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How to Create Personalized Experiences for Your Attendees

As meetings and events continue to change, how do we ensure that our attendees get the best experience possible no matter the circumstance? Creating personalized experiences does not mean just having the usual name tags and swag bags. Instead, putting in the extra effort in other areas of meeting planning will go a long way in attendees’ eyes.

Why is Personalization at Your Meeting Important?

The aspect of personalization in meetings and events can be noted as one of the major 2022 industry trends. Without a doubt, consumers are being smart with how they spend their money by making sure that what they are investing in will bring them value. This is why personalization at your meeting is important.

Personalization the act or process of tailoring something to meet an individual’s specifications, needs, or preferences. (

How to Personalize Your Upcoming Meeting

Tailored Emails

Tailoring your meeting emails to specific attendees can encourage engagement and increase sales. According to Instapage, “82% of marketers have reported an increase in open rates through email personalization” (2019). This applies to all phases: pre-meeting, during the meeting, and post-meeting emails.

Here are a few different ways you can tailor an email to your attendee:

  • Subject Line Personalizing a subject line can be more than just adding their name. You can tailor your subject line to suit their interests, what they registered for, location, etc.

  • Behavior Triggered A behavior-triggered email is an automated reaction to how someone is interacting with your registration page. For example, if your potential attendee started registering, but did not complete the process. They would receive an automated email reminding them to complete it.

  • Registration Questions AnsweredDuring the registration process, provide questions attendees can answer that can help personalize the email that is sent to them. These questions can be about the meeting or opinion questions about any topic. Above all, ask the right questions to receive the information you need to create the best-personalized experience.

Name Badges

Name badges are already common in the meeting planning process. It is a vital part of helping your attendees feel comfortable to network with others. On the name badge, including your attendee’s name and the company they are a part of is pretty standard. Still, there are many other ways to make it more personalized and fun.

  • Social Media Handles

  • Fun Facts

  • Favorite ______ (i.e., Movie, Food, Color, etc.)

  • QR Codes

  • Color Coding

Moving forward, do not limit yourself to the “Hello, My Name Is…” badge anymore. Think outside the box -and be sure your badge design is still easy to read. As a result, it will be a memorable aspect for your attendees and an ice-breaking tool to connect with others.

Virtual and In-Person Options

Hybrid meetings, meetings occurring virtually and in person, are becoming a big trend due to the many benefits that come with it. Providing both options creates an opportunity for your attendee to choose which they prefer. Therefore, adding to the customization of their meeting or event experience. Learn more about what goes into a successful hybrid meeting.

Customized Schedules

If your meeting agenda allows, let your attendees customize their schedules. This option can make a more personalized experience. Each individual creates their path on how the experience will be for them. For example, having different breakout sessions available, activities to participate in, specific networking groups, etc.

Non-Traditional Venues

Now, let’s talk about non-traditional venues. Hosting your meeting at a non-traditional venue can help personalize the attendee experience. What’s the difference between a traditional and non-traditional venue?

  • Traditional Venue – An event space whose full purpose is for hosting meetings and events, such as a ballroom.

  • Non-Traditional Venue – A space that wasn’t initially intended for meetings, events, tradeshows, etc. For example, rooftops, art galleries, museums, breweries, and so on are all potential non-traditional venue options.

Hosting your meeting or event in a non-traditional setting is a fun, creative way to make a unique experience for your attendees.

Remember, creating personalized experiences for your attendees is a vital aspect of meeting planning going into 2022 and beyond. Get creative with putting in the extra effort in other areas of the planning process to make your attendees feel noticed and special. There is a wide range of opportunities to include more personalization in your meetings and events.

Here’s to your next memorable and successful event!


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