Tips for Throwing A Festive 4th of July Party

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The 4th of July is right around the corner, but you still have time to put together an amazing party for your friends and family. Check out these tips:

Evite your family and friends. When you're planning a party at the last minute, take advantage of technology to get the word out. Websites like evite.com or punchbowl.com allow you to send free email invitations and keep track of your guest list. Additionally, make a Facebook event and invite your friends.

Decorate the party with stars and stripes. Of course, flags can be a main theme for your party decor. Small flags are not only affordable, they can also be found at any party supply store or superstore. Other decorations to consider are balloons, paper lanterns and flowers in red, white and blue. For your table centerpieces, you can use Mason jars or other glass containers and fill them with red, white and blue jelly beans or other candy.

Set up a craft table. Kids love to make crafts, so set up a crafting station at your party where the kids can make 4th of July star wands, patriotic handprint flags and American flag tissue paper wreaths. You can come up with a craft that kids of all ages can do together or something that teens can help the younger ones put together. Another idea: Have a beading table where children can make necklaces and bracelets. Just keep in mind that beads can be a choking hazard, so supervise the project at all times, or just let the older children participate.

Celebrate the states. Add a little fun to your party by making it a 50 states theme. Have your guests dress up (or act) like someone from a different state. Having a potluck? You can have each guest choose a state, then bring a dish or food that particular state is known for.

Allow everyone to pitch in. Hosting a 4th of July party doesn't mean you have to do it all. Ask your guests to bring drinks and side dishes, while you provide the grilled food. You can ask them to bring traditional sides (like potato salad), but encourage guests to bring something that reminds them of their own family traditions; and you might find a new tradition to try.

Serve patriotic desserts. Grilling is awesome, but you don't want to forget the desserts. You can find some ideas by checking out our source here.

What tips do you have for throwing a fun and festive 4th of July party? Please share by leaving a comment!

How to Throw The Best Birthday Party Ever

By Annette Yeturn 

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Are you one who has determined that having birthday parties at home is just too stressful so you avoid them with fear and trembling? A little planning can go a long way. With it, you can help turn a potentially chaotic mess into a wonderful birthday party that your child will remember for the rest of his life.

So how do you throw the best birthday party ever and still remain sane? Let's review four top tips to help make the day stress-free:

Make a Plan -- A birthday checklist will help to keep you on track and in control. No more "Oh, I hope I didn't forget something." With this single step, you will have built-in reminders and will take the pressure off instantly. Include even the things that you know you won't forget like 'bake a cake' or 'buy paper goods' just so you know that everything is there and will be taken care of. Have a section on your list to keep track of the items you need to buy as well as a detailed timeline. This also helps if you have people helping you with the party as they will know what's been done and still needs to be done on your checklist.

Get the birthday child involved -- Keep in mind that your child is the focus of the day, so he should be consulted and involved in a majority of the planning and preparations. It may take some extra time but having him involved will really make him feel special -- and that's the goal of the day after all! Have him choose the theme, take him with you when you shop for the party favors and paper goods -- ask him what he wants! You'll be glad you did!

Grab a photographer -- You want to remember the day in photos, but often, the last thing on your mind during the party is taking pictures because you're so busy with the kids, the parents or getting the candles on the cake that the camera gets left on the counter unused. Snag one of the other parents or a neighbor friend to be in charge of the photography of the day. Make sure you communicate which pictures you want to have taken if you special ones you want, but otherwise, let them just snap away. The beauty of a digital camera is that you can take tons of pictures and delete the ones that don't work.

Hire help -- Ask an older sibling or cousin to assist you during the planning and especially on the birthday party day. Your helpers can serve as clean up crew or even be in charge of the games and activities. This way. you can focus on your child or the guest's parents, etc. You can, of course, pay them a small wage for their time, give them a special present or gift certificate from you for their help.

These small steps and some advanced preparation will help you to have a fun, memorable party without pulling your hair out. Keep your birthday child as the focus, and the rest of the day will go smoothly! Enjoy!

Party Favors Aren't Just for Weddings

By Cherie Johnson

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One of the many things a bride has to consider is the favors that will adorn the tabletops at her reception. Since party favors are usually marketed to brides, however, most party planners bypass the charming addition that they make for any occasion. Affordably priced and useful, party favors help liven up a gathering, and party planners who want to add a little panache incorporate their various party favor ideas into a celebration to provide guests with a special memento. And regardless of the nature of the gathering, just remember that party favors are no longer solely meant for weddings. Here are some party favor ideas to get you thinking creatively!

• Anniversary: Whether it’s the first or the 50th time, celebrating the bonds of marriage is a special affair for both the couple and their family members. Often, anniversary celebrations are thrown secretly for the couple who have no hand in its planning. Friends and family choose the cake or dessert, the decorations and invitations; occasionally, they also choose to incorporate party favors into the festivities, which are always a big hit. Anniversary favors, usually a spin-off from wedding favors, herald love in all its forms and are available in a variety of different styles, colors and shapes; popular party favor ideas include handy wine bottle stoppers, personalized champagne flutes (so everyone can toast the happily married couple!) and always useful barware sets.

• Baby Shower: It’s an exciting but hectic time when it comes to being a mother, and everyone wants to help out by providing assistance, advice, gifts, and, of course, by throwing a baby shower for the mom-to-be! With trays of delicious finger foods and cute baby gifts, the expectant mother and her friends celebrate the momentous occasion. And the perfect way to decorate each attendee’s spot at the table is with functional baby shower party favors, such as cheese graters, salt and pepper shakers, measuring spoons and timers – all of which have a fun, festive baby shower theme.

• Birthday Party: Birthday party favors, which make excellent grab bag gifts or table decorations, are perfect no matter how old the ‘birthday girl or boy’ is. For children’s birthdays, selecting age appropriate party favors, such as lip balm, candy in personalized favor tins and picture frames are ideal; while, for an older teen’s or adult’s get together, party favor ideas such as candles, ice cream scoops, pens and bookmarks not only help guests reminisce but are also fully functional.

