{"id":4493,"date":"2017-07-07T17:39:03","date_gmt":"2017-07-07T21:39:03","guid":{"rendered":"http:\/\/www.eventmobi.com\/en\/blog\/?p=5805"},"modified":"2025-08-13T10:38:42","modified_gmt":"2025-08-13T14:38:42","slug":"uncovering-event-participant-preferences","status":"publish","type":"post","link":"https:\/\/www.eventmobi.com\/blog\/uncovering-event-participant-preferences\/","title":{"rendered":"5 Strategies to Uncover Event Participant Preferences"},"content":{"rendered":"<p>Designing a meeting or event that &#8220;hits the mark&#8221; is never a matter of chance. It&#8217;s a matter of design. To ensure participant satisfaction, every aspect of an event should be customized including content, catering, themes, decor, music, and entertainment. Uncovering event participant preferences is an important part of the event design but it is often neglected. Often, this year\u2019s design is based on what has been done in the past.<\/p>\n<p><!--more-->Keeping abreast of trends, discovering \u201cwhat\u2019s hot\u201d, and <a href=\"https:\/\/www.eventmobi.com\/blog\/6-surefire-strategies-for-engaging-younger-conference-event-participants\/\">monitoring demographic data<\/a> will only take you so far. To identify the preferences of participants and the target market for specific events, it&#8217;s important to ask rather than assume you\u00a0know what people want. <\/p>\n<p><a href=\"\/wp-content\/uploads\/2017\/07\/Screenshot-2017-07-07-14.48.02-copy.jpg\"><img decoding=\"async\" class=\"alignleft wp-image-5816 size-medium\" src=\"\/wp-content\/uploads\/2017\/07\/Screenshot-2017-07-07-14.48.02-copy-300x225.jpg\" alt=\"event_participant_preferences_5_strategies\" width=\"300\" height=\"225\" \/><\/a>Unfortunately, many agendas and catering menus are \u201ccarved in stone\u201d months before a meeting or event, resulting in missed opportunities for customization.<\/p>\n<h3><strong>5 Methods for Collecting Information from participants<\/strong><\/h3>\n<p>There are a number of tried and true methods for pinpointing the preferences of a specific group. They have proven effective in marketing research yet these approaches are under-utilized in event planning:<\/p>\n<h4>1.<strong> Focus Groups<\/strong><\/h4>\n<p>A guided discussion with participants from a specific demographic or target market. Focus groups are often used to collect qualitative data for designing marketing campaigns or product launches.<\/p>\n<p>With Skype, GotoMeeting and other online tools, it\u2019s easier than ever to assemble participants together for a focus group. Today, people can participate from the comfort of their homes.<\/p>\n<p style=\"padding-left: 30px;\"><strong>Quick Tips for Using Focus Groups:<\/strong><\/p>\n<ul class=\"checklist\">\n<li>Prepare an interview guide with the areas you want to cover.<\/li>\n<li>Ideally, focus groups should be recorded (i.e. video for in-person, audio or video for on-line).<\/li>\n<li>For face-to-face focus groups conducted, have a separate facilitator and transcriber.<\/li>\n<li>Allocate ample time to explore all areas in-depth.<\/li>\n<li>Keep them relaxed and informal.<\/li>\n<li>Go with the flow. Remember the goal is to find out what participants think, feel and expect.<\/li>\n<li>Explore areas and topics raised by participants.<\/li>\n<\/ul>\n<h4><b><br \/>\n<\/b>2.<b> Email Surveys<\/b><\/h4>\n<p><span style=\"font-weight: 400;\">A short and targeted survey with a few questions can quickly uncover event participant preferences.<\/span><\/p>\n<p style=\"padding-left: 30px;\"><strong>Quick Tips for Using Email Surveys:<\/strong><\/p>\n<ul class=\"checklist\">\n<li style=\"padding-left: 30px;\"><span style=\"font-weight: 400;\">Remember, most people are inundated with emails. <\/span><\/li>\n<li style=\"padding-left: 30px;\"><span style=\"font-weight: 400;\">Keep email surveys short by focusing on no more than 6 areas.<\/span><\/li>\n<li style=\"padding-left: 30px;\"><span style=\"font-weight: 400;\">Use 1 question per area.<\/span><\/li>\n<li style=\"padding-left: 30px;\"><span style=\"font-weight: 400;\">Use multiple choice questions<\/span><\/li>\n<li style=\"padding-left: 30px;\"><span style=\"font-weight: 400;\">Leave ample space for surveys.<\/span><\/li>\n<\/ul>\n<h4><strong><br \/>\n<\/strong>3.\u00a0<b>Event App Surveys<\/b><\/h4>\n<p><span style=\"font-weight: 400;\">With current levels of email overload, surveys sent via apps in a timely way can often get through to your desired respondents with much more ease than emails.<\/span><\/p>\n<p style=\"padding-left: 30px;\"><b>Tips for Using App Surveys: <\/b><\/p>\n<ul class=\"checklist\">\n<li style=\"padding-left: 30px;\"><span style=\"font-weight: 400;\">In addition to using the tips for email surveys, also consult <a href=\"https:\/\/www.eventmobi.com\/event-apps\/\">Best Practices for Gathering Feedback Using Event Apps<\/a><\/span><\/li>\n<\/ul>\n<h4><b><br \/>\n<\/b>4.