A full room and a spreadsheet afterwards
You run a monthly open evening at the clinic and a webinar in between. Registrations come through an event booking page. Reminders are sent by hand, if at all. On the night, reception ticks names on a printout, or the webinar platform records who joined. People ask questions in the chat or at the end: about funding, about donor waiting times, about what happens at a first consultation.
The next morning, someone exports the lists, tries to match them with enquiries, and emails attendees. The chat questions are in a file nobody opens again.
Why event follow-up breaks down
- Registration, attendance and enquiries live in three different tools.
- The same person may register for several events under different emails.
- Questions asked on the night are not logged against the person.
- Follow-up is a single bulk email, sent late.
- Nobody can say how many attendees later booked a consultation.
Webinars add a wrinkle of their own. Many people register and then watch the recording later, or join for ten minutes on a phone. A simple attended or not-attended list misses them, and those are often the people still deciding, who would most appreciate a short, relevant follow-up.
What it costs
Events take a lot of clinic effort: staff evenings, presentations, room set-up or webinar hosting. Without joined-up records, much of the value is lost. People who asked a specific question never get a personal answer. The clinic cannot tell which events are worth running.
| Moment | Separate tools | Joined-up records |
|---|---|---|
| Registration | Event tool list | Person record with source |
| Reminders | Manual or none | Scheduled messages |
| Attendance | Printed list or webinar export | Recorded automatically |
| Questions on the night | Chat file | Logged against the person for the right team |
| Follow-up | One bulk email | Considerate follow-up the person controls |
Staff who give up evenings to present are also left without feedback. They cannot tell whether a talk on funding or on egg freezing helped anyone take the next step, so the programme is planned on instinct from one year to the next.
How we join it up
- Registration forms, whether on your website or an event platform, feed one list of people, matched to existing enquiries so nobody is counted twice.
- Reminders go out before the event with joining details or directions.
- Attendance is captured from the webinar platform's API, or from a tablet check-in at the clinic.
- Questions typed in the chat or noted by staff are logged against the person and routed to the right team, such as funding questions to the funding coordinator and clinical questions to a nurse.
- After the event, attendees receive a short message written by your team, with an easy way to book a consultation or ask for a call, and an easy way to opt out.
- A report shows registrations, attendance, questions and later bookings for each event.
Clinical questions are always answered by your clinical staff. We log and route them. We do not answer them.
After the next event
Everyone who asked a question gets a personal answer from the right person. Follow-up goes out the next day without a spreadsheet exercise. Over a few months, you can see which events and topics lead to consultations and plan the programme accordingly.
Staff running the event spend their energy on the attendees rather than on admin before and after.
Does this describe your events?
- Event registrations and attendance are handled in separate tools.
- Questions from the night are not followed up individually.
- Follow-up is a single bulk email.
- You cannot tell which events lead to consultations.
- Reminders are sent by hand or not at all.