Budget – Everything Has a Price

Everything Has a Price

So you want to know what’s included in a budget.   Everything.  Meeting and events cost money.  Make a list of every anticipated expense as well as; all revenues.

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This is a list of items found in budgets:

 

 

 

 

* Labor                                                 * Venue                               * Travel

* Insurance                                        * Merchandise                  * Marketing/Promotion

* Planning System                          * Printing                             * Food/Beverage

* Decorations                                   * Entertainment               * Speaking Fees

* Attire                                                * Salary                                 * Flowers

* Gifts                                                   * Awards                             * Administrative Fees

* Give-A-Ways                                   * Security                            * Photographer

* Credit Card Fees                             * Tickets                              * Phone

* Wi Fi                                                  * Gas/Mileage                  * Website

The list goes on and on.  Items on this list can be broken down into line items.  Some will be grouped together and others will be their own category.  When developing keep the current industry trends in mind and their costs.  Think about how they will impact your budget and look for comparable substitutions.  Trends are easy to spot and if you’re not sure take a look at social media sites, TV and your industry trade magazines for more information.

In today’s fast paced information track most event organizers use online registration which is a trend that can also impact your bottom line.  You may also want to offer paper registration by request.  Now that you know what is included in your budget you can effectively begin to organize your financial outline.

… Happy budgeting

Pharice Brown

Word of Mouth Events & Planning
Bladensburg, MD 20710

Toll Free Phone and Fax: (866) 905-9002 ext. 102#

Join Word of Mouth Events & Planning on Facebook for all your event and meeting planning needs and post your events here too.  We have given you our best information to make any event or meeting a success; follow our blog.

Come and see all Word of Mouth Events & Planning has to offer to make your next event or meeting a success.

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Planning Made Easy-er

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Think about the motivation you have for planning your meetings/events.  Now create your goals and objectives, these will be the emphasis of the production of your meeting or event.

Here are some items to keep in mind:

* Economic Climate

* Staffing

* Budget

* Vendors

* Timeline

* Target Audience

* Contracts

Plan your event keeping the stakeholders advised of the details, you want to keep them engaged in the planning process, since they are interested in the success of the event also.  Take control of the process select a skilled team, delegate and set deadlines for assignments and tasks.  Your goal is to keep people on track in a professional manner; you will express your leadership and earn their respect.  This will also help when encouraging them to strictly adhere to the set deadlines.

Keep in mind you are responsible to the stakeholders/managers so you should be the master communicator while implementing and monitoring the planning process.

… Now that was easy

 

Pharice Brown

Word of Mouth Events & Planning
Bladensburg, MD 20710

 

Toll Free Phone and Fax: (866) 905-9002 ext. 102#

 

Join Word of Mouth Events & Planning on Facebook for all your event and meeting planning needs and post your events here too.  We have given you our best information to make any event or meeting a success; follow our blog.

 

Come and see all Word of Mouth Events & Planning has to offer to make your next event or meeting a success.

Others are getting married, but you are getting DIVORCED!

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Yep YOU are SINGLE AGAIN!

NO MORE …

Late nights waiting up
Cell phone checking
Answering a million questions!

Yes you are FREE so why not celebrate with a “I’m Single Again Party”!

The Divorce is given

How about …

A makeover
gym membership
Culinary classes!

Let’s get your friends together for some food, beverage and entertainment – time to find YOU again!

Call us today and begin your celebration.

Word of Mouth Events & Planning
Bladensburg, MD 20710

Toll Free Phone and Fax: (866) 905-9002 ext. 102#

Join Word of Mouth Events & Planning on Facebook for all your event and meeting planning needs and post your events here too.  We have given you our best information to make any event or meeting a success; follow our blog.

Come and see all Word of Mouth Events & Planning has to offer to make your next event or meeting a success.

Planes, Trains, and Automobiles: Get your Attendees to the Meeting Site

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Planes, Trains, and Automobiles:  Get your Attendees to the Meeting Site

Thinking about all the different forms of domestic and international travel options: air private or chartered jets, helicopters, public or private cars, trains, yachts, ocean liner, limo, horseback, bus – chartered and public, taxi and even by foot.

