event data: what's in it for your event team?

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www.initlive.com

EVENT DATA: WHATS IN IT FOR YOU & YOUR EVENT TEAM?

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At first glance, collecting event data can seem like a daunting task that just doesnt seem worth it. Event planners already have enough on the go, so why add this task to the list? Are there any advantages to collecting data? What kind of event data will contribute the most to an events success? How do you collect and use it properly before, during and after your event?What event planners can learn from the Olympics1

WEBINAR INTERFACE

Attendees are in listen-only mode This webinar is being recorded Send your questions via the chat box Click the polls tab to answer our polls Tweet questions & comments to:

#InitLiveEventData

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PRESENTER

InitLive Event Gurualyssa@initlive.com@InitLivewww.initlive.com

Alyssa Lancefield

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AGENDA

The challenges of event data collectionThe solutionHow to get startedThe advantages of collecting dataKey types of data to collectStories from event plannersWhat planners can learn from the OlympicsYour homework + resources 1.2.3.4.5.6.7.8.

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If youre like other event planners, youve faced these challenges associated with collecting event data...

Difficult to know what data to collectIt can be time-consuming to collect & utilize

Some event datais hard to measureYoure not always sure how to use it

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So, whats the key?

A Data Strategy!

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Do you have a data strategy?[polling question]

YesNo

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Creating a data strategy...

Gives purpose to the time & resources you use to collect itBrings clarity to what types of info to collectHelps you focus on gathering information that you can actually use

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Why create a data strategy in the first place?

It helps you measure the success of your event / Return on Investment (ROI) to justify spending & effortsIt helps you improve & make well-informed decisionsIt can save you time moving forward (for those who are in it for the long haul)It enhances your awareness (attendee engagement / interests, staff needs, etc.)TOMEASURETO IMPROVETOSAVE TIMETOBE AWARE

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What are you trying to accomplish?

STEP 1

Create clear and measurable objectives to help you determine what data to collect.As the old saying goes: You cant know where youre going if you dont know where youve been.Align all of your efforts with your goals

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What percentage of your daily tasks relate back to your goals & objectives?[polling question]

0Less than 50%50-75%More than 75%

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Formulate a Strategy

STEP 2

Decide what kinds of data you should be collecting How do you plan to organize that data?Who else would benefit from this knowledge (i.e. stakeholders, sponsors, the community, etc.)?

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KEY TYPES OF DATA TO COLLECT

Staff &VolunteerDataAttendee DataSuccessFinancial ValueNon-FinancialValue

Staff and Volunteer data Attendee DataSuccess (did the event meet your pre-determined objectives?) Financial Value (event costs, revenue, etc.)Non-financial Value (training, relationship building, brand awareness)

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ELEMENTS OF STAFF & VOLUNTEER DATA YOU CAN COLLECT

BEFOREDURINGAFTER

Before your event:Volunteer contact recordsVolunteer roles and qualificationsVolunteer availability Volunteer shift timesSchedule shortagesGet volunteers to agree to event waiver in advanceDuring Event:Volunteer profile infoKnow whos checked in/out and where theyre supposed to beHave access to all of your volunteers schedulesBe aware of no-show volunteers so that you can fill those shiftsAfter Event:Volunteer hours workedNo-show ratesMessage history - what communication was exchanged during the event, # of messages, etc.Re-use contact information for another eventLearn from volunteers what worked and what didnt

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BENEFITS OF COLLECTING STAFF & VOLUNTEER DATA

1.2.3.4.Re-use volunteer recordsBoost volunteer engagementImprove scheduling for next yearRemember issues that came up

Have a record of each volunteer you had so that you can use them again for that taskBuild a plan around reducing no-show volunteers and / or increasing volunteer volumes to account for itKnow if you didnt schedule enough volunteers or if you scheduled too many - use that insight to build a more tailored schedule for next yearBe reminded of issues that came up during the event through reviewing the communication log

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WHAT PLANNERS CAN LEARN FROM THE OLYMPICS

GATHERINGCONTACT INFO

VOLUNTEERAVAILABILITYNO-SHOW VOLUNTEERSCOMMUNICATIONSCHEDULING

Having the contact info for your volunteers will give you what you need to communicateIts important to know what the availability of your volunteers isHaving a system to help you know if your volunteers are checked-in / planning to attend Knowing when people havent shown up so that you can deal with it quickly

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GOALS FOR STAFF & VOLUNTEER DATA

Figuring out the statusAttracting key demographicsReaching specific check-in rates

Goal for first-time event: figure out the status so that you know how to move forwardDemographics (first-time or young volunteers) - capture birth date / if they are first-time volunteersGoal for check-in rates - ie. 90% in the first 20 min of the event

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HOMEWORK & RESOURCES

www.initlive.com/resources The 3 Stages of Managing Event Team Data [infographic]Test Drive the Value of Your Event [template]The Beginners Guide to Using Event Data [ebook]

Collecting Event Data: Liberating or Laborious? [podcast]

Test Drive Your Event: How Valuable is it? Template

The 3 Stages of Managing An Event Team Infographic

Collecting Event Data - Liberating or labourious? Podcast

The Beginners Guide to Utilizing Event Data - Ebook18

www.initlive.com

Q & A

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info@initlive.com

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