Thousands of companies and individuals are using this technology to meet their goals.  Using webinars you can save money on travel costs, connect with people who are geographically removed and get your message out to an expanding audience.  This is not something that should be ignored.  So, let’s cover the basics.

First, decide what type of event best meets your goals.  An informational webinar on raising honeybees, followed by a question and answer period for your bee keeping supply customers?  An online meeting of company managers to review sales numbers?  Think through your objectives and choose a webinar or meeting format.

Now you’ll need to choose a host.  Different companies offer different features.  Fortunately, you’ve already thought about how you might be using this service, so you’ll know which features are most important to you.

Here’s a few popular hosts you could check out:

• MegaMeeting (www.megameeting.com)
• Cisco Webex Meetings (www.webex.com)
• Adobe Connect 9 (www.adobe.com/products/adobeconnect)

Costs range from free to about $100 per month depending on how many users you’d like to include and what features you need.

Once you’ve chosen a host, take the training and then practice, practice,  practice.  Get comfortable with the software and with dealing with issues that will arise.

Now it’s time to prepare your material and schedule your event.  Decide on a date and time and invite your attendees.  Some hosts offer ticket sales to your webinar through PayPal. Or, maybe your webinar is free. You decide.

When the scheduled date arrives, you get to host your first online meeting or webinar!  Expect some bumps in the road, you’re learning something new, right?  But give yourself a pat on the back, you’re adding to your skill set and this technology can expand your meeting space infinitely.

I’ll leave you with another great post on hosting webinars by professional writer Carol Tice, whose excellent webinars draw large crowds. Click on over to Entrepreneur.com to learn more.

It’s Food Trucks.

You know what I’m talking about.  They are trucks that sell, well, food.  They are all the rage here in Nashville, and they’ve become a culinary delight and movement on four wheels.  These food trucks have grown in popularity so much that several of them have formed an association.

These Food Trucks can be a tremendous asset to your event.  How?  Well, let me share with you four ideas on how to use the Food Trucks:

1. Optional meal choice.  One night instead of the regular cafeteria food, you could work in some food trucks to vary up what people are eating.  This meal time could also be a great time of fellowship and mingling as people discuss and debate their choice of Food Truck.
2. Celebration.  There is a huge fascination with Food Trucks.  For some reason people really like buying food out of a truck.  I haven’t quite figured it out, but it’s a big deal around good ole Nashville.  Working these trucks into your event, could be a way to celebrate a big achievement your company has completed.
3. Advertisement for your event.  Churches in the Nashville area have started hosting a Food Truck night as an outreach event for the community.  Is there a place you could host a Food Truck night to help spread the word about your event?
4. Fun factor.  Imagine the attendees at your event coming out for dinner or a break and seeing these trucks all lined up.  Seeing those faces is almost like seeing my 2 year old on Christmas morning.

Why not have Food Trucks at your event?  Those trucks love the publicity, to make money and will come to you.  Most of these Food Trucks are active in social media, and post where they are, which is more great publicity for your event.

Are you familiar with The Sales Process?  If not, here it is:

• Step 1: Greeting.  Engage the buyers.  Find out their name and a little bit about them.
• Step 2: Profile.  Gathering information about the buyer’s needs
• Step 3: Counseling.  Giving the buyer information based on what they said during the profiling.
• Step 4: Production demonstration.  In this step you list features and benefits of your product.  For every feature there should be two benefits.
• Step 5: Close the sale.  Ask for a commitment or time to call back.

I believe as Christian’s we should add a sixth step to The Sales Process:

• Step 6: Be a servant.  Your goal cannot always be profit.  Have a higher purpose of being a servant.

Truth be told, we all like to be sold.

My family recently purchased a car.  I remember test driving with the sales man, asking him a question and him not knowing the answer.  Now we purchased the car, but it was the one we wanted and had our eye on for a while.

If I’m purchasing clothes for my wife, I need to be sold.  I’m completely lost here.

How do you sell your event?

Customer service agents should be regularly versed in The Sales Process.  Quiz them when you see them in the hall, and reward them when they answer correctly.

Nowadays, there are websites they can do the selling for you following The Sales Process. When you set out to write your sales page copy, keep these steps in mind.

When you send a booth out to represent your event, make sure the people working the booth know The Sales Process.

Anywhere you are selling your event, use the steps in The Sales Process.

Side note: Maybe you’re just the planner and have nothing to do with selling, but you do have to sell your services as an event planner.  Utilizing the steps in The Sales Process with the additional sixth step could change the way your clients view your abilities.

