Your Quick Guide to Event Planning in 2024: The Trends That Are Working for Planners

Your Quick Guide to Event Planning in 2024: The Trends That Are Working for Planners

The realm of event planning is ever-evolving. As we move closer to 2024, the landscape is set to shift with emerging trends, technologies, and societal changes. Whether you're a seasoned event planner or just stepping into the dynamic world of events, this guide offers crucial tips to ensure you're at the forefront of the industry.

1. Embrace the Digital and Physical - Hybrid Events are Here to Stay

Don't see digital as a challenge; see it as an opportunity. Hybrid events, a mix of in-person and virtual components, cater to a broader audience. Platforms like Hopin and Run The World can help seamlessly integrate these elements into any event. 

If you're already a user of Purplepass, you can integrate a live stream directly onto your event page with this feature. 

2. Sustainability is Not a Buzzword; It's a Necessity

Prioritize eco-friendly choices. From digital invites to reduce paper waste, to sustainable decor and locally sourced foods, every little helps. As global awareness about environmental concerns grows, sustainability is moving from being a mere buzzword to a core principle in event planning. Today's attendees not only appreciate eco-friendly initiatives but often expect them. Embracing sustainability can elevate the attendee experience while making a positive impact on the planet.

In the realm of event planning, sustainability has taken center stage due to alarming statistics and a growing awareness among attendees. According to the United Nations Environment Programme (UNEP), the average conference participant generates approximately 1.89 kg of waste daily, with about 1.16 kg earmarked for landfills. This concern isn't limited to waste; food management at events has come under scrutiny. A staggering 1.3 billion tons of food, which accounts for about a third of global production for human consumption, gets wasted or lost every year, with events contributing significantly to this figure. 

3. Creating Experience With Everything

Attendees are looking for immersive experiences. This can range from interactive workshops, AR and VR integrations, or even tactile experiences like DIY craft corners or taste-testing sessions

4. Diversity, Equity, and Inclusion (DEI)

Ensure your events are welcoming and inclusive. This includes accessibility considerations, diverse speaker line-ups, and cultural sensitivity in your content and catering. Examples of this at events could include: 

• Physical Accessibility: Venues should be wheelchair accessible, have clear signage, and offer amenities such as ramps and accessible restrooms. Consider attendees with mobility challenges, ensuring they can comfortably navigate the event.

• Sensory Considerations: For attendees with visual or hearing impairments, provide solutions like sign language interpreters, Braille materials, and headphones for amplified sound.

• Digital Inclusivity: If the event has digital components, ensure websites and apps are designed following accessibility standards, allowing everyone to engage seamlessly.

• Diverse Speaker Line-ups: Diverse voices bring varied perspectives, enriching the event content. Aim for a mix of genders, ethnicities, backgrounds, and expertise levels when curating speaker lists.

• Inclusive Content: Workshops, discussions, and presentations should recognize and respect a variety of experiences and backgrounds. Avoiding biased or stereotypical content ensures every participant feels respected.

• Varied Menu Options: Recognize dietary restrictions and preferences rooted in culture, religion, or personal choices. Offering vegetarian, vegan, halal, kosher, and gluten-free options can be a good start.

• Awareness in Entertainment: When incorporating cultural performances or elements, it's essential to do so with respect. Ensure it's not appropriative and that it's presented with context and sensitivity.

• Holiday and Date Considerations: When scheduling, be mindful of significant religious or cultural holidays that might prevent potential attendees from participating.

• Open Channels for Feedback: Encourage attendees to share their experiences related to DEI. This can provide insights into areas of success or where improvements are needed.

• Education and Training: For event staff, consider regular training on DEI topics. This ensures the team is equipped to handle diverse groups and any related challenges or questions.

5. Health and Safety First

With global health concerns ever-present, it's essential to have clear health and safety protocols. Consider regular venue sanitization, offering masks, and maintaining potential social distancing guidelines.

6. Leverage the Power of Data

Use data analytics tools to gather insights on attendee preferences, engagement rates, and feedback. This can guide your decisions for future events and help in personalizing the attendee experience. In the digital age, data reigns supreme. Beyond just numbers and graphs, data offers deep insights into behaviors, preferences, and trends. For event planners, leveraging data can provide a distinct advantage, turning generic events into tailored experiences that resonate with attendees.

7. Flexible Booking Options

In an era marked by unpredictability, integrating flexible booking and cancellation policies has become paramount for event organizers. Recognizing the evolving needs and concerns of potential attendees, offering adaptability in bookings can serve as a powerful incentive for early registrations. More than just a convenience, these flexible policies provide attendees with a sense of security and peace of mind, ensuring that they can make changes if unforeseen circumstances arise. By blending empathy with practicality, event planners can foster trust and create a more attendee-centric experience.

8. Foster Genuine Connections

In an increasingly digital age, genuine human connection is invaluable. Foster networking opportunities, create intimate breakout sessions or use platforms that allow one-on-one interactions.

Events, whether virtual or in-person, offer a unique space where these connections can flourish. By emphasizing and facilitating genuine interactions, event organizers can elevate the entire experience, transforming standard meetings into meaningful engagements. Networking opportunities become more than just exchanging business cards or LinkedIn profiles; they transform into platforms for shared stories, insights, and collaborative ideas. Intimate breakout sessions can further hone this, providing attendees with a quieter space to delve deeper into discussions and form stronger bonds.

Moreover, the use of digital platforms that prioritize one-on-one interactions ensures that even in virtual settings, the essence of personal connection isn't lost. By weaving opportunities for genuine connections throughout an event, organizers not only meet the professional objectives but also cater to the inherent human desire to connect, relate, and belong.

