Event professionals are asked to do more with every show. They need better data, safer environments and more memorable experiences – often all at once. A recent IAEE Emerging Leaders Insight Hour on creative event design brought industry professionals together to swap lessons learned about session evaluations, health and safety, and staff travel. Here, we dive into four strategies that resonated with the group.
Make the Ask Out Loud
Passive QR codes cannot do the heavy lifting, so one organizer tested chair-back codes, end-of-presentation slides and paper handouts over three years. The strongest digital results came when the speaker pointed to the final slide and asked the room to respond.
- Prompt verbally. Have speakers remind attendees to scan before they leave the room.
- Time your nudges. An app notification right after a session ends can capture quick responses.
- Personalize post-session emails. They work for basic feedback, though engagement fades over multi-day events.
Paper handouts earned the highest engagement thanks to face-to-face interaction, but sustainability goals are pushing events toward digital. The lesson is that the human touch still matters, even when the survey doesn’t live on paper.
Reward Feedback and Get Creative
Survey fatigue and notification overload are real risks, especially when exhibitors already purchase push notification slots. Reserve alerts for high-priority messages and give attendees a reason to respond instead.
- Offer incentives. Gift card drawings with more entries for each session completed is one tactic for keeping people engaged.
- Tie surveys to value. Certification credit or unlocked session slides turn feedback into a trade, not a chore.
- Go analog. Try thread-and-nail wall displays, button stations that count selections, temp staff gathering verbal feedback at the door, or private recording booths for richer comments.
Creative formats can feel like a break from screens and they often deliver insights that the typical feedback channels may not.
Share the Escalation Plan Before You Need It
At one event, a speaker arrived visibly intoxicated and finished half his presentation before an attendee reported it. The content team didn’t know the correct chain of escalation (content to operations to security) because no one had ever shared it with them.
- Hold two-tiered briefings. Brief department leads and all staff separately so that everyone understands the escalation chain beyond basic fire evacuation.
- Set accountability policies. Buddy systems, two-by-two walking rules and regular check-ins protect staff, especially during late-night and early-morning hours.
- Make safety information visible. Put AED locations, nearby hospitals and emergency contacts in the event app and on signage, and walk through every venue, including host hotels.
Add CPR and first aid certification, radio protocols, morning briefings and post-event debriefs, and your team is ready for more than the basics.
Let Your Team (and Attendees) Experience the City
Planners and staff often travel to exciting destinations without ever leaving the convention center. Building the host city into the experience pays off for everyone.
- Plan for exploration. Schedule pre-event team meetups, include local welcome gifts and create off-site networking moments.
- Program beyond the venue. One young professionals’ conference used bike bars, downtown scavenger hunts with embedded education and a chocolate tour. The result was lasting memories and even some FOMO among senior executives.
- Do the homework. Thorough site visits that include the surrounding city reveal logistical realities and programming ideas, and local destination management companies can recommend authentic experiences.
One participant extends her stays with PTO to explore the city after conferences, and she says it has deepened her relationships with speakers. Asking speakers, exhibitors and locals for recommendations is a simple way to start those conversations.
Design With Intention
Whether you’re collecting feedback, protecting your team or showcasing a destination, the common thread is intention. The organizers making the biggest strides communicate clearly, plan ahead and look for creative ways to make every touchpoint count.
