Free up your marketing team at your client event

Activo handles registration, participant communications and check-in for your client event. Invitations, the event website, e-tickets and badges reflect your branding. This gives your marketing team more time for the programme, the brand experience and conversations with clients and partners.

At a client day or product launch, you want the whole experience to feel right. A personal invitation sparks interest, registration is straightforward and participants feel welcome when they arrive. Your team defines the message and the look and feel; Activo takes care of setting up and running the registration process.

Make every point of contact reflect your brand

Brand recognition goes beyond a logo. The tone of the invitation, the questions on the form and the arrival information all play a part. We apply your brand guidelines and event theme to the materials participants use:

• The invitation explains why the event is relevant to the person receiving it.
• The event website presents the programme and offers a short, clear registration process.
• The confirmation and e-ticket provide the practical information participants need.
• The badge follows the visual style and makes the name and organisation easy to read.

We make sure these elements work together. Your marketing team does not have to build forms or email templates and reviews the result before publication and sending.

Explore invitations and reminders in your branding

Keep invitations personal and registrations in one place

Existing clients, prospects and partners may each have different reasons for attending. Activo sets up communications for each group, using one central registration system. We link contacts to the responsible account manager and set up the reports and access your team needs.

Suppose you are organising a client day with product demonstrations. Existing clients receive an invitation on behalf of their account manager. Prospects receive more information about what they can discover. Both groups register through the same event website, with questions and choices relevant to them. Marketing monitors the overall response; account managers see which of their contacts are attending and who they would like to approach personally.

Give your team clear opportunities to review

At the start, you supply your brand guidelines, campaign images, programme information and invitation list. With your dedicated project manager, you define the participant groups, sending schedule and services Activo will provide. You also decide who in your organisation approves the copy and designs.

During a trial run, we review the complete registration process, including the confirmation and e-ticket. You can assess how everything fits together and how it reads on mobile. If a campaign image or text changes later, we update the relevant materials and check what participants will see.

Make time for conversations on the day

Activo provides on-site support for check-in, badge distribution and participant enquiries. You choose which tasks we take on and which your own welcome team handles. Staffing, equipment and responsibilities are set out in the proposal.

The welcome team can look up a participant who has forgotten their e-ticket and help correct a name on a badge. It is also clear who can authorise admission for an additional participant. Your marketing team does not have to return to the desk for every question, leaving more time to welcome clients, introduce people and have conversations.

Read more about support at check-in

Use attendance information for relevant follow-up

During the event, recorded check-ins are visible live. The participant groups and account manager links set up beforehand give you a useful view of attendance. Afterwards, this overview provides a starting point for relevant follow-up.

Thank participants for attending and share the presentation you promised, for example. You can follow up separately with contacts who registered but did not check in. Let account managers use their own conversation notes to make the next step personal. This keeps follow-up relevant to the contact made during the day.

Frequently asked questions about your client event