Helpful information for event managers.
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In the dynamic world of event marketing, Key Performance Indicators (KPIs) are essential for measuring the success and efficiency of events. By understanding benchmarks, event managers can refine their strategies, improve audience targeting, and use resources more efficiently.
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KPIs provide valuable insights into the performance of various aspects of an event and enable data-driven decision-making. Here are two examples that illustrate the importance of KPIs:
Registration rate: Knowing the registration rate allows for the calculation of the target audience size needed to achieve the desired number of participants. For example, if you expect 200 participants and the registration rate is 50%, the target audience should include at least 400 people.
No-Show rate: The no-show rate helps with precise resource planning, such as catering, and can prevent unnecessary expenses. A no-show rate of 20% means that out of 100 registered attendees, only 80 will actually show up.
For a detailed explanation of the essential KPIs and their calculation in event marketing, you can check out our blog post Event marketing: These are the most important KPIs. Key metrics include:
To determine benchmarks, business events are divided into three main categories:
Internal Events: These are exclusively for employees of a company. They form their own category because the quality of contact data is generally very high, and such events often have a mandatory character. This makes them significantly different from external events in planning and execution.
Free Events: For free events, participants do not have to pay a fee. Invitations are usually sent to a clearly defined external target audience, such as a company’s customers. These events benefit from a low entry barrier, often leading to higher willingness to participate.
Paid Events: These differ fundamentally from the other categories because participants must pay to attend. This requires a targeted and differentiated approach to both content and promotion to clearly communicate the value and convince the target audience.
The open rate shows how many recipients actually open the event invitations. The benchmarks for this are:
A good open rate primarily depends on the quality of contact data and the deliverability of event invitations. There are various measures to achieve a high open rate. You can find useful tips in our blog post on tips for achieving high delivery and open rates for event invitations.
The registration rate shows how many of the contacts reached actually register for the event. Average benchmarks are:
As mentioned earlier, internal events have a mandatory nature and high-quality contact data. Paid events have a cost barrier, resulting in lower registration rate benchmarks. Learn how to increase the number of event registrations in this blog post.
The response rate includes all reactions to an invitation, including cancellations. Average benchmarks are:
The response rate for internal events is high for the reasons mentioned. For free events, comparing the registration and response rates suggests that about 5% of contacts actively cancel. For paid events, cancellation is less common.
The no-show rate indicates how many registered guests do not show up. The benchmarks for this are:
Paid events tend to have the lowest no-show rate because participants feel more committed after purchasing a ticket. For free events with an external target audience, the commitment is usually lower, leading to a higher no-show rate. Learn why charging a participation fee for your business event can be beneficial in this blog post.
The benchmarks mentioned are based on the analysis of events conducted through the Oniva event platform. The Oniva event management software offers comprehensive options for improving event marketing through solid event data.
In practice, KPIs are not always fully verifiable. For example, if an event is promoted through multiple channels, the registration rate may deviate from the benchmarks.
Understanding and analysing KPIs in event marketing is crucial for maximising the success of events. Knowing the benchmarks allows event managers to refine their strategies, improve audience targeting, and use resources more efficiently. Use these benchmarks as a guide to optimise your event marketing activities and achieve your goals.
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