9. Keep an Eye on Budgeting

The importance of understanding where every dollar goes cannot be understated, especially when ensuring a favorable return on investment (ROI) for each event. To streamline this process, many event organizers turn to dedicated budgeting software that offers clear oversight and effective management tools. 

Software such as QuickBooks or FreshBooks, commonly utilized by businesses for their accounting needs, can be adapted to manage event finances. These platforms assist organizers in tracking expenses in real time, categorizing costs, and offering insights into financial trends. By leveraging such tools, event planners can ensure that they remain within budget constraints while maximizing the value delivered to attendees and stakeholders.

10. Continuous Learning and Adaptation

The event industry is characterized by its dynamic nature, with trends, technologies, and attendee preferences continuously evolving. To remain relevant and effective, event planners must commit to lifelong learning and adaptability. Popular trends and event types for continuous education: 

• Webinars and Online Workshops: Given the shift towards digital platforms, many experts and institutions are offering webinars that focus on the latest event technologies, engagement strategies, and more. These online sessions provide an opportunity to learn from industry leaders without the constraints of location.

• Event Planning Communities: Joining communities, whether online or offline, can be invaluable. Platforms like Meetup or dedicated forums allow planners to share experiences, ask questions, and get feedback. It's a space for collective learning and networking.

• Trade Shows and Conferences: These events, tailored for event professionals, showcase the latest in event technology, decor trends, and more. They offer hands-on experiences and are an excellent opportunity for networking and learning from peers.

• Reading Industry Publications: Regularly reading industry magazines, blogs, and publications can keep you updated with the latest news, case studies, and best practices.

• Feedback Loop: After each event, gather feedback from attendees, staff, and stakeholders. This first-hand input is a goldmine for understanding what worked, what didn't, and where there's room for growth.

11. Personalize the Experience

Leveraging artificial intelligence, it's now possible to curate personalized agendas for each participant based on their interests and past behavior. For instance, a conference attendee who has shown interest in sustainability might receive a schedule highlighting eco-friendly workshops and breakout sessions.

Beyond agendas, AI-driven content suggestions can elevate the attendee experience. Imagine logging into an event app and receiving content recommendations tailored just for you, from recommended readings to keynote speakers that align with your professional interests.

Furthermore, chatbots and virtual assistants can offer real-time, personalized support, answering questions and making suggestions based on individual profiles. Interactive kiosks or augmented reality apps can also be programmed to provide personalized information and experiences on the fly. By weaving in these elements of personalization, event organizers can ensure that each attendee's experience is not just a generic journey but a tailored adventure, making them feel genuinely seen and valued.

12. Collaborate and Partner

The world of event planning has witnessed a significant shift towards collaboration, moving away from isolated efforts to more integrated, collective endeavors. This growing popularity of collaboration and partnership stems from the multifaceted benefits it brings to the table.

Influencers, with their substantial online presence and credibility in specific niches, have become pivotal collaborators in the event space. Their involvement can boost event visibility, especially among younger demographics who value authenticity and peer recommendations. An influencer's endorsement or active participation can significantly elevate the perceived value of an event, drawing in their dedicated followers.

Communities, whether they are professional networks, hobby groups, or local associations, bring a sense of belonging and shared purpose. Collaborating with these communities can offer event planners a built-in audience that's already engaged and interested. Moreover, such partnerships ensure diverse perspectives are represented, leading to richer discussions, workshops, and sessions.

13. Mobile-Friendly is Essential

For ticket booking, a mobile-optimized platform streamlines the registration process, making it quick and easy for potential attendees. It eliminates the need to switch devices, increasing the likelihood of immediate sign-ups. As virtual events continue to gain traction, ensuring attendees can access content, livestreams, or interactive sessions via their mobile devices becomes paramount. It's not just about accessibility; it's about crafting an experience that's as engaging on a 6-inch screen as it is on a 16-inch laptop.

Moreover, many attendees utilize their mobile devices during in-person events, accessing schedules, connecting with other participants, or participating in polls and feedback sessions. If these interactive elements aren't mobile-friendly, the event risks losing a vital engagement channel.

14. Engage Beyond the Event

The success of an event is not just measured by the experience on the day, but also by the lasting impression and ongoing relationship cultivated with attendees. Maintaining post-event engagement is essential for creating a sense of community, gaining valuable feedback, and ensuring the longevity of your brand's relationship with its audience. 

Popular ways event planners are maintaining their engagement post-event:

• Post-Event Content: Share highlights, key takeaways, or even recordings of memorable sessions. This allows attendees to revisit significant moments, catch up on sessions they might have missed, and share insights with their networks.

• Feedback Surveys: Encouraging attendees to provide feedback not only offers insights for improvement but also makes attendees feel valued and heard. Constructive feedback can shape the design of future events, ensuring they're even more aligned with audience expectations.

• Exclusive Offers: Providing attendees with post-event offers, whether discounts for future events, access to premium content, or partner promotions, can increase their likelihood of continued engagement and future event participation.

• Community Building: Create platforms, like online forums or social media groups, where attendees can continue discussions, network, and share related content. This fosters a sense of belonging and keeps the event's spirit alive.

• Regular Updates: Periodic newsletters or updates on upcoming events, industry news, or follow-ups on topics discussed during the event can keep attendees engaged and ensure your brand stays top of mind.

Conclusion

As we approach 2024, event planning continues to be a blend of creativity and strategic thinking, enriched with technological advancements and a keen understanding of societal shifts. By embracing change, prioritizing attendee experience, and staying informed and adaptable, event planners can ensure they not only survive but thrive in this dynamic landscape.

Remember, the essence of any event lies in the connections it fosters, the memories it creates, and the value it delivers. Keep these at the heart of your planning process, and success is bound to follow.