<b> Participant Profiles<\/b><\/h4>\n<p><span style=\"font-weight: 400;\">A 1 or 2 page profile completed by event participants can be of great value in tweaking event content and approaches. Include them in registration forms for conferences and send them via email to corporate event participants.<\/span><\/p>\n<p style=\"padding-left: 30px;\"><b>Quick Tips for Using Participant Profiles:<\/b><\/p>\n<ul class=\"checklist\">\n<li style=\"padding-left: 30px;\"><span style=\"font-weight: 400;\">Collect information about the level of experience, issues and concerns of each participant.<\/span><\/li>\n<li style=\"padding-left: 30px;\"><span style=\"font-weight: 400;\">Ask about each participant about their level of knowledge for each area of content you are thinking of including. <\/span><\/li>\n<li style=\"padding-left: 30px;\"><span style=\"font-weight: 400;\">Include a learning styles checklist with 4 &#8211; 6 questions per style.<\/span><\/li>\n<li style=\"padding-left: 30px;\"><span style=\"font-weight: 400;\">Collect information about meal requirements.<\/span><\/li>\n<\/ul>\n<p>&nbsp;<\/p>\n<p><a href=\"\/wp-content\/uploads\/2017\/07\/29540546105_a2f2423d8b_z.jpg\"><img decoding=\"async\" class=\"alignright wp-image-5823 size-medium\" src=\"\/wp-content\/uploads\/2017\/07\/29540546105_a2f2423d8b_z-300x200.jpg\" alt=\"Photo credit: GDS, Creative Commons license: https:\/\/creativecommons.org\/licenses\/by\/2.0\/\" width=\"300\" height=\"200\" \/><\/a><\/p>\n<h4>5.\u00a0<b>Unconference Sessions<\/b><\/h4>\n<p><b><span style=\"font-weight: 400;\">Through this informal process at the beginning of a conference or meeting, participants have an opportunity to identify their pressing \u00a0concerns and shape the agenda. \u00a0The mail value they provide is ensuring that content addresses the burning concerns of participants. Sometimes these can\u2019t be anticipated. Think 9\/11, Hurricane Sandy, the volcano in Iceland, ANY natural disaster, a major election, or the laptop ban. Emerging issues will be on the top of the minds of most participants. <\/span>\u00a0<\/b><\/p>\n<p style=\"padding-left: 30px;\"><b>Quick Tips for Using Unconference Sessions:<\/b><\/p>\n<ul class=\"checklist\">\n<li style=\"padding-left: 30px;\"><span style=\"font-weight: 400;\">The quick tips for focus groups are also important for Unconference sessions.<\/span><\/li>\n<li style=\"padding-left: 30px;\"><span style=\"font-weight: 400;\">Begin as a whole group.<\/span><\/li>\n<li style=\"padding-left: 30px;\"><span style=\"font-weight: 400;\">Set the context. <\/span><\/li>\n<li style=\"padding-left: 30px;\"><span style=\"font-weight: 400;\">Split participants into groups with no more than 6 &#8211; 8 members.<\/span><\/li>\n<li style=\"padding-left: 30px;\"><span style=\"font-weight: 400;\">Re-assemble and give the groups an opportunity to report back.<\/span><\/li>\n<li style=\"padding-left: 30px;\"><span style=\"font-weight: 400;\">Identify topics of concern.<\/span><\/li>\n<li style=\"padding-left: 30px;\"><span style=\"font-weight: 400;\">Highlight those that are already covered on the agenda. <\/span><\/li>\n<li style=\"padding-left: 30px;\"><span style=\"font-weight: 400;\">Identify peer experts to make presentations or facilitate sessions focusing on the emerging topics.<\/span><\/li>\n<li style=\"padding-left: 30px;\"><span style=\"font-weight: 400;\">More info in this <a href=\"https:\/\/www.youtube.com\/watch?v=0ybFVHLcFVc\">video<\/a>\u00a0&#8230;<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">Remember, uncovering participant preferences is only effective is you actually use the information. To ensure that you can use the information that you gather:<\/span><\/p>\n<ul class=\"checklist\">\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Avoid a packed agenda.<\/span><\/li>\n<li style=\"font-weight: 400;\"><b>Always <\/b><span style=\"font-weight: 400;\">build some margin or \u201cwhite space\u201d into event agendas to provide an envelope of time for enriching content.<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Be transparent and let participants know how their input has shaped the content and approach.<\/span><\/li>\n<\/ul>\n<p>&nbsp;<\/p>\n<h4><b>Suggested Questions for Uncovering Event Participant Preferences<\/b><\/h4>\n<p><span style=\"font-weight: 400;\">Some of the participant preferences that it is important for event and meeting planners to \u00a0uncover include: <\/span><\/p>\n<ul class=\"checklist circle-icon\">\n<li><b>Burning questions and issues.