Event Software, Event Planning | EventWax Blog

7 sensible tips for booking speakers at your next event

Wed, 22 Feb 2012 13:06:07 -0600

Consider the end result first. What do you want your attendees to take away from the event? Is it the speaker’s name recognition or the message or both?
Preview. Before booking a speaker, check their online bio and view their show reel on their website or other online site. Previewing the speaker will allow you to decide if they are competent, appropriate and likeable by your audience.
Celebrities. It seems like an obvious go-to for a successful event. But, many event planners warn that celebrities aren’t always reliable and many show up, well, lit. Also, it’s helpful to remember they are not speakers by trade. Celebrities can be very expensive.
Budget. Research what a reasonable speaking budget would be for your kind of event and then stick to it.
Your audience. Know your attendees culturally and professionally.
The details. Ask to see the contract and rider before you decide to move ahead.
Speaking Bureau. While this may be a great resource to find and book speakers, it can be expensive because of the additional fees it charges. However, if your speaker cancels at the last moment, this may prove to be a viable option.

Beginner conference planning basics

Wed, 08 Feb 2012 11:58:37 -0600

If you are about to undertake planning a conference for your company or organization for the first time, don’t be overwhelmed by the scope of the task. Staying focused, organized and referencing checklists will help you get started. Consider the following conference planning basics:

Choose a date for the conference. Make sure important senior-level people are available.
Decide your conference’s beginning and end times.
Choose your location. It’s important to choose a destination that will be convenient for your attendees; easily accessible by public transportation; appropriately sized for your number of attendees; and a desirable destination.
Set your budget. Thoroughly research your costs then decide how to price your tickets.
Consider who to invite to speak or ask for proposals from potential speakers from your industry. This may need to be done several months in advance as high-profile speakers’ calendars book up early.
Determine what kind of audio-visual equipment may be needed. Your hotel/conference center have some equipment available. If not, look into an outside source.
Set your itinerary for each day. Depending on how many days your conference lasts, consider including meals, snacks and evening entertainment.
Book a caterer or work with the hotel food and beverage manager. Check references and set up a tasting before signing a contract.
Consider using easy online event registration. Selling tickets and registering attendees can begin with your organization’s website and managed with online software. This paperless option saves money and allows you to communicate with your attendees through e-mail.
Create a marketing campaign to get the word out about your conference to your audience. Look into social networking sites such as Twitter, Facebook, etc… to spread the word.
Confirm your bookings at least a week before your conference date.
Finally, if you know you don’t have the skill set to organize a specific aspect of the conference, consider bringing in an event planning consultant to help.

Spotlight: NYC's The Arm for your printable works of art

Thu, 02 Feb 2012 12:08:41 -0600

NEW YORK — Walk through the doors of Daniel Gardiner Morris’ Williamsburg, Brooklyn, letterpress studio and you may find yourself stepping back in time.

Letterpress, the 15th-century printing art of locking movable type into the bed of a press, inking it, and rolling or pressing paper against it to form an impression, is a family craft passed down to Morris from his great-grandfather. Now making his own impression in the industry, Morris decided to breath new life into the art by opening The Arm Letterpress, 281 N. 7th St., in 2005.

It wasn’t easy at first.

“I had to adapt a lot to find a way to make it work,” Morris said. “We’re in an expensive neighborhood, but there’s a lot of good energy here.”

The Arm is a public access letterpress studio, teaching facility and commercial print shop that attracts a variety of users. It houses equipment including Vandercook proof presses.

The users of the studio are typically artists, graphic designers, art directors, crafters, poets and musicians.

“Anyone who needs printed goods, but wants to take control of the process,” Morris said.

While it’s not as common as offset printing, letterpress printing uses high quality papers and inks to create especially lush impressions. The technique can be used for invitations, announcements or art projects and is easily recognizable by the raised impressions of the letters left on the backside of the printed product.

“We teach classes and workshops in the use of our machines and make the facilities available for artists and designers interested in using letterpress for their projects,” Morris said.

For more information about the studio and workshops, Morris can be reached at dan@thearmnyc.com or check The Arm’s website at www.thearmnyc.com.

The Arm uses EventWax!

Daniel Gardiner Morris — “Up to now, we have used EventWax exclusively for booking our classes. We run a basic intro class a few times a month and also some more specialized classes in advanced techniques, bookbinding, etc. We will soon be adding some salon style events and film screenings and plan to use EventWax to manage the reservations for those too.”

