How to avoid no shows at free events?
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Photo by: Jon Curnow
The results of a discussion on how to ensure that people who RSVP‘d yes at your free event do actually turn up.
The intrinsic value of free events
I love free events. What I love even more is free events with free drinks. It seems like I am not the only one. It is getting ridiculously awkward to actually pay to get in.
If you did your homework chances are that you can cover expenses and make a profit just relying on sponsors.
Last week I attended a Trade Show, a Meetup, a Twestival and a Barcamp.
In all of those I got free food and drinks, gadgets and I did the best networking ever.
The next time someone shows up and tells you you need to pay 1000£/$/€ to attend a conference or a networking event, bear in mind you are actually paying for the steering wheel of organizer’s SUV.
One problem
Now, from the organizer perspective, getting sponsors may be relatively easy if you have a good target audience. But making sure the audience actually attends the day of the event, that’s a whole different ballgame.
I noticed at one of the above events that 40+ attendees did not show up. That’s a pity because they excluded at least the same number of people, who eventually got together for a parallel event.
My problem
I’ll be soon organizing a free event. Don’t be curious. It will be on the barcamp concept, which we love so much, but I cannot disclose more than that.
The problem is we got space for 60 people and much bigger forecast demand. We want to make sure that those who RSVP Yes actually turn up.
On a first come basis
It doesn’t work, as simple as that. That’s what was used at the above event and the results were upsetting.
A twitter conversation
I decided to ask my supercool twitter pals about it and here’s the conversation
Conclusions
Although I originally thought that money was not an option, I am sure that everybody will be happy to donate to charity.
At this stage this is by far the most accepted alternative. Returning the money could be a bit of an issue. Collecting the money online requires payment of fees and so forth, so in my opinion a straight donation policy with no returning option may work better in terms of planning.
A must is to have a symbolic contribution ranging from 8£ to 10£ sounds good to me (convert if you are not sure). Charging more than that brings SUV thoughts to my mind.
What’s your opinion?
The issue is not closed at all. Do you have an engaging way to enusre attendance? Do we need to use money?
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Good summary. Post-purchase rationlisation or something else?
Of the people I know that didn’t show to said event the fact it was free made them register “on the off chance” they weren’t doing anything else. Perhaps better messaging during the reg process would have put some of them off?
@Colin Bruce -
I agree. One of the other options was to actually question people with a screening questionnaire on their motivation. Although selecting who’s coming and who’s not it’s not my cup of tea (or should I say coffee).
But you definitely give a great tip which is to be clear with communication at registration
If the event is part of a series of recurring events, a no-show after registration means they are placed on the standby list for the next event, and registered only if there is space left on the last day. And/or, also in order to increase loyalty, people who showed up have a priority for registering to your next event.
Use threats: if they don’t show up, leave their email address on a forum for more spam. Just joking here…:)
We just released the registration information for ecoCampLondon and I was about to threat people
We asked for a pledge and e communicated that clearly. We’ll see what happens!
Thanks
Julius