#eventsecrets

Networking Tips for Those Who Struggle

I have a confession; I am one of those people who loves to plan networking events but doesn’t love participating myself. After a visit to the Go West Conference in Edmonton for event professionals last month, I thought this week we could discuss how to make it a teeny bit easier at the next corporate event you attend. This will involve a combination of social skills, genuine interest, and strategic planning. Just like The Skills That Every Planner Needs to Succeed – Here are some tips to help you make the most of your networking experience:

Set clear goals:

Define your objectives for the event. Whether it’s making a certain number of new connections, finding potential clients, or learning about industry trends, having clear goals will give your networking purpose.

Research beforehand:

Learn about the event, its attendees, and speakers in advance. This will help you identify key people you want to connect with and topics of conversation.

Prepare an elevator pitch:

Craft a concise and engaging introduction that highlights who you are, what you do, and what makes you unique. This will make it easier for others to understand your background and interests.

Initiate conversations:

Don’t wait for others to approach you. Take the initiative to introduce yourself and start conversations. Approach small groups rather than larger ones to make interactions more personal.

Active listening / finding common ground:

Pay close attention to what others are saying. Show genuine interest by asking thoughtful questions and actively engaging in the conversation. This helps build stronger connections.

Look for shared interests or experiences that can serve as a basis for a more meaningful conversation. This makes networking more enjoyable for both parties. At the networking events I just attended, I really appreciated my colleagues who made this so very easy!

Use open body language:

Approachability is key. Maintain open body language, make eye contact, and offer a firm handshake. Positive non-verbal cues can make others feel more comfortable engaging with you.

Follow up:

After the event, follow up with the people you’ve met. Send personalized emails expressing your pleasure in meeting them, referencing specific points from your conversation, and suggesting ways to stay in touch.

Event Budgeting 101

When I began my career in event planning, the idea of managing budgets seemed a little overwhelming. It was never covered in any of the event management classes I took and, despite being a vital aspect of every event, it seems to be a bit of an industry secret.

So, this week let’s talk about some of the nuances of building an event budget. It’s time to share what no one else seems to talk about!

The Framework

Generally, event budgets tend to be fairly fluid. When building a proposal we’re working with big picture ideas that often evolve as we progress. Not everything we pitch will come to fruition and inevitably new ideas are always introduced along the way.

Every event is going to require a range of elements that can easily seem overwhelming but if you break it down to general categories, you’ll be sure to cover all your needs while keeping each of your requirements reasonably organized. I like to start with a list like this:

Venue

Food

Beverage

Entertainment

Décor

Equipment Rentals

Audio Visual

Sound

Lighting

On-site Staffing

Risk Management

Photography

Registration

Design /Printing

Accommodations

Promotional Items

Transportation

Event Planner fee

Keep in mind, many of these may require sub-categories as well. For instance, your venue might have many associated costs including rental fees, coat check fees or the rental of items that are not considered “in house”. Another good example is your Entertainment category. Costs in this area are generally not limited to the entertainment itself but also travel and hotel costs, per diems and any rider requirements (which is a whole other blog post on its own Corporate Entrainment: The Hidden Costs.)

Do your homework

Although this gets significantly easier with experience, even the most seasoned event management companies work on events that have elements they haven’t encountered before. Whether it’s a new venue, caterer, talent etc., you really need to know what to expect from hidden costs to minimum spends and gratuities. Every venue is different and asking the right questions is imperative. I love the simplicity of a call but I suggest also getting a follow up email than can be referenced should there be any discrepancies or confusion. Keeping detailed notes will also prove to be incredibly helpful when working on future projects.

Conservative Estimating

I cannot stress this enough. When planning budgets for clients ALWAYS build in a buffer. Every event professional can attest that this is a business built on change and you’re far better off being prepared with extra funds tucked away rather than having to present an overrun to a client, regardless of the reasoning. It’s always best to err on the side of caution and include a contingency line item into your budget to ensure you’re prepared for any unexpected expenses.

Variable Amounts

When working with certain line items there are often grey area’s that can only be estimated until you receive the final bill. The beverage line item, for example, will certainly be one of them. Open bars are always appreciated by your guests but are very difficult to estimate. Even with drink tickets, you will have some drinks that cost more than others or extra tickets that somehow make it into circulation. Always include a note letting your client know that this is a variable amount and will be determined on final consumption.

Disclaimer

In reality, there are always unknowns that even the most seasoned event professional can’t predict. If you find your budget starting to run over or your client asks for something that wasn’t in the original scope, be prepared to communicate the changes clearly and always have the increase approved in writing. It’s understandable that flexibility is sometimes required but no one – especially clients – appreciates surprises when it comes to the bottom line.

Simple Math

I get asked repeatedly if a client can even afford to host a particular event and, truthfully, the quickest way to determine if the numbers work is to divide the proposed budget by the number of guests.

For example, a brand launch for 1,200 people with a budget of $5,000 works out to only $4.16 per person. A birthday dinner for 50 people with a budget of $2,500 allows for $50.00 per person. If you consider the cost of an average meal and drinks alone, these budgets are already unrealistic in most scenarios. Your ability to explain this type of budget estimation early on in the process can really go a long way in saving both you, and your client a lot grief in the long run.