• Bridal Shower: This get together is one of the bride’s most cherished events; she has time to mingle with her best friends and just kick back and relax. Planning the bridal shower is often relegated to the maid of honor or other close friend who takes care of all the responsibilities of selecting a theme, sending out invitations, choosing a caterer (or cooking it herself) and decorating the space festively. Providing just an extra touch of personalization, bridal shower party favors are a classy, thoughtful way to help your guests remember the party and thank them for coming. Whatever party favor ideas you choose – from candles and photo albums to monogrammed make-up bags and coasters, your guests will have a stylish memento to remember the festivities long after they end.

• Graduation Party: From high school to college and beyond, the graduate in your life deserves a little recognition for his or her hard work over the years. And what’s the perfect way to celebrate? With a party, of course! From a cook out to a day at the beach, there are just as many party favor ideas to complement whatever theme you choose, including customizable favor tins, memorable photo frames, and stylish, yet feminine koozies to keep those drinks cold all summer long.

• Quinceanera: Celebrating the day when a girl turns 15 – a rite of passage for many – is an important milestone and one that has been planned for months. Dressed entirely in white, she looks forward to this day, sharing in the festivities with her friends and family members. While planning the big after party, finding a way to thank the guests for their attendance is a necessity! Along with the food and entertainment, decorating the tables with festive party favors for all who showed up is a great way to say thanks. From manicure and pedicure sets for the younger attendees to candles and personalized shot glasses for the older folks, there are many different party favor ideas to show your appreciation.

Keep the Memories Alive

The perfect place setting or little thank you gift for any get together is a party favor! Regardless of whether the event you’re throwing is for yourself or a loved one, party favors add a special touch to any affair. Small, customizable and affordable, party favors keep the memories alive long after the party is over.

Cherie Johnson is the founder and owner ofCreative Wedding Favors, a one-stop shop for personalized, unique baby and bridal shower, graduation, quinceañera, anniversary, and wedding favors, helping countless couples and families make their big events a success. Cherie's wedding advice has appeared on several websites including Little Wedding Guide, Wedding Lenox, and The Wedding Source. Before she launched her company in 2006, Cherie worked as a professional wedding photographer, capturing the most special moments of the bride and groom's big day. For more information on Creative Wedding Favors or to find a variety of colorful, customizable gifts and favors, please visit www.CreativeWeddingFavors.com.

Live Marketing Events For Any Size Business

By Courtney Marie Smith

A common misconception in the small business world is the notion that only big brands and companies can

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benefit from live marketing events. Furthermore, most businesses doubt they can afford to host or participate in events, as common belief views publicity-geared events as expensive and time-consuming. Fortunately, any business owner or manager can implement the following strategies to expand awareness, enhance customer relations, drive sales and maximize media exposure.

Host a customer appreciation event
Whether you own a small fashion boutique, an exclusive diving venue, luxury salon or thousand-room hotel property...you undoubtedly have loyal customers. Perhaps they frequent your venue so often you know them on a first name basis, or maybe you recognize them from a couple of visits throughout the year. Either way, they represent your biggest fans, most able connectors and willing word-of-mouth promoters. Host a fun thank you event with light food and drinks, special offers, contests, giveaways and feedback opportunities.

It does not have to cost an arm and a leg. Simply tap into your preferred vendors list and ask them to participate and support your event (they, in turn, gain product and brand exposure). So the saying goes, "I scratch your back, you scratch mine." A little appreciation goes a long way.

Create buzz with a product launch or promotional event
Is there a new product that no other local venues offer? Are you bringing in a new spa line that will wow your customers? Perhaps your property is offering a summer rate special at your hotel? Whatever the case, you must effectively publicize your promotions. Sure you can advertise, but ads can be a bit costly. Why not host a publicity-geared event to maximize media coverage and exposure to your customers?

My advice? Get creative, but keep it simple. A friend of mine created a highly successful spa and salon happy hour that featured mini spa and salon treatments at a reduced rate. Of course, there were special sales, bites of food and cocktail samplings that made the guests feel welcomed and well...warm and fuzzy. The warm and fuzzy feelings lead to impressive ROI and valuable customer feedback. The end result? An increase in sales, exposure, measurable analytics and prime media coverage in local lifestyle publications, television spots and radio mentions.

Implement an Event Calendar
Event calendars are great ways to drive traffic to your website and keep your brand fresh in customer's minds. If you feature an ongoing happy hour special, exclusive trunk shows, live entertainment or books signings, you must have a method for delivering the information to your customers. Many website plug-ins are available free of cost and can be easily integrated into your website or company blog. Post all relevant information including date, time, cost (if any), RSVP directions and a contact number or email for questions. Your business' event calendar serves as a promotional foundation and can be easily linked to additional promotional channels, such as social media.

If you have a computer and a heartbeat, you have undoubtedly heard the term social media. My recommendation is to use it, and use it often. Social media promotes highly personalized referrals and recommendations through viral means at a mind-blowing pace. "Monkey see, monkey friends usually do," as I like to say. Chances are if one or two friends attend your marketing events and have a great experience, they will tell their entire social network about it. Bingo! Welcome to the influential world of social media.

Link your event calendar to your blog, micro-site, Facebook fan page, Flikr account, etc. (the list goes on and on). These days, social networks are growing rapidly and can provide valuable momentum for buzz campaigns.

Measure the results

Live events put you face to face with your customers, providing an opportunity for interaction, sampling, feedback and data collection. Be sure to collect contact information including name, email and phone number. Ask attendees their opinions on new products, current products and special promotions. Many guests are eager to provide feedback, but collect it in a professional manner and organize it after the event to be used in future outreach campaigns. Many businesses have incentivized survey participants with give-aways or promotions in order further enhance the feedback process.

As you collect contact data from attendees, be sure to ask them permission, especially if you plan on sending email, mobile or direct mail campaigns. This will ensure you have creating an opt-in database, which will lead to fewer bounce-backs and unsubscribers, while also ensuring you have obeyed spam laws. Lastly, have fun! Marketing events are creative, social and engaging. When you plan them, put yourself in your customer's shoes. What would you want and expect from your favorite businesses?

