As the planner for your group event, you are, of course, interested in cutting down on your workload as much as possible. Odds are you are not independently wealthy and cannot afford to plan your event full-time. It is well known that systematizing and automating tasks will free up large numbers of man-hours. So why not apply this knowledge to your group event and set up a website for your trip? A trip website has many advantages and you will be thankful you have one.
Provide the basic info
One huge benefit of a group travel event site is that all of the pertinent information will be in one place, accessible to any member of the group at any time. Location, date, and itinerary – it's all there. No searching through stacks of papers or email folders for your group members. Special instructions are a breeze. Use the site to show the location of the event and generate a little enthusiasm. Is the hotel surrounded by a beautiful nighttime city skyline? Is the meeting space particularly impressive? A picture says a thousand words.
Market your event
Websites are wonderful marketing tools. Microsoft, MTV, or Target wouldn't dream of going without one, so why should you? Websites as marketing tools offer the unique opportunity to update your target audience with the latest information and tweak your marketing efforts as you go to generate maximum interest. Word of mouth still plays an important role, but don't let your event go by the wayside because it depended on fliers and office gossip to generate interest. If the Internet can generate mass buzz about something as silly as a picture of a rabbit with a pancake on its head, it can certainly help build some excitement around the office about your group's trip.
Who's coming? Who's not? A simple web form will allow your potential attendees to let you know. No passing a sign-up sheet around the office, no mailing RSVP cards, no hunting down each individual and asking. Direct people to your site once and dispense with the legwork. The information entered by the site users can be stored in the site's database, with updates emailed directly to your inbox.
Leave no group member behind
In order for everyone to accomplish your group's goals for the event and have fun, they need to make it there, of course. So publish clear, concise directions on the site and avoid the “Hey, I'm on 42nd Street and I don't know where to go from here” phone calls.
Your group's event site
GroupTravel.com offers a group event website service that can accomplish all of the above free of charge. So save yourself some of the planning headache, as well as your group's funds with this site. Point them to your-groups-event.com and let our servers lighten your load.