Events
Craft/ Paint nights have become a common event across the country and for good reason – they are fun and social.
My mom and I host craft days at least twice a year and wanted to share our tips for success. More people crafting is never a bad thing. The world needs more creativity.
Tip 1: Pick ONE craft type
We do succulent pumpkins and card craft days. We have tried to do a “general” craft day with multiple project options but it never works well. People have a hard time deciding which craft to do, we have to purchase a ton of supplies and have more space ready.
Picking one type of craft allows you to limit the supplies and space that you need to provide your guests and keep everyone crafting, not deciding what to craft.
Tip 2: Your guest list depends on your space
We have estimated that each crafter needs 4 feet of table space to feel comfortable working on their item and their chosen supplies. 3 feet is workable but anything less becomes very cramped.
You will need a space for snacks and drinks, a space for finished pieces, a space for general supplies, and a space for drying items if painting is involved. We assume you need 15 square feet per person at your craft day.
Tip 3: Have samples
If you have the self-professed, non-creatives in the group, a sample and some simple instructions can help to get them moving. I have found that most people in this mindset don’t want to be seen screwing it up. Give them the tools and some basic instructions and watch them go to town. It is great to watch them create and love what they have made.
Tip 4: Enjoy!
Craft days should be fun for you and your guests. Make sure you sit down and create as well. We have found that keeping the guest list small allows us to create more and “host” less. 6-8 people total is our sweet spot but you can test the guest count out yourself.
We love hosting craft days and make gifts for others, centerpieces for the holidays, and great memories. Remember that crafting is not about perfection but about enjoyment and your craft day will go great!
Bonus Tips:
- Keep any supplies you don’t use this year in a tote for next year! Fewer costs the next time.
- Paper plates, toothpicks and wooden skewers have many uses that have nothing to do with snacks.
- Have a snack table that is easily refillable.
- Disposable tin pans make great organizers for small items.
- Tape a garbage bag next to each space. It will help keep the table cleaner and allow your guests to keep working.
- Tape all power cords down to put mats over them.
- Take pictures! It is fun to see your progress from year to year.
Uncategorized
I have 5 major events planned in September – and I am getting married the first week of October. The next 30 days are going to be busy but I have planned ahead and I have made sure to ask for help where needed.
- A run down of the events that I am planning for September
- 2 Live Q & A webinars
- 2 Tailgates with an estimated of 350 people at each
- 1 Trade Show
With this lineup comes a lot of moving parts. I have outsourced the technology on these projects because I know that is not my strength.
Here is how to determine when you need to bring in help.
When the cost of doing it yourself is more than hiring someone.
I looked into buying all of the equipment to do the Live Q & A webinars. To do it professionally, would have cost me at least $2,000 in equipment and then my time in figuring it out. Do not forget to factor in your time, it is precious and the one non-renewable source. I was able to outsource this to a local marketing firm that has a production background for less than my cost. It was a great decision. Our first Live Webinar went perfectly and I was able to focus on the marketing and not the tech.
When you are needed elsewhere.
The tailgates I plan are epic. We are known for the great food and drinks we provide for free to the customers and families. We have hired a professional bartender this year. In the past, we have had open ice chests and I wanted to limit my liability by putting the drinks behind a professional bartender. I am unable to watch the bar the way I was the first year of tailgates. Hiring outside help was the best option.
When you do not have the knowledge.
We are bringing in two TV’s to allow our guests to watch other games during our tailgate. I can plug a TV in and hook it up to a box. I cannot set up two TV’s where there is no power and no cable lines. The vendor that does my tent and chair rentals is providing the service for the TV’s. They have a floater crew that is on sight to help with any issues that arise.
There is no shame in admitting that you need help or hiring people to make your event be great. Build the hiring of outside contractors into your event budget.
Business, Non-Profit, Trade Show
When you have 200 – 300 other booths you are competing with for attendee attention, it can be disheartening. There is hope. Here are the three ways YOU as a small business owner can stand out at a trade show.
1. Be a Speaker
Being a speaker at a conference has very few downsides. You will be seen as an industry leader, trusted by the selection committee, and given a platform to sell yourself – without the sales pitch. Learn when speaker selection starts and submit your proposal early. Do NOT pitch your company or services until the last 3 minutes of your presentation. This should be limited to, here is what we do and here is the booth we are at if you want to chat more. Nothing turns attendees off more than an hour-long sales pitch on what your software can do for them.
