Event Management

Low Attendance? Fix Event Timing Conflicts

Low attendance at campus events may stem from timing conflicts. Learn how to optimize scheduling and boost participation effectively.

by Mitchell Whalen

Last Updated on

Feb 26, 2025

Low attendance at campus events? Timing might be the issue. Research shows scheduling conflicts with classes, exams, or holidays can cause attendance to drop by 30-70%. Here's how to fix it:

Best Times for Events: Midday (11 AM–2 PM) and early evening (7 PM–9 PM) work best. Avoid finals week, peak class hours, and late-night weekdays.
Key Tools: Use event management platforms like DoorList or 25Live to track attendance, spot conflicts, and improve scheduling.
Boost Attendance: Send reminders 2–3 weeks in advance, use text and email, and encourage peer-to-peer sharing for up to a 30% increase in turnout.

Start planning smarter to avoid conflicts and maximize participation.

Finding Event Timing Problems

Major Schedule Conflicts on Campus

A striking 85% of students say scheduling conflicts are the main reason they skip campus events. Attendance can drop by 40–60% when events are held during back-to-back exam weeks, especially if students have multiple exams in a single week. Other factors, like athletic events, part-time jobs, and Greek life commitments, also play a role in reducing turnout. Analyzing data can help pinpoint these high-conflict periods and improve scheduling.

Using Data to Track Attendance

Tracking attendance data can uncover patterns that help organizers plan better. For example, when the University of California, Berkeley introduced DoorList in September 2022, they reduced scheduling overlaps by 35% and saw a 28% increase in fall event attendance.

To identify problematic time slots, organizers should focus on these metrics:

Attendance rates by day and time
Seasonal trends during different academic periods
No-show rates for specific types of events
Early departure patterns for longer events
Registration timing, like how far in advance attendees sign up

Tools like DoorList simplify the process of tracking attendance across various campus organizations. This makes it easier to spot and avoid common scheduling conflicts.

With 72% of students saying they struggle to balance academics and extracurricular activities, tracking these trends allows organizers to make informed decisions and schedule events when participation is likely to be higher.

How to Fix Event Scheduling Issues

Using Calendar Management Tools

Calendar management tools can make a big difference in solving event scheduling challenges on college campuses. Research shows that using a centralized calendar system can cut scheduling conflicts by up to 40%. These tools work best when they integrate seamlessly with existing campus systems.

Take 25Live as an example. This campus event scheduling platform helped Georgia Tech reduce conflicts by 35% and improve event satisfaction by 28%. It uses historical data to recommend the best event times and flags potential conflicts automatically. Tools like this make it easier to plan events without overlap.

Setting Time Gaps Between Events

Adding short breaks between events can also help. A study from the University of Michigan found that a 15-minute gap between events improved attendance rates. Schools with structured buffer policies report similar success. For example, Stanford University uses a tiered scheduling system that prioritizes academic events over social ones. This approach has led to a more balanced campus calendar and higher attendance overall. Pairing these time gaps with event management software takes scheduling efficiency even further.

Managing Events with DoorList

Dedicated platforms can take event management to the next level. DoorList is one such tool that centralizes event planning to avoid scheduling overlaps. Its algorithms identify conflicts across different campus groups.

One large state university saw a 25% drop in scheduling conflicts and a 15% rise in event attendance after just one semester of using DoorList. The platform offers real-time campus-wide event visibility, automated conflict alerts, and attendance tracking. At the University of Texas, scheduling events 2–3 weeks in advance led to a 30% boost in attendance. Using tools like DoorList ensures smoother event planning across the board.

Better Event Communication Methods

Event Reminders That Work

Use a simple three-step reminder plan: announce the event 2–3 weeks in advance, send a reminder one week before, and follow up with a final message 24–48 hours before the event. Combine communication channels for maximum impact - use text messages (with an impressive 98% open rate) for urgent updates and emails (checked daily by 74% of people) for more detailed information. With 95% of Gen Z owning smartphones, this strategy ensures your reminders reach the majority of your audience.

At the University of California, Berkeley, implementing a multi-channel reminder system boosted attendance by 27%, attracting 3,500 more attendees compared to the previous year.

Here’s what every event reminder should include:

| Essential Elements | Purpose |
| --- | --- |
| <strong>Date, Time & Location</strong> | Basic details, ideally with map links |
| <strong>Recent Updates</strong> | Notify attendees of any last-minute changes |
| <strong>Preparation Notes</strong> | Let attendees know what to bring or expect |
| <strong>Contact Information</strong> | Provide a way to address questions |
| <strong>Benefits of Attending</strong> | Highlight reasons to attend (e.g., networking)

Encourage attendees to share these reminders with their peers for even greater reach.

Student-to-Student Event Sharing

When students promote events to their peers, attendance can increase by as much as 30%. Social media campaigns alone have been shown to boost attendance by 14%.

"The peer-to-peer sharing campaign transformed our event attendance metrics. When students become ambassadors for campus events, the impact is exponential", says Emily Chen, Student Activities Coordinator at UC Berkeley.

To make the most of this approach, try these ideas:

Create student ambassador programs with rewards for promoting events.
Design social media posts tailored for platforms like Instagram and TikTok.
Use campus-specific apps (like DoorList) with group messaging features for easy sharing.
Emphasize exclusive event perks to spark FOMO (fear of missing out).

Finally, track how well your communication efforts are working. Event management tools can measure open rates, click-through rates, and social media engagement. Use this data to fine-tune your strategy for future events, improving attendance and minimizing scheduling conflicts.

Conclusion: Steps for Better Event Planning

Key Strategies to Boost Event Success

At UC Berkeley, using a well-organized event management system led to a 28% increase in attendance.

Here are some proven strategies and their outcomes:

| Strategy | Impact | Tips for Implementation |
| --- | --- | --- |
| <strong>Timing Analysis</strong> | Attendance up by 20-30% | Plan events between Tuesday-Thursday |
| <strong>Reminder Systems</strong> | 15% attendance increase | Send reminders 24 hours before the event |
| <strong>Calendar Management</strong> | Fewer scheduling conflicts | Use centralized tools to manage dates |
| <strong>Data Tracking</strong> | Better event planning | Analyze attendance trends to refine future events

These approaches provide a practical framework to improve event planning efforts.

Steps to Take Moving Forward

To build on these strategies, consider the following actions:

Use a centralized event management tool like DoorList to streamline scheduling and track attendance effectively.
Create a standard process to check for timing conflicts before setting event dates.
Leverage multiple communication channels - email, SMS, and social media - to reach broader audiences.
Schedule meetings with other campus groups to align calendars and avoid overlapping events.