Plan In-Person Events to Boost Engagement

Bringing people together for incredible experiences is one of the many joys of being an event creator. Whether you’re hosting a weekend music festival or an industry-leading conference, in-person events are a great way to create meaningful connections. From tips on crafting a compelling event program to boosting opportunities for face-to-face interaction, discover our guide to designing an exciting in-person experience to maximize engagement. 

Key takeaways

• In-person events offer meaningful ways to connect with other people, build a community, and explore exciting new places

• At in-person events, pay close attention to creating a safe and welcoming physical environment, considering health and safety, facilities, and accessibility

• When planning your in-person event, make sure to create engaging opportunities for connection, whether via Q&As or networking sessions

Why host in-person events

Why do attendees love in-person events? The answer is simple: there’s nothing quite like face-to-face interaction. From being part of a joyful crowd of fans at a concert to mingling with respected figures at a career event, in-person events offer an abundance of connection. 

Engaging in-person experiences allows attendees and organizers to cultivate relationships and build a community. And these events are not only a valuable way to connect with other people, but to connect with a new environment: many attendees love traveling to and exploring somewhere new, whether that’s a capital city or a beautiful venue.  

The power of face-to-face interaction

Attendees love connecting in person — whatever event they’re headed to. Face-to-face interactions are undoubtedly powerful: according to Zippia, 95% of professionals agree that in-person connections are key for successful long-term business relationships. 

From conferences to dating events, it seems the same is true. Many attendees believe that in-person conferences are the best way to learn about new products or services, and can be a great place to network.

And it’s no wonder in-person dating events are on the rise: chemistry flourishes in person. According to the New York Times, singles on apps typically date fewer than 1 per cent of the people they meet online — whereas in a speed dating environment, the average person matches with 2 or 3 out of 10 people. 

From body language to eye contact to shaking hands, face-to-face experiences remain immensely important in fostering meaningful connections. By hosting in-person events, you’re offering attendees unique opportunities to meet new people and build valuable relationships. 

Unveiling the event experience

The best in-person events are an experience — so make sure to delight your guests with thoughtful details that work best in an in-person environment. 

It’s a good idea to provide plenty of opportunities to connect, whether that’s with guest speakers or with other attendees. At a conference, workshop, or Q&A, for instance, you might choose to organize interactive activities such as group discussions or interactive tasks. 

Take care to also consider attendees’ experience of being in the physical environment. You might want to pay attention to the sensory details to create a positive ambiance: consider interior decor, mood lighting, and live music. At an in-person event, you might also take the opportunity to give guests a physical memento of the experience — such as sponsored swag, merchandise, or keepsakes from photo booths.  

Challenges faced by in-person events

There are several challenges faced by in-person event organizers. From health and safety assessments to accessibility measures, in-person events require more logistical planning than virtual ones. Take a look at three key considerations when planning your next in-person event. 

• Health and safety: This is the biggest challenge for in-person event planning. Make sure to consider all elements of attendee health and safety while you conduct your risk assessment. This includes ensuring you have staff with first aid training in the event of medical emergencies, planning out escape routes in the event of a fire hazard, and crowd control protocols. 

• Facilities: At an in-person event, guests’ physical comfort should be top priority. Make sure all facilities (such as toilets, ticket desks, water stations, and food stalls) are clean and clearly signposted. 

• Accessibility: Accessibility is key for in-person events. Is there sufficient access to the venue for pedestrians and vehicles? Can people access the event easily using public transport? Are people with disabilities, wheelchairs, or prams able to access the venue?

Types of in-person events

There are hundreds of types of in-person events, from night club disco nights to pop-up dining experiences. Discover three of the most popular types below — and why they thrive in an in-person format. 

Festivals

Nothing can replicate the joy of experiencing live music with other fans. Music festivals are an excellent example of in-person entertainment: attendees can connect with likeminded people who share their passion for music, singing and dancing along with a delighted crowd. 

Conferences

From networking during informal coffee breaks to in-person lectures, conferences benefit hugely from an in-person format. Face-to-face interactions at a conference center can enhance professional connections and help create strong relationships with other experts and leaders in a specific field. 

