Category: Marketing

5 Steps to Planning an Eco-Friendly Event

Most of us know the importance of reducing our impact on the earth and keeping trash out of our ever-expanding landfills, not to mention the tons of plastics and other waste that are polluting our waters. And many of us do what we can on a personal level, dutifully recycling and trying to minimize waste in our homes. 

However, if you’re planning an event, the idea of minimizing waste may seem like a daunting project. Yet, given the tons of waste that large events produce, many people are finding it’s not something they can ignore. Fortunately, there are many dedicated people and organizations committed to more eco-friendly events. Some even aspire to zero waste. 

What Is Zero Waste? 

While technically zero waste means just that — no waste going to the landfill—most organizations understand that achieving zero waste is very difficult. “It’s not about perfection; it’s about making better choices,” says Kathryn Kellogg, a zero-waste lifestyle blogger and author of Zero Waster’s Travel Companion. “We’re all human. We’re all just doing the best we can and that’s OK.” 

The University of Minnesota Twin Cities facilities department offers a resource about planning zero-waste events. They define zero waste as 90% or more waste being diverted from a landfill, Further, “as a philosophy, zero waste is about much more than just recycling and composting. It promotes a circular economy in which materials can be used and reused without harm to humans or the environment.”

Is A (Nearly) Zero Waste Event Possible? Yes!

Some major events have successfully met the goal of 90% or more of their waste being recovered, or diverted from landfills. Some examples are:

  • The Super Bowl. In 2018, 63 out of 69 tons of waste were successfully diverted from the landfill, according to Environment and Energy Leader. Sixty-two percent of the waste was reused and the rest was composted. As a result, they achieved a recovery rate of 91%, meaning only 9% of the waste was trashed. 

 

  • Green Festivals. These large events have been dedicated to reducing their impact. Greenamerica.org boasts that the festivals have an average rate of above 91% of trash recovery. 

 

  • The Higher Education Climate Leadership Summit successfully diverted 110 pounds of trash from the landfill in 2018. 

 

  • Waste Management Phoenix Open. In 2019, blogger Kathryn Kellogg attended and reported on this week-long golf tournament and charity fundraiser, noting that, with 700,000 attendees, it’s the biggest zero-waste event in the world. The previous year, the event successfully recycled 56% of its waste, composted 26%, and donated 9%, and another 9% was sent to a waste-to-energy plant.

Planning Your Zero Waste Event 

Here are some suggestions from those experienced in organizing successful zero-waste events.

  • Go paperless. Use online ticketing vendors (like Sparxo) for ticketing and event updates. Use social media instead of print ads — you’ll reach more people this way for less. Email or social media messages sent out in advance of the event can alert people that the event will be “zero waste,” to help prepare them for thinking about what they do with their garbage instead of just tossing it in the trash.
  • Partner up. Work with vendors and the venue to figure out how to make sure your event minimizes waste. Green Festivals organizers ask their food-service vendors to use compostable service ware. In addition, “ all Green Festival vendors sign a statement that they will not distribute plastic disposables.”  

Working with the venue is also key, says Ashley Weisman of the GreenLight Solutions Foundation, who has worked on several zero-waste events:  “Even if the venue’s staff has not engaged in anything sustainability-related before, you would be surprised at their adaptability and openness to learning. Nevertheless, it is important to find feasible solutions together that work for both parties.” By meeting with a venue representative beforehand, you’ll be able to identify where and how the venue is already doing some of this work, and what else might need to be done, such as adding compost bins or setting up additional recycling collection bins. 

  • Plan where and how to collect recyclables and compost. While most of your event-goers will probably appreciate you “going green,” you still have to make it easy for them. Setting up bins with clear signage and instructions will go a long way toward encouraging participation. 

“Generally, people will not recycle or compost unless bins are directly next to the trash bin, as opposed to having them at opposite sides of the room,” notes Weisman. “Hence, make sure you have enough compost and recycle bins for every trash bin.” Many zero waste experts recommend also limiting the number of trash bins available, so people won’t be tempted to use them instead of other receptacles. The Waste Management Phoenix Open does not provide any trash bins for public use at all. 

You’ll also need to figure out what facilities are available nearby for recycling if this isn’t already set up with the venue. 

  • Recruit help and teach attendees. You can hire a business that specializes in green events, but you might also look into an organization that recruits volunteers eager to help make a difference. 

Volunteers can help most by standing near bins and being available to provide direction and reminders for using the bins correctly. They can also help with sorting after the event is over, to be sure everything goes to the right place. 

Weisman emphasizes that “it is crucial that you have bin guarders and signs. I cannot stress this enough. The attendees are not taking better habits home with them if they are not recycling and composting correctly; make this a learning opportunity for everyone attending the event.”

  • Look into donating. Some suggestions include donating leftover food to food pantries and offering flower arrangements to hospitals and nursing homes. Consider partnering with a children’s club, like the Boy or Girl Scouts, to take back bottles and cans for deposits, where they can keep the cashback. 

Of course, these aren’t the only ways to be more eco-friendly. Other areas to consider when planning an eco-friendly event is thinking about ways to reduce water and electricity usage as well as reducing gas spent on transportation and using eco-friendly vendors. 

Encourage feedback from your team, participants, and your partners. And remember, you don’t have to cover all your bases at your first event. If you run events regularly, you might consider adding something more each time that will further help minimize your impact. 

At Sparxo, we’re all about helping people easily and efficiently plan your event, and you can do it all without wasting any paper! Sparxo enables you to enter event registration and ticketing on to any website with no other brand or logos, produce media-rich pages to assist with your brand and selling efforts, offers a straightforward guest arrival app and permits you to possess all of your information, therefore, you’ll be able to track your progress. Everyone has full access to all features, despite the size or type of event-free or paid!

 

CHECK OUT OUR OTHER BLOG POST ARTICLES:

SPARXO CHECK-IN, A FREE GUEST LIST APP FOR EVENTS

SPARXO MAKES IT EASY TO ADD AN EVENT CALENDAR TO YOUR WEBSITE

LEARN MORE ABOUT YOUR AUDIENCE WITH ATTENDANCE BREAKDOWN

WHERE SHOULD YOU POST YOUR EVENT? EVENTBRITE, MEETUP, OR FACEBOOK?

5 SUREFIRE WAYS TO SELL OUT TICKETS

7 UNIQUE WAYS TO MAKE YOUR EVENT VIRAL

A MEATING OF MINDS — HOW THIS COMPANY IS CHANGING THE WAY MEAT IS CONSUMED

5 SOCIAL MEDIA TRENDS TO LOOK OUT FOR IN 2019

LEARN WHAT TICKETING COMPANIES ARE HIDING – A COMPARISON

EVENT PROMOTER’S ULTIMATE GUIDE TO EMAIL PROMOTIONS

9 MISTAKES EVENT PRODUCERS OVERLOOK

3 WAYS TO BUILD YOUR FOLLOWING

HOW CREATIVE STARTUP LABS COMPLETELY SOLD OUT THEIR SECRET UNDERGROUND POP-UP EVENT USING SPARXO

TOP 5 BIGGEST EVENT PLANNING FAILS IN HISTORY

QUIZ: WHAT’S YOUR EVENT PLANNER PERSONALITY TYPE?

HOW THE NIGHTWOOD SOCIETY TOOK CONTROL OF THEIR EVENT EXPERIENCE

THE ULTIMATE EVENT PLANNING CHECKLIST

TOP 5 STEPS FOR A SUCCESSFUL POP-UP

HOW TO PLAN A FITNESS EVENT WITH NO MONEY

6 SUPER FUN EVENT IDEAS FOR COLLEGE STUDENTS

NONPROFIT EVENTS: 5 REASONS YOU NEED MOBILE TICKETING

HOW THE HOLLAND DRAG SHOW SOLD OUT EVENT TICKETS DESPITE CRITICAL MAYOR

4 EVENT BRANDING MISTAKES THAT KILL TICKET SALES

HOW TO GET DONATIONS FOR YOUR NON-PROFIT EVENT

DATA SHOWS THESE NON-PROFIT EVENTS RASIE THE MOST MONEY

HOW TO SELL OUT A FITNESS CLASS

WHY AFROTECH SELLS OUT TICKETS

4 EVENT IDEAS FOR FITNESS CLASSES

TOP 10 FUNDRAISING TRENDS FOR 2019

3 NON-PROFIT EVENT TRENDS TO GET MORE DONATIONS

BEST EVENT TICKETING SOFTWARES 2019

HOW TO INCREASE ATTENDANCE AT YOUR NONPROFIT EVENT

SPECIAL EVENT INSURANCE: DO YOU NEED IT

BRAND AMBASSADORS AND INFLUENCERS: WHAT YOU NEED TO KNOW

AN EVENT PLANNERS 10 SECRET TIPS TO HAVING A SUCCESSFUL EVENT

DATA SECURITY FOR EVENTS: 5 WAYS TO KEEP INFO SAFE

EVENT APPS – ALL HYPE OR WORTH EVERY PENNY

THE SECRET CODE FOR COMPELLING EVENT DESCRIPTIONS

MORE THAN JUST WARM BODIES: STAFFING YOUR EVENT THE RIGHT WAY

EVENT TECH TRENDS FOR 2020

HOW TO PLAN A NON-PROFIT EVENT WITH NO MONEY

How to Plan a Non-Profit Event with No Money

So you want to plan a non-profit event. Congratulations! Hosting an event is a wonderful way to raise awareness for your non-profit, find donors, and spread your mission of change. The catch? You have no money. You can hear the flies buzzing from your nonprofit’s wallet. Never fear! Sparxo will show you how to start putting together an incredible non-profit event without an incredible budget. Or any budget, really.

