The Top 9 Items to Include on Your Event Website

1. Event dates

Importance of clear dates

One of the most critical pieces of information on your event website is the event dates. Clear and prominently displayed dates ensure that potential attendees can easily mark their calendars and plan their schedules accordingly. Without this information, you risk losing potential participants who might be interested but are unsure of when the event is taking place.

Providing clear dates also helps in setting expectations and creating a sense of urgency. When attendees know exactly when the event will occur, they are more likely to register early and make necessary arrangements. This is especially important for events that require travel or time off from work.

How to display dates prominently

To ensure that the event dates are easily noticeable, place them at the top of your homepage or in a dedicated section that stands out. Use a larger font size and a contrasting color to make the dates pop. Additionally, consider using a countdown timer to create excitement and remind visitors of the approaching event.

Another effective strategy is to include the dates in the header or footer of every page on your website. This way, no matter where a visitor navigates, they will always have the event dates in view. Consistency in displaying this information is key to ensuring it is not overlooked.

Examples of effective date displays

Effective date displays often combine visual appeal with clarity. For instance, using a bold, large font for the dates and placing them against a contrasting background can make them stand out. Some websites also use graphical elements like calendars or icons to draw attention to the dates.

Another example is incorporating the dates into a banner image at the top of the homepage. This not only makes the dates prominent but also integrates them into the overall design of the website. Interactive elements like countdown timers or animated graphics can also enhance the visibility and appeal of the event dates.

2. Venue and relevant addresses

Providing accurate location details

Accurate location details are essential for any event website. Providing the exact address, including street name, city, and postal code, ensures that attendees can easily find the venue. Additionally, including landmarks or nearby points of interest can help those unfamiliar with the area.

It's also beneficial to provide information on parking facilities, public transportation options, and any special instructions for entering the venue. This level of detail can significantly enhance the attendee experience and reduce any potential confusion or stress related to finding the location.

Embedding maps for easy access

Embedding interactive maps on your event website is a great way to help attendees locate the venue. Services like Google Maps allow you to embed a map directly onto your site, providing a visual representation of the location. This can be particularly useful for out-of-town attendees who may not be familiar with the area.

Interactive maps can also offer additional features such as directions, estimated travel times, and nearby amenities. By providing this information, you make it easier for attendees to plan their journey and ensure they arrive on time.

Tips for out-of-town attendees

For attendees traveling from out of town, providing additional information can be incredibly helpful. This might include recommendations for nearby hotels, restaurants, and attractions. Offering special rates or discounts for event attendees at local hotels can also be a nice touch.

Additionally, consider providing information on local transportation options, such as airport shuttles, taxis, or public transit routes. This can help out-of-town attendees navigate the area more easily and ensure they have a positive experience from start to finish.

3. Speakers and activities

Highlighting keynote speakers

Keynote speakers are often a major draw for event attendees, so it's important to highlight them prominently on your website. Include their names, titles, and a brief overview of their expertise and what they will be discussing. High-quality photos can also add a personal touch and make the speakers more relatable.

Consider creating a dedicated section for keynote speakers, complete with detailed bios and links to their social media profiles or personal websites. This not only showcases their credentials but also allows attendees to connect with them before and after the event.

Detailed activity schedule

A detailed activity schedule is crucial for helping attendees plan their time at the event. Break down the schedule by day and time, and include information on each session, workshop, or activity. Providing descriptions and objectives for each session can help attendees decide which ones are most relevant to their interests.

Make sure the schedule is easy to navigate and accessible from multiple sections of your website. Consider using a table or grid format to organize the information clearly. Additionally, offering downloadable versions of the schedule can be a convenient option for attendees who prefer to have a printed copy.

Speaker bios and photos

Including detailed bios and photos of all speakers can add a personal touch to your event website. Bios should highlight the speakers' professional backgrounds, areas of expertise, and any notable achievements. This information can help build credibility and generate excitement among potential attendees.

High-quality photos are also important, as they make the speakers more relatable and approachable. Consider using a consistent style for all photos to maintain a cohesive look across your website. Including links to speakers' social media profiles or personal websites can also encourage attendees to engage with them before and after the event.

4. Event schedule

Creating a comprehensive schedule

A comprehensive event schedule is essential for helping attendees plan their time effectively. Include all sessions, workshops, and activities, along with their respective times and locations. Providing detailed descriptions and objectives for each session can help attendees decide which ones to attend.

Organize the schedule in a clear and logical manner, using tables or grids to display the information. Make sure the schedule is easily accessible from multiple sections of your website, and consider offering downloadable versions for attendees who prefer to have a printed copy.

Interactive schedule features

Interactive schedule features can enhance the user experience and make it easier for attendees to plan their time. Consider incorporating features such as filters, search functions, and personalized schedules. These tools allow attendees to quickly find sessions that match their interests and create a customized itinerary.

Another useful feature is the ability to add sessions to a personal calendar or set reminders. This can help attendees stay organized and ensure they don't miss any important sessions. Interactive features can also encourage greater engagement with your event website.

Mobile-friendly schedule options

With many attendees accessing event information on their mobile devices, it's important to ensure your schedule is mobile-friendly. Use responsive design principles to create a schedule that looks great and functions well on all screen sizes. This can enhance the user experience and make it easier for attendees to access information on the go.

Consider offering a dedicated mobile app for your event, which can provide additional features such as push notifications, interactive maps, and real-time updates. A mobile-friendly schedule ensures that attendees have access to the information they need, no matter where they are.

5. Registration/attendance page

Simplifying the registration process

A streamlined registration process is crucial for maximizing attendance. Make sure the registration form is easy to find and simple to complete. Minimize the number of required fields and use clear, concise instructions to guide users through the process.