Event planning tip

Daniel Gardiner Morris — “I don’t know that I’d consider myself an event planner. But I’d say as long as what you have happening is worthwhile and you are hosting it in a location that is easy to access you should do fine if you can get the word out.”

Hey! If you would like your business, event planning service, or event featured in EventWax’s Spotlight, shoot Jen a request at jen@eventwax.com.

Spotlight: Chicago's Matilda for your up-and-coming events

Wed, 18 Jan 2012 10:00:00 -0600

As its name suggestively hints, Chicago pub fixture Matilda & BABYatlas, serves up a good dose of intrigue and spirit in this popular North Side destination.

Matilda, at 3101 N. Sheffield Ave., offers customers three distinct experiences — the warm and inviting main bar, the dark and celestial BackBar and the vibrant and sultry BABYatlas for dancing.

“We offer superior service in an upscale neighborhood bar and restaurant that does not take itself too seriously,” Owner and Operator Kevin Abercrombie said.

Abercrombie has watched Matilda grow since infancy. The establishment was built in 1994. A few years later, Abercrombie was hired on as a bouncer checking IDs at the door. From there, he worked in every capacity of the restaurant including dishwasher, construction and repair, server, bartender, manager to finally sole owner.

Matilda’s namesake intrigue is based on a close encounter during the bar’s construction. According to Abercrombie, the name was inspired by the 1994 film “The Professional.” After long hours of construction and a few drinks, Abercrombie said the original owner swears (on the Bible) that he saw a ghost bearing the resemblance of a young Natalie Portman (who starred in the movie) hovering over the southwest corner of the main room. When others turned to look, she flew through the windows along Sheffield Ave.

Another notable coo, Matilda offers free party space in the downstairs BABYatlas room and in the BackBar. BABYatlas is available for parties from 20 to 50 people and features its own bar and separate sound system with a song library of more than 12,000 songs. The BackBar is available for parties up to 80 people. Two smaller parties could also share the space.

“We are typically booked up with weekend events one to two months in advance,” Abercrombie said.

Matilda has an attractive main menu, stating its cuisine is made from scratch and with fresh ingredients; a catering menu; and two bar packages for fund-raisers.

For a closer look at Matilda, go to matilda-babyatlas.com or call 773-883-4400.

Matilda uses EventWax!

Kevin Abercrombie — “I have used EventWax annually for our New Year’s Eve party with great success. Of great benefit to me is the ability to contact attendees both prior to and after the event. Each of the last two years I used the customizable promo code as a benefit to repeat customers and their friends. This year, I customized an additional text field for customers to let me know who referred them to our NYE party. Employees were given an incentive of $5 for each person that used their name as a referral. I have also used [EventWax] to host two charity events. For all events, having an alphabetized and pre-paid guest list has made the check-in process simple for both the customer and my staff.”

Event planning tip

Kevin Abercrombie — “Start planning with few and simple rules. Each event has its own intricacies and each customer will only want to change the rules to fit their particular event anyway. By offering only a few, steadfast rules, the customer feels like they are in charge throughout the process and appreciates the flexibility in setting up their event.”

Hey! If you would like your business, event planning service, or event featured in EventWax’s Spotlight, shoot Jen a request at jen@eventwax.com.

12 tips to plan your fund-raising event

Tue, 10 Jan 2012 10:51:00 -0600

Ready to plan your first fund-raising event, but not sure where to begin? Here are 12 tips gathered from various popular fund-raising sites to help you get started.

1) Create a mission statement for your event. State what your fund-raiser is about, where the money raised will go, and create a compelling call to action. Include this information in your marketing materials.

2) Set a goal. Make your goal realistic while aiming high. Announcing it publicly will keep you focused on achieving that goal.

3) Engage your planning team. Make sure everyone on your planning committee takes ownership of their individual tasks and the overall success of the event.

4) Make it fun. This is especially important if you are relying on volunteers to help run your event. Bringing in free pizzas for lunch goes a long way and gives everyone a chance to bond in a relaxed atmosphere.

5) Reach out to established agencies. Consider aligning your event with a national or local organization to help create more awareness.

6) Set a date. Choose a date far enough in advance to give you ample time to prepare. Be aware of conflicting local and/or national events, as well as holidays. Or coordinate your event with a significant date or time of year. For example, raise money for melanoma research during Skin Cancer Awareness Month (May).

7) Determine your help. Put out a call for volunteers and utilize their areas of expertise and/or connections. Create committees and subcommittees if the event size calls for it. Hold periodic meetings to monitor the planning progress.

