Helping event planners, organizers and marketers make their events even more awesom-er.

How Can Reddit Help You As An Event Planner?

If you aren’t yet on Reddit, maybe you should be. Although Reddit’s community is somewhat small compared to Facebook or Twitter, it’s nevertheless a teeming hub of Internet culture. Reddit doesn’t call itself “the front page of the Internet” without reason; some of the most popular viral content on the web either originated on Reddit or was promoted through the social media site. Used properly, it can be the perfect platform for event promotion.

Before we get into that, however, let’s begin with a brief primer on what Reddit is and how it works. I’m going to assume that most of our regular readers may not be acquainted with (or accustomed to) the workings of this particular social network. Don’t worry, I’ll quickly cover the basics.

Reddit is a website composed almost entirely of user-generated content. It styles itself as a combination news-and-entertainment hub, where registered users submit either links or text posts (referred to as “self” posts). Every post submitted (and every comment made) can either be upvoted (signifying approval) or downvoted (signifying disapproval). In the case of links, upvotes will net the user something known as Karma (an intangible value which effectively signifies whether or not users have liked your […]

Four Ways to Market your Event on a Shoestring Budget

Planning an event can be stressful, but if attendance is strong you will look back and realize it was well worth the time and effort.

Here is the big question: how are you going to attract a large number of attendees without blowing through your event’s marketing budget?

You may believe that successfully marketing a large event has to cost an arm and a leg; nothing could be further from the truth. There are steps you can take to spread the word on a shoestring budget – or simply make your large budget go that much further!

Here are four marketing initiatives that don’t need to cost a lot of money:

1. Engage Press

Make a list of both local and industry-related press outlets whose readers may care about your event or topic. Publications are also always searching for content and press want to provide their audience valuable information. In simple language and short format, share with a publication why they should run your story.

Hint: don’t assume you’re too late! Publications often have space to fill and scramble for a story at the last minute.

Purchasing advertising space may not be ideal, but it is often times the best way to get in touch with your […]

Five Things you Learn by Reviewing Past Events

Are you in charge of planning events for your company? Like anything, your first go around may be a bit rough. After all, you don’t know the ins and outs and for this reason it is common to make mistakes along the way.

Fortunately, the more events you plan the more experience you will gain. From there, it is much easier to learn from the past to ensure greater success in the future.

Here are five things you can learn by reviewing past events:

1. What went right

Even if you made mistakes in the past, it is safe to assume that you did some things right as well. Make a list of everything that worked out in your favor so you can do the same in the future.

2. What went wrong

As difficult as it may be to own up to your mistakes, if you want to ensure greater success down the road you have to make a list of what went wrong. With this in front of you, it is simple to determine areas where changes have to be made when planning subsequent events.

Hint: Help qualify your assumptions by running your Hit and Miss lists past your colleagues or several attendees you trust […]

Five Things Event Planners Should Never do on YouTube

So, you’re planning to market your event on YouTube? That’s great! Good initiative! You’ve potentially just equipped yourself with a powerful tool that could easily make your brand soar to new heights – but only if you actually understand how to manage it. Even a seemingly irrelevant mistake could cause all your efforts to come crashing down around you, leaving you with little more than a few terrible videos and a lot of wasted time.

The problem here is that if you’re new to YouTube marketing, there are a few mistakes that you’re far likelier to make – mistakes that you should avoid at all costs.

Settle for Low Video Quality

One of the biggest errors you can possibly make is to settle for anything less than top quality in your videos – particularly if you’re streaming your event or uploading keynotes to your brand’s YouTube channel. The higher the quality of your channel, the better it makes your brand (and event) look. Better videos make for more channel and video views, a better reputation, and potentially higher attendance.

That works both ways, too. Videos that are exceedingly low-quality are less likely to be shared or viewed; if you end up settling for low-grade […]

Budget-Saving Tips for your Next Event

As an event management professional, one of your jobs involves juggling your event budget with the needs of your client. Unfortunately, running an event isn’t cheap, and a lot of clients will be looking to cut corners and save money wherever possible. Your clients might not necessarily understand what goes into getting an event up and running, and often end up trying to trim the fat from inadvisable components of your event, such as security costs, guest speaker budgeting, or equipment.

Your job is to ensure that this doesn’t happen.

Of course, there’s nothing wrong with trying to save money. The greatest event management professionals are perfectly willing to cut a few corners in order to reduce their budget. The difference between them and everyone else is that they know precisely which corners to cut, and how best to save. Here are a few budget-saving tips that’ll serve you well to that end:

Keep Your Eyes Peeled For Discounts

This one should be obvious, but part of your job as an event planner is to always keep your eyes peeled for a better offer. Even if you’ve got your venue, suppliers, and partners all lined up for the event, never stop looking around for […]

How to create a Tweet Suite

We’ve all been to conferences that had comfy couches, we may have even been to conferences that had Tweetwalls (We hope so!), but have you ever been to a conference that had a Tweet Suite? Well today, we’re going to go over some of the basics on how to create one to increase engagement and socialization at your events.

