Perhaps you’d like to help us produce events but haven’t got a clue as to how to start. Well, we can help you with the entire process with simple step-by-step instructions and suggestions. Let’s start off with a basic spreadsheet for event budgeting. You can download it be clicking here. This will be your financial guide.
Event production can be a lot of fun when you have a road map and know what to expect. Zen’s produced them on his own such as the Prophets Conference (5,000 patrons), with volunteers like the VOS ASTD Chapter 2010 annual conference, and with a team of people such as the Mill Avenue Merchants Association (Tempe Arts Festivals and Fiesta Bowl New Year’s Eve Block Party) which drew over 250,000 patrons.
Depending on the topic and size of event, you will want to first see what kind of event or meeting space is available. Most establishments will have rate cards that give you their fees, services and costs. From that, you can begin a basic budget. This will be key in setting the price for the event.
Let’s say for this purpose you want to create a small workshop at a local establishment, like a bookstore or meeting place. First of all, you’ll want to contact the local places and see what is available. People are usually very helpful, especially if you tell them you’ve never done this before – it will get you the extra help you’ll need, too. Enjoying the process will help establish rapport and you can ask about the best places.
Once you’ve got a place in mind, get to know the manager(s) or owner(s) and ask them questions about their clientele, favorite products and/or services and who they know that likes to help put on events. You will need to ask them how they market to their customers, what kind of material they provide and if they have any social media presence and/or following. Social Media is a key feature in promoting to their community and friends.
Once you know the details, then a marketing plan can be put together with materials and timing. Some folks love to get involved just because they have fun doing it, regardless of the subject material. Some will even give the extra hand in marketing the event. You will want to plan at least 90 days out for small events so the marketing is effective, from word of mouth to publications and social media campaigns.
Now that might sound like a lot of work, but it really can be quite streamlined. We’ve done this before so you’ll have reliable guidance and help through the process. You really won’t have to produce much of anything because we’ll do all that in house. All you do is create the event time and place and lock in the space. We’ll even help with that AND provide you with everything else.
Our in-house team will create the event pages, personalizing them to your market and even featuring you as the event co-producer. And here’s the really cool part… a nice share in the revenue. We’re generous with our shared revenue program after expenses… a 4-way split between co-producers, speakers and the UWSP.