The truth of ht matter for a majority of your meetings will use commercial air to get your attendees local.  Once they arrive to the host city they will use a variety of ground transportation services to move around the city.

Think about what is most economical for your attendee in most cases they will be covering their own travel expenses.  There are some cases when you will need to cover travel for celebrity, special VIP guests.  Since air travel is the norm in most cases.  Contact the major airlines for rates and regulations, make sure to ask for the current fees and promotion for checked baggage and carry ons.  Consider how far they are from your meeting place.  Don’t forget the smaller air ports, some are able to provide more efficiency and cost less.  For assistance don’t forget to check with the local Convention and Visitors Bureaus (CVBs) they are a very knowledgeable resource.

When considering airlines contact them and ask about their meeting programs.  A program could include: Free tickets based on volume and group fares and discounts.  Beware there are some times when no group discounts are available.

Be prepared to answer the following questions when booking with the airline:

* Starting location for passengers

* Meeting destination

* Date and time of event

* Number of passengers

Check with each airline, some airlines require a different passenger number to be considered a group, but the Sales Office will be able to help you secure seats and save money when possible.  You can also offer a testimonial via social media for future possible discounts.  Then you sign the contract will be given a group number.  Take this number and publish it on your meeting materials.  Make sure they know to use this number to associate themselves with this group and qualify for the special rate when booking their flight.  The savvy trailer may opt to use frequent flyer points or miles, travel discount sites, travel club like AAA.

… Organized travels

Pharice Brown

Word of Mouth Events & Planning
Bladensburg, MD 20710

Toll Free Phone and Fax: (866) 905-9002 ext. 102

Join Word of Mouth Events & Planning on Facebook for all your event and meeting planning needs and post your events here too.  We have given you our best information to make any event or meeting a success; follow our blog.

Come and see all Word of Mouth Events & Planning has to offer to make your next event or meeting a success.

Hello … I’m Having an Event!

ImageGetting the Word Out

Ok so now you have your target audience and you need to let them know you have some place for them to be and why.  Here are a few ways to reach out to them:

* Website                                       * Past Attendees                      * Poster/Flyer

* Email Blast                                 * Text Message                         * Referral

* Blogs                                             * Fax                                            * Networking

* Email                                            * Press Release                         * Newspaper

* Radio/Internet                        * Commercial                            * Word of Mouth

* Signage                                       * Feature Article                       * Other Events

Here’s where you show your marketing plan to the world.  You can use as many of these outlets as you like that will “touch” your target audience.  You will also need to consider you marketing budget and the cost of each and which will provide the best ROI (return on investment).  Also be thinking ahead to your next event.  On you r attendee registration form create a line for them to tell you where they heard about your event.  Keep this information on hand for planning similar events to create a list of the best places to advertise based on the number of people reached, this will tell you where to advertise more.  It’s up to you to market in best places for maximum results.

… Be heard.

Pharice Brown

Word of Mouth Events & Planning
Bladensburg, MD 20710

Toll Free Phone and Fax: (866) 905-9002 ext. 102#

Join Word of Mouth Events & Planning on Facebook for all your event and meeting planning needs and post your events here too.  We have given you our best information to make any event or meeting a success; follow our blog.

Come and see all Word of Mouth Events & Planning has to offer to make your next event or meeting a success.