8) Set a budget. Create a budget that keeps operating costs at a minimum so you can make a profit. Estimate attendance, cost of decorations, refreshments, printing, mailing expenses and so on. Set the couvert (the cost of expenses per person) and then the ticket prices.

9) Select a venue. Consider the Lions Club, American Legion, town halls, galleries, schools and churches depending on the nature of your fund-raising event. Check out restaurants and catering halls, too. Book the venue as far in advance as possible, and ask for a non-profit discount. Contact local law enforcement for procedures you may need to follow for public venues. Determine the need for security and liability insurance, as well. Click here to read more about how to select a venue.

10) Consider a featured speaker or honoree. Choose someone who has a relationship with your organization or cause, or someone who will add an element of glamor or urgency. Consider a high-profile businessperson or celebrity, but be mindful of your budget. Some speakers require payment.

11) Sponsorship. Approach businesses to help sponsor various aspects of your fun-raising event. For example, a local restaurant could donate part of the catering. Or, ask local businesses to donate items for auction. Provide donors with letters expressing the nature of the gift, cash value and tax-deductible information.

12) Create invitations. A great cost-savings option for invitations is using online event registration. On EventWax, if your event is free, the service is free. Planners also save on the expense of traditional paper and postage invitations. On the invitation, the speaker’s or honoree’s name should be prominent. Include tax-deduction information, a description of the organization, sponsors and donors. Invite reporters and photographers to your event for publicity.

To read more about getting started fund-raising click here.

Winning Superbowl party tips

Wed, 04 Jan 2012 11:25:00 -0600

Superbowl Sunday is most celebrated huddled around the television on an over-sized, comfy couch with friends. Check out these tips to make your party a success.

When: Superbowl XLVI (46) will be held Sunday, February 5, 2012 at Lucas Oil Stadium in Indianapolis. This will be the first Super Bowl to be played in Indianapolis and the fourth time the championship game is played in a cold-weather city thanks to the stadium’s retractable roof.

Pick a theme: Before you send out your invitations, decide if you want to kick your party up a notch with a festive theme. Have your guests wear the jerseys or colors of the teams playing, creating an in-house rivalry. Or, base your theme on the teams playing. For example, if the New Orleans Saints make it to the Super Bowl, pair it with a Mardi Gras theme.

Read this article for more about themes.

Send out invitations electronically: Using online event registration, you can quickly announce your Superbowl party and easily keep track of attendees. On EventWax, use custom form fields to ask your attendees, for example, if they are bringing an appetizer or dessert. Or which team they will be rooting for. This will give you, the planner, extra information if you are planning your menu or if you are handing out fun team paraphernalia. To read more about how to use EventWax’s custom form fields, click here.

Food and drink: Superbowl parties are celebrated with festive, casual fare. Expected spreads include chilis, dips, chips and salsa, wings, ribs, Italian beef and bacon-wrapped most things.

Check out allrecipes.com for more Superbowl recipes.

Next, pair your menu with the right brews. Not unlike wine, the right beer can or should be served with your Superbowl menu. To play it safe, ales go with about anything. But, if you want to read more about the precise brews check out this article.

Power Tip: Five ways to email with EventWax

Wed, 28 Dec 2011 10:00:05 -0600

EventWax’s online event registration tool offers more than just the ease of registering attendees and collecting payments. Here are five quick tips on how to use e-mail to communicate with your attendees.

As your attendees register, send weekly teasers promoting your event schedule, speakers and entertainment.
Communicate with your event’s featured speakers to keep them updated on attendance.
Let your attendees know about other social media in the works by e-mailing the event’s Twitter hashtag.
Follow up with your attendees with highlights from your event.
Send attendees supplemental material from speakers before and after your event.

EventWax Send E-mail How-To:

Click on Attendees tab.
Check mark the attendees you want to e-mail.
Write your e-mail in the pop up box.
Click Send.

15 cost-saving tips on your event's food and beverage

Wed, 21 Dec 2011 10:43:00 -0600

Know the details when deciding how to buy beverages. Determine whether to purchase by the person, by the beverage or by the container pricing.
Order on consumption.
Opt out of the buffet. Serve a plated lunch and/or dinner.
Hand out boxed lunches or consider ordering pizza or buying a party platter of submarine sandwiches.
Purchase soft drinks in bulk.
Serve house-brand wines and drinks.
Stick to a strict agenda keeping attendees from grazing and consuming more.
Serve heavy hors d’oeuvres in place of dinner.
If your attendees cannot tell the difference between standard and premium liquor brands, stick with the standard.
Know your group: Higher level executives have probably attended more receptions and tend to eat less, while lower level staff will be ready to chow down.
Choose a venue where the use of tables, chairs, linens, and decorations are included.
Never accept the banquet menu as printed. Typically, it can be changed.
Work with the chef to take advantage of bulk prices when possible.
Select the same menu for simultaneous functions.
To discourage gluttony, use smaller plates.