  1. Find ‘Fresh’ Venues

What you can’t fix, you feature. Sure, your non-profit might not have the funds to rent out the Ritz, but this could be to your advantage. We’ve all attended a stuffy event at a stuffy venue, they’re a dime a dozen. With a low budget, you’ll have to get creative with your venue, finding a less known, possibly even public venue. But the uniqueness of these cheaper venues could help your event stand out.

Your first venue choice: public or private? A public venue, like parks and plazas, can be great for more active events. They’re also normally, totally free. You could plan a relaxed picnic-style event, with active games and plenty of room for meeting new people in a casual environment. This can also attract bystanders in the public space, spreading awareness for free. However, even with a public venue, you’ll still have to consider costs other than rent. Will you need insurance? Permits? Parking? You’ll also likely have to bring food, and ensure there are restrooms nearby. While there is no obvious entry cost at a public venue, these smaller costs add up. However, the unique, casual atmosphere of a public revenue could very well set your event apart.

 

A private, or commercial venue, is pay-to-play. You rent this space, but it will come with event accommodations like insurance, parking, bathrooms, and seating. If you can find one of these venues on your budget, it’s definitely worth considering. Be sure you reach out to all your own contacts too: someone may be able to offer you commercial space at a discounted price or be familiar with a venue that will fit your budget. This is especially common for non-profit event planners, as their message of positive change makes contacts more likely to help them or give them special deals. If you decide to go with a commercial venue, we recommend that you choose a venue with a smaller staff. The more staff needed to run a venue, the more people you’ll likely be paying for. Smaller staff will likely mean a smaller bill.

After you’ve narrowed down your list of affordable (or even free!) venues, send the venue manager an email explaining your event and how it will benefit the venue. As a non-profit, you’ll want to stress your mission statement, the good the event will do, as well as how your attendees’ presence could benefit the venue. You can find a sample venue request letter here.

  1. Master Mailing Lists & Social Media

Throwing more money into marketing is not always the answer. Sure, money can help, but free tactics like an email list, newsletters, and social media have proven effective time and time again.

Your first stop: a newsletter. Setting up a newsletter system with a service like Mailchimp is free for up to 2,000 contacts and unlimited emails. This will help you craft personalized newsletters and allow anyone interested in your event to stay up to date. Everyone on your newsletter mailing list is there because they’re actually interested in your events, meaning the returns on sign-ups will be high. But a mailing list is a long-term investment: you won’t instantly get thousands of sign-ups the second you create a list. However, over time and over many events, your mailing list will grow and help you immeasurably. Progressive newsletters can urge members to attend future events, ad even donate, boosting your nonprofit’s budget.

But what do you do get sign-ups now? Reach out to people in your personal network. Sent them a personalized email asking if they’re interested in joining the list for this event and future events. This is a great place to get started. Word of mouth and plenty of hustle is the first and extremely critical step for marketing an event with no money.

You can also add a mailing list to your website, linked to some sort of free giveaway, to incentivize sign-ups. A free brochure or even a discount can be a great incentive. Free website builders like Weebly, Ucraft, or Strikingly can create a landing page for your event, where you can put key information and promotional pictures. This will also make it easier for attendees as all your information will be in one place, plus you’ll get more eyes on your brand, a key advantage when selling tickets. This will help your SEO. 

Consider creating a Facebook event page. Not only will this let you post promotional pictures and links to the event, but Facebook Events allow you to invite all your friends to like the page. You can go one step further: send your Facebook friends a personalized message, with one or two words on why they specifically might enjoy the event. This personalization will greatly improve the amount of page likes you get, in turn boosting your event’s visibility. Another way to boost social media visibility? Follow and interact with attendees. When someone buys a ticket or even signs up for your site, follow them on platforms like Twitter, Facebook, and Instagram. Not only will this make them feel more connected to the event, but these social media platforms give greater visibility to events with interaction. It’s a win-win.

As a non-profit event planner on a budget, you’re looking for a free way to sell tickets and keep as much revenue as possible, giving you the resources to help spread your nonprofit’s message of change. However, most ticket sales software take big percentages of ticket sales, cost too much, promote competing events, and eclipse your nonprofit’s brand. You can use Sparxo to post your event and sell tickets for your event anywhere, letting you sell tickets directly from your website with no redirects – all for free! Sparxo let’s you:

  • Keep 100% of your ticket sales
  • Import your guest lists and sales lists from other systems
  • aggregate all of your customer data in one place
  • White Label, greatly improves SEO and Brand

 

  1. Back to Basics

Data shows these non-profit event types get the most donations. The most lucrative type? Food, wine, and music events. Your nonprofit event doesn’t need a yacht, fancy dining rooms, or expensive speakers. Sure, those things can help, but when you get down to it, basic food and drink events bring in the most donations anyway. This sort of simple nonprofit event is very do-able with a shoestring budget, especially because you’d need food and drink at pretty much any other more complex event type anyway. But how can you make these basic event types engaging? You can keep it easy and personal. First, offer plenty of value upfront, with the event clearly geared toward attendee experience rather than donations. Give attendees opportunities to interact with each other in a stress-free environment. Consider orchestrating some simple party games or ice-breakers. Once everyone is comfortable and having a good time, check-in personally with attendees. This personal level of intimacy and warmth can take your event to the next level. Finally, make it as simple as possible for attendees to donate, with credit card readers and pledges available at your event. Many attendees will only feel inspired to donate at the event when emotions are high. Logistics can make all the difference.

As long as attendees are having a fun, relaxing time, your non-profit event doesn’t need a complex theme or advanced auction to raise funds. Focusing on the basics, like atmosphere and logistics, is an affordable way to make sure your event shines. This way you can raise awareness without destroying your budget.

 

  1. Secure Sponsorship

Sponsorship will not only boost your event’s budget but boost future event budgets, too. Establishing a relationship with a sponsor will streamline your event planning events, giving you the resources you need.

Typically, sponsors will support you if they can benefit from access to your attendees. Sponsors give you resources, visibility, and assistance because your audience will be interested in your sponsor’s organization. In plain English, sponsors want to take advantage of crossover interest. 

Start by finding sponsors that might have an interest in your audience and their demographics. Who attends your events and why? What are their interests and needs, where do they shop? What problems do they need to be solved?  Review your event demographic data until you have a very clear picture of your attendees’ habits and wants. Then seek out sponsors who market to audiences with similar demographics to your non-profit event attendees. Once you have sponsors in mind, craft a personalized pitch. Tailor the emails to the sponsor, with details about the sponsor’s organization to show you’ve done your research and care about their experience in your potential sponsorship relationship.

As a non-profit, your mission for change may help sway potential sponsors. Stress the good your non-profit does in your pitch, especially how your event will contribute to that good. You may also want to put it in a ‘story’ format, with specific examples of lives made better by your non-profit. This ‘storytelling’ can help make your pitch more human, and connect to sponsors.

For small scale donations, consider crowdfunding for your Non-profit. Tools like Kickstarter and Indiegogo allow you to get small sponsorships without the hassle of going from door to door. This is no substitute for proper sponsorship, but every little bit helps when you have no money.

 

CHECK OUT OUR OTHER BLOG POST ARTICLES:

SPARXO CHECK-IN, A FREE GUEST LIST APP FOR EVENTS

SPARXO MAKES IT EASY TO ADD AN EVENT CALENDAR TO YOUR WEBSITE

LEARN MORE ABOUT YOUR AUDIENCE WITH ATTENDANCE BREAKDOWN

WHERE SHOULD YOU POST YOUR EVENT? EVENTBRITE, MEETUP, OR FACEBOOK?