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5 Free Webinar Tips To Help Make Your Event Wildly Successful

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By B. Hopkins

Webinars are one of the most effective ways to market online. They have many advantages. Multiple forms of media can be used, presenters can interact with their audience and establish rapport through teaching and offering valuable information. They are a very effective way to sell products and also expand your influence in a niche. Here are five free webinar tips to help ensure your next event is wildly successful.

1. Plan your webinar ahead of time. You want your webinar to be entertaining, informative and concise. People are very busy these days and don't want to sit in front of the computer for hours, listening to someone ramble.

Keep you presentation interesting by using multiple forms of media such as slides, pictures and demonstrations using the Internet and other sources. Don't just use slides with lots of text.

A webinar is your opportunity to connect with your audience. Be sure to leave plenty of room for asking them questions and interacting with them throughout the presentation.

Once you have your presentation planned, practice, practice, practice. Make sure you are familiar with your webinar service technology as well.

2. Promote your webinar. Announce your webinar through your email list, write a post on your blog, post messages on your Facebook, Twitter and Linkedin accounts, and ask everyone you know to spread the word about your free event. Send out multiple messages so that people don't forget.

3. Enlist at least one co-presenter or helper. Webinars are often more interesting if there is more than one presenter. If it makes sense to have a co-presenter or guest speaker, it can definitely add a lot of value to your webinar. If you will be the only presenter, make sure you at least enlist someone to help you keep an eye on things. The chat window needs to be monitored, the audio needs to be tested, and you need to make sure the webinar is running smoothly without technical difficulties. Having an extra set of eyes, ears and hands can be a big help.

4. Be engaging and interact with your audience. Remember to interact with your audience. Ask them questions throughout the presentation and answer any questions they may have. You should always schedule time at the end for a Q&A session, but it's also a good idea to answer questions throughout the webinar.

Have fun, and remember to keep your audience interested and entertained. Don't worry so much about being serious and "professional." The key is to establish rapport so that people will begin to know, like and trust you.

5. Tape your webinar, and re-purpose it. Make sure that you tape your webinar so that you can use it later. Offer it as a replay to your email list and blog readers. Or you can also consider selling it as a product to those who did not attend.

You can also re-use webinar materials. You can post the slides on slide-sharing sites or offer them as a free bonus to your email list.

A free webinar is one of the most effective ways to market your business and establish yourself as an authority in your niche. With a little preparation and practice ahead of time, you should be well on your way to having a wildly successful event.

TeleseminarLive is a free service that sends you a list of upcaming paid and free webinars and teleseminars. Become a member of this site today, and reduce your risk of missing out on a free webinar opportunity. Also, find out more about how to find free webinars.

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Tips for Successful Corporate Event Planning

By Kathryn Dawson

Have you been selected to plan your company's next conference? Have you just volunteered to organize the next party? It is understandable if you are a bundle of nerves. Relax! Corporate event planning need not be the tortuous ordeal you think it is. Here are some tips for making the next event smooth and successful.

Initial Considerations for Corporate Event Planning
Corporate event planning begins with a consideration of the look and feel you wish the event to have. Think about what kind of event you are holding, what the reason for the event or celebration is and what you wish to accomplish. Is it just conference management  or do you have to deal with arranging the business accommodation as well? Keep in mind that a relaxed state of mind can help you make better decisions and plan more effectively.

Planning Your Event
The actual process of corporate event planning becomes easier once you have defined the basic parameters.

Make a checklist -- Create a checklist to provide a step-by-step guide to organizing and executing a special event.

Make a budget -- If you are organizing a corporate event, you may have already been given the budget for it. Ensure that the budget is specific, and include revenue opportunities (sponsorship, ticket sales, donations, etc.) as well as expenses (printing, permits, insurance, speakers, food, supplies, security, etc.).

Maintain a record -- This is important not only for the expenses, but for each activity you have undertaken. This will help you keep track of all the various elements you need to consider and the progress you are making with them.

Conference facilities -- The location and site of the event are critical to its success. Selecting a site is more than just finding out available rooms. The factors that you may need to consider are room capacity, purpose of event, need for ramps, podium and stage, special equipment and furniture.

Have plenty of food and drinks -- A critical factor for corporate event planning is the catering. The kind of food you will serve and careful decisions of whether it will be lunch, snack foods, dinner, buffet or a sit down, make a huge difference in conference management. If you intend to serve alcohol, you will have to ensure that there are designed drivers to transport those who may be drinking during the event.

Plan publicity and marketing -- Great publicity and marketing are critical in successful corporate event planning. There are many different methods you can use. You can consider supplementing paid advertising with inexpensive fliers, handouts, email messages and word of mouth.

Speaker or entertainer -- Booking a speaker or entertainer can be tricky and add to the cost. However, this can also make your event extremely successful. Weigh the pros and cons of having a speaker or entertainer.

Arrange for parking -- All major events require ample parking space that is easily accessible from the event site. Ensure that the parking is convenient and that people do not have to walk too far to the venue site. If you have delivery trucks, caterers or special equipment being brought to the event, you will need to make sure everyone knows the best location for unloading.

Evaluate the event -- An often ignored but important element of corporate event planning is evaluation. Create an evaluation form to hand out at the end of the event. Make it anonymous and short. You may even ask for direct verbal feedback.

Finally, once your event is over, take time to reflect back on it. Consider the entire corporate event planning process and the feedback you received. Were the guests who were provided with business accommodation comfortable? Did your conference management ensure a truly successful business event? Retrospection can help you continuously improve your planning and organizing skills.

Kathryn Dawson writes articles about Keele Conference and Events, providing complete conference management and corporate event planning, as well as a selection of en-suite business accommodation designed to make your stay as comfortable as possible.

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Party Planning Potholes - 6 Event Planning Mistakes to Avoid

By Marley Majcher

Mistakes are a part of life. I hate making them; we all do, but they happen. With over 16 years in business, I have seen my share of mistakes, some that I have made, and some my party planning colleagues have. The best of us make them, but they should be infrequent. The key is to learn from them as you go. But those that can be avoided should be! The common event planning mistakes I bring up below will hopefully allow you to not step into these proverbial potholes.

The Tips!

