Maximizing Your Event’s Online Reach: How to Create a Successful Event Website

Sep 14, 2023 | Traveler’s Q

In today’s digital age, having a successful event website is essential for maximizing your event’s online reach. An event website serves as a centralized location for all information related to the event, from event details and registration to agenda and speaker bios. When designed and executed correctly, an event website can attract more attendees, increase engagement and participation, and ultimately lead to a more successful event. According to a recent study, 80% of event attendees consider the event website as a primary source of information for the event. Therefore, it is crucial to invest time and resources in creating a well-designed and informative event website that resonates with your target audience. In this article, we will explore the key elements and provide practical tips on how to create an effective event website that drives engagement and leads to a successful event.

Why Do You Need an Event Website?

An event website serves as a centralized platform for the promotion, registration, and communication of all event-related information to the attendees. The website enables event planners to reach a broader audience from different geographical locations, boosting their chances of success. Moreover, a website also facilitates the registration and ticketing process, allowing attendees to purchase tickets and register for the event online. This not only saves time and resources but also creates a hassle-free experience for attendees. Additionally, an event website also enables planners to track attendee registration, which helps in making informed decisions about logistics. Overall, the benefits of having an event website are numerous, including better promotion, streamlined registration, and ticketing process, improved communication and engagement with attendees, and decreased administrative costs.

Things Your Event Website Must Have

Event Name
One of the most critical aspects of any event website is the event name. It must be prominently displayed on the site, as well as throughout any promotional materials related to the event. The name should be catchy, easy to remember, and relevant to the theme of the event. The name must also be original and not infringe on any trademarks or copyrights. A strong event name can pique interest and draw in attendees, making it a key factor in the success of the event. Therefore, it’s essential to choose a name that reflects the overall vibe and feel of the event, while also being easily marketable and memorable.

Date and Location
When designing an event website, two crucial pieces of information that should be visible on the homepage are the date and location of the event. These details should be displayed prominently to ensure that visitors can easily find the most important information about the event. This is especially crucial if the event is taking place in a new location or if many attendees are traveling from out of town. A clear display of the date and location can also help create a sense of urgency and encourage visitors to register or purchase tickets right away. Including detailed information about the location, such as maps, directions, and nearby accommodation options, can also be extremely helpful for attendees. These pieces of information must be present on the event website to help potential attendees make informed decisions and maximize their overall experience.

Reasons To Attend
Your event website must have a clear and compelling “reasons to attend” section to engage potential attendees and convince them to register for your event. This section should highlight the unique benefits and value of attending, such as keynote speakers, networking opportunities, educational sessions, entertainment, and other features that set your event apart from others in your industry. Use concrete language and statistics to back up your claims, and consider incorporating testimonials or case studies from past attendees to further strengthen your message. Ultimately, your “reasons to attend” section should communicate the tangible and intangible benefits of attending that will help attendees achieve their personal and professional goals and leave them feeling satisfied and fulfilled.

Events Calendar
One key component that your event website must have is an events calendar. This allows users to easily see what events are coming up, filter by date or category, and even RSVP or purchase tickets directly from the website. Some additional features to consider for your events calendar include the ability to sync with popular calendars like Google Calendar, send automatic reminders to users for upcoming events, and offer a mobile-responsive design for on-the-go access. By incorporating an events calendar into your website, you can provide a seamless and user-friendly experience for attendees, ultimately leading to a more successful and engaging event.

Scheduled Speakers
A successful event website must have a dedicated section for scheduled speakers. This section should include comprehensive information about each speaker, such as their bio, professional achievements, and notable works. The information presented should also be visually appealing with high-quality images and videos of the speakers. Providing attendees with transparent and inspiring information about the speakers will not only contribute to the event’s credibility but also help attendees decide whether or not they want to attend. In addition, it is highly recommended to integrate social media links and other contact details of the speakers to allow for easy communication and networking possibilities. Ultimately, having a well-curated speaker section can be a powerful marketing tool for attracting potential attendees and boosting the overall success of the event.

List of Activities

A successful event website must contain a comprehensive list of activities that will be taking place during the event. It is crucial to provide visitors with detailed information about the schedule so that they can plan their attendance accordingly. This includes not only the dates and times of each activity but also any fees or registration requirements that apply. Additionally, it is important to provide descriptions of each activity, including what it entails, who it is intended for, and any prerequisites attendees need to meet. By doing so, visitors will be able to make informed decisions about which activities to participate in, increasing the likelihood of a successful event.

Notifications or Email Newsletter Signup
To create a successful event website, certain features must be included. One of these essential components is a notifications or email newsletter signup section. This feature allows event organizers to keep attendees up-to-date on any changes or important information related to the event. By sending out regular updates, attendees are more likely to engage with the event, and organizers can stay on top of logistical needs. Furthermore, adding a newsletter signup option can help build a community of interested individuals who are more likely to attend future events. Overall, a notifications or email newsletter signup feature is a vital element that event websites must have to keep attendees informed and engaged.

Register Now Buttons
One of the must-have features on any event website is a clear and prominent “Register Now” button. This button is critical because it serves as the main call to action for your potential attendees. A “Register Now” button should be easily accessible on the homepage and repeated throughout the website for maximum visibility. It’s also essential to keep the registration process itself streamlined and intuitive, requiring minimal clicks to complete. Providing multiple payment options, including a secure payment gateway, is also critical. By prioritizing ease of registration and secure payment processing, you can minimize barriers and maximize attendance for your event.

