Friday, 30 September 2016

Small Business Event Planning Guide-IV

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Always underestimate turnout, for sponsors.

If you think you can get 100 attendees, base your sponsorship pitch on a lower estimate — especially if this is your first event. It’s better to give sponsors a pleasant surprise than a disappointing one.

Ask people what they think, and be ready for feedback good or bad.

Ask for critiques. If you’ve done half a decent job, you’ll get lots of kudos. Say thanks, but then ask for the CRITIQUE and be ready for it.

Have a skilled social media team cover your event.
 Don’t forget a social media team. While not imperative for every event or industry, more and more events are focusing on harnessing the viral power of their audience. If your audience is tweeting, Facebooking and taking pictures on Instagram — you should be doing the same and you will need a trained team to execute.

Look for vendors who serve your niche and are willing to get involved.

The best vendors you can work with are those who are familiar with small business culture. Look for vendors who work with small businesses frequently or who would get involved on a bigger level than their role.

Set expectations carefully – then deliver.

Ensure that the audience has a GREAT (not good) experience; and that you give them what they expected from attending.

Attitude is contagious.

Your guests in large part will play off your attitude and dynamics during the event. Lead by example and have a good time.

Let crowd reaction be your barometer.

Read the audience during the event. Ask people how they are doing. If things are going great, and if they are not, you’ll know.

Always ask yourself:

 How is this relevant to attendees?  Make sure you are offering content that is relevant to over 80% of the audience. The audience must walk away with tangible tactics to improve their business and career … and they must feel the speaker’s energy. Speaking about your business and what you do — without offering the audience what THEY need — is a waste of time and money for all.

As the master of ceremonies or a speaker – practice. 

You know your business, but do not assume that you know how to put on a presentation. Practice giving your presentation, answering questions and handling difficult and confrontational members of the audience. The more prepared you are the better.

Look your best.

Look the part… be comfortable but fashion forward. Even if you are an accountant or lawyer, choose your most distinctive suit or tie. People remember how comfortable you are in your own skin.

Imagine the event, step by step, and make a 2-column list:

 what could go wrong in one column, and your contingency plan in the second.  Be prepared for the unexpected. Maybe the sound system fails. Maybe your keynote presenter bails. Can you cope and move on?

 Be ready to lend a hand to fill any gaps.

 Although planning ahead is a great formula for success, it is never enough. Something unexpected always comes up. Thus, it pays to put in a little extra elbow grease for extenuating circumstances. This applies to catering arrangements, printing requirements, guest accommodations, weather forecasts, entertainment and more.

Small Business Event Planning Guide-III

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Get local bloggers involved.

Be smart with bloggers. Involving local bloggers to participate at the event is usually a great strategy to gain audience before, during and after the event. Bloggers usually count on a wide reach and do not usually follow traditional media rules.

Leverage event registration platforms like Meetup.

Use existing platforms. Use online registration. The easier way to scare people away is by having analog registration (faxes, bank draft or at the door only). Offer online registration to secure as many attendees as soon as possible, that will help to forecast numbers and release budget soon.

Get listed on sites catering to your group.

Once you know who you want to attend, the next step is to put yourself in front of them. There are websites that specialize in listing events nationally and locally so start there and research which are the most appropriate to get listed on.

Offer local partners incentives to promote you.

Press releases sent to the relevant media outlets will help generate news buzz and you could look at getting media (online and offline) involved as partners. They get exposure at your event in return for publicizing it. If they don’t want to get involved at that level, approach them with the idea of running a competition for their readers to win tickets.

Make it easy on your speakers to publicize to their followers.

If you have any experts/speakers attending,  encourage them to publicize their attendance to their social media followers/email subscribers.

Give early bird incentives.

Early bird tickets at a cheaper rate are a great way to get early sign ups by giving people an incentive to act now rather than wait and forget.

Delegate responsibilities.

No matter the size of your business, always try to delegate responsibilities. Having one person in charge of every detail typically doesn’t work out well. Whenever possible, let people take control of the areas they most enjoy.

Follow up – and follow up again.

Check in early and often. Though no one wants to be micromanaged, make sure that employees and vendors are on track with their event duties. As long as people know you expect updates from time to time, they are less likely to become frustrated when you call or email for one.

Sponsors are royalty – make sure they feel like it.

 If you have sponsors — treat them like kings. They fund your event and enable you to do it (if that’s your business model). Be very clear before the event what they will get as sponsors

Tuesday, 27 September 2016

Small Business Event Planning Guide-II

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You’ll need a DETAILED marketing plan.
Create a marketing plan for the event. The more organized you are, the more professional your event will be.

Be tireless in your efforts or your event will fail. 

