From job interviews and blind dates to simply trying to decide what new movie to watch or cereal to purchase, first impressions are everything. Live events are no different. First impressions are a reflection of your brand and are the first stage of an attendee’s experience at the event. Imagine participants being greeted by a vibrant, welcoming atmosphere that instantly sets the mood for an unforgettable experience. Every detail counts, from eye-catching entryway decor to how long they wait in the registration line. By curating memorable touches, you can turn first impressions into lasting, positive experiences that attendees will cherish long after they’ve returned home from your event. Below, we’ll explore ten ways to elevate the first impression your participants have at your next event and how to get attendees excited before the meeting even starts!
Be Welcoming
Human interaction plays a huge role in first impressions, sometimes, the best first impression is a simple greeting! A warm and friendly greeting lets your guests know they’ve arrived at the right place and can set the tone for their event experience. This is also an area where personal touches, like using attendees’ names (if possible), can make a big difference. Having guests fill out a disposable nametag or receive a preprinted one at their registration can help your team inject this important personal touch into all their interactions throughout the event!
Be Efficient
Long lines and confusing check-in processes can frustrate attendees before they even enter the event. Thankfully, this is an area where clever use of technology can work to your advantage by providing quick, efficient check-in methods to streamline the pre-event wait. Consider using QR codes on your tabletop sign, floor decal, or banners to expedite the check-in process or keep your guests entertained with things like event schedules, sponsor information, or activity sign-ups while they wait. Be sure to check out our blog about utilizing QR codes for some unique and creative ways to incorporate this tech into your signage. Don’t forget to check any planning software you use, as most mobile event apps offer virtual registrations that can help your attendees skip the line and get right into the action.
Be Inviting
Signage also plays a pivotal role in creating a memorable first impression, as they are often the first thing attendees see when they arrive on-site. Aside from communicating important event info, thanking sponsors, or leading the way through a complex venue, event graphics encapsulate both the theme and the mood of your event and are a big part of an individual’s first impression of your event.
So use graphics to your advantage! The entrance to your event should be eye-catching and inviting and signage should start as far out as you can manage. Sidewalk signage like A-frames or decals can help guide guests safely to the venue, and this peace of mind before they even arrive can make for a great first impression. Once they’ve arrived, utilize your venue and make use of vibrant and creative signage that blends seamlessly with your architecture to create a memorable and immersive experience. Products like floor and wall decals can be used to dress up large walls or windows, wrap columns, or even decorate furniture to dazzle your guests upon entry. Don’t have any fun architecture to decorate? Bring your own! Graphics like inflatable archways let guests know loud and clear that they’ve arrived at the right place. Be sure to check out our blog Signage for Non-Traditional Venues for some ideas on how to give any space a makeover for the perfect first impression.
Be Giving
While swag bags are not necessarily a new concept for events, the contents of these welcome gifts can help make a great first impression and an even better overall event experience. Consider items that are practical for attendees or useful right out of the gate! Gifts like journals, drinkware, tech items like chargers or earbuds, and travel accessories are giveaways your attendees can use immediately at your event. Check out our Differentiating your Event With Content for some ideas on how you can pair your giveaways with scheduled meeting activities (like yoga mats for a group yoga session or noise-canceling headphones for your silent disco) for a truly thought-out gift that not only makes for a good first impression but a lasting one too!
Be Clean
While not necessarily a first impression, a clean, well-organized venue speaks volumes about not just your event but your brand as a whole. In particular, a clean venue is important in maintaining the great first impression you’ve worked so hard to cultivate. Nothing can take the wind out of an attendee’s sails quicker than feeling uncomfortable in the space they’re in. Work with your venue and your team to ensure all areas, including restrooms and common spaces, are spotless throughout the event. Consider branding your receptacles with decals or covers to help remind your staff to clean up as they go and keep your space clean and comfortable to make your guests feel at ease and ready to engage.
Be Direct
Clear, easy-to-read signage is crucial for first impressions and ensuring everyone is where they're supposed to be. Attendees should never feel lost or confused about where to go next. Use large, bold fonts and bright colors to make sure signs are visible from a distance. Using die-cut directional arrows or decals on your sidewalk or inside your venue can help seamlessly guide attendees without even a word! Using banners or QR codes, you can also create maps to place strategically around your venue. You can guide your attendees when they first arrive and throughout the event.
This concept extends beyond signage as well! Aside from greeting your attendees on entry, your team should be able to help guide guests and answer questions throughout the event. As such, having apparel that visibly designates your staff as part of the event team that is ready to assist provides a professional first impression to attendees and peace of mind for the duration of the event of knowing who to look for should they need assistance.
Be Informative
Just like your directionals, it’s important to ensure that all necessary information is easily accessible. This includes event schedules, maps, Wi-Fi passwords, and any other pertinent meeting details. We mentioned QR codes while waiting in line, but this information can also be distributed virtually before the event on your planning app or broadcast on your welcome signage. Using our SMARTsigns and sign stickers, you can use the same signage for multiple purposes or across multiple events and swap your messaging on the fly. Having an information booth or help desk where attendees can go if they have questions can promote the spread of information. Consider branding your registration table and help desk with table throws so they’re immediately recognizable to your attendees!
Be Virtual
While it’s important to start engaging with attendees as soon as they arrive, you can begin your networking efforts before your meeting even starts! Early engagement, like pre-event surveys or social media check-ins, can help set a positive tone for your whole event! Encourage attendees to share their expectations on whatever platform you use leading up to the event to help foster excitement and community, as well as engage with your attendees before the meeting begins. This is also a great time to get your sponsors involved. Consider doing sponsor spotlights in the weeks leading up to your event on social media to provide some extra value to your partners and help them make a great first impression on your attendees!
Be Refreshing
A little refreshment goes a long way. Providing water stations, coffee, or light snacks can keep attendees energized and happy. Food and beverage is a great area to pair with your giveaways as well! Imagine attendees being able to immediately make use of their gifted reusable bottle at the water stations you provided near registration - a practical gift and a great first impression! This is also a great spot to offer sponsor opportunities. Impress your guests with creative and outside-the-box wow-factor touches like fancy ice cubes or snack bars branded with your sponsor's logo! Your signage can add to your food and beverage atmosphere by adding flair to your theme. Clever signage ideas like coffee shop chalkboards or iconic carnival popcorn stand graphics can help you increase your immersion factor and get your guests excited about the rest of your event’s offerings!
Be Proactive
First impressions extend beyond the event itself. A follow-up email thanking attendees for their participation, along with highlights from the event, can reinforce the positive experience you worked hard to cultivate. More importantly, however, it provides an opportunity for feedback, helping you improve future events. Utilize your event app software, social media, and e-mail surveys to make your good impression last and gather information to help you make an even more stellar impression the next year!
Let’s Get Started!
Creating a great first impression at live events requires attention to detail, and by focusing on the attendee experience, you help ensure your event is memorable and successful from the first moment to the last. By welcoming attendees warmly, ensuring a smooth check-in, creating an inviting and memorable atmosphere, and engaging your attendees before they’re even on-site, you set the stage for a memorable event and an awesome first impression!