Social Media Sharing Buttons
A successful event website must have social media sharing buttons as an essential feature. This is because social media is an excellent platform for promoting events and reaching a broader audience. By incorporating social media sharing buttons such as Facebook, Twitter, LinkedIn, and Instagram on the event website, event organizers can easily share updates and information about the event with their network. Users can also share these updates with their online communities, creating exponential reach and increased visibility for the event. Additionally, social media sharing buttons can enhance the website’s credibility as visitors are more likely to trust and engage with content that has been shared by someone they know and trust. Overall, integrating social media sharing buttons is crucial for maximizing the impact of event websites and connecting with a massive online audience.

Mobile-Friendly Interface
To ensure the success of your event website, one must prioritize having a mobile-friendly interface. With the proliferation and popularity of smartphones, a website that can be easily navigated and accessed on various devices will ensure a wider reach and better user experience. In fact, according to a study, mobile devices now account for more than half of all global internet traffic. Additionally, Google’s algorithm now prioritizes mobile-responsive websites, and with more people than ever before accessing the Internet via mobile devices, ignoring the importance of a mobile-friendly website could lead to decreased traffic and engagement. It is crucial to invest in a website design that is fully optimized for mobile use, not only to ensure a successful event but also the longevity of your brand.

Floor Maps
One essential element that your event website must have is floor maps. Attendees need to navigate the venue easily and efficiently, and having an intuitive floor map can make a significant difference in their overall experience. It’s important to provide clear, legible maps that show the location of key features such as registration desks, restrooms, vendors, and event areas. Interactive or 3D maps can offer an even more immersive experience, allowing attendees to visualize their surroundings before they arrive and plan their itinerary accordingly. Additionally, including accessibility information, such as wheelchair-accessible routes and elevators, can make the event more accommodating for all attendees. Overall, providing comprehensive floor maps can ensure a positive experience for all attendees and contribute to the overall success of your event.

Video Content
To make your event website stand out and engage visitors, it must contain video content. Video is the most popular form of digital content today, and studies show that it increases engagement and retention rates significantly. Videos give visitors a glimpse of what they can expect at the event and help build excitement. Videos can range from promotional trailers, highlights from the last event, or recorded sessions from previous speakers. Make sure the video content is optimized for mobile and desktop viewing, and keep it short and sweet to keep visitors engaged. Integrating video content will give your event website an edge over the competition and help set the tone for a successful event.

Advertiser/Sponsor and Exhibitor Information
When building an event website, it is crucial to include all the necessary information that might be of interest to potential sponsors and exhibitors. Providing transparent, concise details about the sponsorship and exhibitor opportunities is a must. This should include information on the cost of packages and what benefits each tier offers. Additionally, your website should provide information about what is included in an exhibitor’s package, such as table location, giveaways, and any additional perks that come with exhibiting at the event. This kind of transparent information can make all the difference in securing sponsors and exhibitors for your event and will be much appreciated by those deciding to invest their time and resources in your event.

Site Analytics
Creating a successful event website requires careful attention to certain essential elements that must be in place. One crucial item that mustn’t be left out is site analytics. This feature is essential for measuring the success of your event website and will enable you to gain valuable insight into your site’s performance. By monitoring metrics such as website traffic, user behavior, and engagement, you can adjust your marketing strategies and promotional initiatives to enhance the overall experience for your attendees. A professional event website with site analytics will further enable you to make informed decisions and track your success metrics throughout the event lifecycle. With this valuable tool, you can continually improve your website and create an outstanding visitor experience.

Examples of Great Event Websites

When it comes to creating a successful event website, taking inspiration from some of the best event websites out there is always a good idea. Here are three examples of great event websites:

SXSW – The South by Southwest website is a shining example of a well-designed event website. It features clear navigation, visually appealing graphics, and an intuitive schedule that allows users to easily browse sessions and events by category, date, and time. Furthermore, the website offers easy-to-use registration and ticketing tools, and high-quality content and media that keep attendees engaged before, during, and after the event.

TED – TED events are renowned for bringing together the world’s most inspiring and forward-thinking speakers. Unsurprisingly, the TED website is equally as impactful. The design and layout place emphasis on the speakers and their stories with simple, yet elegant design elements that allow their voices to shine. Additionally, the website offers extensive resources, such as a searchable archive of all past talks and an easy-to-use event calendar, allowing users to explore the world of TED at their fingertips.

Apple WWDC – The Apple Worldwide Developers Conference (WWDC) is one of the most highly anticipated events of the year for developers, and their website does not disappoint. The WWDC website features a clean and sleek design, with bold typography and bright, clear imagery, showcasing the newest Apple technology. Functionality is key, with a simple yet comprehensive session schedule, news feeds, and developer resources, allowing attendees to fully immerse themselves in the event experience.

While many features go into making a great event website, it’s important to remember the basics. Make sure your event website includes the essentials outlined in this article and goes beyond those expectations to really wow your guests. Your website should be both interactive and informative so that attendees feel like they know what’s going on even before they enter the doors. With such an important asset for marketing your event, why not go the extra mile with one of Traveler’s Q’s creation services? Requesting a proposal from us allows you to craft a truly unique and unforgettable website for your special day or event. All that’s left is to finalize your plans with Traveler’s Q and watch your upcoming event become an instant success!