Just to clarify exactly what a Tweet Suite is—essentially, a Tweet Suite is an area at your event dedicated for your attendees to lounge, relax, socialize and maybe get some work done if they desire.

Seating

The first thing you need while creating your Tweet Suite is comfortable seating, and ideally lots of it. Depending on your venue, this could be soft couches or chairs, or even bar stools surrounding high top tables. The most important thing to remember is, can people sit there for 20-30 minutes without getting numb? Soft or contoured chairs are the best to go with.

After you’ve figured out how much seating you plan on having (which SocialTables is great for, I might add) you next need to think about how to get your guest’s devices charged up. It’s an unfortunate reality that your guests aren’t at your event to promote you, so […]

What To Do If Nobody Is Signing Up For Your Event

It‘s a common problem among many event planners: you start with the best intentions, looking forward to signing up a large number of attendees in a short period of time, but soon find that you are lacking any “real” progress.

What are you going to do? Are you going to give up altogether, cancelling the event? Or are you going to make the appropriate changes to quickly turn things around?

The way you approach this problem will not be identical to the next person. Your event is unique and you need to treat it as such. Fortunately, there are a few things you can do to increase the number of sign-ups without going overboard in terms of time and money spent.

Double Back on your Marketing Plan

This one suggestion could do wonders for your event. Upon reviewing your marketing plan, you may find that your initial approach was all wrong. Nobody wants to find him or herself in this position, but it is better than not knowing there is a problem.

You know something didn’t work, so now, in retrospect, what is it? It may be as simple as you announced things too soon. So pretend your sharing information for the first time. You […]

Five Things That Discourage Event No Shows

It’s something no event planner wants to deal with – yet it’s one of the most common problems in event management. It can force you to turn away potential attendees, it can leave you purchasing too much food and booze, a venue that’s too large, lost deposits on empty hotel rooms, and on. It can cost event planners and little as time and effort to as much as huge money lost and an affair that falls flat after everyone works so hard to host it.  I’m talking, of course, about no shows.

No matter what event you run, you’re going to have a few people who simply don’t bother to show up. There’s honestly nothing you can do to change this. Yet so many decisions are based on head-count. How can you ensure that your head-count information remains as accurate as possible?

Event planners certainly employ tactics that discourage skipping out. There are simple steps that help reduce an event’s number of potential attendee no-shows.

Make Sure Your Guests Actually Care

This is a broad concept and relates to one’s skills as an event planner: you should be running events that resonate with your target audience, period. Create an event that attendees would feel […]

Helping Guide Guests Around Your Event’s Host City

Some of you might be surprised to learn that, as an event management professional, your bailiwick extends well beyond the doors of your conference hall. We’re not talking about hotels, transportation, or trade show parties, either – though these are all essential components of a successful event. See, if you’re running a conference that takes place over multiple days, you’re certain to have guests interested in exploring their host city – and most aren’t likely to know a great deal about where they’re staying.

Even if you plan a party for each night many of your attendees will splinter off at some point and seek out something else to do with their downtime. As an event planner, not only do you serve as an emcee and master of ceremonies; you’re also an unofficial tour guide.

Your event guests will look to you for information about what to do and how to get around their host city during their stay.

Providing General Information Packages

You are, after all, playing host to attendees who are potentially visiting from all over the country – or even the world.  There’s a delicate balance, people want to be left to their own devices and have some freedom, but they’re […]

What The Electronic Entertainment Expo E3 Can Teach Us

Every year in June, game development studios from all over the world gather for an event known as the Electronic Entertainment Expo. It’s one of the largest conferences of its kind, and people from all over the world tune in every year to watch and listen for the latest and greatest innovations and developments in video games. Suffice it to say, a savvy event manager can learn a great deal from such a successful conference.

Here are a few insights I’ve picked up by watching the annual show:

The Wrong Speaker Can Ruin A Killer Presentation

The Xbox One actually had some pretty interesting features when it was first announced. Unfortunately, Microsoft chose Don Mattrick to represent their brand’s new product launch. The press considered his presentation an unmitigated disaster, particularly when competitor Sony chose Jack Tretton as their representative. Compared to Tretton, Mattrick fell terribly short, and this critic of his performance overshadowed the key announcements Microsoft wanted users and press to focus on.

Hint: a charismatic speaker can carry a weak topic, but it doesn’t work the other way around, a killer topic can’t save a poor performance.

Sometimes Protective Measures Aren’t Enough

Ridiculous Fishing developer Vlambeer suffered a rather devastating theft during 2013’s […]

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