Feedback Collection

We’ve helped over 3,000,000 attendees check in to events. Here’s what we learned. 1. Coach the check-in staff on how to greet attendees. That’s far more important than how to use the tech. 2. A 2-5 minute line is a good thing. Attendees chat. It warms up the ‘networking juice’. 3. Create a 'service desk' AND put it off to the side. Get people with issues out of line. 4. Let attendees make basic edits from the Kiosk - it will reduce service desk requests by 90%. 5. Make sure your platform supports offline check-in if the internet does go down. 6. If you have a big reg area, have little flags that check-in staff can raise if they need a printer tech to come over and restock. 7. Pre-printing the stock significantly increases print speed onsite. 8. The biggest attendee experience improvements came from events that consolidated registration and badge printing into a single platform. E.g. Accelevents 9. Look for what could go wrong. Story - we were running check-in for an event with 40 kiosks. The power strips were daisy-chained together. One of the check-in staff had a busy foot that unplugged the extension cord TWICE and took out half the printers. 10. Design your badges and do your test prints at least 30 days in advance but still order at least 100 badges for test prints on site. 11. Test crazy-long names, companies, and job titles on your badges. Your badge software should automatically adjust the font size to prevent text wrap. 12. Different roles require different colored shirts. Much easier to find help and route attendees. E.g. Service desk, printer tech, decision maker. 13. Have a plan for walk-ins. 14. Make sure everyone knows who can make executive decisions AND how to find that person. 15. Have a backup for 👆. Reminder: On event day, you can’t do everything. Empower your team to make decisions. There isn’t time to ‘find you’. And finally- Have fun. Attendees pick up on your energy. What did I miss? #events #eventmanagement #eventmarketing

The cocktail reception is not connecting anyone. You know the one. Cash bar opens at 5:30, people cluster with the colleagues they already know, somebody makes a lap with a glass of Pinot Grigio, and by 6:45 everyone is checking their phones wondering how long they need to stay. We've been building networking into conferences the same way for decades, and attendees are over it — even if they're too polite to say so. The connections that actually matter at a conference? They happen when people share an experience. A guided walk through a haunted castle. A private dinner at a local chef's table. A kayaking morning on the river. An architectural tour of a city people flew in to see and never left the hotel to experience. Get people out of the ballroom and into the destination — and two things happen. They start talking. And they remember the conference. There's also a business case for it. A 90-minute offsite experience, even at $80–$120 per person, often returns more in attendee satisfaction and return registration than a cocktail reception that cost three times as much. The change of scenery does something to people. The formality drops. The titles stop mattering. Someone who wouldn't approach you at a reception will absolutely strike up a conversation when you're both trying to figure out where to stand on a walking tour. If you're planning a conference and debating whether the offsite activity is worth the budget — it is. Build it in from the start, tie it to something real about where you're meeting, and give people a reason to actually experience the destination they travelled to. That's how you build a conference people talk about after they get home. #EventProfs #ConferencePlanning #AttendeeExperience #ITMEvents #EventDesign

Earlier this week, I saw something that might end one of my frustrations as an audience member watching a speaker: scribbling illegible notes while trying to capture a bad phone photo of an interesting PowerPoint slide. At Cvent Connect in San Antonio, thousands of attendees experienced a breakthrough in real-time speech transcription. As speakers talked, their words appeared instantly in the event app with virtually zero lag. When someone heard something worth remembering, they simply tapped a button—and the system captured a full minute of context around that moment. According to McNeel Keenan, Cvent's VP of Product Management, a future version of the app will capture the accompanying visual, like a PowerPoint slide, along with the text. I like this. No scribbling in the dark required. No trying to remember what my cryptic note was supposed to mean later on. Instead, one click saves a few paragraphs of what the speaker said, labeled and summarized by AI. This feature has another benefit: it reduces cognitive load. When you're simultaneously trying to listen, write, and photograph content, your brain is managing multiple competing tasks. What happens? You often miss the insights you're trying to capture. Cvent's solution eliminates this friction. Attendees can focus 100% of their cognitive capacity on listening and engaging, while AI handles the capture, summarization, and organization. From a behavioral perspective, there's something even more valuable happening: every tap creates revealed preference data. Instead of relying on sketchy post-event surveys, organizers can see exactly which moments resonated enough for people to save them. As a frequent speaker, I know when I see phones go up to capture my slides that I've hit something important to the audience. But after an hour on-stage, I can't always remember in detail which ideas sparked that response. Or, which didn't. Now, that engagement becomes quantifiable data. The friction we've accepted as "just how conferences work" isn't inevitable, it's a design problem waiting for a solution. What are your conference pain points? Can technology fix them?