1. Cursory site/venue check. I can't tell you how much time I spend checking a venue for a client. I don't care if it's for a birthday blowout or a small corporate meeting. Inspecting the main room where the function will be taking place is only one aspect of a venue check. I also make sure to note what outlets are available for audio/visual, the valet parking area, the kitchen and the restrooms (why not? If they are not taken care of, guests will notice, and it will cast a shadow over the event). It is also imperative to note if there is a place where smokers can congregate. Whether or not you smoke doesn't matter. What matters is the comfort of your clients and their guests. I have heard too many horror stories where the site selected looked great, but failure to check for necessities in addition to the "pretty things" added up to a nightmare for the planner involved.

2. Communication, communication, communication. Having all the event information in your head is fine if you are not working with anyone else, but seriously, how often do you put on an event by yourself? Even if you don't have employees, you will have vendors that you will be working with, and you must communicate with them frequently. In addition to vendors, you also have a client that needs to know all the pertinent details about how the event will proceed. I know that we all want to look like Super Woman and Super Man, but at some point, this will absolutely backfire. It is an absolute must to bring everyone that is part of the event up to speed on everything that they need to know in order to make their tasks seamless. Treat each person as a stock broker, each having their own portfolio that they are in charge of. If they are not given the appropriate financial information, your personal portfolio can lose all its value. Why take a chance?

3. Double checking, triple checking and then some. Don't leave anything to chance. Why drive yourself crazy? I have checklists for eight weeks out, four weeks out, two weeks out...you get the picture. The week of any party I produce, I check in with the venue and do another walk through. I call all my vendors and powwow with them. I go through the menus, and I talk to my client almost every day to make sure there aren't any last minute changes. And of course, changes occur, so why gamble on your reputation? Double check the details. We all know the odds in Vegas are not in our favor, so do as much as you can to limit any missteps.

4. It's all in the fine print. When looking over contracts, no matter whom they are from and no matter if I worked with them 20 times in the past, I ALWAYS go over the entire contract, line by line. Yes, it is time consuming, yes, most contracts are standard, BUT there could be a line or three that puts you at a significant disadvantage. I even break out my magnifying glass to read some of the fine print. If you don't understand something, ask questions. If you don't agree with something, try having it removed from the contract, or walk away. Don't put yourself in line for legal troubles that will cost you more than the one hour it takes to thoroughly review a contract. There have been many times where I have successfully lobbied to take out clauses that were just plain awful and could have potentially hurt me in the end.

5. Vetting the entertainment. When hiring speakers, clowns, singers and DJs, I don't care who it is, I always try to get a referral from a trusted source. But, I do not just stop there. I meet everyone (if feasible) before I put them in front of my client. I want to get an idea of who they are and what their true abilities are. If I can't grab a meeting with them because of logistical issues, I make sure to see them on video, whether it is on a YouTube video or their personal promotional video. As I wrote above, I don't want to leave anything to chance. Imagine the horror if "Rex the Tyrannosaurus Rex" showed up at your children's party when "Bozo the Happy Clown" was expected! Since the entertainment is so important as is a key note speaker, it is imperative that you have a high comfort level that promises made are promises kept.

6. Sticking to your event timeline. You are the producer of an event. You are the leader of troops. You keep morale up and things run smoothly. You are also the warden of the clock. You have, no doubt, set time marks that you want to hit to keep the party going. If you are producing a wedding, for example, you will have a timeline for wedding photos, first dance, band breaks, dessert, etc. A timeline is needed for every party/event you do. Just hoping that the party will start at 1pm and end at 5pm as the invites say is wishful thinking. This can be especially true when alcohol is involved. Imagine if your late afternoon engagement party, featuring cocktails and hors d'oeuvres dragged on and guests started getting hungry for dinner? You need to be there with one eye on the clock and the other on the client to make sure food is rolling, entertainment is happening, drinks are being poured, key note speeches are delivered when they're supposed to and wait staff are not taking their 15 minute breaks at the wrong time.

Marley Majcher is the CEO of The Party Goddess!, a nationally acclaimed full service event planning and catering company and is a regular on-air contributor to national TV shows, discussing all things lifestyle and entertaining. With her continuing desire to be on the leading edge of gastronomy and design for her company and clients, Majcher has blanched, flambeed and fricasseed her way through the Smithsonian Institution's culinary series and cooking schools in both Paris and Normandy. She is constantly seeking out cool and creative individuals with style and personality to work with and attends premier design exhibitions whenever she can. Majcher currently spends any free time she might have, usually between 10:45 pm and 11:15 pm on Tuesdays planning her own annual blowout party every November.

Take a look at the company's website at www.thepartygoddess.com to see what The Party Goddess! does for clients and get some great ideas for your next party or event. 

If you are thinking of becoming a party or event planner or just want to learn more about it, go to www.howtobeapartygoddess.com. Here you will learn what it takes to be a rockin' party planner and how to start a new and profitable business. 

Please contact Marley at info@thepartygoddess.com.

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10 Things to Consider When Booking a DJ For Your Event

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Choosing a DJ for your event can be difficult. You want the right kind of music and ambiance. The music is the major factor, which sets the mood for your event. To ensure that you choose correctly, here are a few things to consider:

1. Source your list of potential DJs. It is best to get a list of potential candidates from people you know and other events you have attended. The venue may also be able to help with this list.
2. Meet them in person. This will give you an idea of their professionalism and music tastes. It will also give you an opportunity to discuss the theme and genre of music you prefer.
3. Request testimonials. An experienced DJ will be able to provide you with many names of parties or events they've worked at.
4. Request their song selection. This is important as you want a DJ with a larger selection of songs so they can handle requests on the night of the event. 
5. Ask the DJ if he or she has played at your venue before; it is essential that the DJ is familiar with the venues and the sound restrictions they may have.
6. Check whether the DJ has the appropriate sound equipment for your event. Most professional DJs own their equipment and can cater to the size of the venue.
7. Inquire about lighting and stage effects. Most professional event DJs will be able to provide these.
8. Once you have short listed your candidates, attend an event at which your DJ is playing to gauge their professionalism.
9. Provide the event DJ with a list of your expectations, such as time of the event, event itinerary, the location and set up time.
10. Have a contract in place to document your negotiation and to avoid miscommunication on the night.

