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

FROSH TRACKING

Now What?

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