Why personalise each event program with attendees’ information

August 25, 2022

When creating event programs, it is crucial to include all event details so that attendees know when and where they need to be. But that’s not enough. Event professionals should also personalise the program with attendees’ information. Common examples of personalised information include dietary requests, group assignment, table numbers and much more.

However, using word or pdf documents to present event programs makes it difficult to tailor programs to attendees’ needs. Most of the MICE industry uses these formats, despite a lot of time spent on preparation and updating when changes are incoming.

Qondor Programs on the other hand, makes it easier to obtain and update attendee information, using a method that pulls in the correct data automatically.

Read on to learn why personalising event programs with attendees’ details is vital and how Qondor makes this easy through the auto collation of personal information.


Why personalise event programs

Better event experience

Personalisation is key to engaging attendees and to provide the information they need. Making the attendees scour the program for their details can diminish the event experience. They may become disengaged and frustrated if they can’t find what they need. Imagine having 10 minutes to get to your assigned workshop in a huge venue and not knowing where to go! Instead, building an experience tailored to attendees will create higher engagement. But it’s also about giving the attendees the details that they need and omitting the information they don’t need. With so much going on, particularly at larger events, attendees want to be able to take a glance and quickly determine where they need to be. A personalised event program is guaranteed to provide ease for all parties, improving the event experience.


Better planning

When you collate data from attendees’ registrations, you should use the information you have to plan for the event and help the attendee. For instance, when registering for an event the attendee can provide any dietary requirements or allergies. It's important that the dietary requests are correct and that any meals take that into account. A way to present this in the program could be:  

"We have registered the following dietary information for your meal: Gluten-intolerant. Please contact us via email if that is incorrect.”

Including this information in the program makes for better planning. The event planner gets the information they need to inform suppliers and organisers. It also leaves less room for error as the attendee can view their registered information in the program and provide an update if necessary.

Other examples include table numbers for dinner or group assignments for workshops. This information is collated from the registration form where attendees complete their details or is assigned later by the event planner. But when there are changes involved, such as an incorrect dietary request, or a change in seating arrangements, having to manually update this for several participants per program is time-consuming. Automating the process makes this much easier and quicker, and that’s where Qondor Programs are a great help.


Qondor Programs

Saves planning time  

Automating the input of personal information in programs will save you a lot of time and hassle. In Qondor, you don’t have to create several versions or update each version manually to personalise your event programs. You simply create one version, define the information you want to include for each attendee, such as table seating, and Qondor does the rest.  

Qondor allows users to insert merge tags which are used to collate information from the completed booking or assigned by the planner, and allows those specific details to be automatically filled in.  

For instance, if table numbers have been assigned to 100 participants (tables 1-10), then the event planner simply inserts this merge tag in the program. The event planner will for example see the merge tag [table number] in the program but the recipient will see their table number (example table 6).

So only one version of the program is distributed, and all participants receive the program personalised with their details. The event planner can choose to display and verify any personalized information in the program.


Conclusion

Personalising programs with the information that attendees have registered or been assigned to is easier than you think when you are using the right tool. It provides the benefits of highly engaged participants, ease when making the program and using it, and is more likely to deliver accurate information.  

Qondor programs makes this process much easier to manage thanks to its use of merge tags which automatically collates information from registrations into the program. It is a major time saver for everyone to be able to see that important information is registered correctly for an event. Attendees don’t just receive a general guide to the event but one that includes information specifically for them. As a result, the event planner saves time planning, and the attendee has a better event experience.

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