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Why is an Event App Vital for Internal Meetings?

As event planners, we spend so much time and energy on our external events. But, why don’t our internal events get the same type of attention? Meeting planners, back me up here, but who doesn’t like a well-executed meeting, regardless of size? 

Think about all the emails you get from your employees pre-internal event:

  • "What are we going to be doing?”
  • “Where will we be staying?”
  • “What do I need to bring?”
  • “What time do I need to be there?”
  • “What should I pack?”

….The list goes on and on!

In fact, you find yourself spending so much time answering the same questions over and over again that you can never seem to get anything else done. Sounding familiar? Well folks, it’s 2018 and its time to modernize internal events. Putting technology to use to streamline your internal meeting logistics can eliminate needless questions, and make your life easier!

Most event planners are familiar with how to use event apps to engage attendees at their external meetings, but what is often forgotten is how essential an event app can be for internal meetings. Think about it-- internal meetings are often scaled down versions of a larger event, or external meeting.

While different in their goals, internal and external events share a lot of the same components, such as the need for:

  • A great agenda
  • Interesting and informative speakers 
  • Engaged attendees
  • Simple announcements and communication


So how can event apps help at your next meeting or internal training, or event?


1. Efficiency

There are some key features of an event app that can be game-changing for your internal meetings. For one, an app like DoubleDutch makes it easy to copy your internal events quickly and easily. For efficiency, if you're running many similar internal events, an app can help you scale those up quickly.

Plus -- using an event app means that all presentation materials can be digitized in the app to eliminate any paper handouts (save the trees!).  Attendees are even able to take notes directly in the app, and then with one click, email those notes to themselves. 

2. Communication

Remember that headache of answering the same questions over and over? Boom-problem solved; no more redundant emails. An event app allows you to send your employees valuable communication such as: a welcome email to download the app, important meeting updates, and changes to the agenda. You can even utilize push notifications to get important information or announcements out to your employees even faster.


3. Engagement

Lastly, your event app can not only streamline the logistics of your event, but it can also act as an engagement tool by combining the digital and physical worlds. At an internal meeting or training, attendee engagement is no less important than at an external event--which is why you should look for an app that allows you to use it in the following ways: 

Live Polling

In the very first session- have your attendees pull out their phones and weigh in a poll. Get them used to interacting with the speaker and engaging in the conversation.

Live Q&A

Utilize live Q&A as a way for employees to ask questions through the app and have their peers “up-vote” the questions they too would like to hear answered. This helps ensure the speaker focuses on the questions that are most important to the group. 

Employees also have the option to ask questions anonymously. This is especially helpful in internal group sessions where there is sometimes the fear of asking a “dumb question” in front of their peers. This takes that fear away and allows for a more open and honest dialogue.


Employee Discussions

Not only can your employees ask questions of speakers and trainers within their event app, but also they can pose questions to each other.  Look for an event app that offers community building features like discussion groups or internal Q&A features

Native Activity Feed

Let’s face it, in the digital age we live in, social media can be a real distraction during meetings. So let’s take that “distraction” and focus it towards something beneficial. The native activity feed functions very similar to a Facebook or LinkedIn feed where employees can post about what they are learning and interact with one another's posting.


When was the last time you sent out a post-event feedback survey and received 100% participation rates? …. oh right, that never happens. Let’s face it- the last thing your employees want to do when they get home from an internal training or event is sit down and fill out a big-long survey. A more effective way of gathering this valuable feedback is in-the-moment while it’s fresh and top of mind.


“HQ trivia” is one of the hottest apps on the market today. In this app, players join the live trivia game from all over the country twice a day in hopes of answering all the questions correctly in order to win the game and split the jackpot prize money. DoubleDutch has created our own version of in app “HQ trivia” as a fun way to test your employees' knowledge retention in a competitive and fun manner (jackpot prize money not included). Employees compete against each other and the clock to correctly answer all of your questions in hopes of making it to the top of the leaderboard.


Now while these are all great ways to engage employees and gather feedback, the most important feedback you can capture is the feedback you don’t explicitly ask for. Everything your employees are doing in the app is a data point we’re tracking. Everything they are looking at, downloading, bookmarking, even the conversations they are having are all data points you can use to better understand your employees and measure event success.

Where this data really becomes powerful is when we start to segment and identify different trends. Consider the insights you can uncover such as:

  • How do different departments feel about our organization?
  • Which regions are struggling with a certain training aspect?
  • Which of our employees are engaged?
  • Who are the natural leaders in the room?
  • Are their certain employees who are disengaged, and at risk of attrition?
  • Where do we need to focus additional training resources?
  • What content is resonating with our employees?
  • Which are the areas we need to improve? 

Your employees are the lifeblood of your company. If your employees aren’t aligned and engaged with your company goals and mission, nothing else matters. These internal events are vital to your company’s success, yet so many event organizers are left in the dark when it comes to event ROI.

By utilizing DoubleDutch for your internal events you can not only streamline the event experience and make your job easier from a logistics perspective, but also get valuable data about employee engagement to aid in driving data-driven decisions.  

Interested in learning more about how boost engagement at your internal events? 

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By Lindsey Stevens | 13 June, 2018

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About the Author: Lindsey Stevens

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Enterprise Account Executive, DoubleDutch