Tag: event tips

Just like any business, a successful event requires a system. The quicker you understand the process to creating your magical events, the quicker you hit your success streak, get more clients and understand how to build a career in events.

Here’s a free event system guide to help plan your next event:

Develop Event Strategy: “What type of event are you planning?”

• Create event budget detailing expenses for venue, entertainment, catering, marketing, staffing and miscellaneous projections
• Create action plan for event detailing logistics for event timeline (i.e. 6 weeks for sponsorship, 2 weeks venue scouting  1 week vendor search, etc.)
• Create strategic partnership opportunities by identifying possible brand activations 
• Develop vendor management process:
  • Draft contracts if applicable
  • Set up corresponding email copy
  • Set up payment methods
• Monetize event by identifying additional revenue streams in each city (i.e. selling ads, selling vendor tables for companies in attendance, etc.)

Confirm Funding: “Who’s funding the event?”

• Analyze potential funding options and cash on hand  
• Seek sponsorship and/or outside investment if applicable

Confirm Venue: “Where is the best location for this event?”

• Research unique venue options within budget; try tools like Peerspace or  Airbnb 
• Confirm venue layout, AV needs; furniture needs; lighting needs; sound needs; parking information; wheelchair accessibility; setup and curfews
• Create emergency exit routes if applicable 

Confirm Vendors: “Who are your event partners?”

• Identify events needs (i.e. DJ, host, speakers, dance, catering  etc.) and book on Vendorspace
  • Example: Confirm catering including but not limited to food items, cutlery, delivery method, etc.  
  • Also confirm event staffing needs and/or volunteers for event day management
• Coordinate vendor delivery method  (i.e. picked up at what time, dropped off at what time, set up, etc.)
• Manage vendor communications pre, during and post-event (A new feature coming to Vendorspace next month!)

Create Event Brand Kit: “What does your event look like?

• Create event look and feel with an event logo from our event market
• Create flyers for each city, sponsorship deck, social media ad templates and event handouts (i.e. program booklet, way finder, etc.)  when applicable
• Create merchandise designs

Set Up Marketing Campaigns: “How will you automate event marketing?”

• Work with your marketing team to begin traditional marketing (i.e. street promotions, flyer distribution and social media blasts)
• Leverage social capital by partnering with brands that compliment the event for promotion
• Work with media outlets (i.e. radios, blogs, tvs, etc) to announce event
• Set up campaign content in email management system
• Schedule emails and social media content for event duration

Event Day Management: “How are you managing the event schedule?” 

• Manage day of logistics for the event; including but not limited to:
  • Set up
  • Decorations
  • AV Testing/Soundcheck
  • Delivery & Pick ups
  • Registration
  • Stage Management (control flow of show)
  • Breakdown
• Delegate above tasks to staff and volunteers

Post Event Management: “How do you keep in touch with attendees?”

• Thank you notes to participants and vendors to nurture long-term relationships
• Share event recap and photos with media outlets 

This system will give you a good foundation for building events. What else would you add to your event system?

Events can be expensive. When you’re aiming to please, there’s nothing you won’t consider for your guest experience. But the price that comes with it will make you think twice.

However, there is a way to be creative and save money. Here’s 3 hacks to try for your next event:

Cancel decorations and book an art vendor.

Traditional decorations are cute but you can elevate your event experience by working with an art vendor to transform your space into an art gallery. Strategically place pieces around the venue to give a high end vibe to your event. Best part, its a win-win situation. The vendor gets to display and sell their work.

Turn your buffet into tasting stations.

Let’s face it, a buffet or even plated dinners can be a waste sometimes. Skip the heavy 4-course meals and opt for small plates with samples from your favorite food vendors. You’ll literally cut your catering budget in half. (L-I-T-E-R-A-L-L-Y!)

Use “unavailable” space for your venue.

Dont tell them you heard it from us but it is possible to get really cheap space for your next event. With a little research, you’d be surprised to know you can rent abandoned warehouses or spaces for sale. Create a new ambiance for guests with a rustic, vintage vibe. If that doesn’t workout for you, try our friends at Peerspace for affordable venues. You can definitely save a buck or two with them as well.

What are some hacks you’ve tried that worked?