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Meetings for your non-profit can often drag on and on as people debate ideas endlessly. I hate meetings where people are saying the same thing over and over. This can be especially true for big decisions and officer elections. So here is the solution.
Each item debated gets 3 pros and 3 cons.
This means that only three people get to speak up for the idea and three people can speak against the idea.
Example:
Idea: We should do an Under the Sea theme for our next gala.
Pro: I like this, it will be easy to achieve with uplighting and limit the decorations we need.
Con: Three other organizations doing an under the sea theme this year.
This idea requires the following
- Someone who is “running” the meetings and calling on people as they raise their hands.
- Someone to keep a tally of the pros and cons
- Explanation of the rules to your members.
- Strict adherence to this rule.
This rule forces people to really think about what they want to say and the listen to what others are saying so that they do not simply repeat a point and “waste” a pro or con. It keeps those who simply want to hear their own voice from speaking up at every point.
Once the three pros and three cons are stated, a vote is held on if you move forward with the idea or not.
This may seem extreme but you can also break ideas down into small chunks to vote on.
Example Proposal: I think we should have a gala fundraiser this year with a theme of Under the Sea that will be held in September.
This can be broken into three parts to vote on and should so people do not skate bad ideas through on the coattails of a good idea.
The three parts
- Have a Gala Fundraiser
- Have the theme be Under the Sea
- Host the gala in September
You can debate and vote on each section. This allows you to say yes to hosting a Gala Fundraiser but no to the theme and hosting in September. This simple tip can keep your non-profit meetings on track and under hours.
Learn how to Navigate Everyone’s Wishes While Event Planning.
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Webinars are a great tool for small business marketing. You can reach a very broad audience for very little cost. You can then use the webinar as content on your website and break it down to post short form content on social media. The trick is getting people to attend your webinar – because then you have their name and email to send more marketing to them.
Here are some quick tips to host a webinar that people want to attend and will keep people coming back.
Pick a Topic and Stick to It
Last year I signed up for a webinar and was mortally disappointed. All the advertising talked about how the speaker was an Instagram growth expert and how she had grown her business on that. She spoke about how to create an online course – a course that was provided to 90% of the attendees for free. You want people to trust that you will talk about what is advertised. Let people know what you plan to discuss. Don’t pull a bait and switch – you will loose credibility.
Talk for Half the Time, Answer Questions for Half
People are joining your webinar to have their questions answered – not listen to you talk. If you give you attendees a chance to ask questions you will see a larger return audience. If you are looking to sell a product or service after the webinar – you do not need to give away your value proposition. Know what you are comfortable revealing before you start the webinar and don’t be afraid to state that certain questions are answered in your consulting, book, online course, or whatever it is you are selling.
Use Graphics
Gone are the days of long bullet points or paragraphs on a slide. Give your attendees graphics that show what you’re discussing and will trigger their memory later. You want people to listen to what you are saying – not be reading ahead of you. Most people will read the text on their screen and then focus in to what you are talking about.
Ensure You have Quality Audio and Video
People will quickly log out of a webinar that has more than 3 technical issues. Do a test run at the time and place you will be hosting your webinar the day or two before to ensure your systems are working. Have a back up plan for your internet connection and audio options.
Provide Value
Your attendees are giving up their time and their emails to you. Provide them with value in return. I know that most webinars are hosted so that a company can sell a product or service but make that the last 5 minutes of your webinar. Make sure your attendees can walk away with at least one tangible action item – not just your sales pitch.
This will encourage people to come back to your other webinars and gain you better leads down the road.
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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.
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You just had a great trade show. Traffic was awesome. Attendees were in your target market. Your giveaway bowl had to be emptied 3 times. Now, all you want to do is kick back with your favorite drink and watch the latest episodes of TV that you have been missing in preparation for the show.
But….
The show is not over, now is the post-show marketing and follow up. You get to take all of those leads, all of the business cards and the handwritten notes and decipher them to pull out every ounce of information possible to put into your CRM and email list.
Your leads are useless until you follow up on them.
Multiple studies have shown that the sooner you follow up after a trade show, the greater your response rate will be and leads gathered at a trade show have a greater response rate than other leads
Do not fall into the trap so many people do and just toss the leads or leave them to collect dust in a corner of your bottom drawer. Spend the night and day after a show entering as much information into a spreadsheet or your CRM.