If you don’t want to be at your event alone … then market, market, market, market … and market some more.

Define good reason(s) for people to show up.

What’s the draw for attendees? You need to define WHAT you’re doing at the event that will bring those target attendees in the door. For a consumer product it might be a party with entertainment and product demos and freebies. For a business crowd it might be educational content or an exciting, well-known expert speaker. Whatever it is, don’t lose the connection with why you want this particular audience clamoring to get in.

Lay out in writing why your target market should attend

When promoting an event be sure to tell your target market what they will learn, who they will meet and why they should be there. Don’t assume your friends will tell their friends. If you are using speakers, give them advertising copy so that they can promote the event to their audiences.

Learn how to talk to the media.

Journalists are very busy and always on deadline … they don’t have time to hear a sales pitch. Let them know that the information exists and — for future stories — that you are an expert in that field. Include that information when you reach out.
Use Twitter hashtags.

Twitter is terrific for promoting events and for creating a sense of online community around an event. Set up a unique hashtag early on. Search Twitter first to make sure it’s not already in use. Put the hashtag right on the event website, and if you use the Tweet button for sharing on the site, work the hashtag right into the premade verbiage. When people tweet, it promotes the event automatically on Twitter.

Use online social pre-events to promote the main event.

 To build interest in your event, trying holding a Google Hangout or a Twitter chat a few weeks before the main event. Invite a few of your speakers to participate in the online social event. Give a preview of what’s to come at the main event, by doing some discussion of what speakers will cover, or highlight the activities. It generates anticipation.

Buy advertising on social media networks. 

 Buying advertising on social networks is often overlooked by small events. Social advertising platforms (Facebook, LinkedIn and Twitter above all) offer in depth targeting options that can significantly help to reach our target audience in our geographical location. The good news is that no large budgets are required and ticket sales can be easily measured.

Use YouTube to promote your event.

YouTube is the second search engine worldwide after Google. Uploading videos from our previous events or interviews with our speakers/performers is a great way to convince prospective attendees to click on buy. Video provides significant visual cues thus impacting heavily on our decision making process. With events we always feel the risk of not knowing what will happen, video eases that tension.

Create an awesome low-budget promotional video.

A little creativity with some poster board, a royalty-free music clip, and a good smartphone video camera will create a fun video to help publicize what’s to come.

Thursday, 22 September 2016

Small Business Event Planning Guide-1

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Memorable events don’t just happen.  Organizing and holding an event takes planning. Whether it’s a conference, seminar or a customer appreciation day, and whether you have three weeks to plan or an entire year, your event’s success is in the details.

Decide upon your target audience before anything else.

 The first step — before you do anything else — should be to clearly define who your target audience is. From this all the other decisions will fall into place in terms of format, content, prices, location etc. This structured approach will also help you to stay focused on achieving specific goals and not allowing the scope to become too broad or watered down.

Make a list of details

When you decide to have an event, everything matters. From program content and lighting to transportation and parking — everything counts. And your audience will attribute everything to you and…your brand.  Making a list will ensure you don’t overlook things.

Have a clear business purpose for holding the event.

 Before you can begin planning a successful event, be clear on why you are doing it in the first place,  because every decision after that should support your main goal.

Watch out for other industry events when scheduling.

 Check the calendar. Make sure you don’t schedule your event on or too close to holidays or popular vacation times. It’s just as important to check for other events that your target attendees might be going to.

Be flexible with changes in size, location and other details.

  As you get into the event planning process, you may find that your event changes in size, location, and many other ways than you originally envisioned. This is natural and perfectly fine as long as you don’t lose sight of the reason you’re doing all this work in the first place.  Some flexibility is necessary.

Know your limitations.

We all know the goal is to throw a great live event. To that end, we also have to be aware of what we can or cannot realistically do — be it budget … or time-wise. If you decide to throw a live event in a week’s time, plan for a more intimate affair. If it’s a big event, prepare several months ahead. If the budget is small, you may have to counterbalance with creativity and a lot of do-it-yourself work.

Create SMART goals.

 Always start with strategy. Just like building any business, great events start with a strong, thoughtful and measurable strategy. Live events are an amazing way to share your brand, connect with your target market, get feedback on your product (and more!), but you need to know what you are trying to achieve. Stick with SMART goals and outline what you are aiming for. Then make sure that you proceed in line with reaching these goals.

Develop a “financing plan” for your event, and estimate the numbers.

Know how you are going to pay for the event. Most events are funded by sponsorships, ticket sales, internal marketing budgets — or a combination of all three. When you create your budget for the event, you’ll need to estimate how much money you can realistically raise from each area. Before you book your venue or sign any contracts, it’s a good idea to start signing sponsors first, or selling advance tickets to make sure there is enough interest in your idea to fund it.

