Hosting A Live Event Quick Planning Guide

Hosting a Live Event Quick Planning Guide
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Table of Contents
Table of Contents.........................................................................................3 .....................................................................................................................3 /ntroduction..................................................................................................0 1ive 2vent 3enefits......................................................................................0 4etting 5tartedor#ing hat Type of 2vent..........................................................6 Choosing a 7enue........................................................................................8 ithin Your 3udget........................................................................8 9ic#ing &and 9resenting' a 3est:5elling Topic.............................................; 5ix 2ssential 5teps to a 5uccessful 1ive 2vent.........................................+*
Int!oduction
!re you intimidated by the thought of planning a live event< =on>t be. %osting a live event locally is the ?uic#est way to not only grow your business and establish your credibility, but also build your confidence and assurance too. !nd the best part< You can tailor that event to be as simple or sophisticated as you please, as small or large as you please, depending on your experience. 3efore you can plan an effective event, you need to understand how you can best use them ( and why they wor#.
Live Event -ene.its

There are many benefits to live events ( both for you as the host and your participants. /f you>ve done your homewor# right and tapped into an active, irresistible need, as well as delivered what you promised and more, you>ll create a new, eager community ( centered on you. !nd your participants will have en@oyed high value information &and your personal, undivided attention' ( spending the entire event with you focused on them and their needs. This creates a bond that ma#es them eager for the next wor#shop, with you as their "go to$, established expert. You can connect more deeply with online subscribers who attend in: person events. !nd you can discover a new, highly:targeted demographic among local residents ( ones who might never have found you online. !nd most of all, you can be paid for your #nowledge and experience ( and generate a healthy profitA
Getting (ta!ted: /hat T& e o. Event

Bbviously you should host a live event based on your own area of expertise, in line with your ultimate business goals. You can teach information in classroom settings, host restaurant meet:ups, paid swap meets or hands:on wor#shops. You can present 1ifestyle events %ealing events %obby:related events Themed events Classroom events Coo#ing events 5ports training events Citness events
/n short, almost any type of live event or wor#shop you can dream up for your best audienceA Th!ee Eas& /a&s to Get (ta!ted /f you>ve never hosted a live event before, here>s a tip that really wor#s. /t>s the ?uic#est, easiest way to start small ( and it won>t cost you a dimeA &/n fact, others provide the venue, advertising, email contact and captive audience for you.' !nd everyone is grateful. !nd that isD 0* Host a workshop for a local business program or organization ( The bad news< 1ocal organiEations either want you to volunteer or only pay a small honorarium. Bn the positive side, they provide the venue ( you don>t have to. !nd they also publiciEe the wor#shop to their members or students. /f you>re well:organiEed, you can not only win the organiEation>s eternal gratitude &and recommendations', you can actually pic# up
paying clients and list members right at the wor#shop, using techni?ues such as simple feedbac# forms, blatant sign:up lists and other simple but effective techni?ues. %ow do you find a business organiEation that needs you< Contact Your local 5mall 3usiness =evelopment office Your local Chamber of Commerce Your local 2mployment !ssistance office
TIP- !lways phone up the main office of the organiEation you wish to propose a wor#shop to and as# the receptionist who you should tal# to about it. 4et the person>s name ( and be sure to chec# the spelling and their designation &e.g. Frs., Fs., =r., etc.' !ddress your proposal ( by telephone, letter, email or in person ( specifically to that person. /f you contact them by telephone, send an email or letter confirming what you both spo#e about and agreed upon.
Fost 2mployment !ssistance programs offer @ob retraining, many under structured programs always in need of guest spea#ers. Bffer your services ( if you #now exactly what they are teaching, propose a specific wor#shop topic. /f you don>t, introduce yourself briefly, say what you do and as# them if they would li#e any particular topic within your area of expertise covered. %osting free wor#shops or training can provide tangible hidden benefits ( in spite of the fact you won>t ma#e money for the wor#shop itself /t>s great practice and a great "dry run$ for youA There>s nothing li#e running a wor#shop and not having any pens for people to sign up with, when it comes to ma#ing sure you include essentials next timeA
/t builds confidence and helps cement your belief at gut level that your #nowledge and presence is worth peoples> cash investment, in the future /t gets you #nown ( along with word of mouth referrals, if you>ve done a great @ob /t helps you refine your presentation for future paid wor#shops /t creates community goodwill ( and is the beginning of a community within your niche. &/f they found your free wor#shop invaluable, they>ll rush to sign up for your pad ones.'
1* Propose a Workshop to Your Local Community College ( 5imply telephone their =epartment of Continuing 2ducation &or whatever 9art:Time 5tudies is called at your local college' and as# who to spea# to about suggesting a wor#shop. &!s# if there are specific proposal forms you should use.' Community Colleges provide the venue &plus pay for it' ( and they pay you. The disadvantage is a more rigid time frame and format, based on their needs ( plus wor#shops will be cancelled, if the minimum number of students doesn>t enroll. 3ut you>ll not only have all the advantages of being able to promote your business through the handouts, sign up list and feedbac# forms you provide, you>ll also be getting paid for the actual wor#shop. 2* Host the E ent Yourself ( There>s no reason you can>t completely put on and host your own, uni?ue live event. True, you>ll have to ta#e the added step of publiciEing it, but there are lots of ways to do that locally, as well as online. !nd you can start as small as you li#eG even hosting a wor#shop, class or meet:up in your own homeD for as little as half:a:doEen participants &if you decide that would be worth your while.'
Choosing a )enue
hen it comes to where you should host your event, you must consider several factors, including The type of eventG and whether or not it is suitable for an "at home$ venue The number of people you anticipate The exact type of washroom or coo#ing facilities you need hether your event can have an element of informality about it =oes your house provide handicapped access<
!bove all, your venue should su o!t &ou! 3essage. !re you holding a paid %arp Circle for local harpists< Then your )* ft. H +6 ft. living room, loo#ing out over your ornamental la#e in the peace of your country home, would be ideal &particularly if you have a cathedral ceiling and the acoustics are phenomenal.' Cor that type of ladies> get:together, adding an elegant little 2nglish tea party in the 4aEebo at brea# time would probably add huge value &providing you have helpA' Br are you teaching local owners all about setting up boo#s for a new business, using Iuic#3oo#s< Cor that group, renting a classroom with computers at your local community college would be more in line. Br if you>re teaching people how to ma#e sushi, rather than having twenty participants ta#ing turns in your tiny galley #itchen, you>re going to want to contact your local grocery store, if they offer coo#ing classes. Fost big chains such as Jehrs do have rooms they rent out, with all the amenities you need.
/o!king /ithin You! -udget