The perfect event DJ will be flexible and able to read the energy of your event or party. A good DJ will take requests from the crowd and also be able to change the music up if the energy is low. It is the event DJs responsibility to keep the party or event fun, lively and everyone on the dance floor.

For more information, visit www.nusuevents.com.au

Nariman Taweel is an accomplished trainer and entrepreneur. To view more articles on events and event planning, visit www.nusuevents.com.au.

How to Plan your Trade Show

If you want to achieve your exhibiting goals and maximize your return on investment (including both time and money) with your trade show, planning strategically is necessary. The first step in the planning process is to find conferences and events that reach your target audience of prospects.

You can begin the research process by speaking with current customers and learn about the events they attend. Also, reach out to professional organizations and colleagues in your industry for more suggestions. A few more great resources are online trade show planning directories, your local chamber of commerce and area business associations. When you find an event that looks like a great opportunity, ask to review lists of past vendors and attendees if they're available.

Be sure that the show you choose attracts the type and number of prospects you want. Other things to consider include timing, location, cost and sponsor reputation. To promote sales, think about your needs in regards to audio visual rental rental equipment and sound systems, banners, promotional items, literature, special displays and other marketing tools.

Finally, create a detailed plan and trade show checklist that includes the following steps:

Develop specific event objectives, like the number of product sales, leads generated, publicity acquired, image and awareness initiatives, etc.
Create a realistic budget that includes a projected R.O.I. (Return On Investment)
Establish a compelling sales message that can be used in all trade show marketing and sales initiatives; this includes booth graphics, banners, brochures, sales presentations and advertisements.
Create a "WOW" exhibit that interests people and quickly conveys your brand and product message. The overall design and graphics need to deliver your marketing message with a "powerful punch," whether you choose custom-designed booths, tabletop displays or pop-up stands.

To see more checklist items, visit our source Trade Show Planning: Your Roadmap To Success.

4 Tips for Planning an Outdoor Event

Planning an outdoor event? Here are some tips to help you minimize stress:

1. Get a permit. You'll want to do this as soon as you've finalized where and when you'll have the event. The fastest way to get your event shut down is to hold it without a permit.
2. Check out all ordinances. Every town has noise ordinances; many times, noise is prohibited after a certain time. Also, look into fire and safety codes, which may have limits on overselling tickets, seating and advertisement. Speak with the state and local authorities, the local fire department and the police about these.
3. Power. Food stations, DJ/music and other areas that need lights will need power stations. If there aren't enough, have your vendors bring extension cords, and check the power load per plug. Additionally, have a back-up power system to fall back on.
4. Be sure the guests are comfortable. Have enough drinking water and fountains, and make sure they are spread aound the venue. You can also consider renting portable air conditioners (if your event is during the summer). 

For even more tips, check out our source 16 Tips to Plan a Successful Outdoor Event.

The Best Time to Evaluate Your Event

By Heidi Richards

When should you evaluate your events?

As soon as the event is over...if not sooner. In my experience, the best time to evaluate your event is immediately! It is important to do your evaluation/assessment of the event while the details are fresh in your mind. Include anyone in the evaluation process that had a stake in the event. Stakeholders would include vendors, hired staff, volunteers and employers. You could host a debriefing session or a wrap up meeting to accomplish this task. Make this a pleasant experience. Include refreshements and lots of kudos (thank yous for a job well done). Prior to, or when the meeting begins, enlist a "scribe" to record the comments and answers from the group.

Ask yourself -- and them -- the following questions:

• Did the event fulfill the goals and objectives set forth?
• What worked? What didn't? What would you do differently? The same?
• Did the event run smoothly and on schedule?
• Which vendors/stakeholders should be hired/recruited again?
• Were any items missing from the checklist that should be included in future events?
• Did you generate favorable publicity for the event?
• How was attendance? Were the attendance goals achieved?
• Did you receive positive feedback from those who attended? Did you use formal (written, documented forms or one-on-one surveys) or informal (chatting in the restrooms, lines, seminars, etc.) methods of evaluation?
• What could you do differently, better to reach your goals? To involve more people? To spread the word about the event?
• Was the event worth doing? What were some of the benefits? Would you do it again?

Encourage alternative forms of feedback from those unable to attend, such as via email, website and fax back forms. Once you have received feedback from the group, have the notes transcribed for distribution to all the stakeholders (clients). Be sure to incldue this in the event portfolio for future reference. Proper evaluating of the event will lead to even greater success in the future. In fact, it is important to evaluate all aspects of business from time to time. Otherwise, how and when would you know what needs to be improved? One final thought: Make sure you get feedback from attendees.

And here's a key question to ask, especially if it is an event that is open to the public: How did you hear about this event?

Heidi Richards Mooney is a Professional Speaker, Business Coach and the Author of 7 books including "Rose Marketing on a Daisy Budget ~ How to Grow Your Business Without Spending a Fortune." She is also the publisher of WE Magazine for Women. Stop bywww.speakingwithspirit.com to get a FREE copy of YOUR Marketing Calendar today! 

[Photo Credit] 

How to Choose a Speaker for Your Next Chapter Meeting

One of the most important aspects of chapter meetings is the speaker-- the person you choose can make or break your event. With that said, you need to select someone appropriate for the audience and your location, someone who is informed on a topic but engaging as a speaker -- all within your budget. Check out a few tips on making this process simpler:

Keep an organized database of previous speakers. Be sure to include contact information, a brief rundown of their speech and subjective comments on the speakers' performance and reception from attendees. It's fine to draw on past successes every now and then: If a certain speaker begins to gain popularity as an engaging and entertaining presenter, the event attendance can only get better.

Plan ahead. Know what your meeting topics and goals will be for the next six to eight months, and choose speakers accordingly.

Tell your speaker what you expect, and be specific. Although the speaker has the task of creating the content, you need to tell them what the meeting's goals are. They might have the expertise on their subject matter, but you are the expert when it comes to your meeting, your members and your association. If you can, show examples of previous successful presentations, give clear time limits; tell them exactly what equipment will be available; and get a copy of the speech ahead of time. If the speaker isn't prepared, you'll look unprepared.