Create an expense budget  – and save money through “in-kind” sponsor donations.

 Events tend to cost more than the average small business owner thinks — primarily in regards to the venue and food and beverage. Remember to price out all the permits and licenses you will need as well. Make a comprehensive list of all the expenses and then highlight areas where you think sponsors can play a role to offer something “in kind.” The more you work with other brands and partners to host your events, the more you can save.

Consider crowdfunding as a new option to raise money for an event.

 If this is your first time running events, use crowdfunding platforms to ease the risk. By publishing your events on these platforms attendees will need to pledge for tickets for the event to take place. If the minimum number of attendees required is not met the event does not take place.

Thursday, 8 September 2016

How High Emotional Intelligence helps Event Planners

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Emotional Intelligence can be described as that special talent some people have to be in tune with other people. The most successful leaders and event planners have high emotional intelligence.
Emotional Intelligence is the concept of being aware of, understanding, managing, and even harnessing your own emotions, as well as the emotions of others.

Emotional Intelligence Matter?

Measuring emotional intelligence consists of your ability to identify and regulate your own emotions and the emotions of others, as well as focus your emotions to help you be more productive. When you are able to successfully manage and understand emotions, you can better navigate situations and relationships throughout your personal and professional life.

High Emotional Intelligence helps ?

If you have a high level of emotional intelligence, you have the ability to manage your own emotions effectively, keeping yourself and your team calm in stressful situations, or even motivating when necessary. As this skill comes naturally for many great leaders, it is debated as to whether or not this “skill” in inherent or can be learned.

Identifying and Controlling Your Own Emotions

Your emotional intelligence is strongly related to how well you are able to handle these changes and situations. Once you are able to control your emotions, you can begin to identify the cause behind them. Whether it is fear, happiness, nervousness, anxiety, frustration, annoyance, concern, or even excitement, controlling that emotion is often necessary to be successful.

Focusing Your Emotions

By accurately identifying your emotions, you can make better decisions on how to handle them. If you are overwhelmed, it would be wise to delegate some tasks. If you are tired, a short nap or walk may be the best solution.

If you are unfocused, and can’t seem to “get in the groove”, start by determining why you are distracted instead of unsuccessfully fighting it all day. Whether it is because you are sleepy, unmotivated, excited, or even nervous, figure out the reason and focus on resolving that issue. Once you can identify and act on your emotions, you may just find

Identifying and Controlling Other People’s Emotions

Everyone interprets things differently. The goal is to obviously have everyone on the same page,  but if your team or client is reacting in a way that you did not expect, it is crucial that you accurately determine why that response is occurring. Everyone is motivated in different ways. By being in tune with how your team and colleagues are feeling, you are able to provide multiple solutions to keep everyone happy and motivated.

Great planners actually use this intelligence when they create amazing events! By understanding what your attendees are delegates are looking for in an event, #eventprofs can proactively begin to create meaningful experiences.

Reacting to the Intelligence

Planners with high emotional intelligence can effectively gauge how a meeting or event is progressing, and can pivot accordingly if needed. By successfully identifying that a client is not excited about your idea, you are able to immediately act and find other ways to motivate them. If you working on a project with a colleague, and you are aware that one of you is getting frustrated, you can quickly change the strategies being used before the frustrated feeling becomes overwhelming. Planners with high emotional intelligence can even gauge attendees at an event, making any necessary changes on the fly.

It is critical to be able to gauge the overall feeling of the group. By being aware of smaller changes in attitude and emotion, you can effectively steer the group to keep them motivated and excited. Planners with high emotional intelligence are empathetic enough to understand how their colleagues or guests are feeling, and can solve any concerns that arise quickly, before they have a chance to escalate.

While it may be seem silly to think about, monitoring the emotional level of your team, as well as yourself, is important for long-term success. A happy and healthy workplace environment is always talked about, but many leaders do not understand how to actually achieve this atmosphere.
While a good work/play balance is necessary, ultimately, it is about the underlying feelings and emotions that each person has with the daily aspects of the job and how the leaders can react to those emotions. Are people overwhelmed? Underwhelmed? Happy? Excited? Motivated? Bored? Content?

How to Improve Your Emotional Intelligence

Begin by looking at your own emotions. Reflect on the fact that while you may not be able to control what you feel, you can control how it effects your life. Keep a journal, taking note of your feelings and how you it affected your day. Were you more productive? Less productive? Distracted? Focused? Excited? Motivated? If possible, try to include what caused that emotion. You can also expand your research by monitoring your colleagues, and asking them how they are feeling to see if your observations were accurate. For this to be beneficial, though, you must have a good and trusting work environment to ensure that you actually get the truth.

