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.

 

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Tips for Using a Rented Helium Tank Safely

HeliumTankspic

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.

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.

Centerpieces – Use More Than Once

Enjoy Your Big Day…

You know what can help you enjoy your big day, something inexpensive (some people call it cheap but I have always liked the word frugal)… Here are two ideas that are inexpensive and elegant at the same time.

 First, buy white lights after Christmas.  They are always on sale around the end of the holidays, so you can buy several sets and make a big impact at any occasion.  They make a soft lighting environment and big impact with little effort; you can package them up and use them over and over again for all of your special occasions.  

Second, go to a discount store for help there you can find unique inexpensive ideas for centerpieces.  I have seen the most beautiful events done with economical votive candle holders, candles, and mirrors.  Guests can take the centerpiece home in addition to the take home gifts.  Because these items are reasonably priced they are a great way continue to impress your guests with a durable showpiece they can reuse for times to come.

These ideas can help you enjoy your day and help inspire others for theirs.

Deidra D. Thompson, Professional-In-Training (P.I.T.)
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.

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

Event Planner’s Best Resource

Event Scoop Sheet

To prepare the speaker(s) for your event provide them with a meeting or event provide them with a meeting or event information sheet.  You should have this prepared and finalized no less than three weeks prior to your meeting or event.  This document will give the speaker the statistical and registration data about their audience.

Your scoop sheet should contain:

  • Location of “green room” – Speakers preparation, rehearsal room
  • Transportation details – driving directions should be included
  • Copy of the meeting/event goals and objectives
  • Attendee stats – number of males/females, age range, location, job titles, number of sessions, and expected attendee totals
  • Official meeting or event program with meeting room assignment information – include floor plan
  • Handout procedures – confirm who will be responsible for duplication, the number to be produced and who will bring them
  • Confirm the day, date and time to be at the venue
  • Speaker payment information – reiterate speakers fees and expense reimbursement if applicable

Preparing a scoop sheet will give you a checklist to make sure that your main event, speaker, is clear and confirmed.  As a routine you should develop the habit of placing am follow up call to confirm the packages was received and answer any questions they may have at that time.

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.

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

50 Ways to Save Money When Planning Meetings

Here are 50 ways to save money when planning meetings

By: Dave Kovaleski

 
 
“Cost-savings is a mindset,” said Rick Kauffman, business development manager, ITA Group, a West Des Moines, Iowa-based employee engagement company. Speaking at the 8th Annual Pharma Forum in Orlando this spring, Kauffman said cost savings can be achieved through a combination of reducing expenses, avoiding costs, and good negotiating. Here are some of the cost-savings tips from all facets and phases of a meeting Kauffman and co-presenter Dorie Deebold, managing director, Starwood Hotels and Resorts Philadelphia, offered.

Planning
1. Choose your locations wisely. Look for hot dates, off-season rates, and lower-tier destinations.
2. Be flexible with travel patterns.
3. Use electronic communications instead of print.
4. Prioritize your concessions and negotiate what’s most important to your group.
5. Take advantage of volume buying with vendors, such as booking multiple meetings with a property at the same time.
6. Generate a cost-savings/cost-containment report for each meeting to show how much money was saved.
7. Use preferred vendors for volume discounts.
8. Consider airports hotels, which tend to have lower rates and fewer transportation costs.

Hotels/guest rooms
9. Negotiate complimentary guest rooms based on pickup, such as one per every 40 rooms.
10. Have resort fees and Internet fees reduced or waived, at least for VIP or staff rooms.(Try for the full block if possible.)
11. Disallow early departure fees on rooms.
12. Make sure rooms booked after cutoff date are at the contracted rate.
13. Negotiate rooms booked pre- and post-convention at contracted group rate.
14. If you have to cancel the meeting, put the cancellation funds toward a future meeting at the property.
15. Have attrition based on hotel occupancy, so each night the hotel reaches 95 percent occupancy, you pay no attrition.
16. Get complimentary access to health club or lounge for VIPs.

Meeting rooms and F&B
17. If adequate meeting room space is not available and suites are used as breakout rooms, have suite charges waived or reduced.
18. Have standard setup fees and meeting space rental fees waived.
19. Reuse signage from meeting to meeting.
20. Negotiate complimentary beverages for on-site staff office.
21. Ask the CVB if they will host any events or offer entertainment options at no cost.
22. Book restaurant reservations using a group credit card to avoid DMC fee.
23. Negotiate a sliding scale for F&B at a hotel.