5 SUREFIRE WAYS TO SELL OUT TICKETS

7 UNIQUE WAYS TO MAKE YOUR EVENT VIRAL

A MEATING OF MINDS — HOW THIS COMPANY IS CHANGING THE WAY MEAT IS CONSUMED

5 SOCIAL MEDIA TRENDS TO LOOK OUT FOR IN 2019

LEARN WHAT TICKETING COMPANIES ARE HIDING – A COMPARISON

EVENT PROMOTER’S ULTIMATE GUIDE TO EMAIL PROMOTIONS

9 MISTAKES EVENT PRODUCERS OVERLOOK

3 WAYS TO BUILD YOUR FOLLOWING

HOW CREATIVE STARTUP LABS COMPLETELY SOLD OUT THEIR SECRET UNDERGROUND POP-UP EVENT USING SPARXO

TOP 5 BIGGEST EVENT PLANNING FAILS IN HISTORY

QUIZ: WHAT’S YOUR EVENT PLANNER PERSONALITY TYPE?

HOW THE NIGHTWOOD SOCIETY TOOK CONTROL OF THEIR EVENT EXPERIENCE

THE ULTIMATE EVENT PLANNING CHECKLIST

TOP 5 STEPS FOR A SUCCESSFUL POP-UP

HOW TO PLAN A FITNESS EVENT WITH NO MONEY

6 SUPER FUN EVENT IDEAS FOR COLLEGE STUDENTS

NONPROFIT EVENTS: 5 REASONS YOU NEED MOBILE TICKETING

HOW THE HOLLAND DRAG SHOW SOLD OUT EVENT TICKETS DESPITE CRITICAL MAYOR

4 EVENT BRANDING MISTAKES THAT KILL TICKET SALES

HOW TO GET DONATIONS FOR YOUR NON-PROFIT EVENT

DATA SHOWS THESE NON-PROFIT EVENTS RASIE THE MOST MONEY

HOW TO SELL OUT A FITNESS CLASS

WHY AFROTECH SELLS OUT TICKETS

4 EVENT IDEAS FOR FITNESS CLASSES

TOP 10 FUNDRAISING TRENDS FOR 2019

3 NON-PROFIT EVENT TRENDS TO GET MORE DONATIONS

BEST EVENT TICKETING SOFTWARES 2019

HOW TO INCREASE ATTENDANCE AT YOUR NONPROFIT EVENT

SPECIAL EVENT INSURANCE: DO YOU NEED IT

BRAND AMBASSADORS AND INFLUENCERS: WHAT YOU NEED TO KNOW

AN EVENT PLANNERS 10 SECRET TIPS TO HAVING A SUCCESSFUL EVENT

DATA SECURITY FOR EVENTS: 5 WAYS TO KEEP INFO SAFE

EVENT APPS – ALL HYPE OR WORTH EVERY PENNY

THE SECRET CODE FOR COMPELLING EVENT DESCRIPTIONS

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EVENT TECH TRENDS FOR 2020

The Secret Code for Compelling Event Descriptions

Your event description is your pitch. It doesn’t just tell your attendees about your event, it tells your attendees why they should come to your event. People will glance at this description and decide if it appeals enough for them to attend, so it’s essential that your description is compelling. But how do you craft a compelling event description? We have 6 pointers to get you rolling.

  1. Name of the Game

A great event name is the first step to getting people to actually read your event description. Great event names grab attention while communicating the gist of your event. A strong event name is not necessarily a summary of the event, but it captures the type of event and entices people to learn more. It should also be memorable and compelling enough to go on promotional materials. Some examples of strong event names:

-Free Shakespeare in the Park

-Happy Hour Silent Disco

-California Academy of Sciences Teen Night

-Exploratorium: Museum After Dark

 

  1. Raise your Voice

Your event description doesn’t just tell attendees what will happen at your event, it tells them what your event will be like. The voice, or personality, of your event description, gives attendees a sense of your event’s personality. Will the event be a formal dinner? A casual meetup? An exciting trail run? The voice of your event description should match your event’s personality, so potential attendees can get a sense of what sort of atmosphere they can expect at the event.

How do you decide on what sort of voice to use in your event description? You can start by reading descriptions for similar events, getting a sense of their voice. Also, consider your attendees. What are they expecting to get out of the event? What experience would they like to have? Do they want a playful atmosphere or something more serious?

Above all else, your voice should be snappy. You have very few words to capture everything great your event has to offer. Every word needs to serve a purpose, giving key information and incentive to come. You don’t have room for any filler words. When writing and editing your description, strive to make it as lean as possible, cutting unnecessary words while still maintaining your description’s voice. You want to end up with a concise description that captures your event’s key details and personality.

  1. It’s Not What You Say, It’s How You Say It

Your event description needs:

-Date, time, and location

-Event purpose and activities

-Ticket price

-Appealing details

-Call to action

 

Once you have those elements, it all comes down to how you put them together. If you stuff your description full of filler words and numbers, leading with boring facts, your attendees will likely be overwhelmed and disinterested. But if you stress enticing details like well-known speakers at the event or the good the event does or even free food, your reader will be able to connect with the description. 

You’ll want to paint a picture for your attendees with your most important and appealing details, not just throw facts at them. You can always add an FAQ to the bottom of your event description if you have more facts or figures. Not only would people prefer to see the benefits of attending before the time and cost, but reading about the reasons to attend first makes them more likely to accept that cost. 

  1. Reading the Room

Where will your description be read? The location of the event description can shape its format and content.

The description on your own website:

Event description on your website gives your extra control, allowing you to shape its format and presentation easily. You can include enticing media like videos and high definition images, as well as links and call-to-action like ticket checkout. Event description on your site is extra effective if your tickets are also sold directly from your site, allowing for direct conversions. You can use Sparxo to post your event description and sell tickets for your event directly from your website with no redirects – all for free! Sparxo lets you:

      • Import your guest lists and sales lists from other systems
      • aggregate all of your customer data in one place
      • Keep 100% of your ticket sales
      • White Label, greatly improves SEO and Brand

Event Description in Email:

An event description needs to stand out more than ever in a crowded inbox. You’ll want to use a short subject line, ideally under 60 characters, personalized with the recipient’s name. Including some value proposition and urgency (Free Shakespeare, Tickets Limited!) may increase the email’s open rate. Making a picture of your brand and company name visible from the inbox will also help, especially if the recipient has opened your emails in the past.

In the email, the event description should especially be concise and compelling. The description should still stress incentives and the appealing details upfront, but everything should lead to a call-to-action button. Put one of these call-to-action buttons at the top and bottom of your email, making finding it as easy as you can. On your website, potential attendees are likely already in your funnel, tickets always a few clicks away. But in email, your goal is to get them into your funnel by clicking your call-to-action button. Your description should entice attendees to attend your event and learn more about this event by clicking the call-to-action.

 

Event description on social media:

Social media event descriptions will likely be extra concise, as you have less space and less control than on your own website. You’ll also want to take advantage of social media graphics, using thumbnails that grab interest. Including pictures of people in your thumbnail, especially emotional and expressive people, have been shown to increase click rates. On Facebook, inviting all your friends to the event can increase event visibility, especially if you invite them with a personalized message, stressing how they personally can connect with the event. You may also want to consider employing social media advertisements for your event, which tend to be more reasonably priced and accessible than other paid event advertising. Just be due the ad targets people in the event’s area and target demographics.

 

  1. Keywords Are Key

Crafting an event description is a key step in search engine optimization or SEO. You want your event description to be seen by as many people as possible, but also as many interested people as possible. Use keywords in your event description that people interested in your event might search for. Pick out a few keywords, like, and then be sure those keywords are featured prominently and often in your event description. If your own website is already optimized for similar keywords, using free software like Sparxo to put your event description and ticket sales on your own website could improve SEO for this event and future events

  1. Go Easy on the Eyes

TLDR (too long didn’t read) is the kiss of death for event descriptions. But too long doesn’t just mean there are too many words – it means the paragraphs were too long, that your event description contains big blocks of text that nobody has time to comb through.

 

Don’t overwhelm your reader with text. Instead:

-Split description into sections

-Use bold headings

-Use bullet points instead of long paragraphs

-Restate the important details at the top and bottom

 

An easy-to-read event description means more of your description actually gets read, which means more attendees.

 

CHECK OUT OUR OTHER BLOG POST ARTICLES:

SPARXO CHECK-IN, A FREE GUEST LIST APP FOR EVENTS

SPARXO MAKES IT EASY TO ADD AN EVENT CALENDAR TO YOUR WEBSITE

LEARN MORE ABOUT YOUR AUDIENCE WITH ATTENDANCE BREAKDOWN

WHERE SHOULD YOU POST YOUR EVENT? EVENTBRITE, MEETUP, OR FACEBOOK?

