Consider these the 3 things I learned from organizing my first live local event as an Entrepreneur. 

Have you been thinking on doing your event? Or are you looking for strategies on what you can improve for your next event? If so, then what I’ve about to share with you can help you.

As I scroll down my Facebook timeline feed lately, I’m reminded of my friends, speakers and guests’ photos of the event that took place in Atlanta last year. The event was called “Live Your Dreams” and it was a mixture of motivational and business mastery event for entrepreneurs and business professionals.

It has been a year exactly from this September month and even at this moment as I type this sentence, I remember the laughter we shared that day. Then there were motivational speeches given by my featured speakers that tagged the crowd’s heart and left us inspired to take even more action. And not to mention the network and collaboration between people that resulted from that event.

It was a Successful Event, Nonetheless!

However, this success didn’t happen overnight. There was a lot of planning and consistent effort that took place behind the scenes for several months. It also took many people to make it happen. I’m also grateful to all the supporters, speakers, Emcee, and all guests both local and from other states that made it a national event! Thank you!

Let me share with you the top 3 things I learned and love from organizing my first event as an entrepreneur with no experience managing and leading an event before.

Now, I’m going pass up sharing other strategies at this time. Strategies like naming an event with your target audience in mind so you attract the right people to attend your conference. Or get your team member and support system in place to help you with the conference. Or even simple ways to cope with stress and not panic several weeks before the occasion. I’m going to skip those for now. You may be thinking these points are valuable to share right now; however, I’ll do it later. We’re going beyond these!

First…

Know Your Numbers and Send Invites, Strategically.

For those first-timer, do-it-yourselfer organizer, manager, and host of your event start, best to begin with a number goal of attendees in mind. In other words, if you plan to invite 100 people to your first event, have a specific plan on how to get 100 seats filled at your event.

From the start, I wanted mine to be intimate and my goal was to get 50 seats filled. I created a list who I could invite and who would be interested in my event. Then I sent out emails to my VIP members of the special rate they can take advantage of in the next few hours. When a few of them bought the pre-sale tickets, I created badges they could share on their own social media sites.

You can easily create those social media badges using Canva or another graphics tool. It’s basically just a simple flyer that has details for your event – date, time, location, theme – and your guest’s picture and name indicating they’re going the event. They shared it online and it drew in more eyeballs for my conference which led to a few more ticket sales. This is one simple example I did, yet, effective in marketing your event online.

I reached my goal of 50 plus more who came to the event! People bought tickets after it was sold out. People came in the afternoon session. This is another point to keep in mind – expect people to buy tickets at the last minute.  So, make sure you have plenty of materials (name badges, flyers, books, etc.) at the event for last-minute entries.

Second…

Budget Realistically so your Expenses are Fully Covered.

If there’s one commonality that many new organizers overlooked at when budgeting for their event for the first time is knowing the true or actual cost of the event – both contractual, what’s on the agreement that you signed especially if you’re renting a venue plus the overhead expenses and additional fees you may incur after the event.

I’ve heard countless times from my friends how much of their own money was spent and lost over time. And we’re talking not in hundreds here, but in multiple thousands! Not chump change, my friends, not at all.  

Thankfully, my expenses were covered plus I profited from the side. Knowing this, I’d like to help you in some way to not lose a significant amount of money especially as a first-timer.

So, let’s say the venue, the audio or tech component, parking fee, meal fee, and other fees are confirmed. The next step is looking at your event budget overall to ensure they’re realistically cover all, if not most of the expenses. There are several ways you can do to defray the cost of your event. However, let me share one to two points here.  

You can look into getting sponsors to help you with the event’s cost. One strategy is to reach out to them well in advance. Also, keep in mind that when you talk to them or pitch them your idea – why are you doing this event, what are your objectives and so forth – they too, also have their own objectives and priorities. What is their return on their investment (your offer) if they become your sponsor? Is your target audience similar to theirs? Do your homework on this one, though. It’s best to keep them in mind when you finally talk to them and their decision-maker.

In addition to sponsorships, have a promo video created for your event to be shared online. You can have your featured speakers, sponsors and even panel experts on the video. It doesn’t have to belong either. You can create these videos using tools like Animoto or InShot. Research these online and you can do videos yourself. 

And finally…

Get Even More Creative!

Have many of you have local dry cleaners, restaurants, doctors, lawyers, church and other businesses that you frequently visit and/or do business with?

I’m sure you can name the top 5 or 10 right off the bat.  

Have you ever considered asking them to “sponsor” or pay for a space on your event brochure that you give to your guests, anyway?

Using Word document, I created my event brochure listing my featured speakers and panel experts which included their bios and contact information as well as details of the event. Towards the back of it, I specifically designated sections for my supporters, and businesses. It’s basically an ad section just for them.

Imagine if you have 10 local business owners who are willing to pay you $50 to $100 for one section listing their business name, photo and contact information, you just made $500 to $1,000 to pay for your event. Not bad right? 

Conclusion

Listen, I get it!

You are under pressure doing an event. There are many behind the scenes that take place that most people don’t even get to see it.

However, if you’re thinking about doing your first event, let me encourage you even more. You are ready or else you wouldn’t be thinking about it. We can’t also forget to acknowledge the fact that you’re stepping out of your comfort zone, even more, to organize, coordinate and lead an event for the first time. If this is your second, or third, bravo to you as well!

You created your event and people will come because of you! They want to see you, hear you and learn from what you have to offer. The people who made it there valued you so much because they could have been somewhere else. So, make sure you also value their time and make your event, eventful!

Last but not least, don’t forget to give yourself credit for thinking outside the box. Because by being creative and making your event work, it takes a lot of determination, dedication and time.

Here’s to even more abundance, happiness and many more successful events to come!

Be great; keep soaring,
Ires

P.S. I have a gift for you – an “Event Checklist” that you can use for your event. Note: you are subscribing to my VIP list where you’ll get goodies and tips! If you don’t mind getting these, then click HERE.