Can>t pull off rental of the room you need for your live event< Calculate the minimum number of attendees you need, and either increase that number or raise your price per tic#etA 3ut do your homewor# and ma#e sure you>re not charging more than your venue provider does when &for example' your venue provider runs their own coo#ing classes at the same facility.
=on>t be afraid to advise people right on your promotional literature, posters and emails that there will be a minimum number per class to ma#e it a "go$. 1et them #now classes will be canceled and money refunded, if that happens. !nd don>t @ust wor# within your own budget ( wor# within your potential participant>s too. Fa#e sure you #now what the mar#et will bear &and what your participant would be willing to pay any price to attendA' ,esearch every factor involving price in advance. Knowing every cost and being sure of the potential minimum profit is a #ey to ma#ing sure you don>t end up out of poc#et rather than reaping a profit. !bove all, you need to #now how concrete an interest there is ( and how closely your amaEing or#shop or other live event idea is in having them scrambling to sign up.
Picking 4and P!esenting5 a -est6(elling To ic

9ic#ing your idea and ma#ing sure you present it in a highly specific manner will be the core of ma#ing your live event a reality. Cor instance, if you had always wanted to learn how to play the harp, which of the following two notices would appeal to you more< "(u33e! Ha! Ci!cle, August 1, 12 Dancer Drive. Call 777-7777 if interested$ ",olk Ha! Ci!cle .o! -eginne!s. Learn to play two eas& Irish airs in an idyllic setting with !nglish tea "y the la#e$. Lap harps provided for those without. August 1, 12 Dancer Drive. %12.&& includes !nglish 'ea and sheet (usic$. Call 3ernadette Fonahan at LLL:LLLL right now to reserve your spot.$
That>s right. The second announcement is more effective, because it provides not only "what, where, when, how and who$:type details, it is targete! specifically to the inten!e! customer ( a local beginner or complete newbie with an interest in fol# or /rish harp music &with or without their own harp'. /n addition The word "3eginners$ is included in the title &as is the specific #eyword "Col# %arp$ rather than @ust "%arp$
The level of participant wanted is !ein.o!ced with the word "easy$ /t !o3ises an attaina7le goal Bf course, the announcement could be made even more effective, depending on whether or not it>s a flyer, or has room, or can paint a "picture$ in which the participant can visualiEe their own success at the end of the day. &This latter techni?ue is particularly important with live events where the participant has to learn a brand new s#ill ( even the first step.' Coming up with a wor#shop or live event people are @ust crying out for is half the battle. Fa#ing sure it reaches the right audience is the
other.
(i8 Essential (te s to a (uccess.ul Live Event