 

Tips for Using a Rented Helium Tank Safely

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Rented helium tanks allow you to fill balloons with helium for hours of enjoyment. Since helium stored in tanks is under high pressure, make sure that you exercise caution when transporting, storing or using a rented helium tank to avoid injury. Note the following tips to help you use your rented helium cylinder safely.
Safety tips

  • Read all warnings and instructions on the rented helium tank or provided by the rental store before use.
  • Remove the regulator and tightly secure the cap on the rented helium tank to prepare it for transporting.
  • Use care when handling the rented helium tank and always keep it in the upright position.
  • To move the rented helium tank, strap it to a wheeled dolly.
  • Follow safe lifting practices when loading and unloading a rented helium tank.
  • Secure rented helium tank when transporting it in a vehicle.
  • Only transport and use a rented helium tank in a well-ventilated area.
  • Do not allow helium-filled balloons to contact overhead power lines. Electricity can flow through a balloon’s string and cause electric shock or electrocution to the one holding it. In addition, foil balloons reportedly have caused power outages by hitting power lines. Some states, such as California, require each foil balloon be weighted and have attached to it a statement warning of the dangers associated with the balloon contacting an electrical line.
  • Do not breathe helium from balloons. Helium is a non-flammable, colorless, odorless, tasteless, inert, non-toxic gas, but inhalation of it can deprive the lungs of oxygen and lead to asphyxiation.
  • Keep unauthorized individuals away from the rented helium tank.
  • Always keep watch over the rented helium tank.

Setup

  • Set rented helium tank in the upright position on a flat, level surface.
  • Either place the rented helium tank in a stand or secure it to a post, tree or wall to prevent it from tipping over.
  • Check all of the parts of the rented helium tank for wear, damage and leaks before use. Contact your rental store immediately if you find the tank or any of its parts to be faulty.

Instructions

  • Use the rented helium tank only for filling balloons.
  • Attach balloon regulator to rented helium tank.
  • Point the rented helium tank’s valve away from you and then open it slowly.
  • Inflate balloons with the rented helium tank to a round — rather than pear — shape to allow for expansion. Over filling can cause balloons to break, which may lead to a shortage of helium.
  • Tightly secure the valve(s) on the rented helium tank after each use to prevent helium from escaping.
  • Dismantle rented helium tank and reattach its cap when not in use.

…. Safe ballooning

Pharice Brown

Word of Mouth Events & Planning
Bladensburg, MD 20710

Toll Free Phone and Fax: (866) 905-9002 ext. 102#

Join Word of Mouth Events & Planning on Facebook for all your event and meeting planning needs and post your events here too.  We have given you our best information to make any event or meeting a success; follow our blog.

Come and see all Word of Mouth Events & Planning has to offer to make your next event or meeting a success.

2013 Preview: Caterers Predict Food Trends

2013 Preview: Caterers Predict Food Trends

“I love chile de árbol—Spanish for ‘tree chili’—and am excited to use more of it in the coming year. It has this great smoky, subtle flavor that is the perfect alternative to black pepper.” —Elaina Vazquez, owner and head chef … Continue reading

Marketing Your Event

Ribbon Cutting

Marketing and promoting your event is vital to the success of your meeting or event and should be taken seriously.  Your marketing should show the potential attendees why they need to attend and WIIM (What’s In It For Me), what they will get from your meeting or event.

Your marketing and promotions should be in line with your goals and objectives.  If done right promoting will be easy.  Here you need to demonstrate to the vendors, sponsors, donors, decision makers, and attendees that you have an event/meeting people want to attend.

Get attention with your marketing, pull from your goals/objectives and spark the interest of your target audience and guide them to how they can attend – make it easy.  Define your marketing message.

* What are your goals/objectives?

* What is the financial goal?

* Who should attend?  Why?

* What will the attendees get out of attending?

There’s nothing like attending a boring meeting and finding out it is boring when you get there; so you should pay careful attention making sure the attendees know what they are going to get out of this meeting.  Even if it’s a mandatory meeting you should still focus on goals and objectives, get them to buy-in and build excitement.  This can only lead to a more successful meeting or event.

… Marvelous Marketing

Pharice Brown

Word of Mouth Events & Planning
Bladensburg, MD 20710

Toll Free Phone and Fax: (866) 905-9002 ext. 102

Join Word of Mouth Events & Planning on Facebook for all your event and meeting planning needs and post your events here too.  We have given you our best information to make any event or meeting a success; follow our blog.

Come and see all Word of Mouth Events & Planning has to offer to make your next event or meeting a success.