Event Planning 101: Avoiding Event Day Disasters Presented by: Krystal Sondel Todays To Do List: (because every event planner has a to do list!) 2. Create a template to use when planning events 3. Learn from other attendees 4. Embrace tips to prevent event day disasters 1.Learn Krystals cardinal rule of event planning Photos by Mike Beato & Jim Cookfair Krystals Cardinal Rule of Event Planning: Event Planning Meeting Marketing PlanEvent Plan Specific details & logistics To Do List Tactical marketing planning Calendar All the key players Always start with WHY? WHY are we doing an event? WHY is an event necessary? Do we need to: Fundraise Educate/Inform Network Dont forget to ask WHO? WHO will the event benefit? TARGET AUDIENCE is KEY! WHO are we putting on the event for? Donors, customers, potential clients, sponsors, politicians, media, etc Get specific demographics like age, industry, income, gender, etc Then ask, WHAT? WHAT type of event do we want to do? Gala, 5K, Golf tourney, Auction, etc Networking event, meeting, business dinner Seminar, conference, trade show, product launch, press conference (the list is endless get creative!) WHAT are our broad goals? Raise money Educate on a specific topic/product Get to know other companies Attract new customers Advocate for a cause Figure Out HOW? HOW are we going to pay for this? Whats our budget? Revenue vs. expense Sponsors, ticket cost, etc Do your research HOW are we going to market this? Based on your target audience Invitations, flyers, social media, press releases, advertising, etc Finish With WHERE & WHEN WHERE are we going to host it? What makes sense for your target audience? What works in your budget? What fits into your overall event goals? WHEN should we host it? Research what else is going on in the community Be conscious of religious holidays (Lent Fridays) Time of year & time of day are important goes back to knowing your audience Set Realistic Goals Attendance How many people do we want to attend? What is a realistic price point for tickets? Sometimes a free event = a lot of no shows Budget/Revenue Rule of thumb underestimate potential revenue, overestimate potential expenses Can you attract sponsors? Buzz How can you get people talking about your event? Use your attendees to spread the word social media How can you get the media there? Budgeting Revenue2016 Budget2016 ActualNotes Sponsorships Auction items Event Ticket sales Total Revenue $ -$0.00 Expenses2016 Budget2016 ActualNotes Printing/Mailhouse Postage Supplies Mileage Meetings, Entertainment Banquet - Food & Beverage Speaker Fees Awards/Gifts/Prizes Rentals - A/V Equipment Total Expenses$0.00 Net Revenue$0.00 BIG PICTURE Discussion: What was the best event youve ever been to? What was the worst event youve ever been to? Why? Event Planning Meeting Marketing PlanEvent Plan Specific details & logistics To Do List Tactical marketing planning Calendar All the key players The Event Plan Should Include: All the important event information (where, time, date) Detailed agenda/flow of event Miscellaneous needs pertinent to the event Description of event elevator speech Room diagram lay it all out AV needs Food/beverage needs Decorations Collateral needs Sponsor benefits/fulfillment Event day contacts To Do List TASKDUE DATECOMPLETED BYCOMPLETED ON Book speaker hotel8.31Krystal Invitation draft design9.5 Kailey Social media calendar crafted9.5 Kailey First e-blast out9.1 Kailey Confirm final count to hotel10.5 Krystal Create PPT slides for day of10.5 Kailey/Krystal Opening comments prepared10.6 Kailey Day of signage completed10.7Krystal Volunteer orientation10.8Krystal The Marketing Plan Should Include: All the tactics you will use to promote the event: Invitations/registration page Social media (Facebook, Twitter, LinkedIn, etc)marketing Press releases, media alerts & media kits Blogs Paid advertising (print, web, billboard) Flyers, brochures, postcards, etc Detailed calendar Make sure your marketing tactics complement each other - know your audience! Wait, Thats Not In The Plan! HobNob 2014 Annual Report 2015 Communication is Key Communicating with attendees before & during an event will prevent event day disasters Send out detailed confirmations Be specific on event cancellation policy (48 hours) Ask for dietary restrictions Send out reminders with specifics Date/time/exact location/event agenda Parking information Alert attendees of any changes at registration Communicate delays, speaker changes, etc Be honest Post Event Follow up with attendees Send anwith important event recaps: Presentations Photos Links to next events (discounts?) Schedule a post event wrap up meeting Bring together staff to evaluate the event Look at your goals how did you do? Send thank yous Vendors, volunteers, emcee, staff who helped, etc Handwritten are best 8 Event Planner Musts Have a backup plan Especially for weather & technology Be flexible! Day of changes happen, often, so be able to adapt Check then double check technology Have backup presentations on a flash drive & in yourPay for AV technicians well worth the money!! Dont assign yourself a specific task Have a great team working around you Be available for when things come up More Event Planner Musts Bring flats (ladies) & a change of clothes Event set up is messy and a lot of work Flats will save your feet (and back) Dont sweat the small stuff (easier said than done) Odds are no one but you will notice Find some time to network and enjoy (and try the food) Making new connections is what events are all about If you have events often, get to know attendees Always walk the venue before the event Keep an eye on flow for guests Potential hazards Double check parking options Find out where restrooms are Todays To Do List: (because every event planner has a to do list!) 1.Learn Krystals cardinal rule of event planning 2.Create a template to use when planning events 3. Learn from other attendees 4. Embrace tips for dealing with event day disasters Contact Information: Krystal Sondel Manager, Events Buffalo Niagara PartnershipCell: Office: Find me on LinkedIn!