In order to help your attendees network effectively using Grip, you will need to build awareness of the tool both internally and externally.
Through the hundreds of events we have worked with, we have observed and developed a growing collection of best practices that you can use to promote the tool and showcase the benefits of using a matchmaking service.
This article will provide you with a list of things you can do before, during and after the event to drive engagement with Grip.
MOST REQUESTED INFORMATION IN THIS ARTICLE:
- Promotional Content
- Exhibitor Communications
- Visitor Communications
- Onsite Promotion
- Internal Points of Contact/Ambassador(s)
- Meeting Areas
- Onsite Support
Before The Event
Brief the Sales, Marketing and Customer Success/Service teams about the networking tool
Brief and train the Sales team on the benefits of using Grip, so they can sell more space and get exhibitors excited about getting connections and meetings with the tool.
Brief the Marketing team, so they can create the promotional plan/material for the platform.
And lastly, make sure you train the Customer Success/Service team on using the dashboard, so they can deal with any queries from users.
Define Promotional Channels and Create Content
Start promoting the tool early to drive maximum adoption at launch. It could also help you get more visitors and exhibitors if they know you are providing a matchmaking service at your event.
Consider using the following channels to promote the tool:
- Social Media (announce the platform on social media and increase posts about why users should use the service)
- Emails (in the registration reminder emails make sure the platform is promoted)
- Onsite promotional materials
Feel free to use some of our promotional copy in your communications.
Review the emails sent by Grip and pick/create the welcome email to send to imported users.
Get Your Smart Marketing link
Use your Smart Marketing Link in your communications to redirect your attendees to the Google Play Store or the Apple App Store on mobile, and on desktop to the Web Platform .
You may also wish to consider using a QR code in your promotional material.
We recommend that you launch the platform a minimum of 6 weeks prior to the event to get maximum adoption levels.
Attendees tend to use the tool to plan their visit, so launching early and making them aware they can use the platform to set up meetings and plan the sessions they will attend will drive engagement.
Decide and Communicate Your Internal Points of Contact/Ambassador(s)
Providing platform access to your events team may seem trivial, however, there are a number of benefits this can provide. For example, the Sales team can show and tell their clients about the platform to encourage exhibitors to attend the event.
Consider adding a list of the Sales team as an extension within the platform, so their client's can connect with them on the platform before and during the event. Speak to your Grip Project Manager for more information about this.
Make sure your exhibitors are aware that you are using a matchmaking service to help them connect and meet the right people at your event.
To help them use the tool, you can provide them with Exhibitor FAQs, videos and/or a Quick Start Guide for Exhibitors to make sure they are empowered to make the most of platform you are providing them with.
Note: The Quick Start Guide for Exhibitors requires some customisation to make it relevant to your event. Speak to your Customer Success Manager for support if required.
It is equally important that your visitors are aware that you are using a matchmaking service to also help them connect and meet the right people at your event.
To help them use the tool, you can also provide them with Visitor FAQs, videos and a Quick Start Guide for Visitors to make sure they are empowered to make the most of platform you are providing them with.
Note: The Quick Start Guide for Visitors requires some customisation to make it relevant to your event. Speak to your Customer Success Manager for support if required.
Consider adding these FAQs to your website and/or communication to exhibitors and visitors. We also recommend that you provide these FAQs to the relevant internal teams so they can provide these links in their responses to queries from attendees.
During The Event
There are always last minute attendees who might not have seen your promotional material, so providing information about the tool (including download link or QR Code) on your signage, flyers, badges etc. will drive further engagement.
Consider having someone present a short keynote about the tool at the start of the event to drive further engagement with the platform. Below is a great example of an organisation that presented a short keynote during the opening of the event that included a brief demo of the tool.
You can also use the Grip Live Display. The Grip Live display provides high-level stats and a live feed about the matchmaking taking place at the event. This can work well on screens at the Registration Desk and dotted around the show floor.
Make sure to capture pictures and/or videos of the meeting area(s) and share them on your social channels. Below is a great example of a busy meeting area. You can also consider using the pictures you take in the collateral for future events.
Have a dedicated meeting area with tables and table numbers. Consider using high-tables in your meeting area. While only two people agree to meet, often someone will bring a colleague. High-tables support any unplanned additional guests joining a meeting. If you're looking for more best practices onsite support and meeting areas take a look here.
Have a dedicated desk at the event for app related questions.
Who will be your onsite support team during the event? The onsite support team will need to be trained on Grip, particularly how to create users and setting-up meetings.
Grip can also provide onsite support. Contact your Customer Success Manager should you wish to discuss Grip providing onsite support.
After The Event
Communicate to exhibitors and visitors that they still have access to use the platform to continue their conversations with their connections after the event.
The platform is active for a year after the event (please speak to your Customer Success Manager should you wish to switch off access or extend access to the platform).
Analyse Engagement Stats
Utilise the dashboard to get valuable insights about attendees. Would the information about the meetings and connections established at the event be useful for the sales team?
Grip is a fantastic tool to get incredible insight into your attendees and their interests. Make sure all the hard work that went into promoting the platform is recognised by analysing the data in the insights tab in the dashboard as well as the connections and meetings data.