Tips for selecting green event destinations

Tue, 06 Dec 2011 10:16:58 -0600

Location plays a major role in making your event green.

Here are 7 tips for selecting the perfect green destination for your next event, according to the Convention Industry Council’s 2004 Green Meetings Report.

Minimal Best Practices

Consider destinations compatible with the event’s purpose and the demographics of the attendees. When choosing a destination requiring extensive attendee travel, consider using carbon offset programs.
Use a list of environmental criteria with each Request for Proposals. The questionnaire is a helpful tool to use in gaining information about a destination’s environmental practices.
Ask the destination’s convention and visitors bureau and local destination management companies to recommend venues and suppliers that have environmental practices in place.
Inform vendors and suppliers of the environmental strategies the event is considering and ask about their environmental practices.
Include a clause in the contract with the vendor or property that states their commitment to comply with the event organizer’s environmental requests.

Strongly Recommended Best Practices:

Consider cities with mass transit systems that connect major venues with each other and with major transportation hubs like airports and train stations.
Consider off-site events and tours that involve event attendees in the area’s natural environment with minimal impact.

The following cities have been recognized by Best Places to MeetGreen as verified green destinations:

Banff Lake Louise, Alberta, Canada
Calgary, Alberta, Canada
Edmonton, Alberta, Canada
Montreal, Quebec, Canada
Orlando, Florida, USA
Pittsburgh, Pennsylvania, USA
Portland, Oregon, USA
San Francisco, California, USA
Seattle, Washington, USA

Unverified destinations include:

Boston, Massachusetts, USA
Chicago, Illinois, USA
Dallas, Texas, USA
Denver, Colorado, USA
Fort Lauderdale, Florida, USA
Houston, Texas, USA
Madison, Wisconsin, USA
Minneapolis, Minnesota, USA
Monterey, California, USA
Phoenix, Arizona, USA
Salt Lake City, Utah, USA
Telluride Mountain Village, Colorado, USA
Vancouver, British Colombia, Canada
Whistler, British Colombia, Canada

Click here for more details on how these cities ranked.

Your very important hashtagged event

Wed, 30 Nov 2011 13:53:00 -0600

Your event buzz begins with hashtags.

By definition, the # symbol, called a hashtag, is used to mark keywords or topics on Twitter in a Tweet. It gives users a method of categorizing topics. For event planners, it’s an easy way to get feedback before, during and after your event.

I found these tips helpful in using hashtags for your event as outlined by Mopwater Social Public Relations.

Search the hashtag (Twitter search) and make sure no one else is using it.
Register the hashtag. It’s not really yours unless you register it, and you can’t get a transcript of the tweets after the event is over unless you register it. Use wthashtag.com
Every time you mention the event, mention the hashtag. Mention the tag in your web pages, blog posts, press releases, postcards, flyers, posters, direct mail, e-blasts, digital signage, banners. Think of the hashtag as just another bit of contact information for your event attendees, like the web address or phone number.
Mention the hashtag as early as you can. If you get an early start to your marketing, get an early start to the mentioning of your tag. If you are using an online event registration tool, introduce your hashtag when you are introducing your event. On EventWax you can include your hashtag on your event’s landing page.
After the event, provide a transcript of all hashtag activity. Post it on your organization’s blog or send out the link in your post-event newsletter recap.

Your event’s hashtag also can:

promote scheduled speakers
outline open sessions at conferences
provide a way for attendees to communicate and meet up
give featured speakers an avenue for following up with their audiences
give users a platform for feedback on the event

Measure your hashtag’s popularity with Hashtracking.com, a service that tallies the number of tweets generated, number of impressions, the reach of audience, the top ten Twitter users by number of impressions and the top ten Twitter users by number of tweets.

Thank you

Thu, 24 Nov 2011 09:00:05 -0600

During this traditional Thanksgiving week in the U.S., The EventWax Team would like to say a personal thank you:

to all our loyal and new users. We are happy we can bring some order to the amazing events in your lives.
to our support staff who continue to help us elevate EventWax to the easier, smarter tool we want it to be.
to EventWax for providing a connection, an anchor and a means to a simpler, happier end.