2. Dress the Part
For a team of you, have branded attire such as shirts or name tags. If your booth has a theme, dress the part. I have seen people in full formal wear, others in hiking attire and more. One of the most memorable was a group that wore lime green suit coats. I still remember them and their product. If you do not have a theme you can dress too, then dress business casual is a good bet.
3. Be in the Moment
Engage with the attendees. A smile and asking how they are doing will stop most people. I will compliment jewelry, a fun scarf or other accessories to start a conversation. The group in the lime green suit coats, they were memorable because of the connection as well as the color.
Being in the moment means no phones or laptops unless they are used to collect leads. You have spent a lot of money on your show, use every minute you have and connect with as many people as possible. Remember that while not everyone is a lead now, everyone can be a lead or a referral later.
As a small business owner, you need to use your investment in the trade shows. Find a way to stand out and be memorable. This will help you to start a lasting relationship.
Business, Trade Show
Trade shows can get expensive. I have been working on a booth recently where I am spending most of my budget outside of the trade show floor. I have been looking for ways to save money on the booth design. I wanted to share how I am cutting into my budget.
Booth Design
The booth design that I have includes two tables, a TV, and the potential for a custom backdrop. I will be showcasing multiple items from different businesses in the booth so I will be creating tiered levels to give the booth some height and dimension.
1. Bring Your Own Items
- I am using two tables in this booth design. My booth comes with one 8 foot table. Rather than paying the $40 for the second table, I will be bringing in my own. I will also being using file archive boxes as my tiers. I could rent shelves for $100 but that would not work with the booth design.
- Savings: $40
2. Rent Outside of the Show
- I need at least three white table cloths and some colored overlay. I will rent the white table cloths at $8 rather than that $20 from the show.
- Savings: $36
3. Use the Early Bird Discount
- I start the basic planning for my booth at least 6 months ahead of the time. Most shows offer an “Early Bird” or “Advanced” pricing. This will often be 10 – 20% discount on the pricing. I am a big believer of carpet in you booth as a way to elevate it. I will save $25 by ordering early. I am also ordering electricity and will save $32 with the discount.
- Savings: $57
Total savings: $133
Now, I know this is not a huge dollar amount, but it is 10% of my $1,000 budget (after booth space purchase). These savings will grow as your booth size grows and your budget. I will use these savings towards my paid advertising budget and boost the marketing campaign that is happening outside of the booth.
Now, there is one huge caveat to this, please read the load in or set up rules. Some shows do not allow you to use a cart (or rolling suitcase) to bring items in so you will have to carry everything. Other shows state you cannot bring certain items in from the outside. Please make sure you have read the rules and if you have any questions, ask the General Services Contractor for clarification.
Business, Events, Non-Profit
Canceling an event can feel like you have failed. It is a hard decision to make and many valid reasons to do so. I have canceled or postponed events for a variety of reasons and it is always hard. But, it is better to cancel or postpone an event than have a Fyre debacle.
Reasons to Cancel the Event
- Poor Attendance
- You should have done a cost analysis when you started the event and know what your break-even point is. Even if you are doing a free event, estimate the value of the attendees. Create a drop-dead date and if you do not have the attendance you need, then decide if you want to postpone the event or cancel it altogether. I have gone against this advice and had bad events.
- Bad Planning
- If you want to see a case of bad planning, watch one of the Fyre Festival documentaries that have been released later. Woodstock 50 learned from that lesson and canceled their event because they could not find the proper venue to host it. You can read about it here. We can learn from these mistakes and know that good planning and know when to pull the plug.
- Security Threats
- This is becoming more of a concern and every threat made against your event should be taken seriously. Call the local authorities with all threats and have them investigated. If you feel that any threat made the day or is credible, cancel the event. It is better to be on the news for canceling an event than the other options. As an event organizer, you are responsible for the safety of your guests. Take that seriously. See how Cardi B handled this issue.
How to Cancel Your Event
- Spread the News as Fast and as Far as You Can
- Send emails, letters, post it on social media as soon as you have made the decision to cancel the event. Apologize for the inconvenience, state why you are canceling and the new date if you are postponing it.
- Refund the Ticket Costs
- I would suggest refunding the entire ticket cost. If you have to keep an administrative fee, make sure that is spelled out in the legal disclosures that people agree to when they purchase their tickets. If you plan to postpone the event – offer the refund the people who are unable to attend the new event date.
I hope you never had to cancel one of your events, but always have a plan in place and a drop dead date on when you will make that decision. I have found when you carry an umbrella, it rarely rains.