Audiovisual
24. Negotiate discounts with the hotel’s in-house AV provider as part of your preferred-vendor agreements.
25. Ask to have service charges waived for using an outside AV provider.
26. Have service charges waived on local calls.
27. Require free high-speed Internet access in staff office and meeting rooms.
Have free phone lines installed in meeting office.
28. Get discount on photocopier and printer rentals for the on-site office.
29. Ask for complimentary power strips and extension cords in staff office.
30. Ask for free podiums, microphones, and easels.
31. Try to piggyback on staging and rigging for events before and/or after your meeting.

Décor and entertainment
32. Require free use of hotel linens and buffet décor.
33. Reuse table florals at meals.
34. Reuse table draping and other decorating materials.
35. Reduce travel expenses by using local entertainment and speakers.
36. Look for creative hotel function space and décor, such as the rooftop, the loading dock area, and the kitchen, and use existing props.
37. Get reduced power and electrical fees for entertainment and for outdoor function lighting.
38. Have trucking fees waived or get discounted delivery fees.
39. Make sure the stage for entertainment is complimentary.

Activities and transportation
40. Book flights as early as possible—the savings can be significant.
41. Seek discounts on golf tee times, bottled waters, and towels on carts.
42. Ask for discounts for spa treatments.
43. Inquire about complimentary VIP and staff airport transfers.
44. Avoid individual airport transfers when possible; book in groups.
45. Ask CVB for discount or free tickets to shows, entertainment, or other services.
46. Ask hoteliers for complimentary VIP transfers (also ask if they have a house car you can use).
47. Seek reduced pricing on destination management company activities.
48. Keep activities on site to minimize transportation costs.
49. Use DMC to staff hospitality desk instead of in-house staff.
50. Check all invoices carefully for billing errors.

 
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Contact Word of Mouth Events & Planning for all your event and meeting planning needs: http://wordofmouthevents.weebly.com/index.html

How long are we going to wait for a “REAL” Stimulus?

The need for us to stimulate ourselves!

In 2007 the bottom began to noticeably fall out of the real estate market and in 2008 the stock market crumbled taking the futures of hundreds of thousands of hardworking American families.  From that to 2009 the country has slid into a full blown recession.  As we all know, recession is a word everyone refuses to say and hates to hear it even more.

With the recession thousands upon thousands of jobs were lost, millions of hard working families have gone into foreclosure, retirees lost their life’s savings and across the country we begin to seew more and more “going out of business” signs hanging on businesses that have faithfully supported many families for years.  We, as a country have been left wondering what was going to happen next.  We watch the news day after day to hear that the government was giving “TARP” and “bail out” money to various lending institutions.

But where is the bail out for those that have sacrificed and poured their sweat, blood and tears into building a comfortable future?

Where is the bail out for those that are working double time to keep up with the rising gas, electric, heating and grocery costs, but can still never get ends to meet?

Word of Mouth Events & Planning

Financial Empowerment Opportunity Fair

Following excerpt taken from the Yahoo News article Obama slammed for neglecting jobs crisis by: Zachary Roth, Wed. Jan 26, 2011

“That’s how CNN’s Wolf Blitzer summed up last night’s State of the Union address moments after it ended. But not everyone agrees. Yes, President Obama pushed for an array of investments in infrastructure, education, and innovation — all of which, he argued, are crucial to long-term growth and competitiveness. But he offered very few concrete ideas to alleviate the immediate jobs crisis that’s at the front of many Americans’ minds. With unemployment at 9.4 percent, under-employment also sky-high, and economic growth lagging, some backers of the president would like to see more focus on job creation. And even while acknowledging that Obama’s hands are tied by the Republican Congress, they’re responding to the speech with frustration.

In short, President Obama spoke last night about “winning the future.” But some are asking: What about the present?”

Here is the opportunity to bail ourselves out!

Join Word of Mouth Events & Planning as a sponsor in our annual event to assist those who are interested in learning more about building a better financial future through business ownership.

Event Goal

Word of Mouth Events & Planning will assist attendees with:

  • Guidance and information on starting a business or become an owner of one of the country’s fastest growing network marketing businesses and franchises
  • Presentations from various franchises, network marketing businesses and non profit organization
  • Introduce our attendees to financial advisors, bank representatives, representatives from the SBA and other business professionals
  • Assistance with DUNNS Number, Tax ID Number (TIN), and Employer Identification Number (EIN)

We will help answer important questions such as:

  • “Where and how do I start?”
  • “Why do I need a business plan?”
  • “What about licenses, permits, taxes and insurance?”
  • “How do I organize my business? LLC? Sole Proprietor? Incorporate?”
  • “Can I run the business out of my home?”
  • “Where and how can I find the funds to get started or to grow my business?”
  • “What financial records do I need to keep?”
  • “How do I qualify for business grants?”