Jennifer & Kevin

Giving thanks at your events

Tue, 22 Nov 2011 15:13:00 -0600

The amount of work put into planning an event is easily measured by the amount of hours tallied before the event actually takes place. However, a critical moment not to be overlooked presents itself at the end. That is your opportunity to set the tone of your event and your tone as an event planner by saying, “Thank you.”

Five opportunities at your event to say “Thank you”:

The public thank you: At the end of your conference or event, find an opportunity to publicly thank those involved who helped make it successful, including your attendees.
Thank you notes: Send Thank You notes to all your speakers and attendees.
Social media thank yous: Thank the attendees who posted to social media about your event. This will not only spur more feedback that you not have received, but also give you insight about particulars of the event an encourage future interaction.
Thank you with highlights: Many conference attendees appreciate supplemental information and handouts that may have been referenced by presenters. Sharing that information along with a thank you is an excellent way to follow up with your attendees.
Thanks, and looking to next year…: Saying thank you to your speakers and attendees opens communication for next year’s conference (if it is an annual event) or provides a marketing opportunity to point to your next upcoming event. Content can be used from your just-concluded event.

Green events begin with ten tiny steps

Tue, 15 Nov 2011 09:13:00 -0600

The other week I attended a huge sporting event that was run flawlessly given the massive crowd. But as I looked around, the waste produced from the event was staggering.

The sporting event had an accompanying theme and attendees as they poured into the arena were given free plastic hats.

Yes, festive. Yes, fun.

But, what do the hundreds of people touting the hats do with them when they leave? Here was one small opportunity where planners could have applied green practices.

So, you want to take your event green, but don’t know where to start? EventWax’s online event registration is an easy and smart step to making your event environmentally friendly. Planners also can follow the Environmental Protection Agency’s support for BlueGreen Meetings, an initiative spearheaded by Oceans Blue Foundation with a goal to foster a meetings industry that integrates environmental responsibilities with sound business practices.

BlueGreen Meetings’ website provides a variety of checklists to guide planners through the process.

Here’s BlueGreen Meeting’s ten easy steps to consider in your initial effort to go green:

Put it in writing. Establish an environmental statement or policy for the event, and get buy in for it from the meeting host organization’s management. Share the policy with suppliers, delegates and speakers.
Use paperless technology. Use new media and electronic technology to cut down your paper use. Create a conference web site; offer electronic registration and confirmation like what we offer at EventWax.com; and advertise using the web and/or email.
Meet close. Reduce distances traveled by speakers and delegates. Choose a host city that’s close to as many delegates as possible, and within the city choose a venue and hotel that are close to the airport and within walking distance of each other.
Practice the 3Rs. Ask your hotel and meeting venue to provide visible and accessible reduction, reuse and recycling services for paper, metal, plastic and glass.
Bulk up. Have your food & beverage service provider use bulk dispensers for sugar, salt, pepper, cream and other condiments.
Lighten your Stay. Choose a hotel that offers a linen reuse program and bulk dispensers for shampoos and soaps in guest suites.
Eat green. Include vegetarian meals, and have meals planned using local, seasonal produce.
Close the recycling loop. Have all printed materials published on recycled paper, using vegetable-based inks, and on both sides of the page.
Save energy. Coordinate with the meeting venue to ensure that energy lights and air conditioning will be turned off when rooms are not in use.
Spread the word! Let people know about your successes and promote your green efforts along with your events.

Firewalking--an event good for your sole, er soul

Tue, 08 Nov 2011 09:19:17 -0600

When I recently noticed someone new following me on Twitter—a rep from a United Kingdom firewalking company—I laughed out loud. Cliched scenes of firewalking from the movies raced through my mind but then I thought, hmm, sounds kind of cool.

Well, turns out I’m not the only who finds this ancient spiritual act intriguing.

Firewalking, the act of walking over a bed of hot coals or embers barefoot, has been practiced in cultures throughout the world and dates back to Iron Age India, 1200 BC. The phenomenon has been used as a test of courage, strength or faith.

Today, there is a hot bed (couldn’t resist) of firewalking instructors guiding corporate clients through team-building and self-confidence building firewalking events for their employees.

Greg Peterson, an executive instructor for Dallas-based Firewalking Institute of Research and Education, said firewalking is an effective metaphor for reaching beyond a goal. The event can last from two to four hours and is ideal for sales teams, he said. It takes that long to get participants in the right state of mind.