1. Luncheon: Find a unique and beautiful spot to throw this mid-day meal.  Provide time for networking and talking, make sure the program is well planned, the speaker stellar, and the message clear.  The shorter the amount of time you have with your guests, the tighter the planning must be.
2. Golf Tournament: Yes, these are often fundraisers, but what if you used this fun event for a different purpose?  This is a great setting for building relationships and you can use a breakfast or lunch to present a message.
3. Reception: Music plays, hors d’oeuvres circle the room, guests mingle and chat.  You probably can’t have a lengthy speaker at this event, but nothing is stopping you from setting up a few information tables, and recognizing special guests.
4. Meeting: This word doesn’t carry much joy for any of us, but a properly planned meeting can accomplish a good deal.  Offer light snacks or a lunch break and be sure to find a trained facilitator to be in control.
5. Forum: A place where ideas on a certain topic can be discussed and exchanged.  The more recognized your experts- the better.  A widely recognized expert will not only do wonderful things for publicity, it will also draw other high quality experts.  Don’t slack on PR, let the local media know about your event and what you are working to accomplish.
6. Conference (summit or symposium): Yes, people do run one-day conferences.  These are appropriate for a very narrow topic, or a group of people who can’t make it to longer events.  Streamline registration, and “concentrate” everything from speaker talking times to the number of breakout sessions.
7. Seminar: What you are offering to teach is the main appeal to attendees so dedicate lots of thought to the topic and sub-topics.  Pay special attention to your presenters and handouts.

With just one day, you need to be even more careful that your event content is absolutely stellar.  Will people leave feeling like their questions have been answers and their expectations met?  Always define the goal of your event before choosing it’s format.  Have you ever used one of these one-day event formats?  What was your goal and was it accomplished?

A while back I shared with you some blogs that I read to help me on personal development.  Today, I wanted to share with you some blogs and resources that keep me informed on the latest developments in the world of social media.  Without further delay, here they are:

1. Mashable.com.  Mashable is like a newspaper for all things Social Media, Tech and Tech Business.  I subscribe to their daily email updates which provides the reader with a recap of headlines from the day before.  To really stay up to date, subscribe to their Twitter feed as well.
2. Microexplosion.com.  Bill Seaver, who runs Microexplosion, was instrumental in the design and implementation of the Ministry Serving Ministry blog.  Bill writes three posts a week: Monday stats (which I find very helpful to insights of consumers), a weekly post on usage of social media in marketing and then a Friday fun video post.  Bill has been a tremendous resource of knowledge and is worth the follow.
3. SocialMediaExaminer.com.  Michael Stelzner is the Social Media Examiner.  He writes daily posts on all things social media.  I find his weekly “This Week In Social Media” posts to be the most helpful.  For added insight, check out his Social Media Marketing podcast.

The social media landscape is ever changing.  One day it will be this, and the next it will be that.  It’s important to continue to educate yourself and stay up to date with the latest trends, and these three resources will help you stay even more in the know.

What do you use to stay up to date with social media?

I was reading a story about the San Francisco 49ers, who went to the Super Bowl.  Their coach, Jim Harbaugh, made a big decision halfway through the season to change  quarterbacks.  Alex Smith had been their starting qb until an injury.  He was replaced by Colin Kaepernick, and that decision divided the locker room.

Can you blame the teammates for being divided?  The QB is the defacto leader for the team, and when he’s benched, many people get upset.

Think about the decision Coach Harbaugh had to make.  Smith was, and had been the guy, but he sensed a change was needed.  I’m sure Harbaugh had his reasons, but making that decision and sticking to it had to be tough.

As an event planner, big decisions need to be made every day.  You have to be willing to make those.

Here are 3 quick thoughts on decision making:

1. Don’t be scared to make a decision.  Some leaders will let the consensus of a group make the decision.  I’m not sure this is the best way to lead.  Had Harbaugh let the locker room make the decision of starting QB, Smith probably would have been the guy.  They 49ers might not have made the Super Bowl.
2. Stick with your decision.  Waffling is not allowed.  That is even more hurtful to the team.  For Harbaugh, there was really no going back.  If you thought through all angles of your decision, own it.
3. 3.  Don’t worry what others think.  As a leader, you have to stand head and shoulders above the crowd.  Think Harbaugh cared what others thought of his decision?  I’m going to say no.  It was his and his alone to make.  Had it failed, he most certainly would have gotten the blame.

There is a new book out that I’ve just started called Decisive: How To Make Better Choices In Live And Work by Chip and Dan Heath.   I’m looking forward to digging into it deeper to help me make better decisions.

TAGS: San Francisco 49ers, decision making, leadership

1. Hire (or barter for) a professional.  A professional photographer will have the equipment and knowledge needed to get you the best shots.  Potential attendees generally want to see photos of: the main event hall, the facility, people attending and an approximation of the accommodations.  Ask the photographer to give you a list of shots they’ll be trying for and add anything you particularly desire. If you’re hosting an event that will include more than a handful of people, consider reaching out to those already enrolled to see if someone would like a free ticket in return for photography services.
2. Enlist the crowd.  I recently attended a wedding where the bride and groom posted signs that said “mark your photos with #custerweddingbells.”  Browsing Instagram later that evening I typed “custerweddingbells” into the search bar, and up came all the photos that had been so marked.  The wedding from the perspective of many guests!  What if you harnessed your attendees’ photos?  You’ll need to create a unique hashtag and advertise it.  You could even have a feed set up onto several screens that showed those photos during your event.  Fun!
3. Take ‘em yourself.  Honestly, this is the least desirable option. You have a zillion things to do.  But, sometimes it happens.  Find or purchase a very small, high quality pocket camera.  Take some photos, and don’t be afraid to stage a few shots of laughing/smiling attendees if you need to. (You may not have time to wait for the perfect shot). Some photos taken by you are much better than no photos at all.

