So you’ve decided to take networking to the next level at your event!
After working with many event organizers who have used Presdo Match, we have compiled a list of tips to help you get the most out of the application.
If you can only do one thing, make sure you do this. The most important, proven factor leading to your success will be how well you promote the service to your audience. Most of them will be new to this service, and no surprise, people need time to learn new things. Make sure they know about that the service exists.
Promote the networking service before and during your event, and even afterwards, as an effective way for attendees, exhibitors and sponsors to connect. Like anything new, it helps to promote it in multiple places and multiple times. It is a new and exciting benefit for your participants.
Here are some really great ways to promote it:
Each announcement that is sent has a prominent link that lets the user easily go back to Presdo Match. Although you might have other communication means, the key is to use announcements to provide a convenient link back to Presdo Match so they can engage with the community, and announcements are simple to create.
Here are some suggested topics for the weekly communication, and of course, you might come up with many more:
You can plan the entire campaign and have the content prepared ahead of time. Then, simply send out announcements on a weekly basis.
Remember, your networking application is only as valuable as its use by your audience!
Since Presdo Match is available on web and mobile, your users can start experiencing the event before the actual event starts. Although there are no strict rules, launch Presdo Match 4 to 12 weeks before the actual event depending on its size. At the latest, launch one to two weeks before the event. Here are some numbers to go by:
|Number of People||When to Launch|
|Up to 250||2–4 weeks before|
|Up to 5,000||6 weeks before|
|5,000 and above||8 weeks before|
The more people you will have, the earlier you should launch Presdo Match. The key is to have enough registrants so that the first users will have enough other people to interact with. Don't launch too late... or too early!
The Social Invites feature of Presdo Match is one of the most effective tools to help you bring more people to your event. It works by enabling your registered participants to invite their own contacts on popular social networks and email to your event, promoting awareness and ultimately motivating new people to register.
With Social Invites, you can automatically embed a link to your event registration page in the invitation messages that are sent by users. You can also set up a promotion, such as a registration discount or another special benefit, to make it more interesting for invitees to register for your event.
When you set up Presdo Match, take a minute to set up Social Invites so your users can help you share and market the event.
Welcome emails are Presdo Match’s way to launch the networking application for your participants. As the event organizer, you control when welcome emails are sent, so make sure they end up in your users’ inboxes when they are most likely to pay attention to their emails.
Just like an effective email marketing campaign, it is best to send welcome emails during normal business hours between Tuesdays and Thursdays.
After launching Presdo Match for your event, people will continue to register until the actual event begins. Develop a regular schedule for transferring attendee and exhibitor information from your registration systems into Presdo Match via CSV files. The schedule could start off weekly and become more frequent (every couple days) as the event draws near.
After you have imported the newest attendees and exhibitors, don’t forget to send out welcome emails. Only new users will be receiving them.
Your exhibitors and sponsors need time to prepare their company profiles before attendees come to the application, so schedule a launch for your exhibitors and sponsors first. The launch can occur one or two weeks before the launch for attendees. Promote the Social Invite feature to exhibitors and sponsors and recommend it as a way to engage their customer base while it promotes your event.
Do you have someone on your team who is responsible for your event’s social media efforts? Give this person responsibility to manage Presdo Match for your event. If they know their way around managing other social media tools, they will easily be able to set up Presdo Match for your event.
For each event, we can set up more than one administrator for you upon request. Please contact us if you are interested to add more administrators. Please provide their names and email addresses in the request.
Typical launch timeline
If you have mostly attendees:
|5 weeks before||Start setting up Presdo Match for your event. Setup is easy and will only take 30 minutes in total, but it might take you some time to pull together various items such as your event logo, initial attendee registration list, and sessions information.|
|2–4 weeks before||Launch Presdo Match for your attendees so they can begin connecting with others before the actual event.|
|5 days before||Presdo Match sends an automated reminder to all attendees to remind them to take advantage of the application.|
|0 days before||Your event begins. Your attendees are satisfied customers of yours because they have already connected with and started meaningful interactions with other people!|
If you have a mix of attendees, exhibitors and sponsors:
|9–13 weeks before||Start setting up Presdo Match for your event. Setup is easy and will only take a few minutes in total, but it might take you some time to pull together various items such as your event logo, sessions information, attendee registration list, and exhibitor list.|
|8–12 weeks before||Launch Presdo Match for exhibitors first so they can set up their company profiles before attendees are invited.|
|4–8 weeks before||Launch Presdo Match for your attendees so they can begin connecting with others before the actual event.|
|5 days before||Presdo Match sends an automated reminder to all users to remind them to take advantage of the application.|
|0 days before||Your event begins. Your exhibitors and attendees are satisfied customers of yours because they have already connected with and started meaningful interactions with others!|
Presdo Match allows you to easily import people, companies and sessions using CSV files. CSV files can be saved directly from major registration and exhibitor systems as well as from spreadsheet applications including Microsoft Excel, and then imported directly into Presdo Match without modification. In some cases, you may need to change a field name or two in a CSV file to something that Presdo Match recognizes.
For more information on the formats that Presdo Match accepts, see Presdo Match CSV file import formats.