Tolly Burkan, a self-proclaimed founding father of the modern day global firewalking movement and author of “Extreme Spirituality: Radical Approaches to Awakening,” touts firewalking can allow people to break through their self-limitations. When people are in intimidating situations, Burkan said in an interview with Michael Shermer of “Skeptic Magazine,” they will remember that they walked on fire, an experience giving people a sense of what is possible and the courage to attempt things they have not attempted before.

That feeling is exactly what corporations are attempting to nurture from their employees at team-building events. However, setting up an event is not cheap. Peterson said the average cost of a firewalking event for up to 100 participants through his company is $10,000.

I won’t delve into the arguments of why most people don’t get burned when walking on fire. Physicists say it is not “mind over matter,” but simply that the amount of time feet are in contact with the embers is not enough time to induce a burn combined with the belief that coal is not a good conductor of heat.

You can watch the debate play out with Shermer in his You Tube video on firewalking.

Meanwhile, I think we all have been tested in our own ways, large and small. A recent trip my family took to Six Flags Great America was grounds for two modest monumental triumphs. Kevin, my husband and partner here at EventWax, focused sharply for perhaps 30 minutes on how he was going to climb a rope ladder to win a prize (or, more accurately, beat the game designed to make you fail). For two tries for $5, he wiped out on the first attempt, but then conquered on the second. This, at a carnival attraction where we hadn’t seen a single success all day. Nonetheless, this was his small, big victory.

My small, big win? On that same day, I strapped myself in next to my daughter for a ride on the wooden roller coaster American Eagle—backwards. Yea, careening backwards down that 147-foot drop. I can’t say I completely enjoyed it, but I can say I did it.

If you want to raise some eyebrows and build triumphs at your next seminar, meeting or party consider these sources for firewalking:

Firewalking Institute of Research and Education

Toltec Center of Creative Intent

BLAZE Firewalking

Fire Spirit

O2 Action

How to respond to your event's low attendance

Tue, 01 Nov 2011 11:36:14 -0500

This week I watched painfully as I saw organizers of a local fund-raiser scrambling to try and drum up more attendance for an annual event that has traditionally been well attended. A round of emails reminding invitees of the importance of the event helped a bit, but the numbers were just not there.

As disappointing as it can be to watch all your hard work planning an event produce less than desirable results, it will be even more disappointing if you don’t learn from mistakes along the way.

Here are a few things to consider when reevaluating the results of your-not-so-successful event:

Can you pinpoint why people opted not to attend your event? Many events ask attendees to evaluate the event after the fact. Take it a step further and ask not only the attendees, but also the attendees that did not return to the annual event and the attendees who have never attended.

Are you reaching your audience in the manner they want to be communicated with? It’s a fast-paced world out there. Many people are becoming more accustomed to the convenience of computers and smart phones. Make sure your event marketing efforts reflect the pace we live in. Consider promoting and selling tickets for your event with online event registration like EventWax. Registering attendees and selling tickets is all completed online. Attendees can use social media outlets like Twitter and Facebook to let others know what they are attending.

Is it time for an overhaul? Look closely at your event and determine why it did not meet your audience’s needs. Look at your competition or a similar event to see what is different. If you have been using the same venue, consider a change.

Is the economic climate impacting your attendance? A tough economy will trickle down to your event’s bottom line most organizations are finding, according to Lawrence Henze, managing director of Target Analytics, a Blackbaud Company, and author of the report “Raising Money During Challenging Times.”

Henze makes these suggestions when considering donor relations for your fund-raising event:

Chart the average number of contacts —through direct mail, telephone and email — different constituents receive from your organization for the entire year.
Analyze the content and the purpose of each communication.
Identify areas where these communications overlap. No one wants to be over solicited.
Ask donors through surveys, email, or telephone which communications they value and those that aren’t important.
Implement a communications plan reflecting your donors’ needs.

Event checklist for finding a caterer

Tue, 25 Oct 2011 10:00:05 -0500

Quick tips for securing a top-notch caterer for your event:

