Guided Agendas: Using Smart Reminders to Elevate Conference Engagement

Attendees juggle dozens of sessions, networking opportunities, and exhibitors. Without a little help, it’s easy for them to miss things they’d love. Smart reminders tied to personalized agendas are changing that—making each attendee’s experience feel more curated and fluid.

What It Looks Like

• When people register, they share interests, preferred topics, and roles. A custom agenda is created for them.

• As the event unfolds, reminders pop up ahead of their chosen sessions—reminding them of time, location, or even offering directions.

• These reminders can come via app notifications, badge interactions, or digital signage that detects when someone is in or near a relevant area.

Why It Works

1. Keeps Attendees in the Loop
   Even people deeply engaged in side conversations or exhibitions get nudges so they don’t miss what they cared most about.

2. Reduces Decision Fatigue
   With so many choices, people appreciate guidance. Reminders reduce the mental load of tracking times and venues.

3. Boosts Session Attendance & Engagement
   More people show up to the sessions that matched their interest. These prompts increase value—for attendees, speakers, and organizers alike.

4. Enhances Perceived Value
   When the event feels personally relevant, attendees feel more valued—and often return or become advocates.

Keys to Doing It Well

• Collect quality preference data early in registration without overwhelming people.

• Limit reminders to essential touchpoints—too many can feel annoying.

• Ensure reminders are timely (e.g. 10-15 minutes before a session) and include location info.

• Blend tech and human support—staff or volunteers should still be ready to help when people need it.

• Honor privacy; allow people to opt in/out of reminders.

Bottom Line

Smart reminders turn agendas into living guides—not just schedules. When thoughtfully applied, they help attendees feel more confident, connected, and satisfied with their event experience. A few well-timed prompts make all the difference.