Here's one of the clearest messages I've been hearing from in-house lawyers about law firm events: When they show up, they're waiting for you to invite them in. Not just asking them to attend your event or checking them in at registration. But actively inviting them in, so they feel like honored guests and equal participants. From all my years in-house, I can't recall a single law firm event where I truly felt invited into an experience that had been designed for me. Sure, I got badged, seated, and chatted up plenty. But I never felt seen or served. I was talked at for hours but never brought into the hosts' conversation. As if I were simply a unit of attendance. The format of these events locked in that feeling too. The lectures and panels promised to be insightful and interactive, but they ultimately relegated the audience to passive viewers. Little was designed to actually connect, engage, or empower. I went through the motions, got shuffled through the buffet line, made some conversation. But I just floated from one dry session to another. That's exactly the experience in-house lawyers have been sharing with me lately. An unfortunate industry standard. But for practice groups willing to do things differently, it's a wide-open opportunity to build real relationships with attendees and showcase the way you serve clients. As one corporate counsel put it: "You're the host, but it's not about you." Attendees show up ready to learn and engage. You just have to design an experience that makes it easy. And when you design an event that invites people in—treating attendees as curious, trustworthy collaborators instead of units to impress—you stand out immediately. You start a conversation they'll want to join. The firms doing this are rare. But the ones who get it right (and they do exist!) are the ones attendees remember and recommend. If you're planning a practice-group summit this year and want to design an experience that invites people in, let's talk. And for a deeper look into what in-house lawyers want from law firm events, DM me and I'll send you the full report.

See One. Do One. Teach One. I was watching Grey’s Anatomy (don't judge) when a line jumped out at me: “See one. Do one. Teach one.” It was Dr. Webber's mantra for medical training: observe a skill, try it yourself, then pass it on. It's also the perfect blueprint for event engagement. Most events get stuck at “see one.” Attendees listen to keynotes, sit through panels, watch demos. They see a lot, but if that’s where it ends, the knowledge fades almost instantly. The next level is “do one.” Give attendees space to try what they’ve learned, through hands-on workshops, scenario labs, role plays, or even a 10-minute exercise in the room. This helps the ideas move from theory into muscle memory. But then there's “teach one.” Create moments for attendees to share their perspective. Whether it’s a micro-discussion at their table, a peer-to-peer breakout, or a post-session “lightning share” where they explain what they learned to someone else. When people teach, they anchor the learning in their own words, and engagement skyrockets. What if designing events around this mantra could transform attendees into contributors? They stop being passive listeners and start being co-creators of the experience. Maybe that's what engagement is meant to be, after all. 

Do you experience your event the way your attendees will? Before an event launches, one of the most important questions I ask is: Have we actually walked through this experience from the attendee’s point of view? Not from the planner’s. Not from the venue’s. Not from the internal team’s. From the attendee's. A recent event was a reminder of how easy it is for event design decisions to make perfect sense operationally while creating friction experientially. Signage placement. Registration flow. Wayfinding. Entry points. Decision-making moments. On paper, everything can appear technically correct. But if an attendee has to pause and ask, “Wait… where do I go?” “What am I supposed to do next?” “Why is this here?” There is usually a design gap worth examining. Some of the best event strategy work happens before doors open: Walking the space. Testing assumptions. Pressure-testing flow. Looking for moments of confusion before attendees ever experience them. Because attendee experience is rarely shaped by the big headline moments alone. It is shaped by whether the experience feels intuitive from the very first touchpoint. Curious: What is your process for pressure-testing attendee flow before launch? Do you do a physical walkthrough, review through an accessibility and inclusion lens, test for friction points, or something else? #EventProfs #EventStrategy #AttendeeExperience #ConferencePlanning #ExperienceDesign