Where to begin? Consider the last great party or event you attended with delicious food, word-of-mouth from trusted friends, or your favorite restaurant or resort as good starting points.
Experience counts. Preview the caterer’s portfolio.
Testimonials. Ask for client recommendations and follow up with a client or two on how well the caterer performed.
Save your date. Ask early on in the search process if the caterer has your date available.
Qualifications count. Ask to see certifications.
Insurance. Check to see if caterer has insurance and what it covers.
Site visit. A good caterer will visit with you the location of your event to make sure their services will work in the space.
Fresh food products. Some caterers use frozen or canned items. The best caterers will use fresh products and make everything from scratch.
Party portions. It’s important to ask what meal portions will look like to insure there is enough food for your guests, especially if your set-up is buffet style.
Tasting. To know exactly what you are paying for, set up a tasting with your caterer of the menu items you are most interested in. The tasting should be free.
Unannounced visit. Popping in at the caterer will give you a snapshot of their work and how they run their business.
Professional staff. Ask the caterer if the servers are members of the caterer’s staff or if they are from a temp agency. Agency staff comes with little or no references. These servers will be interacting with your guests and roaming your event. Ask how many staff will be working your event.
Proposal and contracts. Ask your caterer to give you one complete price per person for the event. The contract should clearly spell out what is included and what is not included, but necessary (ie. microphone, cake, floral arrangements, etc…). Be wary of contracts that are too long and that have too many disclaimers.
Budget savvy. A good caterer should provide a myriad of menu options for a range of budgets.
Negotiate your price. Catering is a very competitive business and negotiating the service that fits your budget is not out of the ordinary.
Food transportation. In the interest of food safety, ask your caterer how the food will be transported.
Alcoholic beverages. If you choose to serve alcoholic beverages, ask your caterer if they have licensed staff to serve these. Some states require require specific licenses for this kind of service.
Contact person. Ask for the name and contact number of the person who will be present on the day of your event.
Leftovers. Ask how leftover food will be dealt with.
Clean up. Ask the caterer to what extent they will provide clean up. Or determine if you will have to hire a clean up service.
Themed party. Don’t hesitate to ask your caterer if their service staff wears costumes, or if they would provide themed centerpieces or special drinks.
Tipping? Caterers are typically tipped 20 percent of the bill. But, talk with your caterer beforehand because many times it also will be included in the bill.

EventWax tip: When you are creating your event with our online registration system you can use the custom form fields to ask your attendees to select their entree of choice.

Fun event ice breakers and games

Tue, 18 Oct 2011 10:00:05 -0500

You’ve got the venue. You’ve got the accommodations. You’ve got the speakers.

Now you’re racking your brain for the fun. You want your attendees leaving your conference or meeting becoming a little more knowledgeable, but also believing they had a really good time.

Kevin, my husband, EventWax partner and technologist, is planning the Software Craftsmanship North America conference in the Chicago area taking place next month. He knows his audience and has honed in on conference activities that gets everyone involved.

“If you don’t know your audience, your turnout for social events [during the conference] is not going to be where you want it to be,” Kevin said.

This year, Kevin is purposefully scheduling longer breaks between sessions. He dubbed this infusion of time “hallway networking time.”

“The main idea is networking and making connections with people who may have said something insightful during a session. With the longer breaks, people have time to go track others down. It is as valuable as the session,” he said.

He also is aware that he has a good number of musicians and gamers attending. Some ideas he is considering for an evening after the conference sessions is setting up instruments for impromptu jam sessions or a game night with board games and Wii consoles.

A good way to find out more about your audience with EventWax is to ask relevant questions in the custom form fields section of the Web site when you use online registration. In the custom form fields you can collect information like job titles or interests, etc…

Event activities or games encourage networking, team building or simply breaking the ice.

United Kingdom-based Eventus outlines dozens of activities led by an event specialist suitable for groups small and large. Here’s a few that caught my eye:

Called Creative Challenge, this activity is high tech. It revolves around smart phone technology and promotes prioritizing between missions, working creatively as a team, decision-making as a team and recognizing qualities in colleagues.

Here’s how it works: Teams of four to five members compete against each other to solve missions in a game area of your choice (ie. a city center or grounds of the conference center). Teams are armed with smartphones and each mission is communicated through the mobile phones. Missions run in real time with time limits for completion. Players get instant feedback after responding to missions or questions. All responses on the phones are stored instantly at the control center allowing the game organizer to oversee gameplay, let everyone know which team is in the lead and so on.

Teams playing Eliminator receive a challenge and a deadline. One hundred gold nuggets will purchase a rusty key to open a treasure box, but only if the gold nuggets are obtained before the deadline. This activity encourages a “one team” approach; promotes leadership opportunities; decision-making as a team; and reviewing performance for improvement.

There’s not enough time and resources for all the challenges to be completed. Decisions need to be made about which challenges to take and eliminate.

If your setting is classroom-style, try Drumming. Attendees quickly pick up rhythm and beat as everyone joins in.

The Yarn Game I watched a class of fourth-graders once play, but it is quick and fun for adults too.