5 SUREFIRE WAYS TO SELL OUT TICKETS

7 UNIQUE WAYS TO MAKE YOUR EVENT VIRAL

A MEATING OF MINDS — HOW THIS COMPANY IS CHANGING THE WAY MEAT IS CONSUMED

5 SOCIAL MEDIA TRENDS TO LOOK OUT FOR IN 2019

LEARN WHAT TICKETING COMPANIES ARE HIDING – A COMPARISON

EVENT PROMOTER’S ULTIMATE GUIDE TO EMAIL PROMOTIONS

9 MISTAKES EVENT PRODUCERS OVERLOOK

3 WAYS TO BUILD YOUR FOLLOWING

HOW CREATIVE STARTUP LABS COMPLETELY SOLD OUT THEIR SECRET UNDERGROUND POP-UP EVENT USING SPARXO

TOP 5 BIGGEST EVENT PLANNING FAILS IN HISTORY

QUIZ: WHAT’S YOUR EVENT PLANNER PERSONALITY TYPE?

HOW THE NIGHTWOOD SOCIETY TOOK CONTROL OF THEIR EVENT EXPERIENCE

THE ULTIMATE EVENT PLANNING CHECKLIST

TOP 5 STEPS FOR A SUCCESSFUL POP-UP

HOW TO PLAN A FITNESS EVENT WITH NO MONEY

6 SUPER FUN EVENT IDEAS FOR COLLEGE STUDENTS

NONPROFIT EVENTS: 5 REASONS YOU NEED MOBILE TICKETING

HOW THE HOLLAND DRAG SHOW SOLD OUT EVENT TICKETS DESPITE CRITICAL MAYOR

4 EVENT BRANDING MISTAKES THAT KILL TICKET SALES

HOW TO GET DONATIONS FOR YOUR NON-PROFIT EVENT

DATA SHOWS THESE NON-PROFIT EVENTS RASIE THE MOST MONEY

HOW TO SELL OUT A FITNESS CLASS

WHY AFROTECH SELLS OUT TICKETS

4 EVENT IDEAS FOR FITNESS CLASSES

TOP 10 FUNDRAISING TRENDS FOR 2019

3 NON-PROFIT EVENT TRENDS TO GET MORE DONATIONS

BEST EVENT TICKETING SOFTWARES 2019

HOW TO INCREASE ATTENDANCE AT YOUR NONPROFIT EVENT

SPECIAL EVENT INSURANCE: DO YOU NEED IT

BRAND AMBASSADORS AND INFLUENCERS: WHAT YOU NEED TO KNOW

AN EVENT PLANNERS 10 SECRET TIPS TO HAVING A SUCCESSFUL EVENT

DATA SECURITY FOR EVENTS: 5 WAYS TO KEEP INFO SAFE

EVENT APPS – ALL HYPE OR WORTH EVERY PENNY

Event Apps – All Hype or Worth Every Penny

Apps are taking over the events world.

Everyone from a world-class event production agency to small local event management services providers are adopting various apps that help to plan various tasks, interact with attendees, and promote your brand.

However, there’s one question that many event planners often ask – do the most popular apps live up to the hype, or are they just technological fads that will go away in a few years?

Well, to answer that question, we decided to explore the subject of event apps and see which (if any) apps can be an actual improvement over organizing events the old-fashioned way.

Ready to get started? Then read on below.

APPs for Networking

As any event agency will tell you, networking plays a vital role in almost any business event, and so it’s not surprising that apps are offering to streamline the process and make it more effective.

Apps that are available today can make networking before, during, and after events much easier, seamlessly integrating with social media platforms and helping people connect and find colleagues that are relevant to them.

For instance, the Whoa app completely changes the way event attendees make plans – it allows planning attendance of various panels and sessions according to their chosen focus.

It also provides bios and social media links for the speakers and participants, which makes it much easier to connect with the right people and know exactly how to get the most out of every event.

For those organizing events themselves, Attendify offers the option to create their own private social network where attendees can post updates, share photos, and communicate with one another.

APPs for Conferences

Another popular category of apps that are used by event management services providers in the UK and beyond are conference apps.

These apps also cover similar aspects to those discussed in the previous section, but they are uniquely designed to suit the needs of conference organizers and attendees.

It allows attendees to plan their itinerary quickly, learn more about the speakers and participants, network with others, and even discuss various aspects of the events with their peers on the app itself.

Apps like these are designed to help attendees get the best possible experience from the event, so any event production agency is naturally interested in using these tools to make that happen.

Some apps, like Guidebook, even allow you to create a completely customized app experience for your event using their intuitive drag-and-drop system.

This allows you to remain on-brand and focus on the areas and functionality that you deem are the most important to your audience instead of having to rely on a generic layout that is the only option in some of the other apps.

APPs for Consumer Events

Finally, we need to go over apps that are designed to fit the needs of consumer events such as festivals or public gatherings.

As you probably know, today’s consumers expect brands to offer personalized experiences that are catered to the individual’s needs and preferences.

With the help of a few apps, you can do just that, allowing attendees to plan ahead and make the most of their time, participating in the activities that they deem the most worthwhile.

You can even customize the apps to send push notifications so that the person is reminded where an artist or speaker that they want to see is about to perform.

These types of apps can work for a range of consumer events, including music or art festivals, food festivals, or even gatherings related to a particular event.

In the end, these apps help visitors get the most out of their experience, which is the goal that every event planner tries to achieve anyway. The difference with apps is that a lot of the processes can be automated, freeing up the time of the event’s staff to focus on more productive tasks.

Apps like Sparxo even offer convenient branding and advertising opportunities, which gives you more flexibility to not only promote your own events and company but also strike deals with partners, increasing your revenue in the process.

Final Verdict: Are Event Apps Here to Stay?

Now that we’ve gone over some of the most popular uses of event apps, we need to reach a final conclusion – are event apps worth using and will they become even more prominent in the future?

Well, at this point, you probably know what the answer is.

Event apps make the lives of the attendees easier by offering various features, helping them get the most out of their time, and providing useful information about speakers, performances, activities, and people that the attendees may be interested in connecting with.

But even more so, they help event planners increase the satisfaction levels of their guests, as well as free up time it would otherwise take guiding the guests in person for more productive activities.

Apps help streamline a lot of the processes that were previously harder to control – by providing people with information and also giving them a platform to communicate and connect, these apps will continue to be on the rise, as more event companies see the value of getting their events into the mobile devices of the attendees.

If you want your attendees to start reaping the benefits of using apps, you need to figure out which ones work best for the types of events you want to put together or consult with a professional event production agency on how to get the most out of what today’s app technology has to offer.

About Sparxo

There are many details to take care of when planning an event. Sparxo is the platform for you. You will need to provide information about the event, like what type of venue it is, how many attendees you expect, and if alcohol will be served. If your organization runs several events, multiple event coverage is also available. Sparxo enables you to enter event registration and ticketing on to any website with no other brand or logos, produce media-rich pages to assist with your brand and selling efforts, offers a straightforward guest arrival app and permits you to possess all of your information, therefore, you’ll be able to track your progress. There are not any layer levels of access to options. everybody has full access to all options.

Author Bio
Sarah Hill is a content writer at Seven Events Ltd – an event agency in Birmingham, offering event production and conference organising services in the UK. She started her career in the events industry almost a decade ago as time progressed she became an avid event blogger sharing her insight on corporate event planning.

 

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Brand Ambassadors and Influencers: What You Need t...

There are more ways than ever to market your event these days, but it can be hard to cut through the noise. Social media serves up a constant stream of possible events that you may have never heard of 20 years ago. How do you get your event to stand out? 

The answer: Find a cheerleader! Brand ambassadors and influencers can help take your event from ho-hum to one of the premiere, can’t-miss events of the season. 

Brand Ambassadors

A brand ambassador is a loyal customer or previous patron who is eager to help promote your brand simply because they love it. Nonprofits and any kind of fundraising event for the greater good are especially well-suited for brand ambassadors who are passionate about the cause, and for most people, simply retweeting or sharing an invite on Facebook is an easy way for them to show their support. The ideal brand ambassador does more, though, offering personal perspectives about why others should support you.

Authenticity is key when it comes to brand ambassadors. Referrals and recommendations shouldn’t feel canned or like just another advertisement. Personal experience with the event or organization is going to be important. Stories rule when it comes to today’s marketing landscape, so you want someone who can share their story. 