Unlocking the Secret to Exceptional Event Experiences: It's All About Your Attendees! Today I'm digging into the second pillar of my 'Business of Events' Framework – understanding the diverse needs of all stakeholders. When I say stakeholders, this isn't only the people who are funding your event, or the executives from your company.  Yes, they are important, but your attendees are even more important. If you've been following along with this series of posts, you already know how to establish event objectives, which give's you a good understanding of what is important to your internal stakeholders.  I always take this a step further and ask them what else is important other than what has already been defined.  I've had executives tell me before that they care a lot about the flowers, the wine choices, or that the carpet padding matters, I've had others tell me they'd rather have a closing keynote than opening.  These are all important nuances to understand before you actually kick off the event design process. But what is even more important to understand is what matters to your attendees.  To do this you need to first define all the different attendee types that attend your events. Let's use a SAAS company customer conference as an example. There will likely be executive attendees, business stakeholders, technical users, media & analyst attendees, partners and sponsors.  In many cases an event has attendees that represent different areas of the business they work in - for example when I worked in the procurement space there were business stakeholders at our events that represented the following areas: Procurement, Finance, Supply Chain , and IT. What matters to ALL of these attendee types is likely very different. But the more you understand about all your attendees, the better you’ll be able to design an event that adds value.  Look to understand: • Who the event is designed to reach? • What are their prime motivators for attending? • Understand their interests, business concerns, issues, needs and preferences The worksheets in the attachment can be a good starting resource when collecting attendee insights.  A quick point of clarification - I don't expect that the event team will know all the answers.  My recommendation is to identify the right people in your organization who have the insights for each of the specific audience's and have them complete the worksheets. Once you have these completed, consolidate them to look for similarities and differences, then host a meeting where you align on the prioritization between all attendee needs.  I also recommend directly asking the attendees important questions during the registration process.  Questions like  primary motivations for attending the event, which while maybe too late do much with for this years event, you will have the right insights for future years. I'm curious how others manage this process?  Please share your insights below so we can all learn from each other.

🚀 The Era of One-Size-Fits-All Events Is Over. Stop Doing It. Personalization isn't a single action, it's a series of intentional, strategic choices that come together to make every attendee feel genuinely valued. We’re not just organizing events anymore — we’re crafting journeys. 🧭 In today’s marketplace, attendees expect more than just a badge and a schedule. They want curated content, meaningful connections, and real-time relevance that makes them feel seen. That’s where hyper-personalization comes in. And no, it’s not just using someone’s name in an email. It’s about using data and technology to design experiences that feel custom-built for each person. 🧠📊 As an event marketer, I’m all in on data-driven strategy. This is where we move beyond logistics and design every touchpoint to be personal, memorable, and valuable. Here's some ways that can look like across the attendee journey: Before the Event: 🎯 Targeted Invitations & Content: Use behavioral data to send invites that speak directly to someone's interests. A marketer might get a blog post on campaign strategy, while a developer receives a product case study. 📝 Dynamic Registration: Ask tailored questions based on the attendee’s role or industry to build rich attendee profiles from the start. During the Event: 🤖 AI-Powered Agendas & Recommendations: Event apps can recommend sessions, speakers, and exhibitors based on real-time behavior, interests, and profiles — reducing decision fatigue and maximizing impact. 🤝 Smart Networking: Go beyond job titles. Use AI to match attendees with shared goals, values, or expertise for deeper, more meaningful conversations. 🎉 Personalized On-Site Experiences: Greet attendees by name on welcome screens, print session tracks on badges, or use RFID to tailor in-person interactions. 📽️ Customized Content Delivery: Make booth visits unforgettable. When someone scans their badge, show a video personalized to their company, role, or industry — turning a quick interaction into a memorable moment. 🧢 Personalized Swag: Skip the generic t-shirt. Offer attendees the ability to choose colors, styles, or even print their name on a water bottle or notebook. After the Event 📬 Tailored Follow-Up: Instead of a generic “thanks for coming,” send curated content based on sessions they attended, people they connected with, and their unique interests. 📚 Personalized Content Hubs: Create a portal where attendees can revisit the event — with homepages tailored to their track, interests, or role. 📊 Custom Surveys: Don’t ask vague questions. Personalize post-event feedback forms to reflect their specific journey. 🤔 What's one thing you're doing to add a touch of personalization to your events? Or, as an attendee, what's a personalization strategy that has truly impressed you? Let's share some ideas in the comments! #EventProfs #EventMarketing #HyperPersonalization #EventTech #ExperienceDesign #EventStrategy #PersonalizedExperiences