Check references. Speak with other local associations to learn about their experiences with a certain speaker. Find out what worked well and what could be improved on.

Ask members for referrals. Is there a person at his/her job that knows their stuff on a certain topic? Did they see a great presentation at a meeting? Referrals and word of mouth can be a great way to find speakers.

Connect with the National Speakers Association or a local speakers bureau. This is a chapter-based organization with members who are professional speakers and presenters. Use their expertise and suggest a potential joint venture with a local chapter.

[Source]

What If No One Signs Up?

By C.J. Hayden, MCC

It's the nightmare of every professional who offers group programs. You design a powerful workshop, schedule a date, broadcast your marketing message...and no one registers. Then what?

Let's assume you have the basics down. You've chosen a compelling topic, identified a likely audience and clearly described the benefits of participating in your program. Even the price is right. You've already sent information about your program to a list of strong prospects. What else can you do?

Preventive Measures. First, let's back up a step. There are several measures you can take early on in your promotion that will improve your chances of full enrollment:
1. Offer your program in-house instead of to the general public. Selling your program to a company, association or learning center with an established base of employees, members or students can be much easier than trying to sell each seat yourself. You could also partner with an existing organization with a track record of filling programs and share the profits in return for a full house.
2. Build your prospect list to equal 20-100 times the number of people you want to attend. A typical response rate from a postal mailing is one to two percent. Response to opt-in email is often even lower. (Don't even consider using unsolicited email). In general, expect no more than one percent to respond if they don't know your work and rarely more than five percent even when they know you well. Make it a habit to capture the name and address of every prospect and get their permission to mail or email.
3. Plan to promote on multiple channels. Your promotion plan should include announcements in your ezine or newsletter, a description on your website, postal mail, a brochure or flyer to distribute, calendar listings and personal invitations. Don't rely on just one or two avenues -- students are much more likely to enroll when they see your program mentioned in many different areas.

Emergency Enrollment. If your program has low or no registration as the date approaches, here's what you can do to increase enrollment:
1. Call everyone on your prospect list and invite them personally. Don't count on mail and email to do the job. Place a phone call to each person you have a phone number for, give a brief description of the program, and invite them to attend. You'll be amazed at how many people will say, "Thank you for calling -- I've been meaning to sign up."
2. Ask clients and colleagues to make referrals. Just mailing an announcement to potential referral sources isn't the same as asking for their help. Call or email people who respect your work, and ask them to suggest two or three others who could benefit. If they have suggestions for you, ask if they will also contact those people themselves to endorse your program.
3. Make a special offer. Tell the people who are already registered they can bring a friend for half-price. You're not losing any revenue that way if the space would otherwise be standing empty. Offer a bonus gift with minimal cost to those who enroll -- 30 minutes of your professional time or an ebook, audio or report you've produced. To encourage people to spread the world, offer the same gift to people who refer students to you.

If All Else Fails. In the last few days before your program, if you still have only a handful pre-registered:
1. Hold your program anyway. Invite people to attend for free if necessary to have good participation. Your clients will enjoy the chance to spend more quality time with you; colleagues will benefit from the opportunity to see your work and meet other attendees. Ask people who attend at no charge to write you glowing testimonials and refer paying participants for the next time.
2. If you can't fix it, feature it. The meaning of this classic sales maxim is that if your product has an obvious flaw, make it a positive selling point. When only six people enroll in your big seminar, convert it to an intimate group experience. If you have only two people for a group, turn it into a success team. Your participants will be thrilled to have more individual attention. Never apologize for a smaller-than-expected turnout.
3. Plan ahead to do better next time. Analyze what went wrong with your marketing and strategize how to do it differently the next time around. Should you have allowed more lead time? Does your mailing list need to be larger? Do you need to factor in more promotion channels instead of relying on mailing or email alone? Make a list of all the key elements you think are necessary to successfully promote your next program.

Filling programs becomes easier when you offer them regularly. When students see the program advertised two or three times, they are much more likely to enroll. Think of all your marketing efforts as part of a long-term plan to make more people aware of your business. If the outreach for your workshop introduces your business to many new people, you may ultimately find that much more valuable than just filling one program.

(Copyright 2004, C.J. Hayden)

C.J. Hayden is the author of "Get Clients Now!" (TM) Thousands of business owners and independent professionals have used her simple sales and marketing system to double or triple their income. Get a free copy of "Five Secrets to Finding All the Clients You'll Ever Need" at www.getclientsnow.com. 

[Photo Credit]

Special Event Planning - Develop Your Master Plan

By Heidi Richards Mooney

Photo from: inc.com

"The master plan is the plan you create to ensure you have covered your bases when planning your event. Doing so will increase your chances of having a wildly successful outcome, leading to more referrals, happy clients and more sales." Heidi Richards Mooney

Want to have a kick-butt event that people will remember and talk about to their friends? All you need is a plan and people committed to following it! I have hosted and co-hosted hundreds of events for my business and nonprofits alike. The ones that were the biggest success followed a few simple principles each and every time.

Here they are:


Create your checklist. A checklist provides an organized roadmap to executing your event. What resources will you need, donations, people, money? -- A sample checklist is included below.

Create a Timeline! This should be a part of the checklist and is perhaps the most important component of the document that will ensure the success of your event. The timeline should include items such as when programs are printed, when invitations/brochures should be printed and mailed, when to start the media or publicity campaign, when to order decorations. It includes registration deadlines. If it has not already been determined, the timeline also includes the location of the event.

Create your budget. This should include all revenue opportunities (registration sales, tickets, donations, sponsorship, concessions). It should also include expenses for printing, lodging, food, supplies, security, speakers, permits, insurance, postage and miscellaneous items yet to be determined.

Think about logistics. They include the size of space needed for the event, setup (tables, chairs, parking, signs, port-a-potty's, tents), cleanup, emergency plans, transportation and the services that are provided by police and fire departments.