“A great brand ambassador can cut through the clutter and say things about your company and brand with more credibility than you can because they won’t make money as a result,” marketing professional Derek Netwon pointed out in an article in Entrepreneur. 

Look for brand ambassadors who are already excited about your organization, event, or mission. It’s best if they’ve already had some experience with you. If you’re new and still trying to build up a following, offer a product or service for free as a way to draw in fans who will then share their enthusiasm with others. Offer a free class or a free ticket to an event and encourage attendees to share their experiences. Once you get a couple of people reporting on their experiences (hopefully good), the investment will be well worth it. 

Be sure to also reward your brand ambassadors. Recognize them and thank them, and when possible, offer free goods. That will keep them coming back. 

Employees As Brand Ambassadors

Hopefully, employees will feel passionate enough about your organization that they will be your biggest cheerleaders. They can be vital in helping to spread the word about an important event because they will have inside knowledge and will be more invested in its success. However, recruiting employees as brand ambassadors can be tricky because outsiders will question their authenticity. Employees who participate in social media campaigns should do so voluntarily and should identify their affiliation, otherwise, their authenticity will be questioned. Encourage insiders to share the message in their own words.

How To Find a Social Media Influencer

Do you know how books have blurbs from famous authors on the back to help sell the book? Influencers work in much the same way, except they can do even more to generate excitement about an event. 

A social media influencer is someone who already has a platform. While big-name stars can make great influencers, you don’t have to think big to find an effective influencer. Popular bloggers within your niche are often one of the best ways to generate buzz because they’ve established themselves as authorities on the subject. Thought leaders and prominent writers in your industry can also be vital in getting your event the attention it needs.

Shama Hyder, CEO of the Marketing Zen Group and author of The Zen of Social Media Marketing, suggests using Twitter to find influencers. She recommends you first find people in the niche, then find out who they’re following. You ultimately want to find an influencer who

  • is active on Twitter (tweets more than once a day); 
  • interacts with followers in a meaningful way – participates in conversations; and 
  • posts engaging content (doesn’t just post what they had for breakfast).

 

You, or someone on your team, then become part of that influencer’s circle, interacts, and shares information that s/he might like, and will, hopefully not only retweet with their own message and encourage others to share. To find people who might be good influencers for an event in your area, check out localtweeps.com. It might take a while to find an influencer who will help promote your event, but the payoff is worth it.

Be Something To Cheer About 

Finding a cheerleader to help promote your event requires your organization to present an image that has integrity. You need to promise what you deliver. It will be hard to get others excited about your event if you and others working on it aren’t excited, too. Creating an experience others will talk about is the first step, making it easier to recruit others. Once that’s done, putting in just a bit of extra effort in finding brand ambassadors and influencers can be just the boost your marketing campaign needs to help you stand out from the crowd and help make your event or experience one not to be missed. 

 

For help planning your event, check out Sparxo’s Event Planning Checklist

 

Using the latest tech to make it easier for you and your guests, Sparxo provides an easy-to-use online platform for selling tickets, managing your event, and staying in touch with your followers. And, unlike other ticketing platforms like Eventbrite or Ticketmaster, we won’t take huge portions of your ticket sales or promote competing events. Plus, Sparxo is committed to giving back – we donate part of our proceeds to nonprofits. 

Get started with building your event here

 

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3 Non-profit Event Trends to Get More Donations

  1. Personalized Pitches and Rebounds

Relationships were harder than ever to get going in 2019, and no, we don’t just mean Tinder. With the rise of easily affordable social media advertising and accessible video platforms like youtube, potential donors and members seem to require more media and even events before converting. There’s just so much content out there, a relationship takes more work, it takes more time. But time and time again, we’ve seen personalization cut straight to potential supporters. According to this 2017 Trends In Personalization research study, 96% of respondents said personalization helps build customer relationships, with only 45% agreeing that marketers actually succeed in personalization. What this means is that marketers are just blasting away with barely personalized content, and expecting that to instantly convert viewers. Not so. But how can you, as a non-profit event planner, take advantage of this trend?

Well, despite all that doom and gloom, email is very much alive and kicking and in 2019, and poised to grow. Largely because of personalization. Sure, it takes more time nowadays to convert attendees to donors, but all that means is the relationship will be stronger when it blooms. This requires patience. And an email mailing list is the ultimate way for event planners to put patience to use. Even if an attendee at one of your non-profit events doesn’t donate, doesn’t become a member –  if you can get them to join your mailing list, you’ve still taken a big step forward. Because from there you can send personalized messages to the attendees, encouraging them to come back and then donate, at which point the contribution will certainly be larger than it would have been. Not to mention a long-term relationship with attendees greatly enhances recurring donations, which have been shown to be increasingly for nonprofits time and time again. A mailing list with a sequenced order, or even a simple recurring system like Donorbox, bypasses the need to bombard potential donors with paid advertising and content in search of lump sum donations. Instead, free and personalized emails do the trick. A powerful mailing list, or any other tool that provides traffic analytics, also lets you make the pitch personalized. You wouldn’t ask thousands from a student attendee struggling to get through school, just like you wouldn’t ask $10 from an attendee with millions in the bank. Many sign up software like MailChimp or even ClickFunnel provide auto-generated profiles from your signups and traffic and leads, allowing you to do better research for more personalized asks. This also allows you to segment your market, understanding the different sources of traffic, the different segments of your audience, and then messaging them separately. You wouldn’t market to a twenty-five-year-old and a sixty-five-year-old in the same way, right? You also wouldn’t want to tell them your nonprofit’s story in the same way, or even present the same story. Not only will personalizing your messaging increase your conversions and open rates, but it will also improve your nonprofit’s reputation to all your targeted demographics.

2) Time for Tech

Net technology has been revolutionizing non-profit donations, both in the donation process and demographics. First, with mobile increasingly popular for donations, digital wallets like Paypal and Google Pay are a must for non-profits. Not only do digital wallets make donations easy, they act as social proof, as other users can see who has donated. Think Amazon review, only better. If your non-profit has not set up a public digital wallet and doesn’t have that on their website, now would be the time.

One of the largest demographics of digital wallet junkies is Generation Z, young people born after 1996. Aside from being very close to coming into financial freedom, a 2017 Global Trends Report said that Gen Z members are “interested in giving to many different causes… top causes being youth, animals and human services.” So not only will capturing generation z’s attention be key in the coming “it” decade, but it will be especially important for nonprofits. Generation Z grew up on the internet, surrounded by seamless mobile technology, the wide web at their fingertips. Unsurprisingly, members of Gen Z spend a huge amount of time on their phones, many conducting all transactions on mobile. This means it will be absolutely essential to have your non-profits site and even donation page mobile optimized. Generation Z also happens to be very visual, responding to pictures and visual storytelling more than other generations. When marketing to gen Z, it makes sense to take advantage of picture-based social media platforms and storytelling media, like Instagram, Snapchat, Youtube, and infographics in emails.

Going in the opposite direction, voice assistants have skyrocketed in popularity, AI practically a household norm. According to a Nielsen study, almost 24% of US Households have smart speakers like Amazon Echo. This isn’t just a Gen z thing – this is a future thing. How can your non-profit event take advantage of the artificial intelligence trend? Well, it doesn’t have to be with some fancy smart speaker or expensive virtual assistant. No, you can benefit just by making simple chatbots. A chatbot allows you to answer basic even questions through your non-profit website, app, or even on popular platforms like Facebook Messenger. A chatbot is a wonderful way to streamline this process and screen for common questions about your non-profit events, while also coming off as more personalized than an FAQ page. This can also give your staff more time and resources to tackle bigger and more complex questions. 

Another wonderful way to take advantage of new events technology is in ticket sales. According to an Eventbrite study, the majority of money raised by non-profits comes from ticket sales. So as a non-profit event planner, you’re looking for a free way to sell as many event tickets as possible, to raise money and promote your mission of change. However, most ticket sales software like Eventbrite or Ticketmaster take huge portions of sales, cost too much, promote competing events, and eclipse your own brand. You can use Sparxo to post your event and sell tickets for your event anywhere, letting you sell tickets online with no redirects – all for free!

  • Import your guest lists and sales lists from other systems
  • aggregate all of your customer data in one place
  • Keep 100% of your ticket sales
  • White Label, greatly improves SEO and Brand

 

3) Behold, the Awesomeness of Auctions

Auctions have always been a staple for non-profit fundraisers, but 2019 has seen auctions undergo a serious glow up, with radical new formats and attendee experience.

