Event marketing automation saves time by handling repetitive tasks like attendee outreach, reminders, and follow-ups. Tools like Closely streamline these processes with AI-powered personalization, automated workflows, and multi-channel management across LinkedIn and email. This approach ensures timely, tailored communication, boosts engagement, and improves productivity.
Key highlights:
- AI Personalization: Messages tailored to attendees’ roles, interests, and behavior.
- Automated Follow-Ups: Pre-scheduled confirmations, reminders, and thank-you notes.
- Multi-Channel Management: Centralized outreach across LinkedIn, email, and more.
- Data-Driven Insights: Real-time tracking of engagement to refine strategies.
Closely simplifies event outreach while maintaining a personal touch, helping businesses focus on creating better event experiences.
Event marketing: Using event tech integrations for campaign success
Closely’s Event Features for Automation
Closely is reshaping event marketing by offering tools that make attendee engagement more efficient and personalized. By combining AI-driven customization, automated follow-ups, and multi-channel management, it reduces the need for manual effort while ensuring every interaction feels thoughtful. Here’s a closer look at how these features simplify event outreach.
AI-Powered Personalization
Closely’s AI engine goes beyond just adding a personal touch – it crafts messages that align with each attendee’s role, interests, and behavior. Instead of simply using a name, it analyzes job titles, company profiles, and engagement trends to create content that resonates with individual challenges and goals. It even supports AI-driven lookalike campaigns, showcasing live registrations to amplify social proof and urgency. This level of personalization can lead to conversion rates up to 12 times higher than traditional methods[1].
Automated Follow-Ups and Scheduling
Timing is everything in event communication, and Closely handles it seamlessly. From pre-event confirmations to post-event thank-you notes, the platform automates the entire schedule, ensuring messages reach attendees at the most effective times. By taking care of reminders, updates, and follow-ups, it keeps your audience engaged without requiring constant manual input.
Multi-Channel Outreach Management
Closely simplifies communication by integrating LinkedIn, email, and other platforms into one centralized dashboard. This lets you tailor messages for specific channels while maintaining a consistent strategy. The real-time performance tracking feature provides insights into engagement across all platforms, helping you refine your approach based on actual results. Plus, CRM integration ensures attendee information flows smoothly, keeping your team aligned and your outreach on target.
Step-by-Step Guide to Automating Attendee Outreach
Streamline your event outreach with just three steps, ensuring maximum engagement while minimizing manual effort.
Import and Segment Attendee Lists
Start by uploading your attendee data into Closely’s platform. You can do this using CSV files or through direct integrations with event management tools. Once uploaded, segment your attendees based on their engagement levels and preferences.
For example, you can create segments by registration status (confirmed vs. unconfirmed), professional traits (job titles, company size, industry), or geographic location to align with time zones. Tailor your messaging to fit each group: confirmed attendees might receive updates to build excitement, while unconfirmed ones could get messages emphasizing urgency. Executives often prefer concise, value-driven messages during work hours, while mid-level managers might respond better to detailed content about networking opportunities or learning benefits.
Closely’s system also enhances your data by automatically filling in missing details like email addresses and phone numbers. This means you can expand your reach without spending hours on manual research.
With your segments ready, you can now create targeted multi-channel campaigns.
Create and Personalize Outreach Campaigns
Crafting effective campaigns means tailoring your approach to the channel and audience. For LinkedIn, messages should strike a balance between being professional and personal. Emails, on the other hand, allow for more visual elements like event banners or speaker photos.
- LinkedIn Campaigns: Design a sequence with 3–4 touchpoints spread over two weeks leading up to the event. Start with a message acknowledging registration and building anticipation. Closely’s AI personalization engine can automatically pull profile details to make each message feel unique.
- Email Campaigns: Structure emails into a series, including a welcome email, reminders, and last-chance notices. Send the welcome email within 24 hours of registration, highlighting key event details and agenda highlights. Schedule reminders for 7 days, 3 days, and 1 day before the event, each focusing on something different like networking tips, speaker spotlights, or sneak peeks of exclusive content.
- Dynamic Messaging: Use dynamic content blocks to customize messages for different segments. For instance, VIP attendees might receive details about exclusive networking sessions, while general attendees could get broader event updates and community-building content.
Closely’s AI also analyzes engagement trends to recommend the best times to send messages, ensuring they land when recipients are most likely to engage.
Once your campaigns are ready, it’s time to schedule follow-ups.
Schedule and Manage Follow-Ups
Effective follow-ups are key to boosting attendance. Closely’s scheduling tools take care of timing, adjusting send times based on recipient behavior and time zones.
- Pre-Event Follow-Ups: Keep the momentum going without overwhelming your audience. For example:
- Send confirmation messages 2–3 hours after registration.
- Share the agenda 10–14 days before the event.
- Provide networking preparation tips 5–7 days out.
- Send final logistics details 24–48 hours before the event.