Sunday, 4 September 2016

List of Skills to Succeed as an Event Planner

Event management,Event organization,Event tips,Event guide,Event Planning,Event Planner Skills,bookmystall.


Be Versatile and Flexible:

Flexibility and versatility are about being able to move freely and confidently from work to work, from task to task, from role to role, changing the way you think, you act and you behave, without any adherence to a set of internal or external rules. Versatility is about using your skills to maximum effect wherever you happen to be working.

Whether you plan to engage in a full service planning or specializing in a particular aspect of event planning , it necessary to get accounting/auditing skills, customer service skills, negotiation and interpersonal skills and yes, first aid skills too. Also, be acquitted with your vendors, competitors, location and clients. This will help you determine the type of event you wish to specialize in.


This is a vital importance aspect for all categories of event planners. See every event you attend as an opportunity to market yourself and your business. Talk to people about your job and don’t forget to get their contacts. As regards to the nature of your business, you need to have an effective communication skill, of course planning and organizing skill, a welcoming manner of approach and a warm smile. The main goal of your events should be to create a formidable relationship with your clients and, why not, ask them referrals!.

Particular aspect of event planning , it necessary to get accounting/auditing skills, customer service skills, negotiation and interpersonal skills and yes, first aid skills too. Also, be acquitted with your vendors, competitors, location and clients. This will help you determine the type of event you wish to specialize in.

Understand your Duty:

Know your responsibilities as an event planner; it starts from the invite list down to event decoration, catering, entertainments etc. You really need to be up and doing as an event planner, so don’t look out for drinks and goodies. Unlike the invited guests, you are there to work and not party, so don’t mess up business with pleasure, don’t be carried out by the event. You need to stay focused and be professional all the time.

Work as a team:

Strong teamwork is an extra credit for anyone working for an event management. When working together towards the actualization of a particular goal, it is much likely to be successful. Teamwork enhances creativity, improve job satisfaction, offers a strong network, and increase productivity.


Try to thoroughly review/audit your financial account monthly, this will reveal how you are performing. After each audit make budgets for the next month, prepare financial forecasts. Employ the services of an accountant to help reduce the stress, but if you want to get it done yourself, there are many apps and software that can make the work easier for you.

Be passionate about your job:

Passion is the driving force of every business. It keeps you going against all odds especially when you have every reason to give up. Being passionate can be spirit lifting; it gives you a sense of satisfaction, fulfillment and contentment. Learn to be free and happy with what you do, let it flow from inside to the outside. Learn to forge ahead and smile at every new challenge that comes. Do not relent in backing up your dreams with hard work, because it makes you stronger, smarter and better.

Emergency Kit:

Guests and host of events will approach you to meet their needs and some emergencies. Most hosts can be good at mounting pressure on their event planners/managers; they expect everything to be in place without excuses, so they will likely come running to you in emergency cases. Include first aid kit as one of your planning kit. In line with being versatile, you might want to take basic first aid classes: this choice makes you appear very customer-oriented and well organized.

Thursday, 1 September 2016

Social Media Marketing Ideas For Event Management Company

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The market place is fast becoming more competitive, every business is affected and staying on the forefront of business has now become even more challenging.

Create a blogging campaign

A niche is something you are very good at, for example your company has an unusual flair for event planning in wedding designs that sets you apart from others.Once you have identified your particular niche, think about telling people what you think. Offer ideas as freebies such as consultations where people can read about and interact with you. The best way is to blog about it. Start a blog and be interactive with your fans and do not neglect your postings. The more people know about you, the more likely they will one day require your services. It is like a pay it forward concept but in many instances it works!

Create a social site market

Be a social creature and spend some time on the social sites. Create a social site page account like on Facebook or a blog site like Blogger or WordPress. Within all these sites you can include “Like” and “Share” buttons. Offer simple freebies from your services which you can create with Facebook Offers. Or just make an announcement on your post and pin it to the top for 7 days, this is a free option. All it will cost you is just a little effort to create a post on your part. Many of these options are available when you create a Facebook Page account. You can also opt for pay-per-click marketing campaigns to target audiences through their advertisement campaigns.

Create a Causes event

Use the Event option in the Facebook account creatively. You can start a cause for charity or an awareness program. Link this back to your event company and create some great visuals of your cause. It could be a campaign to donate clothes to the needy and if your services are hired, you add on to the donation drive. You can even announce your role in the charity drive. People like it when you give something back to society. You can encourage people to share your Causes event to their friends. A cause can be a great event solution even for some of your clients.

Be creative and out of the box by making use of the many options available to you on the worldwide web. Currently trending off course are the social sites and blogging. Leverage on these to create killer marketing campaigns of your own!