Your SlideShare is downloading. ×
How to Throw a Kickass Event on a Shoe String Budget
Upcoming SlideShare
Loading in...5

Thanks for flagging this SlideShare!

Oops! An error has occurred.

Saving this for later? Get the SlideShare app to save on your phone or tablet. Read anywhere, anytime – even offline.
Text the download link to your phone
Standard text messaging rates apply

How to Throw a Kickass Event on a Shoe String Budget


Published on

Published in: Business, Technology

  • Be the first to comment

No Downloads
Total Views
On Slideshare
From Embeds
Number of Embeds
Embeds 0
No embeds

Report content
Flagged as inappropriate Flag as inappropriate
Flag as inappropriate

Select your reason for flagging this presentation as inappropriate.

No notes for slide


  • 1. By @EmilyMiethner of @NYCinterns How to Throw a Kickass Event On a Shoestring Budget Presented by Emily Miethner Founder, President
  • 2. By @EmilyMiethner of @NYCinterns What You Will Learn 50+ event planning tips that will help you produce an awesome event All the tips include free or cheap services and strategies for keeping costs low
  • 3. By @EmilyMiethner of @NYCinterns What We’ll Cover –  Venue hunting tips –  Choosing the day of the week to hold your event –  Differences between Eventbrite, Meetup, Facebook and protips for use of all three –  How to approach partners and sponsors –  Minimizing check-in awkwardness –  And more
  • 4. By @EmilyMiethner of @NYCinterns About Me Founder, President 30+ events for 1,400+ guests
  • 5. By @EmilyMiethner of @NYCinterns Know Your Goals –  To build a community –  To expand your network –  To promote a product –  To make a profit –  To support an organization –  To help the community –  To celebrate an achievement
  • 6. By @EmilyMiethner of @NYCinterns First Things First –  Location –  Date –  Time –  Name of the event –  RSVP page
  • 7. By @EmilyMiethner of @NYCinterns Venue Hunting –  Dont look for space, offer an opportunity –  Find a place whos mission aligns with yours –  See where similar events are hosted –  Learn about the space’s goals before you reach out
  • 8. By @EmilyMiethner of @NYCinterns Pick a Day of the Week –  Monday: Doesn’t leave time for promotion –  Tuesday: Better, leaves one day for promotion –  Wednesday: Good for networking events –  Thursday: Good for more party-like events –  Friday: Good for party-like events or happy hours –  Saturday: Good for conferences or social events –  Sunday: Good for conferences or social events
  • 9. By @EmilyMiethner of @NYCinterns Where to Post the Event –  Are you trying to create a community? –  Is your event one time only? –  Is the event free or are you trying to make money? –  Do you mind getting last minute RSVPs? –  Are you able to take cash at the door? –  Do you want commitment from attendees? –  Are events a supplement or your main thing?
  • 10. By @EmilyMiethner of @NYCinterns Meetup PROS –  Get discovered by 9.5 million members –  Members have profiles –  Members are alerted about new events CONS –  Can only create one ticket price –  You don’t get attendee email addresses
  • 11. By @EmilyMiethner of @NYCinterns Meetup PRO TIPS –  Gather email addresses when people join the group by making it a required question –  Max out your Meetup’s topics –  Don’t let users email your mailing list (change in settings) –  Use your welcome message and keep it updated
  • 12. By @EmilyMiethner of @NYCinterns Eventbrite PROS –  Plenty of ticketing options –  Customizable widgets to advertise your event –  Discount codes creation and management CONS –  No community
  • 13. By @EmilyMiethner of @NYCinterns Eventbrite PROTIPS –  Use their 24 hour phone customer service –  The countdown widget drives the most sales –  Create tracking links track sales from different sources –  Export email addresses into other mailing lists –  Add news and updates to event page –  Collect custom information when people buy tickets
  • 14. By @EmilyMiethner of @NYCinterns Facebook PROS –  Acts as a great “in your face” reminder –  You can easily invite friends without being invasive CONS –  People forget to officially RSVP –  No customization of event page (photos, logos, etc)