<\/b><\/li>\n<\/ul>\n<p style=\"padding-left: 30px;\"><b>Find out:<\/b> <i><span style=\"font-weight: 400;\">What issues or topics you need to address for the conference or meeting to be perceived as delivering value by participants. <\/span><\/i><\/p>\n<ul class=\"checklist circle-icon\">\n<li><b>Preferred learning styles <\/b><\/li>\n<\/ul>\n<p style=\"padding-left: 30px;\"><span style=\"font-weight: 400;\">The methods that are used to deliver content are just as important as the content. Profiling the preferred learning styles of participants will help \u00a0you deliver content in a way that is easy for participants to understand and digest.<\/span><\/p>\n<ul class=\"checklist\">\n<li style=\"font-weight: 400;\"><b>Visual:<\/b><span style=\"font-weight: 400;\"> learns by viewing colourful visuals, graphics, and videos<\/span><\/li>\n<li style=\"font-weight: 400;\"><b>Auditory: <\/b><span style=\"font-weight: 400;\">values presentations and opportunities to listen to content<\/span><\/li>\n<li style=\"font-weight: 400;\"><b>Kinaesthetic:<\/b><span style=\"font-weight: 400;\"> needs to be actively engaged in learning through games, small group work, tactile stimulation<\/span><\/li>\n<li style=\"font-weight: 400;\"><b>Analytical:<\/b><span style=\"font-weight: 400;\"> speakers need to include facts, figures and statistics to build credibility<\/span><\/li>\n<li style=\"font-weight: 400;\"><b>Structured:<\/b><span style=\"font-weight: 400;\"> to follow content easily, presentations must have a traditional structure with a clear beginning, middle, end, and transitions<\/span><\/li>\n<\/ul>\n<p style=\"padding-left: 30px;\"><b>Find out: <\/b><i><span style=\"font-weight: 400;\">If learning games enhance or undermine the credibility of speakers. If participants get restless after sitting and listening to speakers for more than 15 minutes. If participants prefer traditional or creative delivery methods.<\/span><\/i><\/p>\n<p style=\"padding-left: 30px;\"><span style=\"font-weight: 400;\">You can get more information about Learning Styles here: <\/span><a href=\"http:\/\/www.thetrainingoasis.com\/spicerack.html#seasoning\"><b>Season to Taste: Catering to Diverse Learning Styles<\/b><\/a><\/p>\n<ul class=\"checklist circle-icon\">\n<li><b>Musical tastes.<\/b><\/li>\n<\/ul>\n<p style=\"padding-left: 30px;\"><span style=\"font-weight: 400;\">Music isn\u2019t just for breaks or entertainment. Pioneering research by \u00a0Bulgarian scientist <\/span><span style=\"font-weight: 400;\">Georgi Lozanov uncovered the fact that it can enhance learning. BUT, some participants find background music distracting. <\/span><\/p>\n<p style=\"padding-left: 30px;\"><b>Find out:<\/b> <i><span style=\"font-weight: 400;\">Which musical genres participants prefer (classical, jazz, \u00a0rock \u2018n roll, country and western, heavy metal, hip-hop, rap, electronic). If participants find background music enjoyable or distracting.<\/span><\/i><\/p>\n<ul class=\"checklist circle-icon\">\n<li><b>Preferred entertainment. <\/b><\/li>\n<\/ul>\n<p style=\"padding-left: 30px;\"><b>Find out: <\/b><i><span style=\"font-weight: 400;\">What type of entertainment and socials participants prefer (e.g. sporting events, dancing, dance performances, live bands, DJs, talent contests).<\/span><\/i><\/p>\n<ul class=\"checklist circle-icon\">\n<li style=\"font-weight: 400;\"><b>Catering requirements.<\/b><span style=\"font-weight: 400;\"> \u00a0<\/span><\/li>\n<\/ul>\n<p style=\"padding-left: 30px;\"><b>Find out: <\/b><i><span style=\"font-weight: 400;\">Provide a checklist and give participants the opportunity to identify allergies, food sensitivities (e.g. lactose-free, gluten-free), dietary restrictions (e.g. salt-free, low-carb), special meal requests (e.g. kosher, halal, vegetarian, vegan).<\/span><\/i><\/p>\n","protected":false},"excerpt":{"rendered":"<p>Designing a meeting or event that &#8220;hits the mark&#8221; is never a matter of chance. It&#8217;s a matter of design. To ensure participant satisfaction, every aspect of an event should&#8230;<\/p>\n","protected":false},"author":36,"featured_media":4619,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"content-type":"","_searchwp_excluded":"","inline_featured_image":false,"footnotes":"","_links_to":"","_links_to_target":""},"categories":[77],"tags":[],"filter":[],"class_list":["post-4493","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-event-marketing"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v26.4 (Yoast SEO v26.4) - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>5 Strategies to Uncover Event Participant Preferences<\/title>\n<meta name=\"description\" content=\"Knowing event participant preferences helps ensure an incredible event experience. 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