Invitations to your event have been launched. Your heart is beating, you can't wait to receive positive responses from your guests. But what if that wasn't the case?

Because they have something else planned, the location doesn't suit them, or they simply don't want to, your guests have more than one reason to say no to you. It does not matter how much time and money you have invested if you cannot seduce them beforehand.

However, there is more than one trick to increase the participation rate at your corporate event. The UNEXPECTED agency shares 6 of them with you in this article.

1. Design a real invitation plan 📬

Assign to your invitation plan the same characteristics as a communication campaign : dates, engaging content, an appropriate channel.

The first highlight will have to happen. between two and three months in advance. Then, we recommend that you revive at least:

• 2 to 4 weeks before D-Day as a general reminder.
• 3 to 5 days in advance with new information.

Here you can play the surprise effect. Unveil information that may tip the balance of those who are undecided in favor of your event.

• The same day or on D-1 with a reminder all practical information such as address and transport, as well as timetables.

Depending on your target and your objective, the social networks can represent a strategic communication channel on which to share your reminders. You will reach a large number of people in a short time.

2. Send an original invitation 🎁

Take a look at your inbox. How many emails are waiting to be read? Surely a bit too much for your taste, isn't it? Assume that the same is true for those you hope to see at your event.

Remember that you must, first and foremost, To make you want. It starts as soon as the invitations are sent out! Exit the email that will get lost between advertisements and professional requests: Prefer an original invitation and Personalized. An invitation physics is an effective way to differentiate yourself.

3. Make a video teaser 🎥

You are sure that your event will be great, but the others don't know it. Apply the adage that an image is worth a thousand words by making a video teaser that will arouse curiosity and excitement.

A few basic rules for a quality video teaser:

• The video should be Short.
• Recall them key information of your event (name, date, location, dress code...).
• Insert a Call to action which refers to the registration platform.
• Swipe inspirational images in connection with the program and, why not, some images of the place whose decor should make you dream!
• Play with numerals, because they add something concrete. Example: 2 surprise VIP guests!

Discover The Monoprix teaser for whom UNEXPECTED organized the Monoprix Morning Show : 19 dates in France to introduce the Monoprix culture to all new apprentices.

4. Make a promise ✋

Always in order to capture attention, give your guests a real good reason to participate in your event. Promise them something worth the trip. For example:

• The arrival of a celebrity that they will not have the opportunity to see elsewhere.
• Exclusive content to be discovered during the event (a product or news preview, a discount, a conference by a well-known speaker, a gift...). The only way to have it is to be there!
• The results of a competition launched in advance and the award ceremony.
• A unique experience that the participants will at first have never experienced... If you lack inspiration, know that the UNEXPECTED team loves to imagine this type of surprising experience for its customers...

Attention, any promise made must be kept!

5. Make the most of previous editions ❤️

So far, what have been your company's greatest successes in terms of events? Surely you have in mind some highlights that took place during an evening, a conference or a team building. These moments are your business card. Do not hesitate to (re) share them in your video teaser for example, in the form of images or numbers/statistics, or via social networks.

6. Make it simple 👌

If you had the good idea to opt for a physical invitation, it can be combined with a website dedicated to your event. On it, all the essential information about your event will be grouped together and thus accessible in three clicks.

The inscriptions should also be able to be done in a few clicks. The same goes for Cancellations, which will avoid no shows.

What is a no show?

At the same time, the tips above will indeed help you reduce the number of no-shows at your events. This term is used to refer to people who registered for your event but didn't show up. It is calculated as follows:

No show rate = (Number of absent registrants/Total number of registrants) *100

Example:

• Total number of registrants = 200
• Number of absent registrants = 70
• No show rate = (70/200) *100 = 35

In this example, the no show rate is 35%.

But rest assured, this result will not be yours now that you have finished reading this article and know how to increase the participation rate at your event!