 

When you think auction, what’s the first thing that pops into your head? Probably a fancy hall with puffy seats, a fast-talking auctioneer, with attendees throwing out numbers at the top of their lungs. If you’re a tad more familiar with auctioning, you might also think about silent auctions, a low-stress alternative to the former. Silent auctions are also quite popular, according to Winspire, “82% of benefit auctioneers reported at least 3 out of 4 events they worked included a silent auction.” A silent auction can be a great way to get more of your attendees involved, enticing those who may be intimidated by a live rowdy auction. But how are silent auctions going to change for non-profit event planners? They seem to be shorter, with “65% of [Nielsen] respondents observing the number of items included in the average silent auction declining.” So non-profit event planners are opting to save time and money by auctioning fewer items, saving money on both items and hosting time. After all, with silent auctions and the power of the internet, bids can be placed long before an event starts IRL, the opening time of silent auctions set sometimes months in advance. And in recent years, online auctions have also been streamlining auctions and their budgets, eliminating lengthy agendas, dull speeches, and of course all the hefty costs of putting on an auction, like catering and rent.

 

CHECK OUT OUR OTHER BLOG POST ARTICLES:

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SPARXO MAKES IT EASY TO ADD AN EVENT CALENDAR TO YOUR WEBSITE

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TOP 10 FUNDRAISING TRENDS FOR 2019

Top Ten Fundraising Trends 2019

Charity events are not going anywhere – everyone loves to party for a good cause. But understanding some of the current trends in fundraising can help you amplify your cause, target the right donors, and create attractive ways for people to give.

  1. Go for the high earners.

Tax policies in the U.S. have shifted, making it less likely middle and lower-class individuals will be donating – and they’ll be donating less. Researchers at Indiana University predict that organizations will be more dependent than ever on individuals with high net worth – partly because they’ll still see big benefits on their taxes when they do.  Still, the outlook is positive for individual donations from all levels: giving in this sector is predicted to rise by 3.4%. 

2. Use insight into diverse communities. 

People with different backgrounds and identities tend to give differently. According to Philanthropy Outlook 2019-2020, a report published by researchers at Indiana University’s Lilly Family School of Philanthropy, African Americans are more likely to give back to their own communities than whites. They are also more likely to give to basic needs charities than the overall population of high-net-worth donors (72% of African Americans versus 54% of all donors).  Researchers have also noted differences between male and female donors, and generational differences as well, with women more likely to actively volunteer and to prefer impact investing at a higher rate, and older women more likely to choose just a few causes to support. Find more information in their report, available at www.philanthropyoutlook.com.

3. Harness social media for peer-to-peer fundraising. 

If you’re on Facebook, you’ve probably seen people asking for money for a cause on their birthday. Giving on Facebook is easy, and having a friend recommending a cause employs one of the most successful, tried and true fundraising tactics – peer-to-peer fundraising. It’s not all just Facebook charity requests, though. People are running online games and competitions – think virtual race- to raise money for their favorite causes. Make sure you have a strong online presence, with easy-to-navigate pages and a convenient method for accepting donations to take advantage of this trend. 

4. Set up a recurring giving program. 

Donors who give to recurring donation programs – where they give a set amount monthly – tend to give more on average than one-time donors. Recurring donations are ways people who aren’t in the high-net-worth category can give on a budget. Recurring giving also gives organizations a way to keep in regular contact with their donors, giving them reports on where their money goes, which helps retain donors by creating a deeper connection with the cause.

5. Jump into virtual reality. 

Virtual reality (VR) and augmented reality (AR) are being employed by businesses, schools, and organizations to enhance and extend their mission. VR can provide ways to connect people to the causes they care about; to explain a procedure that is being funded, and to give insight into the work your organization does.  A study in Nonprofit Management and Leadership which looked at the effects of using virtual reality on donor behavior found that donors were more engaged through VR and therefore more likely to give. 

6. Use the right tool for communication. 

Email is still one of the best ways to engage donors. That’s because people are often overwhelmed by social media and often dismiss what comes up in their feed, and it can be hard to find later. Email can be personalized but also very efficient, and it can be easily forwarded and shared. Crafting attention-getting emails that are mobile-friendly are key. 

7. Pursue new opportunities for corporate giving. 

Corporate giving is hot. As corporations fight for talent, they are looking for ways to present their businesses as socially minded and ethical, and engaging in a charitable cause is a popular way to do this. Some places of business also encourage volunteers to donate their time – sometimes giving them time off to do so. This can be a great way to build a relationship with individuals as well as the business. 

8. Build a planned giving program. 

Long popular with big charities, more and more nonprofits are realizing it’s to their benefit to build programs for planned giving. “Small and mid-sized nonprofits can no longer afford to ignore planned giving, and many don’t know how simple it can be to get started,” notes the National Council of Nonprofits. 

9. Chat with a bot. 

Organizations that use chatbots – digital artificial intelligence responders – recognize them as invaluable tools for connecting with potential donors and volunteers, whether they want to know how to donate, need help buying a ticket to the latest event, or directing them to more information. Chatbots are programmed to run with programs like Facebook Messenger, WhatsApp, and Slack and can even tell stories to help engage viewers – as Charity:Water does with their Facebook messenger bot, which enables viewers to follow a girl as she searches for water. Chatbots can help save money and reduce staff time answering questions.They are also a gold mine for data, notes nonprofit expert and consultant Allison Fine in The Chronicle of Philanthropy

 

10. Show ‘em what you got. 

Donors always like to know where their money is going and see it make a difference. Charity:Water started out with a party where everyone donated $20 each. All the attendees received information about how their $20 went directly towards providing a community with clean water – and as a result, donations started pouring in. So make sure you’re not only sharing the story of what’s needed but also share how donors have made an impact. This might include videos, photographs, interactive storytelling and Q & A, as well as providing hard facts and figures. Fortunately, in today’s world of a wealth of data and inexpensive digital tools that quickly connect people anywhere in the world, transparency is easier than ever. 

You can apply many of these tips to planning events, too. Chatbots can make it easier for people to ask questions and connect, and understanding your target demographics better can help ensure the right people are seeing your promotions. 

 

Another key to solid fundraising? Having the right event ticketing platform to sell your tickets online. Sparxo is designed to make it easy to reach and track your attendees, so you can follow up for other programs, like planned giving and recurring donations. Unlike other platforms, Sparxo puts your cause and your event front and center without impacting your bottom line. 

Sparxo harnesses the latest tech to make it easier on you and your followers, translating to more dollars for your cause. 

While most ticket sales software like Eventbrite or Ticketmaster take huge portions of sales, cost too much, promote competing events, and eclipse your own brand. You can use Sparxo to post your event and sell tickets for your event anywhere, letting you sell tickets online with no redirects – all for free! Plus, Sparxo offers a non-profit program where the company makes a donation.

  • Import your guest lists and sales lists from other systems
  • Aggregate all of your customer data in one place
  • Keep 100% of your ticket sales
  • White Label, greatly improves SEO and Brand

 

CHECK OUT OUR OTHER BLOG POST ARTICLES:

SPARXO CHECK-IN, A FREE GUEST LIST APP FOR EVENTS

SPARXO MAKES IT EASY TO ADD AN EVENT CALENDAR TO YOUR WEBSITE

LEARN MORE ABOUT YOUR AUDIENCE WITH ATTENDANCE BREAKDOWN

WHERE SHOULD YOU POST YOUR EVENT? EVENTBRITE, MEETUP, OR FACEBOOK?

5 SUREFIRE WAYS TO SELL OUT TICKETS

7 UNIQUE WAYS TO MAKE YOUR EVENT VIRAL

A MEATING OF MINDS — HOW THIS COMPANY IS CHANGING THE WAY MEAT IS CONSUMED

5 SOCIAL MEDIA TRENDS TO LOOK OUT FOR IN 2019

LEARN WHAT TICKETING COMPANIES ARE HIDING – A COMPARISON

EVENT PROMOTER’S ULTIMATE GUIDE TO EMAIL PROMOTIONS

9 MISTAKES EVENT PRODUCERS OVERLOOK

3 WAYS TO BUILD YOUR FOLLOWING

HOW CREATIVE STARTUP LABS COMPLETELY SOLD OUT THEIR SECRET UNDERGROUND POP-UP EVENT USING SPARXO

TOP 5 BIGGEST EVENT PLANNING FAILS IN HISTORY

QUIZ: WHAT’S YOUR EVENT PLANNER PERSONALITY TYPE?

