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.
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
Learning Village—trailers Minimal setup Low stage Wireless handheld miss Speaker system Low ceilings
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.
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
25 MORE Tips to Hosting Badass Events
DOWN & DIRTY: 25 MORE
TIPS FOR HOSTING
— 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
— Time is valuable
— Share presentation via email
— Learn at least 1 new thing
50 TIPS AT
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