Workshops

Educational events flourish in an in-person format. Whether you’re hosting classes or workshops, teaching in an in-person environment can help aid attendees’ learning. This is particularly true if the class has a physical component, such as crafting or cooking, where guests can benefit from interactive and hands-on lessons with the workshop leader. 

Crafting your in-person event: a step-by-step guide

When it comes to crafting your in-person event, there are many pieces of the jigsaw puzzle. Your event planning checklist is likely to be populated with venue selection, designing activities, and creating marketing strategies. Kick-start your in-person event planning here with this step-by-step guide. 

Identifying event goals and target audience

The first step is to identify your event purpose, target audience, and event goals. Here’s what to consider: 

• Purpose: What do you want your audience to take away from your event? This might be an experience, an emotion, a discovery, or a skill.

• Goals: What do you hope to achieve with your event? This might be a certain number of attendees, press mentions, or funds raised.

• Target audience: Who do you hope will attend your event? This might be a demographic with a specific interest, job title, lifestyle, or age. 

Venue selection: finding the ideal space

When crafting a successful in-person event, it’s important to create a welcoming and engaging physical space. The best way to do this is to work from the event itself, considering the type of space and facilities you need. Here’s what to consider when researching the perfect venue: 

• Venue hire cost

• Space and layout

• Facilities 

• Attendee capacity (seating and standing)

• Accessibility 

• Technology and equipment

• Catering and refreshments

Choosing your speakers or entertainment

In-person entertainment is a great way to delight your attendees and create opportunities for connection. Here are some considerations for choosing the right people:

• What is their popularity with your target audience?

• Are they an expert in a specific topic or area that would benefit your event?

• Do they have a strong social media presence or following?

• How well do they fit with your event brand?

• Do they fit well with other speakers or entertainment on your event program?

Crafting content and activities

The secret to keeping attendees engaged? Exciting content and activities. From interactive activities to Q&A sessions with industry experts, there are a number of ways to create a captivating event program designed with connection in mind. You might choose to run: 

• Interactive activities (such as hands-on crafting, coding, or cooking)

• Group tasks (such as team-building exercises, creative tasks, or puzzle-solving)

• Q&A sessions (either with one keynote speaker or a panel of experts)

• Competitions (such as challenges, quizzes, costume competitions, or scavenger hunts)

• Networking sessions (whether informal organic networking or facilitated via introductions)

• Guest speaker presentations (engaging and interactive presentations on specific topics to delight your audience)

• Tasting sessions (such as wine, beer or food tasting)

• Audience participation (such as karaoke, photo booths, or make-up artist stands)

Finding sponsors and partners

The right event sponsors can help you power your marketing, boost your ticket sales, and offer valuable cross-promotional opportunities. When choosing your sponsors, make sure to ask yourself the following questions:

• Do your brands share the same values? 

• Do you share a vision of how you want the event to run?

• What value can the brand provide as part of their sponsorship, and what can you provide in exchange?

• Does the sponsor/partner reflect your own event branding? 

• Is the brand popular with your target audience?

• Is there potential to partner for future events?

• Are they happy to promote your event on their communication channels?

Choosing your technology and ticketing

For in-person events, the right ticketing software is essential in making sure attendees have a smooth experience, from the moment they purchase a ticket to the hour the event ends (and beyond). Here are some key points to consider when choosing your ticketing technology:

• Speed and ease of checkout: Can guests buy tickets easily using the platform or software? Is the process quick and simple? 

• Mobile-friendly tickets: Will guests need to print their tickets or use digital mobile tickets? 

• Refunds and transfers: Are refunds and transfers simple on the platform? Are tickets easily transferable if guests can’t make the event? 

• Speed and ease of check-in: Are tickets easy to scan via QR codes at the door? Will attendees have smooth entry to the venue?

Promoting your event

Next up: promotion and marketing. You’ll need to create a compelling event marketing strategy that resonates with your target audience, considering the following three pillars: 

• Event branding: To create effective event branding, consider logos, graphics, tone of voice — and how these can reflect your event goals.

