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Simplifying your event
management with email marketing

         Lisa Renneisen
          Marketing Director
          Bright Conferences

                             EMSA 2011 | Innovation and Inspiration
                       October 19 | Brisbane Powerhouse | Queensland
it’s all about managing data
                      EMSA 2011 | Innovation and Inspiration
                October 19 | Brisbane Powerhouse | Queensland
Presenting two cases …
Rigpa Australia
Event registration system using Vision6 for
data capture and PayPal for payment

InSync11
Complete management of
speakers, sponsors and exhibitors

                                EMSA 2011 | Innovation and Inspiration
                          October 19 | Brisbane Powerhouse | Queensland
Rigpa Australia: The Challenge
• Required a flexible registration system to
  cater for 500 adults and children
• Needed to be easy to use and manage for
  non-tech savvy people
• Payment needed to accommodate an
  online, cheque and credit card payment in
  installations
• NFP run by volunteers - budget is limited
                               EMSA 2011 | Innovation and Inspiration
                         October 19 | Brisbane Powerhouse | Queensland
Rigpa Australia: The Solution
• Registration system built using VeMail
• Makes most use of:
  – web forms
  – automated emails (inc conditional content)
  – automated field population
• Nothing in the registration system goes
  beyond ‘off the shelf’ features for ease of
  maintenance

                                  EMSA 2011 | Innovation and Inspiration
                            October 19 | Brisbane Powerhouse | Queensland
Capture Details
Payment




                        EMSA 2011 | Innovation and Inspiration
                  October 19 | Brisbane Powerhouse | Queensland
EMSA 2011 | Innovation and Inspiration
October 19 | Brisbane Powerhouse | Queensland
EMSA 2011 | Innovation and Inspiration
October 19 | Brisbane Powerhouse | Queensland
EMSA 2011 | Innovation and Inspiration
October 19 | Brisbane Powerhouse | Queensland
EMSA 2011 | Innovation and Inspiration
October 19 | Brisbane Powerhouse | Queensland
EMSA 2011 | Innovation and Inspiration
October 19 | Brisbane Powerhouse | Queensland
EMSA 2011 | Innovation and Inspiration
October 19 | Brisbane Powerhouse | Queensland
Rigpa Australia: The Outcome
• Concrete savings of approximately $2500
  each year (vs a system like EventBrite)
• Ability to completely customise the fields
• Ability to flexibly pull data
• Ability to amend the system on the fly
• Ability to communicate to segments in an
  emergency situation as was the 2011 QLD
  Floods (SMS and Email)
                               EMSA 2011 | Innovation and Inspiration
                         October 19 | Brisbane Powerhouse | Queensland
InSync11: The Challenge
• To find a way to manage the
  speakers, exhibitors and sponsors at
  InSync11
• Speakers:
  – 120 speakers in 13 streams over 2 days
  – Call for speakers attracted over 250 abstract
    applications
• Exhibitors and Sponsors
  – 45 exhibitors and sponsors with different
    packages and benefits
                                   EMSA 2011 | Innovation and Inspiration
                             October 19 | Brisbane Powerhouse | Queensland
InSync11: The Solution for
Speakers

                                              Manage
  Call for
             Selection                        Selected
 Speakers
                                              Speakers




                               EMSA 2011 | Innovation and Inspiration
                         October 19 | Brisbane Powerhouse | Queensland
InSync11: The Solution for
Exhibitors and Sponsors

   Update       File Upload                 Conditional
Profile Forms      Fields                    Content




                                EMSA 2011 | Innovation and Inspiration
                          October 19 | Brisbane Powerhouse | Queensland
Update Profile Form




                            EMSA 2011 | Innovation and Inspiration
                      October 19 | Brisbane Powerhouse | Queensland
File Upload Fields




                           EMSA 2011 | Innovation and Inspiration
                     October 19 | Brisbane Powerhouse | Queensland
Conditional Content




                                                            1

                                                            2

                                                            3

                            EMSA 2011 | Innovation and Inspiration
                      October 19 | Brisbane Powerhouse | Queensland
InSync11: The Outcome
• Speakers
  – A simple flow for the speakers
  – No-one slipped through the cracks
• Exhibitors and sponsors
  – A single growing database rather than
    information spread out
  – This was reciprocated with information back
  – Conditional content meant one email at a time

                                  EMSA 2011 | Innovation and Inspiration
                            October 19 | Brisbane Powerhouse | Queensland
Finally – My Top Tips
• Focus on what you want to achieve, not
  how you want to achieve it
• Don’t be afraid of change – there can be
  great benefits to trying something new
• Sometimes a semi-automated system
  works better than fully-automated
• Communicating your process to the user
  helps avoid 90% of challenges
                               EMSA 2011 | Innovation and Inspiration
                         October 19 | Brisbane Powerhouse | Queensland
Thanks and Further Questions

Lisa Renneisen
Marketing Director | Bright Conferences
lisa@brightconferences.com
07 3103 2413




                               EMSA 2011 | Innovation and Inspiration
                         October 19 | Brisbane Powerhouse | Queensland

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Simplifying your event management through email marketing | EMSA 2011