You will need a large ball of yarn and the group sitting in a circle. Hold onto the end of the yarn and throw the ball to a participant. Once caught, ask them a getting to know you question like; where do you live or what is your favorite color, animal, toy, movie etc. They answer the question and then hold the yarn and then throw the ball to another participant and asks them a question. Make sure everyone holds onto the yarn and does not let go. At the end you will have a giant web of yarn that connects the whole group. Explain that we are all individuals, but are connected in some way to each other.

A great resource for more games and ideas to run yourself is Incredible Ice Breakers, Games and Ideas.

Event planning with social media

Tue, 04 Oct 2011 11:02:05 -0500

Planners, it is a must. Create before and after buzz about your event by embracing social media.

Just recently, the Germany-based event and live marketing agency Vok Dams released a study, dubbed “Hybrid Events — Innovation Trends in Live Marketing,” proclaiming “no event will be successful unless it involves social media.” Hybrid describes the combination of live and mobile applications, social media and location-based services.

The report discusses a shift in focus from the event onto participants. The more integrated the participants are at an event, the more likely they are to purchase or recommend a product or service, it said.

Plus, it’s engaging and fun. The top-tier social media of choice include Facebook, Twitter and LinkedIn.

Here are a few ways to use social media for your next event:

Create a Twitter account for your event. If the event is reoccurring, attendees can be updated about it throughout the year.

Display live Twitter feed. This creates a sense of community with active participation. Choose when to display live feed so it is not distracting from a presenter or featured entertainment.
Initiate a conversation. Do this via your Facebook Event Page using an open-ended question, poll or survey.
Share your Facebook Event Page. Invite individuals to save-the-date, register online, and share the link.
Spread the word early. Begin promoting upcoming events on social network sites three or more months before event takes place.
Create appropriate pages. Do this on Facebook and online registration sites like EventWax.com to promote the event, predict attendance and enable attendees to share information about your event.
Promote the event on Facebook, Twitter and LinkedIn. Post updates, information tips, and photos and videos relating to the event.
Promote featured speakers and entertainment. Share highlights and interviews of the speaker before the event.

Holiday event planning tips

Tue, 27 Sep 2011 10:00:05 -0500

Dare I even say it? Holiday season is creeping ever closer and if you are your company’s event organizer you are probably well aware of looming deadlines and stretched budgets.

So, how do you pull off what very well may be what is expected to be the event of the year at work when corporate spending may be on the downslide?

Here are a few of my favorite ideas to get you thinking about trimming costs:

1) Hold the party at a restaurant. Planners can consider a variety of price points, themed locations, and more restaurant venues exist than traditional hotels. Restaurants already decorated for the holidays saves on your decorating costs.

2) Hold the party in January. I’ve attend a few holiday parties after the holiday season and they have been equally enjoyable. Dates are easier to book and more affordable. Companies can shift their focus from “end-of-the-year” to the “beginning of a great year ahead.”

3) Hold your party during the day. Lunch menus are less expensive than dinner menus. And holding it during the day frees up attendees’ time-crunched nights and weekends during the holiday season.

4) Hold your party by department and in the office. I’ve attended many of these, as well. And there is nothing more tantalizing for employees than knowing they are at work, but taking time away from working. This approach also reduces organization resources needed to put together a larger gathering.

5) Manage catering choices. It is easy to control your costs at the point of selecting catering. Experienced caterers know how to work with your budget and come up with something palatable for your pocketbook and your party.

6) Consider using online event registration. Save a tree and nix the paper invites. If your event is free, online event registration tools like at EventWax.com also are free.

Happy holiday party planning!

Custom form fields now available with EventWax

Tue, 20 Sep 2011 10:01:05 -0500

You asked for it. We delivered. Today we rolled out a new feature at EventWax where event managers can add custom form fields for attendees to fill out. You will find this feature handy for gathering information specific to your event, for example T-shirt sizes, from your attendees.

The custom form fields can be found under the “Events” tab.

Step 1 Go to “Edit Event” after you initially fill out the details for your event and click on “Promotional Webpages.”

Step 2 Scroll down to “Ticket Order Form” where you can add custom form fields for your events. For example, if you want to make T-shirts available for attendees, begin by typing “T-shirt” in the text field. Then click on “drop down” to create your size selections. You can do this by typing out your size selections (ie. small, medium, large) separated by commas.

Step 3 Click on “Add Field” if you need to add more fields or simply scroll down and click on “Update Event” if you are finished.

A simple tool to help streamline your amazing events.