Great photos are worth the trouble!  They’ll be an important part of your marketing next year, so err on the side of “too many” incredible shots.  You won’t be sorry you have them.  Find a professional, enlist the crowd and have a small camera available for the shots you spot- I recommend doing all three!

Choosing the right speaker for your event is very important.

When choosing a speaker, here are 4 things to keep in mind:

1. Topics.  Many speakers can talk on different topics.  They may have a book that is currently out that is their main topic, but there could be additional topics that the booking agent is aware of.  When booking a speaker, ask if there are additional topics the speaker can speak on.  This might allow you to add another session with that speaker.  You’re also looking for a topic that fits into the theme of your event.
2. Scheduling.  Speakers can be booked 2 to 3 years out depending on their popularity.  If you have someone in mind, it’s best to get on their schedule as soon as possible.  Another issue with scheduling could be a vacation the speaker has planned or something similar to that.  The further out you book, the better you’ll be able to plan around the speaker.
3. Fees.  Speakers fees are in all different price ranges.  Obviously the more popular the speaker, the higher their fees will be.  If you’ve read a great book and anticipate the author is about to be hot, go book them now for your event.  Even if your event is a year out, getting them early could mean you get them at a discounted price.  When that popularity strikes, the price goes up.
4. Marketing.  Speakers can be a great marketing draw to your event.  I know when I see the speaker lineup of an event, it affects my interest in attending that event.  Use their name and picture in all marketing pieces.  And don’t forget to include them in your social media marketing as well

What things to do look for when choosing speakers for your event?

Derek Gordon, Director of Marketing Communications at Thomson Reuters says:  “Our [event]  program is tightly integrated with all other aspects of the marketing program, including advertising, Web marketing, direct marketing, public relations, promotions, collateral material and field marketing… This tight alignment across all marketing programs ensures that when we engage a client or prospect at one of our event programs, the messaging, positioning, visual cues, and overall tone resonate, and reinforce our core outcome objective.”   (The Event Marketing Handbook, 2006)

This doesn’t apply all that well to me, you might object.  We’re (insert objection) smaller, not for profit, don’t even have an advertising department!  There’s still a major take away here.  Drum roll please.

An event is always part of a large whole.  And your job is to take a step back and understand the bigger objective.  Sure, you can plan an incredible event eight ways ‘till Sunday.  You can theme it, organize it, cater it.  But, when all that is done, will it have supported the greater work of the organization, cause or purpose?

Talking with a sales or advertising department, as well as executive level players is a starting point.  I’ve found taking 10-20 minutes with the decision maker in a department is best.  Inviting a large group of people to a round table meeting is just asking for trouble.  You’ll get too many opinions.  You need to speak with someone who not only knows their department’s objectives but has the authority to speak for those below them.  Then you can make progress toward identifying overarching goals.

Once you check in with leadership, boil down the information you have gathered to just a few sentences.  For example:  This year we’re hosting a luncheon for area non-profits.  We want the executive level staff to attend from non-profits within a fifty mile range.  Our goal is to encourage and network with them, gather their contact information and have each of them leave with a basic understanding of what we do.

Send your event mission statement to the chief.  (Not to multiple people!)  Once approved, you can begin planning an event that will support your specific objectives with integrity and style.  By involving key leadership, clarifying objectives, and weaving each event into the fabric of the greater organization, you’ll be planning even the smallest events like a Fortune 500 pro.

Being a mentor was demonstrated in the Bible by Paul who guided a young Timothy in the ways of being a Christ follower.  Jesus was a mentor to his disciples, and through them the early church was formed.

We all get bogged down in our busy day-to-day lives.  Stopping to guide someone or simply to answer a question can be very rewarding for both sides.

Are you wanting to give back, but don’t know how?  Here are 3 ideas:

1. Speak in front of students.  Many schools across different age groups have career days.  Take that opportunity to volunteer to speak on event planning and having a career as an event planner.  Give out your contact information to those who are interested in learning more.
2. Have interns work for you.  This is my favorite way to teach.  We always have interns at our office, and sometimes the interns have worked their way into a full time job.  We don’t treat our interns as coffee or dry cleaning gophers, but rather they become part of the family sitting in on meetings and learning the ins and outs of our organization.  This is the way to treat interns.  They are there to learn.  Teach them!
3. Teach on the Internet.  I’ve heard it said, “the Internet is the future of education.”  That is so true.  You can learn so much by a simple Google search.  Start a blog teaching your way of event planning.  Be sure to post your contact information so people can email you with questions.  Remember it’s a way to give back.

How do you give back?  Have you found a way that works for you?  Share in the comments.