  • 1. Simplifying your event management with email marketing Lisa Renneisen Marketing Director Bright Conferences EMSA 2011 | Innovation and Inspiration October 19 | Brisbane Powerhouse | Queensland
  • 2. it’s all about managing data EMSA 2011 | Innovation and Inspiration October 19 | Brisbane Powerhouse | Queensland
  • 3. Presenting two cases … Rigpa Australia Event registration system using Vision6 for data capture and PayPal for payment InSync11 Complete management of speakers, sponsors and exhibitors EMSA 2011 | Innovation and Inspiration October 19 | Brisbane Powerhouse | Queensland
  • 4. Rigpa Australia: The Challenge • Required a flexible registration system to cater for 500 adults and children • Needed to be easy to use and manage for non-tech savvy people • Payment needed to accommodate an online, cheque and credit card payment in installations • NFP run by volunteers - budget is limited EMSA 2011 | Innovation and Inspiration October 19 | Brisbane Powerhouse | Queensland
  • 5. Rigpa Australia: The Solution • Registration system built using VeMail • Makes most use of: – web forms – automated emails (inc conditional content) – automated field population • Nothing in the registration system goes beyond ‘off the shelf’ features for ease of maintenance EMSA 2011 | Innovation and Inspiration October 19 | Brisbane Powerhouse | Queensland
  • 6. Capture Details Payment EMSA 2011 | Innovation and Inspiration October 19 | Brisbane Powerhouse | Queensland
  • 7. EMSA 2011 | Innovation and Inspiration October 19 | Brisbane Powerhouse | Queensland
  • 8. EMSA 2011 | Innovation and Inspiration October 19 | Brisbane Powerhouse | Queensland
  • 9. EMSA 2011 | Innovation and Inspiration October 19 | Brisbane Powerhouse | Queensland
  • 10. EMSA 2011 | Innovation and Inspiration October 19 | Brisbane Powerhouse | Queensland
  • 11. EMSA 2011 | Innovation and Inspiration October 19 | Brisbane Powerhouse | Queensland
  • 12. EMSA 2011 | Innovation and Inspiration October 19 | Brisbane Powerhouse | Queensland
  • 13. Rigpa Australia: The Outcome • Concrete savings of approximately $2500 each year (vs a system like EventBrite) • Ability to completely customise the fields • Ability to flexibly pull data • Ability to amend the system on the fly • Ability to communicate to segments in an emergency situation as was the 2011 QLD Floods (SMS and Email) EMSA 2011 | Innovation and Inspiration October 19 | Brisbane Powerhouse | Queensland
  • 14. InSync11: The Challenge • To find a way to manage the speakers, exhibitors and sponsors at InSync11 • Speakers: – 120 speakers in 13 streams over 2 days – Call for speakers attracted over 250 abstract applications • Exhibitors and Sponsors – 45 exhibitors and sponsors with different packages and benefits EMSA 2011 | Innovation and Inspiration October 19 | Brisbane Powerhouse | Queensland
  • 15. InSync11: The Solution for Speakers Manage Call for Selection Selected Speakers Speakers EMSA 2011 | Innovation and Inspiration October 19 | Brisbane Powerhouse | Queensland
  • 16. InSync11: The Solution for Exhibitors and Sponsors Update File Upload Conditional Profile Forms Fields Content EMSA 2011 | Innovation and Inspiration October 19 | Brisbane Powerhouse | Queensland
  • 17. Update Profile Form EMSA 2011 | Innovation and Inspiration October 19 | Brisbane Powerhouse | Queensland
  • 18. File Upload Fields EMSA 2011 | Innovation and Inspiration October 19 | Brisbane Powerhouse | Queensland
  • 19. Conditional Content 1 2 3 EMSA 2011 | Innovation and Inspiration October 19 | Brisbane Powerhouse | Queensland
  • 20. InSync11: The Outcome • Speakers – A simple flow for the speakers – No-one slipped through the cracks • Exhibitors and sponsors – A single growing database rather than information spread out – This was reciprocated with information back – Conditional content meant one email at a time EMSA 2011 | Innovation and Inspiration October 19 | Brisbane Powerhouse | Queensland
  • 21. Finally – My Top Tips • Focus on what you want to achieve, not how you want to achieve it • Don’t be afraid of change – there can be great benefits to trying something new • Sometimes a semi-automated system works better than fully-automated • Communicating your process to the user helps avoid 90% of challenges EMSA 2011 | Innovation and Inspiration October 19 | Brisbane Powerhouse | Queensland
  • 22. Thanks and Further Questions Lisa Renneisen Marketing Director | Bright Conferences lisa@brightconferences.com 07 3103 2413 EMSA 2011 | Innovation and Inspiration October 19 | Brisbane Powerhouse | Queensland

Editor's Notes

  1. My name’s Lisa and im the marketing director for Bright ConferencesWhat we doToday i want to take you through two cases which demonstrate brilliantly how email marketing can really simplify your event managementIm going to skip over the “marketing your events” side of things – plenty of general marketing ideas out thereWhat I wanted to address was the data and comms side of an event – particularly related to managing attendees, exhibitors and sponsors