25 MORE Tips to Hosting Badass Events
•Download as PPTX, PDF•
3 likes•2,340 views
After the success of the #50Tips for Hosting Badass Events at INBOUND15, I've worked up 25 MORE tips for you. This time, we'll dig a bit deeper into the areas of Venue Research, Working with Vendors, Conquering the Budget, and Preparing the Content. If you produce events or are thinking about doing events, this info is for you. Learn how to cut down your time, where to cut in the budget, and walk away with resources you can tweak for your own use.
Recommended
Recommended
More Related Content
Viewers also liked
Viewers also liked (7)
Recently uploaded
Recently uploaded (20)
25 MORE Tips to Hosting Badass Events
- 1. #INBOUND16 DOWN & DIRTY: 25 MORE TIPS FOR HOSTING BADASS EVENTS Karen Hartline Reinventing Events @khartline #25moretips
- 2. #INBOUND16 — 14 years of event production experience — Reinventing Events production company — Executed events in U.S. and Europe — Produce variety of events including: conferences, dinners, launch parties and road shows — Accommodate budgets of all sizes KAREN HARTLINE | @KHARTLINE
- 3. #INBOUND16 — Time is valuable — Questions? — Share presentation via email — Learn at least 1 new thing AGREEMENT
- 4. #INBOUND16 50 TIPS AT INBOUND15 1200+ views on YouTube 22K+ views on SlideShare Webinar/eBook with Event Farm reinventingevents.com/50-tips/
- 6. #INBOUND16 51 THINK OUTSIDE OF THE BOX #25moretips @khartline
- 7. #INBOUND16
- 8. #INBOUND16
- 9. #INBOUND16
- 10. #INBOUND16
- 11. #INBOUND16
- 12. #INBOUND16 52 SPACE NEEDS #25moretips @khartline
- 13. #INBOUND16 53 SECRET RESOURCES #25moretips @khartline
- 15. #INBOUND16
- 17. #INBOUND16
- 18. #INBOUND16 CVB Convention and Visitors Bureau
- 19. #INBOUND16 54 TRANSFORM THE SPACE #25moretips @khartline
- 21. #INBOUND16
- 22. #INBOUND16
- 23. #INBOUND16
- 25. #INBOUND16
- 26. #INBOUND16
- 28. #INBOUND16
- 29. #INBOUND16
- 30. #INBOUND16 55 READ THE AGREEMENT CAREFULLY #25moretips @khartline
- 31. #INBOUND16 56 PLAN FOR SET UP AND TEAR DOWN #25moretips @khartline
- 33. #INBOUND16 57 GET FULL QUOTES #25moretips @khartline
- 34. #INBOUND16 58 ASK THEM FOR SUGGESTIONS #25moretips @khartline
- 35. #INBOUND16
- 36. #INBOUND16
- 37. #INBOUND16
- 38. #INBOUND16
- 39. #INBOUND16 59 MULTIPLE VENDORS IS OK #25moretips @khartline
- 40. #INBOUND16 60 SCHEDULE A PRE-CON #25moretips @khartline
- 41. #INBOUND16 • INTRODUCE EVERYONE • REVIEW PRODUCTION SCHEDULE • FOCUS ON LOAD-IN AND LOAD OUT • BREAK INTO GROUPS FOR MORE DETAILED QUESTIONS
- 42. #INBOUND16 61 GET CONTACT INFO #25moretips @khartline
- 43. #INBOUND16 62 PAY ATTENTION TO CHARGES #25moretips @khartline
- 45. #INBOUND16 63 HAVE A BUDGET #25moretips @khartline
- 46. #INBOUND16 64 OVER/UNDER ESTIMATE! #25moretips @khartline
- 47. #INBOUND16 65 ESTIMATE VS ACTUAL #25moretips @khartline
- 48. #INBOUND16 Side by Side #25moretips @khartline
- 49. #INBOUND16 #25moretips @khartline A B C D E
- 50. #INBOUND16 66 INCOME PROJECTIONS #25moretips @khartline
- 52. #INBOUND16 #25moretips @khartline A B C D E F G
- 54. #INBOUND16 #25moretips @khartline A B C D E F
- 55. #INBOUND16 67 ASK FOR DISCOUNTS #25moretips @khartline
- 56. #INBOUND16 68 CONSTANT REVIEW OF BUDGET #25moretips @khartline
- 58. #INBOUND16 69 CHAT WITH EVERY SPEAKER #25moretips @khartline
- 59. #INBOUND16 20 MIN CALLS FIRST 10 MIN = CONTENT REVIEW LAST 10 MIN = LOGISTICS REVIEW #25moretips @khartline
- 64. #INBOUND16 70 GUIDE THE CONTENT FOR THE AUDIENCE #25moretips @khartline
- 65. #INBOUND16 71 HOW TO PRESENT #25moretips @khartline
- 66. #INBOUND16
- 67. #INBOUND16 72 THE 3 C’S #25moretips @khartline
- 71. #INBOUND16 73 PRESENTATION REVIEW #25moretips @khartline
- 72. #INBOUND16 74 RELEASE FORMS #25moretips @khartline
- 74. #INBOUND16 75 PLAN AHEAD #25moretips @khartline
- 75. #INBOUND16 Karen Hartline CEO, Reinventing Events @khartline #25moretips reinventingevents.com karen@reinventingevents.com
Editor's Notes
- Why am I qualified to be here? Experience—non-profits, community/technology, Director of Events at Mashable started Reinventing Events 4.5 years ago
- Agreement for our time —Your time is valuable—if you need to get to a meeting or take a call, that’s fine. —Questions—ask questions from the floor. I’ll be around after as well —Drop biz cards
- This is called 25 MORE Tips which is a continuation on 50 Tips to Hosting Badass Events from last year. Anyone in that session?