Promote the event. What is the major objective of the publicity? Is it to raise awareness or attendance? Is it to build good community relations? If you do not have a media list, it is never too soon to start creating one.

Whom do you know who works for local print, radio and television? Whom do you know who knows someone who does? If it is a local event, drawing on the local community, find out if a local Media Guide or directory is published.

Many newspapers have these resources, and so do many libraries. If it is a national event, look for national media directories for assistance. There are several to choose from. Some of the ones I use are: Gebbie Press All-in-One Directory (1.845.255.7560), Bacon's Media Catalog (1.800.621.0561) and Bradley Communications (1.800.989.1400). These directories are available on disk or books.

Here's a step-by-step checklist to help you organize your event.
Task:
___ Select members of the planning team. Include leaders of specific events to be completed by (date).
___ Develop the master plan by (date). This may include the theme, location, etc.
___ Choose the date for the event by (date).
___ Select secondary team leaders (subcommittee chairs) for logistics by (date).
___ Recruit or hire team members for logistics by (date).
___ Create your publicity/media campaign. Alert the media of photo and interview opportunities by (date).
___ Prepare the "copy" for print materials including program, registration forms, tickets, registration/identification badges, ribbons, awards, etc. by (date).
___ Plan the decorations by (date).
___ Develop the schedule of events. Distribute to each person on the team. Review assignments.
___ Determine how registration will be handled and by whom.
___ Create an Emergency Plan in case the event has to be cancelled or postponed.
___ Have a "dress rehearsal" of the event with all responsible parties to review roles and responsibilities of entire team the day before.
___ Have the Event!
___ Mail a copy of the program and thank you letter to sponsors and supporters of the event as soon as possible after the event.
___ Send hand-written thank you notes to your host (employer) and the team you worked with. If possible, include photos.
___ Evaluate the Event.

Want more ideas for having a successful event? Read 21 TIPS for Hosting a Special Event. 


Heidi Richards Mooney is a Professional Speaker, Business Coach and the Author of 7 books including "Rose Marketing on a Daisy Budget ~ How to Grow Your Business Without Spending a Fortune." She is also the publisher of WE Magazine for Women. Stop by www.speakingwithspirit.com to get a FREE copy of YOUR Marketing Calendar today! 

3 Ways to Make More Money From Your Event

Photo from: mylot.com

In these rough economic times, it's smart for event holders to look for other ways to make more money with their events; selling your tickets is just the beginning. Here are three ways to earn more income from your event.

1. Sell sponsorships. This is the most popular method event holders use for additional income. However, they are also often carried out wrong. Event holders usually go wrong with sponsorships because they don't give prospective sponsors enough detail, in advance, about how they can properly evaluate their results after the event is over. Although it can be difficult for an event sponsor to pinpoint their ROI, whatever method the event holder provides them to measure results will be appreciated. And that can help a sponsor determine if he or she wants to return next year. With that said, it's important for you to describe the benefits of sponsorship when it comes to the visibility sponsors will receive (aka CPM). For example, if you believe that a banner in a venue will be seen by 30 thousand people, let prospective sponsors know that. 
2. Place ads on your event website. A lot of your event promotion will probably be online, and events can create a lot of online traffic. One good reason to create a website for your event is so you can monetize the traffic you may receive before, during and after the event. Obviously, the main point of your event website is to support the event itself, give the necessary information to potential attendees, to give event details, etc. But, you can also easily turn the site into a source of revenue with a few well-placed and carefully-chosen ads; best of all, you'll have little interference to your primary goal. Be sure to work with companies who have products or services to provide that are relevant to your event and likely to be of interest to attendees. You could also put together "online-only" sponsorship packages, which are put together like ad buys and allow you to engage businesses as advertisers who may not have been interested in being sponsors. Don't have energy or time to sell ad space on your event website? Consider contextual advertising like Google Adsense; that makes it simple to show and monetize relevant ads. 
3. Sell merchandise. People love coming home from events with different items. But, a lot of times, those items end up in the trash. A better way to benefit from this desire is to sell before and during the event; this method works particularly well if your event supports a business that already sells items. You can use your event as an opportunity to give prospective customers a better idea of what you offer and encourage them to buy on the spot with discounts or special deals available only at the event. 

Need more tips? Check out 5 ways to make extra money from your event. 

5 Reasons to Create a Logo for Your Event

Creating an experience no one forgets is often a main concern for people who plan events. One of the quickest ways to capture the attention of attendees is through a core-branding image. So, if you want to develop a long-lasting memory, the quickest way to do so is with a quality event logo.

Whether you use a simple combo of initials in an appealing font or get more creative with a logo that has high quality art, creating a professional logo that embodies your event's spirit will promote an organized, unique tone and even simplify many tasks associated with planning.

Five of the best reasons to consider a logo for your next event are:

1. Differentiation.
2. Identity.
3. Unification.
4. Sticky visual image.
5. Perfect for take-aways. 

Read more about these reasons here!

Planning Special Events - Six Strategies for Success

Photo from: odesk.com

Whether you are in the event planning business, planning an event for a local nonprofit or planning an event to promote your business, the strategies needed to make your event memorable and profitable are extremely important. They require a certain amount of planning and a whole lot of commitment to achieve the ultimate goal: Having a Great Event people will remember and talk about long after the celebration has passed. And of course with the perfect number of guests in attendance!

Your ultimate goal is to host an event that leads to even more success, referrals, more business, and most likely, more people committed to the project in the future.

A special event is an event with a specific purpose such as a special occasion (celebration of a milestone, conference, party, awards ceremonies, fairs). Special events are different from ongoing programs in that they may be single, one-time productions or even once a year celebrations that people anticipate and plan for.

