Event Planning 101: Budgeting

Budgeting is an integral part of the event planning process. In fact, creating a budget is one of the foundational steps to developing your event logistics. While there can be an element of “guesswork” in budgeting, it is vital to your event’s success. If creating a budget seems a bit daunting, consider this basic premise: don’t spend more than you have! Here are a few helpful hints as you begin your event budgeting process:

  1. Know what you need. Make a list of everything you need for your event. Marketing, speakers, worship leaders, audiovisual rentals, travel, printing, venue, caterings, office supplies—be thorough as you brainstorm. As you develop your list, include subcategories for broader items. For example, “office supplies” might encompass everything from name tags and Sharpies to large post-it pads and dry-erase markers. While you don’t have to list basic supplies such as paper clips and staples, be on the lookout for more “out of the ordinary” items that you don’t have on hand and will have to purchase. In addition, create an “emergency” category for all of the unexpected expenses that will undoubtedly arise (and often break your budget).
  2. Know what it will cost. Once you have your list of items, determine cost estimates for each of them. This will take time, but meticulous research will only benefit you in the long run. Separate expenses into two categories: fixed and variable. Fixed items are those that will be the same price regardless of how many attendees you have. These include costs such as speaker fees, audiovisual rentals, venue expenses, and pre-event marketing. Variable costs are those that fluctuate based on the number of guests attending and can include catering, housing, printing costs, event supplies, etc. As you record costs, err on the side of higher amounts. This will give you a greater financial cushion.
  3. Know your bottom line. Consider these two factors when determining your bottom line: will your organization be supplementing any costs and what will your program fee be? In order to determine a program fee, it’s important to know your financial purpose. Are you just trying to break even for your event, or are you trying to make money? In order to budget for a break-even event, determine a realistic number of guests you expect to attend. Be conservative! Divide your expenses (determined in step 2) by the number of attendees expected. This will give you an estimated program fee. If your organization will be supplementing any costs, factor this amount into your expenses prior to developing your program fee. As you analyze this fee, think about what your attendees can realistically pay. You can create a great event, but if the fee is too high, your attendance will be limited. If you hope to make money, set your program fee at a higher rate than needed to simply break even.

Budgeting is a tedious process, but careful planning can allow you to create the best “bang for your buck.” Budgeting conservatively can also give you the freedom to have a few extras if your event registration comes in at higher numbers than originally planned.

 

20 Ideas for Facebook Live

You’ve decided to utilize Facebook Live in order to market your upcoming event. Where do you go from here? Before making your first live stream, invite your team to a brainstorming session for content ideas. Determine how often and when you want to “go live.” Some videos might involve traveling to a particular location or meeting with a specific person, so developing a master plan will help you map out your marketing strategy.

Make your Facebook Live streams fun and inviting, yet informational and professional. These videos have the potential to draw prospective attendees to your event and enhance the excitement of those already registered.

If you’re having trouble coming up with ideas for live stream content, here are 20 to help you in the brainstorming process:

  1. Take your viewers on a tour of the venue, emphasizing a few of the main event spaces.
  2. Go live in the lobby of the hotel or other housing accommodations you will be using. If possible, interview a general manager or event host at the site for more information about the lodging.
  3. Find a local coffee shop your guests may want to visit and do a live feed onsite.
  4. Interview your keynote speaker about the upcoming event and answer questions live.
  5. Explore different workshops you will offer, providing a short description of each one.
  6. Talk to various workshop teachers about the content they will discuss during their sessions.
  7. Interview your worship leader. As a bonus, see if he or she will perform a song during your live feed.
  8. Showcase merchandise that will be available for sale at your event.
  9. Highlight an activity your group may participate in during the event.
  10. If your event will have a special themed night where participants can dress up, emphasize that by wearing an appropriate costume while discussing your themed night. This will give attendees an idea of what to wear.
  11. Do a “behind the scenes” video while setting up for your event at the venue.
  12. Offer a challenge for your attendees prior to the conference via Facebook Live. Have a special prize for those who complete the challenge.
  13. Highlight someone packing for your conference to help attendees know what to bring.
  14. Introduce your event team.
  15. Interview someone who has been to the event before.
  16. Host a live Q & A session about your upcoming event.
  17. Walk viewers through your event schedule.
  18. Let viewers know the heart behind your event. What makes it special to you?
  19. Showcase a special cause your event supports.
  20. Show viewers how to register for your event.

What ideas do you have for Facebook Live content? Share in the comments section below!

 

Tips for Using Facebook Live to Market Your Event

 

Social media is a great way to market an upcoming event. While there are seemingly countless ways to utilize Facebook, Instagram, and Twitter, one of the easiest ways to reach your audience is through live video feed with Facebook Live.

Facebook Live is simple to use. After logging in to Facebook, click on “what’s on your mind” (where you would typically update your status). Click on “Live Video,” type a description, and, when you are ready, “Go Live!”

Facebook offers a few tips on its website when using Facebook Live. These tips are shared below, along with a few comments about how these can enhance your event marketing.

  1. Tell fans when you’re broadcasting ahead of time. Facebook recommends one day’s notice. This is a simple practice to put in place. The day prior, post when you will go live and include a teaser for what you will share.
  2. Go live when you have a strong connection. According to Facebook, Wi-Fi usually works best, but if this isn’t available, a 4G connection will be necessary. If your connection isn’t strong enough, you won’t be able to go live. Test your connection prior to going live, leaving enough time to find a new location if necessary.
  3. Write a catchy description before going live. Grab your audience’s attention by writing a catchy heading. This will appear in the news feed above the video.
  4. Ask viewers to subscribe to Live notifications. They can do this by tapping on the “Follow” button on current live videos or videos that have been live.
  5. Say hello to commentators by name; respond to their comments live. This tip is self-explanatory. If you are taking questions during a Facebook Live event, respond and use the commentator’s name. For example, if “Joe” asks a question, respond with, “Thanks for the question, Joe…”
  6. Broadcast for longer periods of time to reach more people. Facebook recommends at least 10 minutes. While this allows more viewers the chance to tune in live, as a viewer myself, I don’t always have this amount of time when the video is live. If using Facebook Live to market, vary the times, depending on the topic you are discussing. A few minutes could suffice.
  7. Use a closing line to signal the end of the broadcast. For example, you could close with, “Thanks for watching, and we’ll see you at ‘X’ event in ‘x’ days.” Include the event name and the latest countdown.
  8. Be creative and go live often. The possibilities are endless when it comes to content you can use to market an event on Facebook Live. If you plan to go live once a week for a few months prior to the event, you can build momentum and share quality information about your upcoming event.

In addition to these tips, here are a few of my own:

  1. Do a quick run through of your video before you hit “go live.” Live means live. Though you can delete a video after it is posted, you will lose the value of the live video and comments made.
  2. Use a tripod if available. No one wants to watch a shaky video.
  3. Choose a location free from distraction. Make sure the lighting is good. Record a brief video prior to going live. Review the video to see if the location chosen will work well for your Live event.

Stay tuned for our next blog post showcasing content ideas you can use for Facebook Live event marketing.

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