I seperate my leads into 3 – 4 categories. I then have an email ready for each category and send that email out as soon as I have input the information. Then I move to the next category.
My categories follow these guidelines. You will find what works best for you.
- Solid prospects, people I spoke with and notated on their lead cards that I need to follow up.
- Prospects, these are people that gave me a name, phone number, and email address.
- Leads, these are the people that gave me a name and email address.
- Trick or Treaters, these are the people that scrawled a name and phone number just hoping to win what I was giving away.
Then use that information to send out an email. Have a picture of your booth (this reminds people who you are) and thank them for stopping by. I then pick one of the following:
- Offer a limited time discount on products or services
- Hold another giveaway for those people who follow you on social media
- Let people know what other events you will be at
Don’t let those leads go to waste. Follow up and expand your business.
Business, Events, Non-Profit, Uncategorized
Site Visits are when you look over a venue before you sign a contract to host your event at that location.
Why do the site visit?
- You can see the venue in person. We have all booked the hotel that has beautiful pictures and arrived to find that they used clever camera angles and outdated photos. Seeing the venue in person can make all the difference.
- You get a better feel of the space. You see if there is enough room to have your event, look at the parking your guests will be using, see any obstacles, and observe the on-site staff at work. You are also able to observe the flow of the space and how people will move around.
- Peace of Mind. As an event planner, this is huge for me, knowing what I am walking into makes all the difference. If I know the venue, I am calmer and able to cut the items I pack by about half. If I do not know the venue, I have a whole box of contingencies that I bring along from pens, zip ties, duct tape, and extra decorations.
When to do the site visit?
- Do a ton of research before you consider doing site visits. You will want to read reviews and read venue websites for restrictions such as required vendors or hard cut off times.
- Narrow your list to your top three venues and contact them. Ask them to send over pricing, rules, and venue layouts. Ask them for a list of past customers that will speak with you about their experience.
- If you feel comfortable with the venue, schedule a site visit before you sign a contract.
What to look for during the site visit?
- Does anything odd stand out?
- If they provide tables and chairs, are they sturdy? If they already have a table set up – ask for them to pull out one more just to ensure.
- Do you still like the venue?
- Do you like the on-site team?
For most small businesses, you will be hosting events within your driving distance. I consider driving distance 2 hours. If this is the case, always do the site visit. If you are hosting an event out of town and have the funds to visit, always do the site visit.
If you cannot make the visit but are still set on having your event at the venue I would suggest the following;
- Do you know someone in the area of the venue that can visit it for you?
- Will the venue manager do a video call and walk you through the space?
- Does the venue have stellar online reviews?
Site visits can be the difference between a perfect event and a catastrophe. Do them whenever possible.
A quick side note, speak with your accounting professional on how business travel can affect your taxes. Some travel is tax deductible but please confirm with your accounting professional before assuming this. Each state and industry have their own regulations to follow.
Uncategorized
Security is both important and expensive for your events. Here are the top 5 reasons to hire event security.
1.They can help keep uninvited guests out.
When you are hosting an exclusive event, you want to keep to your VIP Guestlist. I will often have my own staff checking people into the event with security standing behind them or just outside the entrance doors. This will deter 99% of people and allow them to be on hand for the 1%.
2. They keep people who have drank too much under control.
If there is going to be heavy drinking at an event and it is over 50 people, I often hire security. It puts someone on site to break up any issues. I also give security the go-ahead to quietly remove most guests if they are getting out of control. I will work with them to point out my main stakeholders or provide them with pictures, so they know who I need to speak with and who they have authority over.
3. They can help escort guests to their cars.
Not all venues have great, well-lit parking. If you have single women or elderly guests, having someone to act as an escort is a huge perk. It protects your guest and puts a cherry on top of a great evening.
4. They help protect the property.
They can make sure that the amazing decorations you rented are not walking away. I was at a Greek themed party where the beautiful statues that were the centerpieces started to walk away. Security was alerted and retrieved most of them. The event hosts would have been on the hook for thousands of dollars had they not stepped in.
5. The venue you are renting requires them
This why most people hire event security and most venues will require security if you are also serving alcohol or are over a certain number of people.
Tips from an Event Security Guard
- If you have security and a coat/ purse check area it is worth it to hire a dedicated coat check person.
- Treat your event security like event staff. Don’t forget to schedule their breaks, make sure they eat etc.
- If you have a guest list and want security to help check people in – either hire more people or accept the long wait lines.