  • 15. By @EmilyMiethner of @NYCinterns Facebook PROTIPS –  Adjust the event name to cause a notification –  Send message reminders –  Always create a Facebook event as a supplement… it’s worth it
  • 16. By @EmilyMiethner of @NYCinterns General Event Page Tips –  Creative the main RSVP page on your organization’s website (use Eventbrite widget) –  Make the RSVP link big, bold, and obvious –  Keep info minimal on pages directing to main RSVP –  If your guest list is impressive, show it off
  • 17. By @EmilyMiethner of @NYCinterns Finding Sponsors & Partners –  Emphasize what you can offer them –  Find companies who have done something similar –  Reach out on multiple platforms (email, Twitter, etc) –  Announce what you need through social media –  Under-promise and over-deliver
  • 18. By @EmilyMiethner of @NYCinterns
  • 19. By @EmilyMiethner of @NYCinterns Pitch Tips –  The shorter the better –  Anticipate questions and answer them in your pitch –  Make your pitch specific to the company you email –  Write a succinct and explanatory subject line –  Always try to find a referral to avoid “cold calls”
  • 20. By @EmilyMiethner of @NYCinterns
  • 21. By @EmilyMiethner of @NYCinterns
  • 22. By @EmilyMiethner of @NYCinterns Promoting Your Event –  Promote your sponsors and partners –  #FF speakers and partners –  Tweet at organization who may retweet to their community –  Find other organizations who will tell their members and offer a discount –  Use free industry event listing sites like Gary’s Guide and keep on ongoing list
  • 23. By @EmilyMiethner of @NYCinterns Speaker Preparation & Care –  (For panel and networking events) –  Create a Google Doc one sheet with all information (your contact, arrival time, sample questions, etc) –  Send information in the email and link to Google Doc –  Figure out your email schedule. Don’t send too many, but don’t let them forget about the event –  Always have a phone call with them if possible to create a stronger connection
  • 24. By @EmilyMiethner of @NYCinterns Check In –  Make your first impression a great one –  Have at least two people on the door, one to handle checkins and one to handle issues –  Don’t create a bottleneck. Think about the set up of check in table, name tag tables, etc –  Using the Eventbrite Entry App is the easiest –  Smile!
  • 25. By @EmilyMiethner of @NYCinterns Sample Run of Show –  6:00 - Set up starts –  6:30 - Bartenders arrive –  7:00 - Doors open –  7:30 - Jenny welcome –  7:33 - Emily welcome –  7:35 - Ashley welcome –  7:37 - Julie welcome
  • 26. By @EmilyMiethner of @NYCinterns Sample Run of Show (con’t) –  7:42 - Speaker –  7:47 - Speaker –  7:52 - Julie closes –  7:55 - Mingling starts again –  8:50 - Start letting people know were closing up –  9:00 - DJs turn music off –  9:00 - Clean up
  • 27. By @EmilyMiethner of @NYCinterns Post Event –  Send a follow up email to attendees with photos, blog entries, etc. Do this within one week if possible –  Put a link to your site and sponsor shout outs in captions of event photos on Facebook –  Create a wrap up report for any partners
  • 28. By @EmilyMiethner of @NYCinterns Miscellaneous Tips –  Trader Joes is great for cheap food, beer, and wine –  Event drop off rate: Free = 50% no show, Paid = 25% no show (goes down the higher the price) –  You can most likely get away with adding Eventbrite fees on top of the ticket price
  • 29. By @EmilyMiethner of @NYCinterns Miscellaneous Tips –  Are you going to be doing another event soon? Promote future events at events –  Photos and videos are worth it. If you have a budget, this is where you should spend. You will use the content as marketing for future events –  Make a shot list for photographers and videographers
  • 30. By @EmilyMiethner of @NYCinterns Helpful Tools –  Rapportive – learn about contacts through your email –  37signals– task management and CRM –  Hootsuite – social network management –  Mailchimp – email newsletter creation –  Google Docs – share word docs, powerpoints, etc
  • 31. By @EmilyMiethner of @NYCinterns Contact