HOW THE NIGHTWOOD SOCIETY TOOK CONTROL OF THEIR EVENT EXPERIENCE

THE ULTIMATE EVENT PLANNING CHECKLIST

TOP 5 STEPS FOR A SUCCESSFUL POP-UP

HOW TO PLAN A FITNESS EVENT WITH NO MONEY

6 SUPER FUN EVENT IDEAS FOR COLLEGE STUDENTS

NONPROFIT EVENTS: 5 REASONS YOU NEED MOBILE TICKETING

HOW THE HOLLAND DRAG SHOW SOLD OUT EVENT TICKETS DESPITE CRITICAL MAYOR

4 EVENT BRANDING MISTAKES THAT KILL TICKET SALES

HOW TO GET DONATIONS FOR YOUR NON-PROFIT EVENT

DATA SHOWS THESE NON-PROFIT EVENTS RASIE THE MOST MONEY

HOW TO SELL OUT A FITNESS CLASS

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4 EVENT IDEAS FOR FITNESS CLASSES

 

4 Event Ideas for Fitness Classes

  1. Master Meet-Ups

 A wonderful way to boost your brand is by partnering with another brand. Celebrity trainers and influencers often meet up with their followers, be it for a Bootcamp or just to engage with their audience. Many of these influencers are eager to partner with a fitness event or venue planner to streamline their event, someone who can get their equipment, space, and safety accommodations set up long in advance. For example, Brandon Carter often runs Bootcamp meetups from his youtube followers in parks and outdoor venues, where getting fitness materials and permits can be tricky. This is where you come in. Reach out to local influencers you know host meetups and propose a partnership. You can also offer them exposure, help teaching, and even some free materials. Partnering on influencer meetups will not only boost your class’s reputation, but it will draw fans of the guest to your class, improving your visibility and attendance.

Hosting fitness supply meetups is also a great avenue to take advantage of another brand in your niche. Many sporting goods and fitness merchandising stores like Sports Basement organize community events with various fitness-geared activities, sometimes even fitness classes. Offering to teach a guest class at these events is a great way to introduce yourself to an audience of fitness enthusiasts while increasing your visibility via the sporting goods stores advertising and promotions. 

  1. Meal Prep Masterclass

Diet is as, if not more important than exercise. Odds are that your class attendees are just as eager to learn about clean meal prep as they are exercises. Consider hosting a class on preparing healthy, easy to make foods, either taught by yourself from what foods have worked for you, or by partnering with a cooking or nutrition instructor. Partnering with a nutritionist could not only boost attendance but could introduce your class to the nutritionists’ clientele.

  1. Bring it with Bootcamps! 

Hosting a Bootcamp is a great supplement for your fitness class, improve awareness, and even raise some extra funds for your class. Bootcamp group exercises, separate from your class, can offer an opportunity for attendees who may have missed some classes to catch up, and for those who’ve never attended a class but may be interested in a sample. 

Bootcamps are also incredibly high yield for the amount of energy put in, both for planners and participants. All you need to start a Bootcamp is a logo, access to the web, and a park. Advertise your Bootcamp online, and walla, you have yourself a proper Bootcamp. You don’t even really need permits if attendance is low, depending on your city that could be 20 people or less. Consider pulling the old ‘We’re just a group of friends working out in the park, officer!’ if anyone asks. Point being, Bootcamps cost almost nothing to plan but can bring in significant income for your fitness business. But the buck doesn’t stop there. No, Bootcamps are incredible for attendees as well, a rare opportunity to experience both one-on-one attention on their exercise form and regime while being pushed to their limits.  A great way to encourage a commitment from attendees is via theme. For example, New Years Bootcamps are extremely popular because they empower attendees with the exercises and routines they’ll need to achieve their fitness resolutions, whether with a trainer or by themselves. You could also focus on imparting information at your Bootcamp, attendees leaving with key nutritional and exercise knowledge rather than just muscle burn. Goals are born at Bootcamp. One taste of proper exercise, of pushing themselves past perceived limitations, and Bootcamp attendees will be sure to be signing themselves up for more classes and more programs. If nothing else, they’ll have learned low-maintenance exercise techniques they can do themselves, anytime, with almost no equipment. It really is a win-win.

But what software will you use to sell tickets to the Bootcamp, or even sell tickets for your class? As a fitness event planner, you’re looking for a free way to sell as many class tickets as possible and keep as much revenue as you can. However, most ticket sales software like Eventbrite or Ticketmaster take huge portions of sales, cost too much, promote competing events, and eclipse your own brand. You can use Sparxo to post your event and sell tickets for your event anywhere, letting you sell tickets online with no redirects – all for free!

  • Import your guest lists and sales lists from other systems
  • Aggregate all of your customer data in one place
  • Keep 100% of your ticket sales
  • White Label, greatly improves SEO and Brand

 

  1. Run a Fun Run

A fun run is exactly that – fun. Even if your class isn’t explicitly about cardio workouts, helping to host a fun run, an informal run for charitable purposes, is a great way to go the extra mile in raising awareness for your fitness class. 

Fun runs are typically geared toward a particular charity, with lots of attention and care put into their planning. This leaves you two options – reach out to a smaller fun run and offer to help them organize, usually by volunteering or by creating your own run. Assisting an existing run will be far less of a time commitment, and can still give you a great chance to engage with your class attendees, acquire new students, potentially establish a permanent partnership. If you can find a fun run that may be in need of your class supplies or expertise, you could greatly enhance your exposure by offering them a partnership, donating your time as a teacher and supplies in exchange for the run promoting your class to their attendees. Also, by encouraging your class attendees to attend an existing fun run, you’ll get exposure to their friends and plus-ones, many of whom will likely have a similar interest in fitness classes. 

Your other option is to create your own fun run. While this is a much larger time commitment, it can greatly enhance your visibility as a teacher. Like with most events, success will all depend on proper planning. Your first step will be to set a goal for the run, typically charitable. Then you’ll want to put together a capable team, ideally with event planners who’ve previously assisted with fun runs. With a team and a goal, you’ll then have to iron out the details, like venue, funding, and supplies. Here’s a great guide on how to handle all the logistics of hosting a fun run. 

One of the secrets to a successful fun run is your theme. As an event planner for this run, you want to narrow down your target audience to a specific niche, that way you’ll know how to make an event appeal to them. Is this going to be an epic professional race, with high tech times? A stroller-accessible run for families? An office-getaway for corporate employees? The better you understand your target attendees, the better equipped you’ll be to design your event and eventually market the event as something that these attendees actually want to go to. With this in mind, brainstorm a theme, a kind of overarching message and style to your event that aligns with your audience’s interest. Not only will this spice up attendee experience, but it will differentiate your fun run, standing out from what’s already a very large crowd. IIn the end, whether you choose to host or help out, market to families or pros, fun runs will help your brand and a good cause. 

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TOP 5 STEPS FOR A SUCCESSFUL POP-UP

HOW TO PLAN A FITNESS EVENT WITH NO MONEY

6 SUPER FUN EVENT IDEAS FOR COLLEGE STUDENTS

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HOW THE HOLLAND DRAG SHOW SOLD OUT EVENT TICKETS DESPITE CRITICAL MAYOR

4 EVENT BRANDING MISTAKES THAT KILL TICKET SALES

HOW TO GET DONATIONS FOR YOUR NON-PROFIT EVENT

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HOW TO SELL OUT A FITNESS CLASS

WHY AFROTECH SELLS OUT TICKETS

Why Afrotech Sells Out Tickets

More than 4,000 techies attended last year’s groundbreaking Afrotech conference, a meeting of minds that aims to connect founders, techies, and employees with the fastest-growing startups. Tickets completely sold out. AfroTech features panels like “Being a Digital Brand.” Surprisingly, Afrotech is only 3 years old, founded in 2016. Since then attendance has nearly doubled each year. So how does Afrotech pull this off? How do they sell out tickets, creating a major movement in just 3 years?

  1. Superb Speakers

Afrotech’s 2018 conference featured a wide variety of amazing guest speakers, from Daymond John of Sharktank to rapper Common. Clearly, Afrotech doesn’t skimp on their speakers, bringing in speakers who are both passionate about African Americans in tech and well known in their field. Event producers are reminded of the difference passionate influencers and partners can make for marketing and brand. Not only can it boost attendance like it does for Afrotech, but it can also seriously improve your brand and lead to incredible new connections for your business.

  1. Excitement over effort

Afrotech understands the power of a good carrot, sticking a wide variety of activities for event-goers to choose to spend their time on. Just about everyone can remember a one-size-fits-all conference where time seems to pass at a snail’s pace, a conference where attendees shuffled from speech to speech en-masse with zero enthusiasm? Yeah, Afrotech is not that kind of conference. Afrotech advertises a diverse array of speakers in radically different sectors, from software to entrepreneurship to artists. Plus it encourages attendee interaction. Who knows, the group of brilliant techies shaking hands exchanging contact info in the corner could turn into the next tech giant. This attendee passion and interaction keeps the atmosphere electric, with attendees never feeling like spectators, always in control of the experience. Not to mention the free swag from company recruiters and the possibility of even snagging an interview at a major tech company. 