Here are my SIX Strategies for Success:

1. If a company or host has hired you, they have already determined that the purpose of the event is important enough to warrant the expense and time necessary to put it on. If you are a volunteer leader, this must be the first step in determining whether or not to pursue the idea.
2. Do you need a team of volunteers/paid staff to execute a successful event? Involve your team in the planning. This core group will help develop the theme, select the location and determine who else should be involved.
3. Determine the purpose of the event. Is it to make money? Is it to increase awareness of the product, company or organization? Is it to celebrate a success or a milestone? It might be a combination of all three. Once you know the purpose, you can plan accordingly. 
4. Who is the target market? If you are an event planner, you may not be involved in that part of the planning. Your job may be just to stage an extraordinary event. The company or organization may be responsible for attendance. However, you will have input and connections. Be sure you offer feedback and share those connections with the "powers that be."
5. How will you measure the success of the event? By the number of attendees, by the amount of money raised, by the number of people interested in helping out with future events?
6. If this event has been hosted in the past, talk with others who have worked on it before. Get their advice and support. Seeking the opinions and advice of others will help to elicit support for future success of the event. Find out what went right, what went wrong and how they measured success in the past. What are/were their expectations of this event? Were those expectations met or exceeded? If not, what would they have done differently?

Heidi Richards Mooney is a Professional Speaker, Business Coach and the Author of 7 books including "Rose Marketing on a Daisy Budget ~ How to Grow Your Business Without Spending a Fortune." She is also the Publisher of WE Magazine for Women. Stop by www.speakingwithspirit.com to get a FREE copy of YOUR Marketing Calendar today!

How to Plan Your Product Launch Event

While creating a new product can be intimidating, actually launching said product is another stress altogether. Although your product may not be as big as the latest iPad, you can still put together an event that will garner attention for it. Here are a few tips:

Timing. The timing of your launch can be the difference between success and failure; this is particularly true if your product has an international audience. Be sure you know what the good and bad times are for your launch. A couple of other things to keep in mind: 1) The kind of product you're launching will influence when you release it; 2) You must be willing to postpone the event if you're product is not ready. It's better to reschedule than debut a product that's not ready for public consumption.

Purpose. The purpose of your launch isn't just to get exposure and spread the word, you also want to reach a particular audience that will turn into someone who'll pay for your product. With that said, choose a specific gaol for your event. For example, do you want sales, media coverage, consumer awareness, etc.? By knowing your direction, you'll be able to focus on the kind of event you'll have. There are three main types:
    - Trade events where you may invite important industry influencers like editors of trade publications. Also, this can be a series of events in several locations or over a period of time
    - Media events where you educate important media members who've been invited to review your product. This may be in press conference format.
    - Consumer events that let you introduce your product to both old and new customers.
Whatever you do, don't try to host one event that caters to many audiences. Keep your target audience narrow.

Venue. You want your target audience to be able to get to your venue as easily as possible. Additionally, you may want a location that will reflect your product in some way. Consider carefully where you'll launch it since the location will say a lot about your business.

Experience. The most difficult part about planning your event will be how to create something that your audience will remember and something they'll feel was worth attending. So, if the media is your target, be sure that you give them enough information to do their job effectively by giving them access to your product. If you're targeting consumers, think about giving a discount on the item in addition to having them experience it.

Following up. In the days after your event, it's very important that you keep the momentum going for your product. So, follow up with the target audience, and contact the people who showed interest. Your launch event should be the beginning of your launch process. Tie it in with your continuing marketing efforts.

With proper planning and implementation, you can be sure your product launch will start off on the right track.

[Source]

How to Get Event Sponsors

If you're an event planner, you probably know that planning often includes tight budgets, so being able to make the most of your financial resources is key. Event planners often seek out sponsors to ease some of the burden and give more support. Here are some tips on how to find and secure sponsors for you next event:

Begin slowly. Don't ask "for the moon" immediately. Since you're developing a long-term relationship, you must prove yourself first. Securing a sponsor is the first leap of faith for them. Once you have proven yourself and shown that you're a good fit, you'll have more power to bargain, and you can ask for more.

Remember, money isn't everything. If a sponsor isn't willing to supply funds immediately (or ever), don't be surprised. Money is not the only valuable thing a sponsor can provide; look deeper and find other ways you can work together. Ultimately, there are two ways to increase profit: increase revenues or decrease expenses. So, if a sponsor won't give financial support (increase revenues), they might be able to supply products, supplies or materials, which will eventually lower your expenses and/or improve your guests' experiences. With that said, be open to different possibilities.

Read the rest of the tips here...

Best of luck in your sponsor search! 

How to Begin Your Event Planning Career

In simple terms, an event planner is a person who organizes events. Usually, when people think of events, they think of something grand and fabulous, an occasion where people get together, whether it's a wedding, festival or family reunion. But, there's almost always someone needed to ensure the event's success...and that's where event planners come in!

You don't need formal training or education to succeed as an event planner. If you're talented, creative, determined and willing to put in the work, you can definitely become an event planner extraordinaire! Here are some tips:

Learn all you can about the profession. The term "event planner" is broad and entails everything from corporate planners to wedding planners to catering/hospitality coordinators. Take some time, in the beginning, to read books, research online and talk to real event planners to figure out what areas you're most interested in and to become familiar with the expectations you'll have on the job.

Assess your talents. Successful event planners combine both great interpersonal skills and organizational ability to determine exactly what their clients desire, and they get the job done. Other important talents: resourcefulness and creativity that sets your skills apart from competitors.

Educate yourself. Although you don't need a degree to become an event planner, certain areas of study may impress potential employees and clients. These fields include marketing, public relations, human resources, advertising, business, hotel and restaurant management and hospitality and tourism. If you want to develop your skills and enhance your natural abilities, degree programs are available specifically in event management; there are also industry educational seminars and home study courses.

Develop your material. Before you begin your job search, organize your self-promotion material so they represent you at your best. If you don't have a lot of actual experience on your resume, consider volunteering to work with an event planner, you could organize a small, local event. Be sure to ask the people involved for letters of recommendation for you to show future employers or clients. Additionally, have photos of your work in your portfolio to show what you have done (and can do).

Determine who's hiring. While you're using job advertisements to look for work, you should also directly contact any organizations you'd be interested in working for. Associations, larger businesses, non-profits, universities and municipalities need event planners, and so do hotels, tourism bureaus and other organizations. Asking a simple question: "Who plans your meetings and events?," could lead to the job of your dreams.

For five more tips on becoming an event planner, check out our source: 10 Steps to a Job as an Event Planner.