You don’t have to be a professional event planner to host a workshop or seminar that gets you clients and generates new streams of revenue.
However, you do need to pay close attention to the details!
Put your attendees’ needs first
Dates, times, locations and dress codes, these are things your attendees will need to know.
It only takes one uninformed (or worse, misinformed) attendee to turn a perfect night into a ruined relationship or a missed opportunity for your organization.
Fortunately, online tools have made it easier than ever before to plan, market and monetize a stellar event!
Here are five tips to make sure you “mind the details” to maximize results at your next event.
Tip #1: Get the word out early
For a small workshop or seminar (approximately 20-30 people), you want to allow yourself 6-8 weeks of lead time to put the event together. Even if you don’t have all the details ironed out, start promoting your event ASAP! Getting the word out early will ensure your audience has plenty of time to organize their schedule and get their questions answered.
Tip #2: Put your details online
To make sure prospective attendees have instant access to all of the information they need, and cut down on questions coming into your office, create an online information and registration system for your event.
Keep the details clear and the layout professional. The look and feel of the page should match your companies’ brand and be easy to read. (Here’s an example you can model.)
Tip #3: Send more reminders than you think you need to
As your event approaches, you’re going to want to make sure your event is staying top of mind with your registrants.
Send a series of reminders to boost your attendance and deliver the up-to-the-minute details your attendees need to know.
You can also use the reminder as a way to build anticipation with a special announcement, tell registrants how to prepare to get the most out of the experience or give updates on things like the weather forecast.
Tip #4: Gather all necessary details at registration
Collecting attendee contact information, processing payments seamlessly, and getting an early headcount are critical components to your event’s success.
For example, you want to order enough training materials and product for your guests, but you also don’t want to waste money on unnecessary food.
Think carefully through all of the details of your event, the introduction, format, and your upsell to make sure you collect all of the information you need to succeed.
Tip #5: Plan your follow-up in advance
Your event has a two-fold purpose:
- To allow you to serve your target market – you want to help them solve a pressing problem
- To generate sales for your business
You won’t get these results if you don’t plan for them in advance.
Keep the theme of your event focused on one specific topic so you can easily guide your audience from problem to solution. Be generous! Answer their questions. Help them see what’s possible by taking a set of specific action steps.
No matter how long your event happens to be, you won’t be able to address everything they need in one sitting. So plan in advance what the upsell opportunity will be.
Keep it simple: focus on what they need next. Is it a private consultation with you on how to implement what they learned? Is it a training or series of classes to help them go deeper on the topic? Is it a product that will walk them step-by-step on what do next?
Price your offer according to the price of the event. For example, if the entrance fee to your event is $25, you likely don’t want to sell a $10,000 program. However, selling a product or program for $500 or less is a great way to serve your audience’s needs and generate revenue for your business.
With the right plan and the right tools for keeping attendees informed, you’ll manage and monetize your event like a pro!
Your Action Plan For The Week:
- Map out your event planning system with the information in this article.
- For your next event, make a list of the all the steps that are involved.
- Start with the date of the event and work backwards towards the first day of promotion.
- Think about the end of your event. Determine price and the offer will you make to your audience. List the follow up methods you will implement.
In terms of event planning, one thing I like about Meetup and Evite is that I get to see who else is showing up.
So if it is someone that I want to meet or introduce to someone else, I am more likely to show up.
That’s a great point Keith! Finding out who will be in attendance at an event, in advance, gives one an opportunity to connect with the individuals they want to meet online. This makes the in person meeting even more productive and enjoyable. It’s great that platforms like Meetup and Evite give is the chance to do this! 🙂