- I have 4 categories we’re going to review: Venues Working with Vendors Conquering the Budget Preparing the Content Since this is 25 MORE tips…we start with Tip 51
- Venues with personalities Preference not to do events in ballrooms/hotels/convention centers
- Music venue
- Learning Village—trailers Minimal setup Low stage Wireless handheld miss Speaker system Low ceilings
- Learning Village—trailers
- Cool courtyard
- Winery
- Think about what you need...and add about ⅓ more space green rooms coat check storage Best to go big and cut back
- Secret resources we use for venue research
- Free to use
- Lots of options to narrow space down Layouts, room dimensions Can send RFP
- Also has options to narrow down results
- Some of these are on CVENT, but some are not Search both!
- Community Next—LA, cool venue—needed stage, food/drink, Saturday day option Suggested place at Hollywood and Highland—a club! We were out before they opened that night. Usually have a calendar of other events in the city, good to check against.
- Gobos, uplights Graphtex vinyl Popup banners as stage backdrops Look up and down (floors and ceilings--hanging like Sales Machine)
- Grand Hyatt in San Francisco—just completed a 3 year, $70 Million renovation It was gorgeous, but we wanted to try to make it feel like it wasn’t a hotel.
- Graphtex
- Doors into ballroom
- Historic Music Venue
- Green uprights with white P&D Gobo logos
- Soft lines—lots of round things Logos on top of the columns
- 2 years of production First year, outdoor yard games
- Chess, Cornhole/bean bags, Bocce ball
- For the second year…brought the yard games inside the building, because we had space to fill—astroturf and trees Gobo
- Fine print/Hidden fees electricity wifi trash removal/greening fees HVAC Payments Due dates for permits, layouts, plans
- Will you need another day for setup—likely YES Rehearsals Tear down usually takes half the time and can be super quick
- Make sure everything is included--delivery fees, tax, service charges Review pricing on changes—side by side Load-in/load-out day
- They’re the experts--give some direction, but see what they think! (Example of Classic Party Rentals/natural and earthy)
- (Next slide—AV for mobile developer event)
- One vendor may not have everything you need. Maybe they have what you need, but its booked by someone else at that same time. Don’t be afraid to mix and match!
- Very important to not only have a pre-con with the venue, but to get All vendors together (Next Slide breakdown of pre-con)
- Not just the sales persons info, but anyone involved Carpet installer--went to wrong city
- Back up equipment, extra labor, Not sure why, but I’ve seen items/prices change with multiple vendors
- Don’t anticipate selling tickets and sponsorships to cover all costs
- Overestimate costs—its easier to cut back after, if needed Under estimate income—if you have more revenue than expected—bonus! Add that ice sculpture
- The way we set up budgets with clients is to show Estimate vs Actual
- Tickets and sponsors 75% of income Account for free and discounted tickets
- Don’t be afraid to ask for discounts from venue and vendors Worse thing that can happen is they say no
- Updated daily Double-check your calculations Pro-tip--when you add a line in Google Drive Sheets, if it’s the first/last line, calculation doesn’t update
- Schedule 20-min calls for every session. We’ve never had a speaker tell us the call was a waste of time. Keep them to 20-min—get on, get off, get ready for the next call.
- Now this is a LOT of info to cover on a call—so we suggest (SLIDE) Next slide—talks about pre-call email, recap email
- Some speakers may not know the direction of the conference or may get onstage and give a big pitch for their company Its your responsibility to ensure the content on the stage is appropriate for your audience.
- Doesn’t always have to be talking head, panel, fireside chat, Think outside the box— Tech Cocktail extended Q&A
- I have a great idea for content format for a conference. If you want to do something different, let’s chat
- Clicker, Confidence Monitor, Countdown Clock
- Prefer to make slides smaller and notes larger
- Prep your emcee that they may need to interrupt the speaker. Remind the speakers that the clock counts down (people get confused!) Blinks when it hits 0 and starts counting up again—best to clear/reset to zero
- Make sure slides are appropriate, correct (no pics hanging off the slide) Templates Download fonts AV specs (ratio, number of screens, setup for notes, etc.)
- Will you post video, audio, and/or slides online? Get consent for all areas!
- Can you do an event in 4 months? Yes, but it doesn’t give you a lot of time for securing speakers, sponsors, and attendees If selling sponsorships, have prospectus ready by September so they can plan for next year’s budget