Hi there folks!

Creatives Meet Business is an event and podcast series based out of Austin, Texas for artists, creatives, freelancers, and solopreneurs to learn the ropes of entrepreneurship.

This episode features Sarah K Wolf, former Marketing Director of The Austin Chronicle, who joined us in June of 2018 during our roundtable event on Event Planning. She shares all about event marketing: from guerrilla tactics to ticket giveaways to ALL the avenues for extending your organic reach. If you're trying to get the word out about your event (or anything!) without spending a dime, tune in!

Notes:

• 0:00 to 2:10 - Ashland Opening Remarks and Intro of Sarah K Wolf
• 2:11 to 3:02 - Introduction of Self and Topic
• 3:03 to 15:20 - Opportunities for Organic (Free) Reach
  • Create a Facebook Event
    • Can be a sponsorship perk to tag a sponsor in Facebook event
    • Ticket integration functionality
    • Great avenue for sharing updates and announcements (including logistical updates)
  • Utilize free community calendars
    • Be aware of submission deadlines (some are reviewed, others post upon submission)
    • Who is your audience? Knowing that will help you find the right avenues for marketing. Think outside the box!
  • Utilize your email list
  • Make it EASY to share your event with partners
    • Provide images and copy to help others share on your behalf
    • Share with: vendors, venue, non-profit beneficiary (if applicable), bands / speakers / talent, sponsors
  • Utilize your media list for your Media Alert
    • Only use for major updates (ticketing announcement / speaker/talent announcement, week of reminder)
    • Don't overdo it!
    • Invite press to come and attend
    • What do you they get? Early entry, sneak peek, free parking, etc.
    • Can your talent be included on-air or in an interview?
  • Ticket Giveaways
  • If you have a non-profit beneficiary, you can usually get a non-profit discount on media spends
  • Be mindful about media sponsorships and keep category exclusivity
  • Diversify - don't put all your eggs in one basket (only promote on Facebook, for example)
  • Create an excellent poster, but then have other things to say about the event (i.e. promo videos, sneak peeks, behind the scenes)
  • Choose your event partners that can help extend your reach, don't be afraid to ask them questions
• 15:21 to 16:22 - Guerrilla Marketing Tactics
  • Temporary art installations to promote bigger art show, event scavenger hunts to win tickets to the event
• 16:23 to 17:34 - Co-Promote/Cross-Promote with Other Events
  • Find events with similar audiences and help each other promote events (trade space at event or social posts)
• 17:35 to 18:51 - Use Relevant Hashtags
  • Use a unique hashtag for your event
  • Also use hashtags that are relevant for your industry, used by influencers, etc.
• 18:52 to 20:27 - Closing Thoughts
  • Prepare for the next one already
  • Get photos!
  • Capture attendee email addresses
  • Recap deck for sponsors and media partners
  • Try to keep attendees engaged until the next event
• 20:30 to 22:21 - Ashland Closing Remarks

Like this podcast? Great! A rating and review are so helpful!
Stay in touch, email us (ashland@cmbatx.com) or connect with us on social (@createmeetbiz on Instagram and Twitter // Creatives Meet Business on Facebook).

Big thanks to Jamal Knox (audio engineer) and Chris James (composer)!

If you like what you hear, share the podcast with your friends, and rate and review. To stay in the loop - follow us on Instagram, Twitter, Facebook or subscribe to the newsletter.

Next up, Attention Management (aka Productivity). Stay tuned!

Thanks!

Ashland, Creatives Meet Business

Hi there folks!

Creatives Meet Business is an event and podcast series based out of Austin, Texas for artists, creatives, freelancers, and solopreneurs to learn the ropes of entrepreneurship.

This episode features Sarah Lo, VP of Professional Services at Red Velvet Events, who joined us in June of 2018 during our roundtable event on Event Planning. She shares ALL about communication: with vendors, team members, and volunteers. If you're looking for insights into communication while the stakes are high, tune in!

Notes:

• 0:00 to 2:02 - Ashland Opening Remarks and Intro of Sarah Lo
• 2:03 to 3:22 - Introduction of Self and Topic
  • Prior Proper Planning Prevents Painfully Poor Production
  • Proactive versus reactive
  • Mantra is to be preventive
• 3:22 to 6:45 - Timely and Effective Communication
  • What's the best method for communication for THEM (i.e. email, text, social media)
  • Adjust how you communicate so they hear what you need them to hear
  • Set clear expectations - DON'T make assumptions
  • Spell it all out, don't assume anyone knows what you need them to
  • Re-read your communication to make sure it's streamlined and clear (make sure YOU understand what it says)
  • Send ONE (1) email that summarizes all final decisions
  • Reflect back on the event after its conclusion to make notes, suggestions for future improvement (write down the thought as it happens, during the event!)
• 6:46 to 9:41 - Volunteers
  • Do you need a volunteer or a hired contractor?
  • Free tools to streamline communication - Volunteer Spot, SignUp Genius, Volunteer SignUp
  • Be mindful about communication with volunteers (expectations, full details) during the planning process
    • Monitor communication and see how and if they respond to measure their engagement
  • Be mindful of the number of volunteers needed, you'll likely need more than you think!
  • Think about the benefits that are most valuable to THEM, not to you the organizer
• 9:42 to 13:04 - Vendors
  • Can you DIY or do you need a hired vendor?
  • When working with a vendor for the first time - be mindful about a great website (they may just have a great web designer). Pick up the phone or meet in person.
  • Don't make assumptions!
  • Find a vendor that matches your level of expectation
  • Try to get multiple proposals, not just a proposal from one vendor
  • Open up the door for a transparent, honest conversation with your vendor (i.e. level of service you expect and can they deliver)
    • Ask for client testimonials and references (not just testimonials on their website)
  • Note - the person you're communicating with during the planning phase is likely not the on-site contact / representative. Aim to set up phone call with on-site contact.
  • Ask for copy of Certificate of Insurance (do they have a back up plan)
• 13:05 to 14:04 - Addressing Issues On-Site Versus Waiting
  • If there's an issue on-site during an event, ask yourself if you need to address it in that very moment
  • Is it affecting the attendee experience? If so, do it constructively and not in front of attendees
  • If it's just an opinion and can't be changed on the spot, hold it and wait till after the event
• 14:09 to 19:04 - Ashland Closing Remarks
  • Volunteer Training and Volunteer Handbooks
  • Run of Show
  • Save reminders in your phone to revisit post-event

Like this podcast? Great! A rating and review are so helpful!
Stay in touch, email us (ashland@cmbatx.com) or connect with us on social (@createmeetbiz on Instagram and Twitter // Creatives Meet Business on Facebook).

Big thanks to Jamal Knox (audio engineer) and Chris James (composer)!

If you like what you hear, share the podcast with your friends, and rate and review. To stay in the loop - follow us on Instagram, Twitter, Facebook or subscribe to the newsletter.

One more on Event Planning to come, then we shift gears for Attention Management (aka Productivity). Stay tuned!

Thanks!

Ashland, Creatives Meet Business

Hi there folks!

Creatives Meet Business is an event and podcast series based out of Austin, Texas for artists, creatives, freelancers, and solopreneurs to learn the ropes of entrepreneurship.

This episode features Hayley (Swindell) Wakefield who hosted us in June of 2018 during our roundtable event on Event Planning. She shares ALL about event sponsorship: how to find sponsors, how to communicate with them, how to create your benefits package and sponsor deck, and top tips on sponsor stewardship. This episode is packed to the brim with insights that'll help anyone who asks for money, even if they're not in events. Without further ado, let's hop in and hear what Hayley has to say!

Notes:

• 0:00 to 2:15 - Ashland Opening Remarks and Intro of Hayley Wakefield
• 2:18 to 8:04 - Hayley introduction of self and topic
• 8:05 to 10:11 - Event Creation Step 1: Create a Budget
  • What can be an in-kind donation?
  • Once you know asks, figure out how to divide into levels (i.e. 10k, 5k, 1k)
• 10:12 to 11:22 - Sponsor Decks
  • Sponsorship levels are built into sponsor deck
  • Decks and one-sheets are VERY helpful
  • Hayley prefers customized and catered asks over sponsor decks
  • Sponsor asks should be about how the brand is featured in the event and how you help them (not the other way around)
  • Personalize your outreach, not "dear" "to whom it may concern" with an attached sponsor deck
  • Recommends Canva for sponsor deck build
• 11:23 to 19:54 - Sponsor Target List and Sponsor Outreach
  • Be organized/track your asks
    • Google Sheets with a few columns and shared with your team for tracking is very helpful
  • If someone says "no," ask why
  • If you just can't ask for money, recruit a host committee
    • Share graphics and sample copy for host committee to share the word
  • Be mindful of using terms like "partner" or "collaborate" if you're actually asking for a cash sponsorship (be clear about that)
  • Don't need a coffee meeting for everything you're asking for; a phone call can be sufficient to establish fit and then connect more following the call
  • Follow-up is HUGE
    • Share photos as soon as possible
    • Ask how you can support the sponsor in the future
• 19:59 to 24:42 - Ashland Closing Remarks
  • Shot lists for photographers

Like this podcast? Great! A rating and review are so helpful!
Stay in touch, email us (ashland@cmbatx.com) or connect with us on social (@createmeetbiz on Instagram and Twitter // Creatives Meet Business on Facebook).

Big thanks to Jamal Knox (audio engineer) and Chris James (composer)!

If you like what you hear, share the podcast with your friends, and rate and review. To stay in the loop - follow us on Instagram, Twitter, Facebook or subscribe to the newsletter.

More on Event Planning to come, so stay tuned!

Thanks!

Ashland, Creatives Meet Business