You can even set up conditional follow-ups. For instance, if someone clicks on speaker details but doesn’t download the agenda, the system can send a personalized message highlighting relevant sessions.
- Post-Event Follow-Ups: Schedule thank-you messages within 6 hours after the event ends, followed by resources 2–3 days later, and a feedback request after one week. The platform tracks attendance, so no-shows can receive tailored follow-ups encouraging them to engage with recorded content.
Monitor everything from a unified dashboard that tracks open rates, click-through rates, and responses in real time. If engagement starts to dip, the system can tweak send frequencies or suggest alternative messaging strategies.
Finally, automated scheduling respects time zones and business hours. For international audiences, reminders are sent at 9:00 AM local time, ensuring messages arrive when recipients are most likely to see them.
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Optimizing Multi-Channel Campaign Performance
The key to successful event marketing automation lies in making data-driven adjustments. Closely’s analytics dashboard provides the insights you need to refine campaigns and boost attendee engagement effectively.
Tracking Engagement and Responses
Your unified inbox acts as a central hub for managing attendee interactions across LinkedIn and email. By consolidating all messages in one place, it becomes easier to spot trends and respond quickly.
Closely’s platform tracks essential metrics for both LinkedIn and email outreach. For LinkedIn, you can monitor connection acceptance rates, DM/InMail reply rates, scheduled meetings, and pipeline opportunities. On the email side, metrics like open rates, click-through rates, reply rates, and bounce statistics are available. This comprehensive data helps you identify which channels and messages resonate most with your audience.
Real-time tracking ensures you can address issues as they arise. For instance, if LinkedIn acceptance rates dip, you can tweak your messaging. If email open rates decline, you can investigate and resolve deliverability challenges.
Campaigns that combine LinkedIn and email consistently outperform single-channel efforts, achieving double the reply rates and a 70% boost in overall engagement[3].
These insights pave the way for actionable improvements.
Adjusting Campaigns Based on Analytics
Metrics are only valuable when they lead to action. Closely’s analytics help pinpoint areas where you can enhance attendee engagement.
A/B testing is an excellent method for fine-tuning your campaigns. Experiment with subject lines, LinkedIn templates, and send times to discover what works best. Once you identify the winning variations, apply them across your entire attendee list for better results.
Users who actively use Closely’s analytics to optimize their campaigns report a 35% increase in response rates and 45% more pipeline opportunities[2].
Transform Your Event Outreach with Automation
Event marketing automation with tools like Closely takes the hassle out of repetitive tasks, giving organizers more time to focus on what really matters – strategic planning and building meaningful connections. By automating outreach across LinkedIn and email, tasks that used to take hours can now run seamlessly in the background.
Imagine setting up campaigns that not only reach a wide audience but also keep the conversation going with consistent follow-ups. Closely makes this possible while maintaining a personal touch. Its AI-driven features craft tailored messages based on attendee interests and previous interactions – something that would be incredibly time-consuming to handle manually.
This personalized approach doesn’t just save time; it empowers teams to shift their energy toward high-impact activities, like creating compelling event content. Plus, with a unified inbox that centralizes all attendee communications, there’s no need to juggle multiple platforms. Everything stays organized, making it easier to engage effectively.
The result? Better engagement, higher attendance, and stronger event metrics. By integrating automation into your outreach, you’re not just streamlining processes – you’re adopting a proactive, scalable strategy that aligns with data-driven goals. It’s a smarter way to ensure your events succeed while freeing up your team to focus on what they do best.
FAQs
How does Closely use AI to improve attendee engagement for event marketing?
Closely uses AI-driven personalization to transform attendee outreach into a more engaging and impactful process. By analyzing attendee data, it creates tailored messages that speak directly to each individual, boosting the chances of capturing their interest and encouraging participation.
On top of that, Closely streamlines follow-ups and handles outreach across various channels automatically. This not only saves valuable time but also ensures your communication remains consistent and meaningful. These tools tackle common hurdles like low response rates and limited engagement, helping your event marketing campaigns achieve stronger outcomes.
What are the main advantages of using multi-channel outreach for event marketing, and how does Closely make it easier?
Using multi-channel outreach in event marketing allows you to reach your audience more effectively by spreading your message across various platforms. This approach helps you connect with different audience segments, cater to their unique preferences, and create a more personalized experience for your attendees.
Closely makes this process easier by providing tools that streamline outreach across multiple channels. With features like AI-driven personalization, automated follow-ups, and smart scheduling, you can save time while maintaining consistent and impactful communication with your event participants.
How does real-time data tracking and analytics enhance my event marketing campaigns with Closely?
Real-time data tracking and analytics give you the power to fine-tune your event marketing efforts by providing a clear picture of attendee behavior as it happens. With instant access to data, you can spot trends, gauge engagement levels, and make swift adjustments to keep your campaigns on track.
These tools also help you zero in on top-tier leads, personalize follow-up communications, and improve your conversion rates. By putting this data to work, you can create campaigns that are more focused and efficient, driving stronger participation and delivering a higher ROI.