0* "in!ing a Topic They#ll Pay "or ( 3efore you pic# a specific topic, you need to thoroughly understand what type of wor#shop you could host, and decide which is most appropriate to your s#ills &and goals'D and which would be most irresistible to your audience. /t should be something that They can>t live without ill ma#e their live immediately better
1* $etting The %ight Price ( ,emember that price should not be the big, determining factor on whether or not people sign up for your live event- They should be irresistibly lured by its value as they perceive it. That being said, the research you conducted in determining your topic should also have left you with an idea as to their financial status, and what they would be willing ( and realistically able ( to pay. &9eople will shell out a lot more for something they really, really thin# they can>t live without than for something that>s @ust "nice$ or "interesting$.'
Fa#e sure also you factor expenses and costs into your price- You don>t want the wor#shop to leave you in a deficit positionA Bne other important factor- )ou should feel comfortable with the price you>re charging too. You too should feel they are getting amaEing value for the money. 2* & er !eli er' ( You may have heard the "over deliver$ message many times in mar#eting articles and tutorials- 3ut hosting a live event is one area in particular where this is especially true. Not only should your topic and the information you share be of the highest value, you need to create tangible, physical impressions of highest value too. Your handouts, unannounced freebie ta#eaways, the food you serve, "surprise$ celebrity guest spea#ers who breeEe in for twenty minutes and provide a per# of their ownD all these are strategies you can thin# about, when it comes to adding tangible ta#e:away value to your live event. 3ut most of all people should come away feeling excited and either as if they have en@oyed themselves thoroughly or as if the information they>re leaving with can change their life for the better. &9referably bothA' 9* (ake $ure You Ha e a "ollow)*p Plan ( There>s no benefit to you if they wal# away thin#ing their life will change for the better and that they>ve had a rip:roaring good time if you don>t set up steps within the live event to ensure you stay in contact. ,emember to incorporate tactics such as feedbac# forms and sign up lists that will capture your participants> contact informationD so you can let them #now about your next event &or new websiteD or new product or boo#, etcD' Fa#e sure you also use your live event to sell or upsell your existing products &or next wor#shopA' Mse strategies such as offering a one:time:only discount if they>ll register for your next wor#shop right there at the current oneG or giving them an at:this: live:event:only discount for buying copies of your physical boo# &which you>ve brought with you and prominently displayed'. :* Create a Planning Calen!ar ( Fany details have to be ta#en care of, when you are hosting a live event &from paying a deposit on your venue to pic#ing up a pile of pens at the dollar store'. Create a calendar that shows 2very step that has to be ta#en ( no matter how small
The date it has to be started by The date it has to be completed by ho is going to be responsible for each step &if you have even one helper' %ow much it is going to cost.actually cost
;* (arket Your WorkshopA ( Mse every strategy that seems appropriate for reaching the right audience. /f you want to attract people from the online community, spread the word on social networ#s. Create an "2vent$ on Caceboo# &and ma#e sure you spell it out that you>re hosting an actual, live event at a specific location. 9romise your list a good discount for early pre:payment. Create online and offline press releases. Create a Caceboo# 9age for your event. 9lace flyers in strategic locations &with permission from the owners, of course'. 9ut up notices on local community bulletin boards. /n other words ( be proactive. &!nd start your mar#eting at an absolute bare minimum of thirty days in advance.' !dding live events to your mar#eting can really boost your credibility, popularity and income. !nd if you pic# a topic you love as much as your potential participants do, you>ll find it a source of incredible satisfaction that boosts your confidence ( and your ban# account.

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Copyright )*+) Your Company !ll ,ights ,eserved. http-..www.Your ebsite.com