Afrotech strives to keep all their attendees engaged at all times, a major leg up in the conference world and an even bigger leg up in ticket sales. Event producers can make like Afrotech by checking in with attendees, providing them with enough choices to make them feel like they’re in control and taken care of.

  1. Incentive and Opportunity

Conferences like AfroTech encourages greater black representation and community in tech, tackling key social and economic issues that don’t get enough discussion in the corporate world. But beyond that, Afrotech offers individual attendees opportunity, a shot at pitching to investors and even big tech recruiters. Amazon, Stripe, Salesforce and other tech companies sent recruiters to the conference, interacting with attendees and actively recruiting black talent. With many companies struggling with pipelines and diverse hiring, conferences like AfroTech are an incredible resource to find diverse and talented individuals to strengthen their teams. But for attendees, the opportunity to network with big tech recruiters is often a big enough reason alone to attend, even without amazing hands-on panels and afterparties.

Afrotech’s networking possibilities can mirror event planners incentivizing event attendance, often with a free gift or one-on-one time with an influencer. For example, the Writer’s Digest Conference in NYC offers attendees the opportunity to pitch to agents, the conference providing both writing workshops and the opportunity to sing a book deal. This sort of opportunity and individual incentive can really mean the difference between good and great sales, and should not be neglected by event producers aiming to sell out tickets.

Photo Sources Cited:

  1. Afrotech. “Afrotech 2017.” Afrotech 2017, Sparxo, https://e.sparxo.com/Afrotech17?rn=instagram.
  2. Afrotech. “Afrotech 2018.” Afrotech 2018, Sparxo, 

https://e.sparxo.com/Afrotech18?rn=instagram.

  1. Afrotech. “Afrotech 2019.” Afrotech 2019, Sparxo, 

https://e.sparxo.com/Afrotech19?rn=instagram.

  1. “Videos – Afrotech.” Videos – Afrotech, Afrotech 2019, https://afrotech.com/videos, https://assets-jpcust.jwpsrv.com/thumbnails/saw4mwfp-720.jpg.
  2. “Experience – Afrotech, Oakland Convention Center.” Experience – Afrotech, Afrotech,

https://experience.afrotech.com/.

 

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WHERE SHOULD YOU POST YOUR EVENT? EVENTBRITE, MEETUP, OR FACEBOOK?

5 SUREFIRE WAYS TO SELL OUT TICKETS

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HOW THE NIGHTWOOD SOCIETY TOOK CONTROL OF THEIR EVENT EXPERIENCE

THE ULTIMATE EVENT PLANNING CHECKLIST

TOP 5 STEPS FOR A SUCCESSFUL POP-UP

HOW TO PLAN A FITNESS EVENT WITH NO MONEY

6 SUPER FUN EVENT IDEAS FOR COLLEGE STUDENTS

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HOW THE HOLLAND DRAG SHOW SOLD OUT EVENT TICKETS DESPITE CRITICAL MAYOR

4 EVENT BRANDING MISTAKES THAT KILL TICKET SALES

HOW TO GET DONATIONS FOR YOUR NON-PROFIT EVENT

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HOW TO SELL OUT A FITNESS CLASS

How to Sell Out Fitness Classes

1. Slay Sales with Software

Trying to sell tickets to your fitness classes? Your first stop is the web. Duh, you’re online now, aren’t you? And isn’t ‘use social media’ what everyone else preaches these days? Don’t worry, we’ll give you simple, practical steps you can take action on immediately. Right now, you have the potential to access millions of Facebook users, totally free. Invite all your Facebook friends to your class by creating a Facebook Event. Ask your friends to share the class’s Facebook event, and consider reaching out to influencers (especially those you already follow or interact with!) for a share. 

If you have the funds, consider running targeted Facebook advertisements for class. Target people in your area who have attended similar classes, limiting the scope of your ad to appear only to those who are very likely to potential sign up. While Facebook ads take a little bit of capital to run, they’re comparatively much cheaper than most advertising and publicizing freelancers, meaning you’ll get a good bit of bang for your buck. You also get to set the budget of the ad, meaning this is sort of paid advertising is likely more accessible than you think. We also recommend you not only utilize social media like Instagram and Twitter, but we recommend you interact on those platforms, personally liking and responding to comments. Over time this could build relationships that turn into signups.

We also recommend you promote your classes by developing and using a Mailing List. This an excellent way to keep in touch with past attendees, while also pulling new students. Think about it. If you could get everyone who’s ever been to a class with you or your friends, and you could get them coming back, your attendance would be in great shape, right?

An email list is all about establishing a personal relationship with potential attendees. Often, a personal connection makes the difference between attending your class rather than a better-known chain class like Soulcylce or Equinox. A regular, friendly email is a great way to establish this relationship while seriously boosting retention. First, you’ll need to set up a newsletter system with a service like MailChimp is free up to 2,000 contacts and unlimited emails. This will help you craft personalized messages and allow anyone interested in your event to stay up to date. Then, reach out personally to friends and past students who you think may be interested. Then ask them if they’d like to join your email list, for regular updates and potential freebies. Even if they aren’t ready to commit to signing up for your class yet, getting regular emails with class updates could change that, while also spreading awareness.

You should also consider using a free website builder like Weebly or Strikingly to create a landing page for your class, where you can put key info and promotional pictures. A personal site will keep all your information in one place, plus you’ll get more eyes on your brand, a key advantage when selling tickets. This helps your overall SEO. 

But how will you sell class tickets? As a fitness event planner, you’re looking for a free way to sell as many class tickets as possible and keep as much revenue as you can. However, most ticket sales software like Eventbrite or Ticketmaster take huge portions of sales, cost too much, promote competing events, and eclipse your own brand. You can use Sparxo to post your event and sell tickets for your event anywhere, letting you sell tickets directly from your website with no redirects – all for free!

  • Import your guest lists and sales lists from other systems
  • aggregate all of your customer data in one place
  • Keep 100% of your ticket sales
  • White Label, greatly improves SEO and Brand

 

  1. Offer Value Upfront (Freebies!)

Free gets people in the door. Excellent quality of service keeps them coming. As a fitness event planner, a great way to get people into your class is to offer free ‘value’ upfronts. These are things like offering a free trial for a day or giving out branded water bottles. 

You could also stress something valuable they’ll gain in just one day or weak. Will they learn a skill? Become more flexible? Advertise these tangible, upfronts on your events page, and you’re sure to increase class signups.

  1. Partnerships

Leverage platforms like a Class Pass and Dabble get you new users and then convert them into members of your own gym. Using these sites as ‘partners’ will dramatically increase your sales. See, hundreds of thousands of potential attendees are on these websites, already searching for you. Rather than you actively seeking attendees, these platforms will allow you to connect with people actively seeking you, making things much easier. Leads coming from sites like Dabble will convert at much higher rates as you have the ability to screen for specific interests, like fitness and fitness classes. 

Another successful partnership strategy is inviting in influencer or even celebrity teachers. Can you find a fitness influencer in your city to teach a class? You can offer exposure and a stipend in exchange. Guest teachers will not only boost your class’s reputation, but it will draw fans of the guest to your class, improving your visibility and attendance.

Sponsorship could also be a route for your fitness classes. This doesn’t even necessarily have to be monetary sponsorship – a local company providing free health drinks, free fitness mats, or even just their logo could make your event considerably more attractive to attendees.  If you can find a company that will benefit from sponsoring your class, you could greatly enhance your budget for advertisements and form a long-lasting partnership that helps both parties. You’ll want to build a list of potential sponsors, businesses whose customers’ interests align with your class. These would be things like sporting goods stores, energy drink companies, or even clothing lines. Reach out to the companies on your list with a friendly email or call, explaining why this company would benefit from sponsoring your fitness class. These are usually things like increased exposure and brand awareness. You can find a sample event sponsorship request letter here.

  1. Rave Reviews

Great reviews will make a big difference in selling your fitness class. Not only will most potential attendees search for reviews, in 2019 many potential attendees will search for classes on reviews sites. Much of the traffic to your event page will come directly from sites like Yelp and FourSquare, attendees first impression of your class coming from reviews. And you want to make a good first impression, right? 

The key is to have as many high-quality reviews as possible. Create a Yelp page, a FitResever page, a Business.com page – as many review sites as you can. Then reach out to previous attendees of your classes and ask for reviews, as well as offering freebies or a discount for current attendees who write a review. Not only will this boost your visibility, but your credibility as well, which will seriously improve your sales.