Event Planners’ Big Fear: What if Nobody Shows Up?

You’ve planned the most spectacular event complete with high-tech installations, beautiful invites, and fabulous food. But now that the doors are open...there’s no one there.

Time and again in our conversations with event professionals we’ve heard the same fear — what if no one attends the event you’ve worked so hard on? Luckily, the people we’ve spoken with haven’t yet had this fear become a reality, but that doesn’t mean it isn’t a legitimate concern.Thankfully, there are several ways to make sure your event is well attended. From strategic planning to charging for a ticket, here are a five tips for making sure you have a packed party. And don’t forget, delicious food and drinks never hurts either!

• Check the calendar: There are definitely busy seasons in the event world. If your attendees likely have a busy social schedule make sure that your event doesn’t conflict with another gala or fundraiser. Of course, there are times this can’t be avoided, like fashion week in New York, London, or Paris and award season in Hollywood. In those situations, think outside the box to plan events during off hours and offer something unique that will make guests excited to come.
• Follow up on RSVPs: We all know that people can be forgetful. So don’t give them a chance to forget about your event. Make sure to send a reminder email a few days before — or even the morning of — your event to confirm that those who said they would be coming will be there. If you have a large number of cancellations, it will give you a chance to notify your client and potentially invite additional guests.
• Charge for you ticket: With fundraisers you’ll of course be charging a ticket price, but even a nominal ticket price for other kinds of events can increase your attendance rate. Guests are much less likely to bail if they have shelled out for a non-refundable ticket.
• Make it easy on your guests: For a smaller event arrange for car service to or from the event. If you’ll make it painless to get to the event you’ll be more likely to get people in the door. For larger events make traditional pain points like check-in a breeze with a reliable guest list management app. The easier it is on your guests the more excited they’ll be to enjoy the party and attend your next one.
• Provide an incentive: Whether we like it or not, attendees are definitely motivated by swag! Having a great gift bag or some juicy silent auction or raffle prizes can definitely make sure people attend your event — and stay until the end. Make sure your events are known for handing out amazing swag!

And, of course, remember that in the end you want quality over quantity. Even if you have a smaller event than planned, if the guests who are there are your target audience, you’re better off than if you had a room full of people who aren’t invested or engaged in your mission. So rest assured that when the doors open and the first couple of guests arrive, your nightmare will not turn into a reality.