CHALLENGE EVENTS BLOG

So you've created an event and got hundreds (potentially thousands) of registrations. There’s a lot of information to be collated for your own records, we all know how intense an event management plan can be!

There's also information which needs to be shared with team members and distributed to participants.

If you're wondering how you can do this sustainably, here are some of my ideas...

Virtual events

A great way to share information is through online events. Make sure it’s recorded for anyone who can’t be there (or for those that can to rewatch). Videos can then be shared on all of the platforms below.

Emails

Emails are an obvious and easy, although there are some statistics to show that this may not be the most sustainable way to communicate, such as this one from UK Fundraising

WhatsApp groups - probably best for short and timely comms, rather than to share important documents.

Information management tools

Some of the tools I have come across include https://www.notion.so and Microsoft. I have got to be perfectly honest though I have never used either of these, but they have come recommended by other event managers and charity leaders. I'm sure there are other that would work well for you.

Facebook groups

You could set up a private Facebook group for participants and another for team members (assuming they all use Facebook of course…)

Apps

Apps are a great way to store all of your information and can support different logins for participants and team members. They can be quite costly to develop though.

Multi-functional platforms

I use a platform called Funnel Sketchers to host my online pages, courses, memberships and this blog! It also has a community section where you can create groups and could be really useful for sharing information all in one place with the ability to send emails too.

Tips

• Look for data storage options that offset the carbon footprint of your electronic data and use it for social good such as DeepGreen.

• For anything that absolutely must be printed try and make sure it’s reusable, use recycled paper and eco friendly inks.

This is the first in my series on Sustainable Events. If you'd like to be notified as soon as the next blogs are live you can register for updates here - https://challengeeventexperts.com

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Tracey