What I've Learned about Event Planning

I'm really into planning events.  Some of this has to do with the fact that I'm trying to figure out the social structure of Seattle and how to break the Seattle Freeze.  (Yes, only a Southern entrepreneur would have so much passion for this!) I'm also convinced that events are on their way back... even though social media is growing by leaps and bounds. In this economy, businesses have to make an extra effort to connect to their audience and prove their value. One of the best way to do this is to get people together on a local level and connect, brand, and show your worth.  Plus, it's a relatively inexpensive and easy way to market yourself.

This is why I'm event planning like crazy, and boy have I learned a lot.  Please keep in mind that I'm planning very small, local events to date.  I've not yet mastered the art of getting sponsorships, speakers, or creating an entertaining event for more than 20 people.  That's soon to come, but as we all know everything's a process, one foot in front of the other. For now, I'm planning events for 15-20 all around the Seattle area. 

Here are some things I've learned.  This is all common sense but important none the less.

1. Location
   Centralized locations with free and easy parking work best in the beginning.  You'll soon figure out which areas work best for your crowd as you go. 
   
   
2. Venues
   Always, always call the venue before you plan the event.  If you're expecting more than 10-15 people, swing by the venue and talk to a coordinator in person.  You want to make sure they'll reserve an area large enough for you and that everyone will be comfortable.  You'll also want to check on drink and food specials and make sure they'll accommodate split checks.


3. Connect Online First
   People WILL show up if you make them feel welcome and explain exactly how they can find you at the venue.  It takes courage to show up to an event where you know no one.  It's a lot easier if someone's connected with you beforehand and explained exactly how to find the group at the venue.  I even give out my cell phone number so that attendees can text me.  If you're warm and personal, people are much more likely to RSVP and communicate with you.


4. Be flexible
   You'll be surprised to find out why people are attending your event.  Ask around and find out if the event met their expectations.  It's invaluable information that you can use to keep the event fresh and to make sure you're attracting the right crowd.


5. Collect info
   Be sure to collect email addresses and contact information at the event.  You want to be able to track attendance for your records, and you will want to add attendees to your mailing list.


6. Follow up
   Be sure to ask attendees what they'd like to see next time and if they have any ideas that will help increase exposure and make the experience even better.  Send out a recap of the event to attendees and be sure to post photos of the event on your website.  Connect with attendees on Facebook, Twitter, etc.

If you need an audience, be sure to check out Biznik.com and Meetup.com.  They make event planning easy!