Organizer Tip: 7 Ways to Reel in the Early Birds to Start Your Event on Time

Unless you own a movie theater or run guided tours of the sunrise, starting an event on time can be an issue not to be taken lightly.

time

So how do you get attendees to arrive on time, if not early, for the event to go according to plan? We’ve come up with seven suggestions worth a shot.

1. Send an event reminder email. Peatix has an automated reminder email system with the email sent the day before the event. However, if you’d like to add a personalized touch, you could tailor a reminder email through the Peatix attendee messaging system. Messages could even be filtered by attendee “ticket type” or “payment status”.

Email

2. Announce an agenda. You can easily update the Peatix event page via the “edit” tab in the dashboard with an agenda for the evening so people know about the good stuff they’re missing out on should they arrive late. Once you update the page, you’ll also be prompted to notify attendees to ensure that everyone gets the memo.

Agenda

3. Establish a cut-off time. Sounds brutal but this is done at theatres and concerts simply because latecomers are very distracting to arrived attendees. Not to mention it can be pretty rude to the speakers/performers/organizers. But, of course, be flexible as organizers and accommodating to special circumstances.

no entry

4. Give freebies to the first (insert number) of attendees. Trust us, this works. We had people arriving on time and even early for our Launch Party in July where we gave away limited edition Peatix shirts! Simply plop your logo on a nifty gift and *ta-dah* you get prompt attendees plus free marketing for your brand (depending on how awesome your gift is) when attendees take pictures of it and post it on Instagram or Facebook or what have you these days.

free stuff

5. Start with dinner then proceed to the main act of the night. This way, even if some do arrive late they will still be able to experience the bulk of the performance/talk. If punctuality for dinner is also important, look into enticing guests with top-notch hors d’oeuvres that go beyond brie cheese and puff pastries.

food


6. Partner with Uber to sponsor rides. Just as how we partnered with Uber for session two of Backstage Pass, you could consider doing the same. Getting chauffeured to and from the event venue—now that’s the life. More importantly, it could help your attendees arrive on time in comfort with little room for excuse. Do your attendees a favor and connect with Uber.

Uber

7. Organize an interesting event. Seems like a no-brainer, but really it’s a far cry between knowing and doing. If an event is interesting, people will naturally want to turn up and be on time. Of course, not all of us have the budget to invite Supermodel Naomi Campbell to grace our events but… you get the picture. Content is key!

Interesting

Image credit: Meg Worden, Kiplinger, Tuscany Arts, Uber, Tiffany Kenyon