• Marketing channels: Will you promote your event using social media, email, press releases for specific publications, or physical flyers in specific locations? Reach the right audience by prioritizing the channels they are most likely to use to discover new events. 

• Content assets: Will you create videos, photos, graphics, infographics, or written content? Which will best resonate with and appeal to your target audience? 

• Messaging: What is your event’s USP? Make sure to craft all marketing messaging keeping this in mind: why your event is unqiue, and what your target audience can get from attending (this might be an experience, for instance, or a new skill). 

Drawing up safety and security measures

Security, health and safety are important elements of your event risk assessment — especially for in-person events. The exact measures you’ll need to put in place will vary depending on the requirements of your event, but might include:

• Crowd management: Are staff trained to handle overcrowding? How will you move people away from danger to a place of safety in the event of an emergency?

• Security: How will you raise the alarm if there’s a threat? Are there security staff on the door to handle aggressive behaviour or emergencies?

• First aid: Are staff trained to administer first aid in the event of a medical emergency? Are medical provisions kept at the venue?

• Informing the public: Is there a procedure for addressing the public in the event of danger or threat?

Train and prepare your team

Failing to prepare is preparing to fail. For a smooth-sailing event, remember to conduct training sessions to prepare your team so they can handle the event with confidence. You might choose to go through the following: 

• Event plan: This is the first thing to go through with your team to make sure everybody is up to speed with the event. This will include training your team on your event’s goals, audience, format, and schedule or program. 

• Run sheet: Here’s how to ensure a smooth-running event. Go through the event run sheet with each team to make sure everybody is familiar with start times, finish times, clean-up windows, intervals, and preparation points. 

• Contingency plan: Whether you encounter adverse weather conditions or entertainment cancellations on the day, it’s important your team is trained for emergencies using your contingency plan. Go through the plan carefully, guiding your team with clear, actionable steps on how to deal with any issues or roadblocks. 

• Venue training: Finally, once you have booked your venue, make sure to conduct team training on the space itself — this includes a tour of the venue and facilities, team stations, and emergency exits. 

Executing and managing the event day-of

Lights, camera, action. There are many elements of on-the-day event management, but you may want to consider the following: 

• Each team member is equipped with a run sheet and clearly delegated tasks to help with the event’s delivery

• The venue is fully cleaned and set up before guests arrive 

• All technology, devices, and equipment is tested and tech rehearsals are staged

• Door staff are equipped with guest lists and ticketing devices to check guests in and sell tickets at the door

• The venue spaces are fully stocked with supplies — for instance, microphones, speakers, catering equipment and so on

• The event is documented for social media with photography and video

Measure success and gather feedback

Gathering feedback can help you to become more familiar with your attendees and foster a positive connection. Send out post-event surveys to your guests to find out what went well and what could be improved next time. 

You could also take advantage of the in-person nature of the event by asking staff or volunteers to gather attendee feedback on the day. You might gather feedback via paper forms or in a digital format — via QR codes scanned at the venue, for instance, or with tablets handled by staff. 

The art of hosting live events

When planning live events, there are three key things to keep in mind: creating captivating programming, planning smooth logistics, and sparking connection wherever possible. Here are some of the tricks of the trade to host a standout in-person event. 

Programming that captivates

An inspiring program is the secret to a sold-out event. Create a program that both delights, inspires and adds value to your attendees — and you’ll easily set your in-person event apart from the competition. 

To create an engaging program, return to the purposes of your event: what would your attendees most love to watch, hear or experience? What would benefit them the most, provide the most value, or create the most joy? 

You’ll also want to consider your event’s USP: how does your event stand out from others? Whether you’re booking innovative new bands, pulling together an exciting panel of industry leaders, or screening an inspiring new documentary, keep your unique features front and center of your program. 

Smooth logistics 

Organizing an in-person event requires careful planning and logistical preparation. The setup of your event plays an important role in attendees’ experience, so pay close attention to how your guests will navigate the physical space — from checking in to finding facilities. 

