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WHO IS ACTUALLYATTENDING YOUR
EVENTS
“Building Databases”
Jordan Hallawell - Brock BUSUSteve Kosh - Mohawk MSA
PROCES FOR TRACKING
Step 1 Step 2 Step 3 Step 4
Host the event Track your attendees and their contact info
Organize your data using software or programs
Target message those attendees for next similar event
WHY ATTENDANCE LISTS ARE IMPORTANT
2
3
4
Why is attendance important?1
Tracking at Frosh
Other low cost tracking options
Tracking throughout the year
WHY TRACK WHO WAS THERE?
• Costs 5 times as much to find a new “customer” than it does to keep one!
• Retain• Repeat• Referral
Eventually, you will run out of “customers” if you don’t!
WHY IS ATTENDANCE IMPORTANT?
• Bottom line – it can only increase your attendance!
• Who else tracks attendance w contact info?
WHY IS ATTENDANCE IMPORTANT?
• Feedback – ask them what they thought and how we can improve!
• Why do we track?• As good as our programmers are, no one
knows what students want better than our students
FROSH TRACKING
VIB Program
• Funds ALL programming throughout the year
• Sold primarily online and at Smart Start during the summer
• Tracking component introduced 2 years ago
FROSH TRACKING
VIB – The Sign Up
• EventBrite “event” used to facilitate the online Sales
• Included online payment processing for a small fee
• Allowed us to input offline sales and create discount codes
FROSH TRACKING
VIB – The Form
• In addition to name, phone number and email, this is what we collected
• This is the foundation of our student database
FROSH TRACKING
What do we do with this?
• Once sales are completed, all entries are exported to a custom database on our website, and Mail Chimp
• This powers our check in system
FROSH TRACKING
What do we do with this?
• At every event, we have two laptops and scanners to check people in
• Ensures only legitimate card holders get in
• Successful check-ins are stored in a database
FROSH TRACKING
2014
450 purchasers
2015
solidabs@yahoo
COCAisawesome@gmail Ilikeyoursmile@gmail
killereyes@hotmail
muscleman@yahoo
batgirl@yahoomelikeyou@yahoo
superawesome@hotmail
socialguy@yahoo
450 new contacts
FROSH TRACKING
Online Registration Results
Digital Doorman / Software
Bar ScanningConcertsPub NightsSpecial Events
Digital Doorman / Software
Bar ScanningConcertsPub NightsSpecial Events
Digital Doorman / Software
Database Info Search and Build
EVENT BRITE / Software
The basics
• Event Brite is free to use for free events
• Very user friendly
• Easily operate check-ins through mobile phone apps
Simple Tracking
Simple tracking - Twitter
Follow & Follow back
Simple Tracking
Simple tracking - Texting
Simple Tracking
Simple tracking – Email Sign up
Simple Tracking
Simple tracking – Email Lists
BLANK