Event planner

Top tips for planning events

Having a successful live, in-person event requires a little more work than a webinar or teleseminar but they are much more profitable and fun. Sure, planning events takes a bit of effort, but if you follow these tips you’ll be well on your way – make sure your VA is on hand!

  1. Have a Clear Objective – Your first need is to have a clear objective for the event. That is the only way you can successfully market it to your audience as well as potential joint venture partners and sponsors. People can see when something is well considered or not.
  2. Find Joint Venture Partners – A joint venture partner (or two or three) can help you pull off a much larger and well attended event than if you did it all alone. The JV partners should be people who offer complementary product and services to yours rather than direct competitors, they will be able to market to their networks and pull in more ticket sales.
  3. Hire an Event Planner Virtual Assistant – The cost of an event planner is more than worth it when you consider all the little things that need to be done to ensure your event goes smoothly. An experienced event planner can actually save you money by helping prevent costly mistakes.
  4. Market Everywhere – Well, market wherever your audience lives, plays, works and socialises. Your marketing should be directed and specific in order to get a good response. You can have Google Hangouts, webinars, articles, blog posts, Meetups, EventBrite, local listings, eReports and more to promote your event. Everyone involved should be promoting the event with these methods. Also consider advertising your event in the local paper to attract new people who might not find you online. (Virtually Sorted has extensive lists of media contacts for live events!).
  5. Follow up – On average it takes 7 x contacts with you before someone will buy, so your campaign should include a variety of ways of contacting people and enticing them to buy.
  6. Collect Leads – During your marketing, make sure people opt in to receive further information via email – this gives you a marketing database to work on (and makes sure it is GDPR compliant!).  Get affiliates to drive sign ups too – you might want to offer them free tickets if they sell X tickets or a discounted deal for their network.
  7. Land Sponsorships – If you can land a well-known sponsor for your event it will make your event seem even more impressive when you say “Sponsored by BigBiz”, especially if that entity is well known and trusted by your audience. However the main reason is, the running costs and keep ticket prices affordable when you are planning events. For the sponsor, they will want to reach your target audience.
  8. Choose the Right Venue – One of the most important decisions you’ll make is where your even will occur. Ensure that the space is right for the size of your event. You don’t want people to feel too crowded, or as if they are swallowed up by the venue. You also want the style of the event to fit in with the style your audience has in terms of them worrying about what to wear and how to present themselves.
  9. Get Technical Help – Even if you’re great with technology, monitors, computers, microphones and whatnot you really want someone else to take care of these issues. You want to be a personality at the event, not the technical person because it will take away from some of the fun for you. You’ll have enough things to do as it is.  Consider getting the event livestreamed and charging for it to create an additional income stream from people unable to physically attend.
  10. Practice the Performance – Do a run through of the presentations, on site if possible. This will make you all look more professional and avoid mishaps.  Do a walk through from the front desk of the venue – do you need signage?  Does reception know there is an event on and what room you are in?
  11. Test Technology – It’s been mentioned more than once in this list, but that’s how important it is. You should ask speakers to send you a copy of their presentation prior to the event so that if something happens you’ll have a copy, they’ll have a copy, and put a copy in the cloud just in case. But do not assume the internet will work. Always have back up plans when planning events!
  12. Allow for Breaks – Don’t forget to put realistic breaks into your event so that your participants do not get too fatigued or uncomfortable. Even interesting talks can put people to sleep if they are uncomfortable, hungry, or need to use the restroom.
  13. Ensure the Temperature is Comfortable – A very important component of a successful event is how the environment feels to the participants. You don’t want it to be too cold or too warm in the location. If there is an issue, ask it to be fixed on behalf of your guests.
  14. Serve Healthy Food – You want your visitors to focus on your message and not their stuffed tummies! Give options for different types of people – make sure this is included in the booking forms.
  15. Photo sign offs – Make sure if you are taking photos and videos that you put up notices and have some way of letting people opt out of any publicity shots.
  16. Future marketing – Make sure you capture people’s email addresses and offer them an earlybird discount for booking next year’s event straight afterwards!

Planning events?

Want fantastic event support from an experienced team?  We have one off packages or bespoke events support on a PAYG basis. Contact info@virtuallysorted.com