When organizing the logistics of the event, make sure to create an intuitive layout and design. If there are seat reservations, create clear labels so guests can find their seats easily. You’ll also want to ensure attendees can navigate the venue smoothly with clear signage to bathrooms and water stations (if your event is on a large scale, you may also want to signpost specific rooms, stages, or refreshment areas). 

Sparking connection

Remember the all-important appeal of in-person events: connection. So make sure your programming facilitates this at every turn — from booking exciting live music to hosting unique Q&A panel discussions. 

It’s a good idea to maximize opportunities for connection wherever you can, and don’t be afraid to get creative. Into your event schedule, you might build breakout sessions or workshops, networking coffee sessions, Q&A panels, attendee group activities or challenges. 

You might also choose to set up specific talking points to encourage interaction — whether that’s unique name tags, decorative walls guests can contribute to, or costumes for attendees to wear. Even small icebreakers at the beginning of an event are an excellent way to get everybody mingling. 

Hybrid events: combining the best of both worlds

A hybrid event — a combination of in-person and virtual elements — can be a great way to merge the connection available at an in-person event with the accessibility of an online one.

Planning and hosting hybrid events requires the careful coordination of both in-person and virtual aspects. A successful hybrid event will form a harmonious relationship between the two, ensuring all attendees can gain value from the event, whether they’re joining remotely or not. 

Planning for a diverse audience

Hybrid events allow organizers to increase accessibility by opening an in-person event up to a virtual audience — who can attend from anywhere in the world. One of the most popular reasons for hosting any event with a virtual component is simple: its accessibility.

Diversifying your audience means you can make your in-person event accessible to those who may not otherwise be able to attend (for example, those with mobility issues, or those who may struggle to afford the transport costs). To make sure your hybrid event is as inclusive as possible, remember to cater to access needs such as subtitling or audio description. 

Navigating the challenges of hybrid events

With plenty of different elements to juggle, hybrid events can be a challenge. Take a look at some of the key challenges event creators face — and how to overcome them.

Connecting both a virtual and in-person audience

One of the biggest issues with hybrid events? According to one study, 71.1% of hybrid event organizers say that connecting the in-person and virtual audience is their biggest challenge. To solve this, make sure to facilitate plenty of opportunities for audiences to mingle. 

Create dedicated space in the program for virtual guests to ask questions and participate in audience discussions — and, in line with the hybrid format, you could even set up online groups where both sets of attendees can connect afterwards. 

Balancing the event experience for both audiences 

Aim to deliver the same experience for both virtual and in-person attendees by ensuring each group has access to the same opportunities and experiences. For instance, if you’re hosting a hybrid book event and an in-person audience can ask the author a question, make sure to extend this opportunity to those attending remotely.

Experiencing disruptive technology issues 

On a similar note, if the tech glitches at a hybrid event, it will interrupt only the experience of virtual attendees. Make sure to combat this by hiring skilled technicians to assist with the smooth running of the livestream, audio or visuals — as well as troubleshooting any issues to do with accessing the event — to ensure all guests have a positive experience. 

From sparking meaningful connections to allowing attendees the opportunity to build community, in-person events are a perfect way to delight your guests with face-to-face interactions. Give guests a memorable experience with interactive activities, networking opportunities, and an exciting program. 

Frequently Asked Questions

What are the advantages of in-person events?

There are a number of advantages to hosting in-person events: they provide opportunities for meaningful face-to-face connections, help to build community, and allow attendees to travel and explore new places. Whether connecting with likeminded people or networking face-to-face, in-person events are a great way to bring people together. 

Are in-person or hybrid events more popular?

During the COVID pandemic, virtual events were on the rise — but now many event creators are turning back to in-person events, or a combination of the two in a hybrid format. While both types of events remain popular, the format you choose for your event will largely depend on your audience’s preference and the requirements of the event. 

How can technology enhance attendee experience at in-person events?

Integrating technology into in-person events can help boost engagement among attendees, make event organization simpler and provide valuable data for future events. Whether you’re including QR codes to scan for extra artist information at an exhibition, or a slideshow of selfies and event photos posted by attendees on social media, there are many ways tech can boost engagement in an in-person setting.