Hosting a Live Event Quick Planning Guide

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Hosting a Live Event Quick Planning Guide

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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 andassurance too.

!nd the best part< You can tailor that event to be as simple orsophisticated as you please, as small or large as you please, dependingon your experience.

efore you can plan an effective event, you need to understand how youcan 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 yourparticipants. /f you>ve done your homewor# right and tapped into anactive, 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 haveen@oyed high value information &andyour personal, undivided attention' (spending the entire event with youfocused on them and their needs.This creates a bond that ma#es themeager for the next wor#shop, with youas their "go to$, established expert.

You can connect more deeply withonline subscribers who attend in:person events. !nd you can discover

a new, highly:targeted demographic among local residents ( ones whomight never have found you online.

!nd most of all, you can be paid for your #nowledge and experience ( and

generate a healthy profitA



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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 teachinformation in classroom settings, host restaurant meet:ups, paid swapmeets 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

itness events

/n short, almost any type of live event or wor#shop you can dream up foryour 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 captiveaudience 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 volunteeror 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>seternal gratitude &and recommendations', you can actually pic# up



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paying clients and list members right at the wor#shop, usingtechni?ues such as simple feedbac# forms, blatant sign:up lists andother simple but effective techni?ues.

%ow do you find a business organiEation that needs yout, introduce yourself briefly,say what you do and as# them if they would li#e any particular topicwithin your area of expertise covered.

%osting free wor#shops or training can provide tangible hiddenbenefits ( in spite of the fact you won>t ma#e money for thewor#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 forpeople to sign up with, when it comes to ma#ing sure youinclude essentials next timeA


TIP- !lways phone up the main office of the organiEation you wishto propose a wor#shop to and as# the receptionist who you shouldtal# 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 confirmingwhat you both spo#e about and agreed upon.


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/t builds confidence and helps cement your belief at gut level

that your #nowledge and presence is worth peoples> cashinvestment, 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 freewor#shop invaluable, they>ll rush to sign up for your padones.'

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 theypay you.

The disadvantage is a more rigid time frame and format, based ontheir needs ( plus wor#shops will be cancelled, if the minimumnumber of students doesn>t enroll.

ut you>ll not only have all the advantages of being able to promoteyour business through the handouts, sign up list and feedbac#forms you provide, you>ll also be getting paid for the actualwor#shop.

2* Host the Eent Yourself( There>s no reason you can>t completelyput on and host your own, uni?ue live event. True, you>ll have tota#e the added step of publiciEing it, but there are lots of ways to dothat 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:doEenparticipants &if you decide that would be worth your while.'



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Choosing a )enue

hen it comes to where you should host your event, you must considerseveral 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 accessre teaching people how to ma#e sushi, rather than having twentyparticipants ta#ing turns in your tiny galley #itchen, you>re going to want tocontact your local grocery store, if they offer coo#ing classes. Fost bigchains such as Jehrs do have rooms they rent out, with all the amenitiesyou need.

/o!king /ithin You! -udget

Can>t pull off rental of the room you need for your live event< Calculatethe minimum number of attendees you need, and either increase thatnumber or raise your price per tic#etA ut do your homewor# and ma#esure you>re not charging more than your venue provider does when &forexample' your venue provider runs their own coo#ing classes at the samefacility.



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=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#eit a "go$. 1et them #now classes will be canceled and money refunded, ifthat happens. !nd don>t @ust wor# within your own budget ( wor# withinyour potential participant>s too. Fa#e sure you #now what the mar#et willbear &and what your participant would be willing to pay anyprice toattendA'

esearch every factor involving price in advance. Knowing every cost andbeing sure of the potential minimum profit is a #ey to ma#ing sure youdon>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 howclosely your amaEing or#shop or other live event idea is in having themscrambling to sign up.

Picking 4and P!esenting5 a -est6(elling Toic9ic#ing your idea and ma#ing sure you present it in a highly specificmanner will be the core of ma#ing your live event a reality.

or instance, if you had always wanted to learn how to play the harp,which of the following two notices would appeal to you moret want the wor#shop to leave you in a deficit positionA

Bne other important factor- )ou should feel comfortable with theprice you>re charging too. You too should feel they are gettingamaEing value for the money.

2* &er !elier'( You may have heard the "over deliver$ messagemany times in mar#eting articles and tutorials- ut hosting a liveevent is one area in particular where this is especially true. Notonly should your topic and the information you share be of thehighest value, you need to create tangible, physical impressions ofhighest value too. Your handouts, unannounced freebieta#eaways, the food you serve, "surprise$ celebrity guest spea#erswho breeEe in for twenty minutes and provide a per# of their ownDall these are strategies you can thin# about, when it comes to

adding tangible ta#e:away value to your live event. ut most of allpeople should come away feeling excited and either as if they haveen@oyed themselves thoroughly or as if the information they>releaving with can change their life for the better. &9referably bothA'

9* (ake $ure You Hae a "ollow)*p Plan( There>s no benefit toyou if they wal# away thin#ing their life will change for the betterand that they>ve had a rip:roaring good time if you don>t set upsteps within the live event to ensure you stay in contact.emember to incorporate tactics such as feedbac# forms and signup lists that will capture your participants> contact informationD so

you can let them #now about your next event &or new websiteD ornew product or boo#, etcD'

Fa#e sure you also use your live event to sell or upsell yourexisting products &or next wor#shopA' Mse strategies such asoffering a one:time:only discount if they>ll register for your nextwor#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 onyour venue to pic#ing up a pile of pens at the dollar store'. Createa calendar that shows-

2very step that has to be ta#en ( no matter how small



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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 costactually cost

;* (arket Your WorkshopA ( Mse every strategy that seemsappropriate for reaching the right audience. /f you want to attractpeople from the online community, spread the word on socialnetwor#s. Create an "2vent$ on aceboo# &and ma#e sure youspell it out that you>re hosting an actual, live event at a specificlocation. 9romise your list a good discount for early pre:payment.Create online and offline press releases. Create a aceboo# 9agefor your event. 9lace flyers in strategic locations &with permission

from the owners, of course'. 9ut up notices on local communitybulletin boards. /n other words ( be proactive. &!nd start yourmar#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 asyour potential participants do, you>ll find it a source of incrediblesatisfaction that boosts your confidence ( and your ban# account.


Documents

Hosting a Live Event Quick Planning Guide