The Psychology of Ticket Pricing

Over the past 15 years working as an event planner, I have had the opportunity to produce a number of public events, tradeshows, and fundraisers; outside of my normal corporate social events. It was through these initiatives that I discovered the fascinating effect psychology can play in effectively pricing your events.

I’ve recently been invited to a public Opening Gala event here in Calgary for the opening of a large public structure. The cost per ticket is $750.00 which is what inspired this week post. What are some of the factors we need to keep in mind when pricing events and how can it be interpreted by our intended audiences.

Ticket Pricing

In general there are some guidelines that most corporate event planners adhere to when looking at how to price a ticket for a public event. Depending on the event we look at:

The break-even point for the event

How much profit the event hopes to earn

Cost comparisons of similar events in the market

Demographic make up

Perceived value of the overall experience

There is No Value in “Free”

There are exceptions to everything but generally, I caution my clients on the pitfalls of hosting a public event without an entrance fee. This strategy has its merits in some situations of course, but when you need to consider food and beverage requirements and venue size, “free” can start to become a lot more challenging. Attendees tend to be less invested in events they have no financial tie to. Sure, they may register but without any skin in the game, so to speak, attendees just aren’t that committed and organizers are often left facing much higher than normal rates of attrition.

Free Events

I did say there were exceptions! In fact, I have a client who generously pays for charitable events each year and in return suggests his attendees donate to his chosen charity as they would if they had been out for a special evening.

Interestingly, we’ve found different markets yield different results with this strategy. The donations in a market with a highly philanthropic attitude will always outperform those in any other market without that culture – regardless of which market is statistically wealthier. The lesson here is to know your audience and set realistic expectations. My client embraces this strategy and hosts these events for a number of reasons (all selfless in my opinion) but in making the events free he wants to ensure that people with any means can attend and donate within their means as opposed to having a ticket price that may be out of reach for many.

High Ticket = High Expectations

Finally, let’s talk about expectations – the thought that inspired this post from the beginning. When I was recently invited to a local Opening Gala (very generously by a dear friend and colleague) I decided to check out the website and was surprised – or perhaps more shocked – to see a dollar value of $750 per person! My immediate thoughts went to – what are we going to experience at this event that justifies a ticket price that high?

On the website for said event, a person left a comment that they were disappointed to see that a public event was charging these sorts of prices as it makes it completely unaffordable for the average person – But could that be part of the organizers intentions?  What I do know is that my interest is certainly piqued and I do have high expectations of an event that is charging such high prices and quite honestly, I don’t think I will be the only one that night.

In reality, there are all sorts of perceptions to consider when deciding how to best price any event. The key is to carefully consider your audience and how you want the event to be perceived. The psychology behind the pricing of any event can be powerful and should never be underestimated. Ultimately understanding your objective for holding the event in the first place will help too!

Make your home holiday celebrations less stressful

Home for the holidays? Your local event rental company is the best way to make your home holiday celebrations less stressful!

With Christmas and New Year’s Eve being right around the corner, I decided to speak about how you can make your home as festive as possible by using the magic of rentals!

As an event planner in Calgary. I’ve used Special Event Rentals (SER) many times, not only for my corporate events, but also when I’ve hosted people in my own home. There’s no need to stress about additional china and flatware, instead let someone else worry about and provide all of that and afterwards simply pack them up and SER will take care of the rest!

I spoke with Darren Kershaw, owner of Special Event Rentals, about some little known facts that might help you prepare for your own holiday celebration this year.

Q: What are some of your most popular items that people can use to host a holiday party and take it to the next level? A: We have a huge selection of “ice” items, from bars to Christmas décor items and even Christmas trees. Some of our staff have also provided custom-made Christmas settings for the tables.

Q: What are some items you carry that people might not think about that could take their event to the next level? A: We purchase different items every month and between our four locations that results in a variety of amazing items. If you’d like to learn more about what we have, please check our website at https://calgary.specialeventrentals.com or call us (403) 235-2211 and let us know what you are looking for. We have everything ranging from air star inflatables to small and large-scale Christmas décor.

Q: What are your policies around pick up and returns in the week around Christmas and New Year’s? A: We have customers that pick up Thursday for a Saturday event and return Monday. We also provide delivery and pick up service for a fee.

Q: Are there any other additional services that SER offers? A: We provide set up and removal for all of our rental items. However staging, dance floor and pipe and drape includes the set up fee in the price.

Q: What are three things you want people who are considering renting for the first time to know? A:

They need to know the floor space they actually have vs. what they think they have. This allows us to make an accurate floor plan,

What power is available and where is it coming from? This is something that is frequently over looked. Sound (speakers), lights and catering all have power requirements.

How do we get the items to the space they want? Some locations do not have freight elevators or loading docks and loading in the front doors is not an option. This makes it very difficult to have the event.

Just a reminder that if you don’t use Special Events Services or a Special Event Planner, your event may end in a disaster.