Simplifying your event management through email marketing | EMSA 2011

Simplifying your event
management with email marketing

Lisa Renneisen
Marketing Director
Bright Conferences

EMSA 2011 | Innovation and Inspiration
October 19 | Brisbane Powerhouse | Queensland

it’s all about managing data

Presenting two cases …
Rigpa Australia
Event registration system using Vision6 for
data capture and PayPal for payment

InSync11
Complete management of
speakers, sponsors and exhibitors


Rigpa Australia: The Challenge
• Required a flexible registration system to
cater for 500 adults and children
• Needed to be easy to use and manage for
non-tech savvy people
• Payment needed to accommodate an
online, cheque and credit card payment in
installations
• NFP run by volunteers - budget is limited

Rigpa Australia: The Solution
• Registration system built using VeMail
• Makes most use of:
– web forms
– automated emails (inc conditional content)
– automated field population
• Nothing in the registration system goes
beyond ‘off the shelf’ features for ease of
maintenance


Capture Details
Payment


Rigpa Australia: The Outcome
• Concrete savings of approximately $2500
each year (vs a system like EventBrite)
• Ability to completely customise the fields
• Ability to flexibly pull data
• Ability to amend the system on the fly
• Ability to communicate to segments in an
emergency situation as was the 2011 QLD
Floods (SMS and Email)

InSync11: The Challenge
• To find a way to manage the
speakers, exhibitors and sponsors at
InSync11
• Speakers:
– 120 speakers in 13 streams over 2 days
– Call for speakers attracted over 250 abstract
applications
• Exhibitors and Sponsors
– 45 exhibitors and sponsors with different
packages and benefits

InSync11: The Solution for
Speakers

Manage
Call for
Selection Selected
Speakers
Speakers


InSync11: The Solution for
Exhibitors and Sponsors

Update File Upload Conditional
Profile Forms Fields Content


Update Profile Form


File Upload Fields


Conditional Content

1

2

3


InSync11: The Outcome
• Speakers
– A simple flow for the speakers
– No-one slipped through the cracks
• Exhibitors and sponsors
– A single growing database rather than
information spread out
– This was reciprocated with information back
– Conditional content meant one email at a time


Finally – My Top Tips
• Focus on what you want to achieve, not
how you want to achieve it
• Don’t be afraid of change – there can be
great benefits to trying something new
• Sometimes a semi-automated system
works better than fully-automated
• Communicating your process to the user
helps avoid 90% of challenges

Thanks and Further Questions

Lisa Renneisen
Marketing Director | Bright Conferences
lisa@brightconferences.com
07 3103 2413


Simplifying your event management through email marketing | EMSA 2011

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