Kathryn R. Burke
For more events, programs, and presentations, visit my Public Presentations Page.
Combined with Editorial and Advertising PLUS Community Involvement, everybody Wins. Click here for a perfect example of how it works. This story demonstrates how to market an idea by using editorial to inspire advertising, and orchestrate with planned events. We pulled together members of the business community to make this event happen, and it was fun! Then we cross-promoted with multi-media approaches, and everybody benefited.
Who do you call when you need help? You call me.
Event Planning for private, non-profit, and for-profit public events and organizations.
Event Planning and Management Services
• Plan. Set goals and build an Event Plan to to include event elements such as venue, food & beverage, decor, presenter, staffing, marketing.
• Establish a budget. Working from the preliminary plan, determine costs for all aspects in preliminary event plan, including venue, talent, services (greeters, ticket-takers, wait-staff, bartenders, parking lot or restroom attendants), insurance, required licenses (do you need a liquor permit?), marketing. Leave wiggle room; things may change. Determine how to meet costs: generated revenue from ticket sales or fundraising efforts. Don’t forget to include clean-up or post-event costs! Make sure you stay on budget.
• Design. Help you come up with ideas or theme if appropriate. Work out details, massage the design, work together to figure out the best way to present & publicize your event.
• Presenter/Entertainer. The “talent.” Select and schedule the presenter or entertainer (and negotiate their fee). Often this is a keynoter. May include other topic speakers or workshop leaders if you plan to include breakout sessions. Plan and budget for accommodations and transportation if that is needed.
• Coach. Advise you if you plan to present yourself, and help you create and prepare your presentation, including PowerPoint, video, handouts, whatever you need to tell your story. (And be prepared t take your place if you get sick or chicken out at the last minute (it happens!)
• Food & Beverage. Help plan the menu, decide on alcohol, book and hire (or arrange for) food and beverage service, find bartenders and waitstaff (if needed), manage and orchestrate set-up, serving, clean-up, staff payment.
• Decorate. Help with decorations and theme – designing and creating (or procuring) decorative elements and making sure they are available and delivered on time, including flowers, balloons, themed items, guest gifts, table decorations. (In many instances, we have actually made the decorations ourselves.)
• Venue. Locate and schedule a place to hold your event. Make sure location has adequate parking (or transportation), meet requirementss and is sufficient for number of anticipated attendees. Negotiate fees and services provided.
• Presenter Preparation. Verify presenter’s have their material ahead of time and it will work with venue’s presentation equipment. (If it doesn’t re-create it for them.) Verify equipment functions, and provide replacements if it doesn’t. (We always have screen and projector ready to set up, which happens frequently.)
• Handouts. Prepare and print presentation materials as needed, and make sure someone is there to hand it out.
• Marketing. Manage advertising and pre-publicity, including print, broadcast, social media. Generally, social media is the most important aspect of event marketing because it reaches largest audience. Be sure to include Google event shares and posts. Invite your guest list as well as lists of presenters, hosts, organizers, services, all others involved. Do NOT share lists between those sharing the posts. Avoid ‘boosting’ on Google or paid Google ads. You can do it better with sharing and guest reposting.
• Set-up and tear-down after event. Oversee and manage both, covering last-minute glitches and emergencies, and insuring we get any damage deposit back. One of the most-often forgotten or ignored aspects of an event is to have someone clean up afterward! Make sure you have people to do that, and to haul out the trash, or you will wind up doing it yourself.
• Review. After every event, go over the plan – did you accomplish it? The budget – did you meet it? Attendance – how many came, how many bought tickets, donated, free-loaded. Were retail or service sales included? How much? Bottom line. Profit and Loss, and how successful was the event. What did you and your client learn from it? What worked, what needed improvements?