"Who planned this event?" That was the question — delivered by an attendee making his way down the hall in his wheelchair, clearly frustrated. "I did, sir. How can I help?" And in that moment, I knew. We had let this guy down. We had chosen a beautiful, historic venue — the Lumber Exchange Building, a stunning 1885 skyscraper full of vintage charm. It is the oldest high-rise building standing in Minneapolis and the oldest building outside of New York City, with 12 or more floors. It was unique, visually striking, and exactly what the client wanted: something outside of the typical hotel ballroom IN the city that their Foundation represented. But a beautiful venue doesn’t always mean an easy experience for every guest. I had navigated the parking ramp, the pathways with stairs, and even the tricky old elevators myself on my site visit. But what I hadn’t done was fully consider the end-to-end experience of our mobility-challenged guests. While there was ADA parking, we could have done a much better job communicating how best to get from the ADA parking to the event space. Or, better yet, we could have arranged for a greeter to meet this guest and assist with the elevator that was hard to turn a wheelchair around in. While 150 other guests had a great experience, one didn’t, and that matters. With every event, you learn something. And this was a hard lesson that I still think about today. I never want anyone to have a less-than-stellar experience at one of my events. It was a powerful reminder that great events aren’t just about stunning venues or perfect logistics. You must ensure every single guest has a seamless experience. 🔎 What to Consider When Choosing a Venue: 1️⃣ Accessibility Matters – Can all guests navigate the space easily? Are elevators, ramps, and parking clearly marked? Can a wheelchair or scooter easily turn around in the elevator to access the buttons?  2️⃣ Location & Logistics – Is it convenient? Are there transportation and parking options? 3️⃣ Clear Communication – Have you provided detailed instructions on parking, entrances, and mobility options, as well as the easiest route to the event space? 4️⃣ On-Site Support – Would a greeter or dedicated staff member help ease challenges for certain guests? Are you asking the right questions to find out who might need assistance in the Registration platform? 5️⃣ Match the Event’s Purpose – The space should enhance the event’s goals, not just look great in photos. Great events create lasting memories — for the right reasons. If you need help sourcing a venue that works for everyone, we’ve got you covered. Let’s talk! Link to book an appointment in the comments. 📩 #EventPlanning #AccessibilityMatters #WendyPorterEvents #IgniteEventMagic

The most undervalued metric in events? Emotional connection. After hundreds of B2B events I really feel we need to bring more B2C thinking in: Dashboards matter. KPIs matter. But attendee sentiment is the real driver of long-term event impact. You can have perfect logistics (an achievement), smooth tech (it's poss!), and a full room - but if people walk away unmoved, the impact is gone as fast as it came. Emotional connection fuels everything: → Loyalty (returning guests who'll also rave about you) → Recommendations (word of mouth that money just can't ever buy) → Innovation (you'll have to push yourself harder!) This is true for in-person, virtual, and hybrid. The format doesn’t change the rule: people remember how you made them feel. We measure what’s easy to count: → Registrations → Feedback forms → Engagement rates But what about the energy in the room? The moments when ideas land? That moment when someone leaves thinking, “I actually really belong here”? Presence isn’t participation. You can be in the room and still not be engaged. That’s why I focus as much on experience and energy as I do on ROI. Here’s what I now prioritise: - Creating moments, not just agendas - Listening to real attendee stories, not just survey scores - please speak to you attendees! - Building spaces where connection feels truly natural (not forced) Memorable moments build reputations. They make change. They keep people coming back. If you want to future-proof your events, start measuring what matters, emotion, not just numbers.