Seven actions steps to take when setting up your event platform

Gisela Grerup
February 1, 2024
min read
Share this post

When creating an event, we understand that for our clients, their guests are the most important; therefore, they are also essential to us; their experience matters. And speaking from our background, managing a few hundred or thousand people's expectations can be challenging. So here are seven action steps you need to take to deliver an effortless event experience for your guests.

  1. App or a website? - Decide how your audience will interact with you before, during, and after the event. Sometimes, you need to give the participants options, and sometimes, you want to steer them in a specific direction. Thinking about this beforehand will make the experience for your guest more compelling.

  2. Making each event look unique by branding - Branding is essential. You'd like to ensure the event looks and feels tailored to specific occasions. You set the standard and the anticipations for the participants with a unique look that matches the event or the company's branding.

  1. Security and data - To know with certainty that your event is secure, that your data is protected and follows GDPR laws and regulations, and that you will be able to ensure that the participants have a safe environment, whether in an online environment or at a venue.
    You need to trust that the platforms you use are compliant and meet the industry standard for security as defined by the American Institute of Certified Public Accountants.
    We are SOC 2 certified and approved, so you can trust us to handle your data safely. Read more about SOC 2:

  2. Segmentation and dynamic participant field - Sometimes, you must create different segmentation depending on other values, e.g., different agendas, speakers' information, interactions during different times, chat options, and Q&As. You want to tailor information such as hotel and restaurant addresses and display room numbers or seating for dinner. Ask yourself, what kind of information and when I want to display it for the participant?

  3. Live control  & multiple screens  - Managing every aspect of the event during its live state, choosing what participants see on their devices at specific times, moderating incoming inputs, and knowing you have control make it easy to tailor the event. Connecting multiple screens with different views simultaneously makes collaborating easy for the whole team. And sometimes, you want the participants to move around yourself. If you have a set schedule with a poll question, you can make it easy for the participants to open their phones and get the poll questions immediately. Think about how you want the participants to move around in the platform and what information they and the team need during the event.

  4. Communication is a two-way street - To communicate with the participants is an excellent idea - and why not be able to do it on the same platform as they seek other event info?
  • Text messages- With this feature, you can send important updates, reminders, and announcements directly to your attendees' event profiles. Whether you need to notify attendees of last-minute schedule changes, provide directions to the event location, or simply thank them for attending, text messages are a quick and effective way to get your message across

  • Push notifications - allow you to send timely updates, reminders, and announcements directly to your attendees' mobile devices in real time. This feature is handy for notifying attendees about schedule changes, upcoming sessions, or special event promotions, and it's an effective way to grab their attention quickly.

  • Emails - You can easily create and send customized emails to your attendees before, during, and after your event. Whether you need to provide essential event details, share speaker bios, promote your sponsors, or follow up with attendees after the event, emails are a versatile and effective way to keep your audience informed and engaged.

  1. Interactions - Polls, questions, and other types of games and interaction during an event are a great way to keep the participant engaged throughout the event.

    A couple of unique features in Twebcast include:
  • QR response - Answer questions via the app by scanning different alternative QR codes (e.g., on quizzes, you can’t cheat and help each other out).
  • Matrices - You answer by placing a marker in a matrix. The result is displayed as an animated cluster with a weighted average.
  • Scale - Distribute 100% between two different options.
  • “Raise your hand” - With your mobile phone, you raise your hand to vote yes or no, just like an old Show of Hands, but with the difference that you get a real-time result linked to the Show of Hands. In addition, the people on stage will get a nice visual image of the answer - red and green screens glowing in the audience.
    For more information and other ideas, see our demo:

Sometimes, you need more advanced features to create the perfect experience. The answer is often the Twebcast game engine. Creating game setups according to your design is possible with the gamification engine. You can also choose to let them compete in teams. Only your imagination sets the limits.

Ready Set Start Creating!
If you have any questions on how we can help you, contact our sales teams, and they will sort it out!

Share this post
Security and data
Live control
Gisela Grerup

Use Twebcast to enhance your next event

Send in your contact and we will get you started with your first event