Consider offering multiple registration options, such as individual and group registrations, to accommodate different types of attendees. Providing a seamless and user-friendly registration experience can help increase the number of participants and reduce the likelihood of abandoned registrations.

Payment and confirmation details

Providing clear payment and confirmation details is essential for a smooth registration process. Offer multiple payment options, such as credit card, PayPal, and bank transfer, to accommodate different preferences. Make sure the payment process is secure and clearly communicate any fees or charges.

Once registration is complete, send a confirmation email with all relevant details, including a receipt, event dates, and any additional instructions. This helps reassure attendees that their registration was successful and provides them with important information they may need.

Handling special requests

Accommodating special requests can enhance the attendee experience and ensure that everyone feels welcome. Include a section on the registration form for attendees to specify any dietary restrictions, accessibility needs, or other special requirements.

Make sure to follow up on these requests and communicate any necessary arrangements to the attendees. Providing excellent customer service and addressing special requests can help create a positive and inclusive event experience for all participants.

6. Contact information

Providing multiple contact options

Offering multiple contact options ensures that attendees can easily reach out with any questions or concerns. Include an email address, phone number, and physical address on your contact page. Providing a contact form can also be a convenient option for users who prefer to submit their inquiries online.

Make sure to respond to inquiries promptly and provide helpful, accurate information. Excellent customer service can enhance the overall attendee experience and help build a positive reputation for your event.

FAQs and help sections

Including a comprehensive FAQs section on your event website can help address common questions and reduce the number of inquiries you receive. Organize the FAQs by category and provide clear, concise answers to each question.

Consider adding a help section with additional resources, such as guides, tutorials, and troubleshooting tips. This can provide attendees with the information they need to navigate your website and prepare for the event.

Live chat support

Offering live chat support can provide attendees with real-time assistance and enhance their overall experience. Live chat allows users to get immediate answers to their questions and resolve any issues quickly.

Make sure to staff the live chat with knowledgeable and friendly representatives who can provide accurate and helpful information. Live chat support can be a valuable addition to your event website and help ensure a positive experience for all attendees.

7. Social media links

Connecting attendees to social media

Including social media links on your event website can help attendees connect with your event and stay updated on the latest news and announcements. Provide links to your event's social media profiles, such as Facebook, Twitter, LinkedIn, and Instagram.

Encourage attendees to follow your profiles and engage with your content. Social media can be a powerful tool for building a community around your event and fostering connections among attendees.

Promoting event hashtags

Promoting event hashtags can help create a sense of community and encourage social media interaction. Choose a unique and memorable hashtag for your event and include it prominently on your website and promotional materials.

Encourage attendees to use the hashtag when posting about the event on social media. This can help generate buzz and increase visibility for your event. Monitoring the hashtag can also provide valuable insights into attendee experiences and feedback.

Encouraging social media interaction

Encouraging social media interaction can enhance the attendee experience and create a sense of community. Consider hosting social media contests, live Q&A sessions, or virtual networking events to engage attendees and encourage participation.

Share user-generated content, such as photos and testimonials, on your social media profiles to showcase the attendee experience. Engaging with attendees on social media can help build excitement and foster connections before, during, and after the event.

8. Mobile readiness

Optimizing for mobile devices

With many attendees accessing event information on their mobile devices, it's essential to optimize your website for mobile use. Ensure that your website is responsive and adapts to different screen sizes, providing a seamless experience on smartphones and tablets.

Consider simplifying the navigation and layout for mobile users, making it easy to find key information such as event dates, schedules, and registration forms. A mobile-optimized website can enhance the user experience and ensure that attendees have access to the information they need, no matter where they are.

Responsive design best practices

Implementing responsive design best practices can help create a mobile-friendly event website. Use flexible grid layouts, scalable images, and media queries to ensure your website adapts to different screen sizes and orientations.

Test your website on various devices and browsers to ensure it functions well across all platforms. Pay attention to load times and performance, as slow-loading pages can frustrate users and lead to higher bounce rates. A well-designed, responsive website can enhance the user experience and ensure that attendees can easily access event information on any device.

Testing across different devices

Testing your event website across different devices is crucial for ensuring a consistent and seamless user experience. Use tools like browser emulators and device testing platforms to check how your website performs on various smartphones, tablets, and desktop computers.

Pay attention to factors such as load times, navigation, and readability. Make any necessary adjustments to ensure that your website looks and functions well on all devices. Regular testing and optimization can help create a positive user experience and ensure that attendees can access event information easily, no matter what device they are using.

9. Additional resources

Providing downloadable materials

Offering downloadable materials can enhance the attendee experience and provide valuable resources for event preparation. Consider providing documents such as abstracts, handouts, and posters online, making them easily accessible before and after the event.

Encourage speakers to submit their materials by set deadlines to ensure timely availability. Providing downloadable resources can help attendees make informed decisions about which sessions to attend and enhance their overall event experience.

Offering virtual tours or previews

Offering virtual tours or previews can give attendees a sneak peek of the event and help them get excited about attending. Consider creating virtual tours of the venue, showcasing key areas such as the main stage, breakout rooms, and exhibition halls.

Virtual previews of sessions, workshops, and activities can also provide valuable insights and help attendees plan their schedules. Providing these resources can enhance the attendee experience and generate excitement for the event.

Linking to related content

Linking to related content can provide attendees with additional information and resources to enhance their event experience. Consider including links to relevant articles, blog posts, and videos that provide insights into the event's topics and themes.

Providing access to archives of previous event proceedings can also be valuable for attendees who want to review past content. Linking to related content can help attendees prepare for the event and deepen their understanding of the topics being discussed.