How bots make event planning a breeze

How bots make event planning a breeze

Tom Gibby, Co-Founder and CMO, The Bot Platform, goes in-depth on how you should use automation instruments to assist ease the burden of occasion planning. It identifies key points for groups throughout the planning course of and offers digital options to those challenges.

The previous few years have seen loads of change for companies which have grow to be enterprise as normal. In-person occasions have shifted to the realm of the digital, and with the pandemic changing into background noise and real-life occasions steadily returning on the rise, the best way firms method company occasion planning (and certainly the best way how they work together with workers) has undergone elementary change. Firms have relied on digital communication instruments to plan occasions and talk successfully with their distributed groups. Inner communication channels like Microsoft Groups and Office By Meta have grow to be important instruments for nearly each enterprise.

Due to this transformation born of necessity, many firms have discovered an sudden boon that has made partaking with workers and planning company occasions a breeze. Workers engagement has by no means been so dynamic, giant chunks of time spent on mundane however essential administration have been freed up and productiveness has soared.

What’s the explanation for this company revolution?


Bots present focused automated communications that increase occasion planning and operations. Occasion assistants and apps can combine with the channel workers they already use (like Microsoft Groups and Office) and be a game-changer for planning and managing digital and in-person occasions.

Organizing a big company occasion (digital or IRL) can usually really feel like a Herculean job: a myriad of sorts of communication should happen earlier than, after and throughout the occasion with a complete host of various folks. Then there’s speaker liaison, logistics and technical setup and well being and security necessities, and there is all the time an unexpected difficulty that may come up on the final minute.

Utilizing bots can streamline the occasion planning course of and dramatically enhance an organization’s communications and advertising technique to get rid of main ache factors and repetitive duties. The business-friendly communications that bots present have interaction attendees and permit extra time to be spent making a top-notch expertise that might in any other case be spent planning backwards and forwards constructing the occasion . Bots can guarantee that you’re in full management of all of your recognized features and allow you to react shortly and adapt to any unknown developments that ought to come up.

Streamlining all communication information right into a single channel makes it simpler to maintain monitor of knowledge and avoids the confusion that usually arises when communication is unfold throughout a number of channels. Many communication issues come up when data programs are built-in (usually unintentionally) right into a one-way system or conference-type technique of communication. To foster real and wholesome interplay, a two-way communication system is important. One which promotes engagement and highlights concepts that beforehand could have remained buried. In accordance with Markletic, 49% entrepreneurs declare that viewers engagement is the largest contributing issue to an occasion’s success. Bespoke bots built-in right into a single communication channel convey the movement of knowledge to life and foster a wholesome and environment friendly trade that drives engagement.

Study extra: 3 new ideas for marketing virtual events in a post-COVID world

Bots might help handle all phases of the occasion course of

Earlier than the occasion, they will:

  • Ship broadcasts in regards to the upcoming occasion.
  • Robotically reply to FAQs, which are sometimes plentiful earlier than the occasion, particularly in these post-COVID occasions we stay in. Having FAQs ready and automatic can save loads of time; these can cowl a variety of points, from dietary necessities to the speaker’s schedule.
  • Create surveys in order that options and concepts may be delivered to the eye of organizers to create a greater expertise. For instance, which speaker folks would most wish to contain, when is the viewers’s favourite time for a keynote, and so on.

Throughout the occasion, bots might help by sending broadcasts that welcome attendees and ship alerts all through the convention when occasions occur – corresponding to when the bar is open or the raffle begins in quarter-hour , and so on. The occasion may be made extra interactive and interesting by notifying attendees of any developments and offering etiquette particulars (significantly essential for digital occasions). You may run polls or ask questions throughout the occasion to extend viewers interplay and guarantee individuals are linked and as engaged as doable.

Submit-event bots can:

  • Collect suggestions on how the occasion went and discover methods to enhance. What have been the preferred segments or audio system? Who ought to we e book subsequent time?
  • Share clips and video footage from the occasion as a follow-up or ship bonus content material to attendees.
  • Reinforce key messages from the occasion and description steps on the right way to proceed within the fast future.

Bots are altering the best way occasions are scheduled and the character of occasions. By providing the communication-boosting options listed above, attendee engagement has by no means been larger.

In an more and more digital world, occasions hosted on instruments like Groups are simply as prevalent as IRL occasions, and right here bots present a seamless trade of knowledge over a single channel with out the necessity for a number. devoted or HR involvement which may be time consuming. Customers can immediately get occasion data as merely as choosing up their cellphone and texting a good friend. There may be 24/7 entry to data, because the robots function across the clock, configure totally different time zones, and may be tailor-made to a person’s preferences and dealing hours.

Actual and lasting enchancment may be achieved by surveys carried out by your Occasion Assistant bot. Getting the massive image and understanding how and why enhancements must be made is just too usually an elusive enterprise when utilizing a number of communication streams and when there are mountains of handbook administration to undergo. High quality suggestions can usually be an afterthought with out the flexibility to measure and combine into pre-existing programs.

An Occasion Assistant Bot can prevent money and time and increase your occasion’s engagement and success. Money and time that might in any other case be consumed within the problem of manually answering questions and the mechanisms for transmitting data are actually freed up.

Have you ever tried utilizing bots to simplify the occasion planning course of in your group? Share with us on Facebook, Twitterand LinkedIn. We wish to know!


#bots #occasion #planning #breeze

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