Businesses have different challenges when they start up and as they grow, for these reasons, this fair seeks to offer a strong balanced overview of essentials common to the majority of small businesses. More specifically, it includes:

  • Where or how to get a business plan
  • Organizing a business
  • Marketing/selling products and services
  • Financing options and business loans
  • Managing-permits, fees, licenses, insurance
  • Professional and affordable website development

In an effort to also do our part to be eco-friendly and keep our informational printing to a minimum all pre-registrants will receive a CD with business resources such as; business plan outline to guide them in the information they will need to think about to prepare the best business plan.  We will also have other materials to assist with marketing, managing finances and a reference list of resources of creditable information and services.

Letter from our President/CEO

The success of this annual event will be credited largely to our sponsors, who lend their names and financial support to the event.  A portion of the money we raise each year will go to a individual/business owner in the form of a grant to assist them in their dreams of business ownership/growth, and this year’s grant goal is $1,000 and business services and/or products.

By participating as a sponsor, your organization will benefit from extended exposure through media campaigns and promotional efforts directed toward the supporters of Word of Mouth Events & Planning. For a nominal investment, you’ll be able to enjoy excellent exposure to this important segment of your target audience.

We have 3 levels of sponsorship packages, as detailed below.  You can select the level of participation that best meets your needs, and be secure in the knowledge that your sponsorship investment will be used to help Word of Mouth Events & Planning fund the Financial Empowerment Opportunity Fair.

We’re counting on your support, and will be happy to answer any questions you may have.  Please contact us so we are able to expedite your sponsorship commitment.  Word of Mouth Events & Planning thanks you in advance for your willingness to support our efforts and make a difference in our community.

Sincerely,

Pharice Brown

President/CEO

Who is Word of Mouth Events & Planning

Word of Mouth Events and Planning is not your ordinary event planning organization, rather a professional service where your vision is our passion. With over 10 years of experience coordinating and planning events, Pharice Brown and her staff have successfully climbed the ladder with referrals spread by word of mouth.  Having built a reputation in this industry to plan events for all occasions; such as: Family Reunions · Corporate Retreats · Networking Events · Fundraisers · Corporate Functions · Weddings · Board Meetings · Conferences· Conventions · Charity Fundraisers · Speaking Engagements · Marketing Promotions · Receptions · Special Occasions · Inaugurals ~ Mayoral ~ Senatorial ~ Gubernatorial Celebrations; you are guaranteed to have an event that is sure to keep people talking.  Whether it’s a three day retreat for 500 or a special celebration for 10, Word of Mouth Events & Planning will successfully execute every aspect of event planning from location to your dining experience.

* We also offer post event cleanup service, which uses green cleaning products and event servers. *

About Pharice Brown, President and CEO

Pharice Brown, President and CEO of Pharice Brown & Associates, LLC has over 10 years of progressively responsible experience directing as many as 1,000 employees in fortune 500 companies. Pharice has led these companies through start-up, survival, turnaround and growth modes.

Pharice is a creative, innovative, and ambitious professional, one who is willing to go the extra mile to meet the needs of both those she employs; as well as her clients.  She is a true embodiment of what the next generation of female business moguls is all about.

Ms. Brown is one who has overcome many obstacles, while taking on new challenges.  Having left the music industry at the top of her game as the Director and Promotions Manager for a local Entertainment and Recording Studio, Pharice was destined to be an entrepreneur.  She is equipped with both the skill and knowledge to see any project through fruition and completion.  Under the guidance of the most elite professionals, Pharice absorbed the business quickly, showing tremendous signs of leadership, while being pushed to the limit as a Director of Marketing in the music industry and a Project leader in the business industry. Her understanding of both domestic and commercial services encompasses direct sales, business management, and project management, administrative professionalism, in both the private and government markets.

Among her significant previous positions, Pharice also served as Director of Marketing with a local Internet Radio company and as an A&R Director and Manager for North Carolina based record label.  Her contributions to the label were artist and project management, while striving for perfection and providing services above and beyond the call of duty.

Pharice has also earned the honor of being featured in “The Indie Bible” for 2007-2008 and 2008-2009 for her contributions to the music industry and served as a Reviewer in the 2011 Case Writing Competition for the United States Association for Small Business and Entrepreneurship.  Pharice also serves as the Chairman for the We Women International (WWI) is a 501(c) 3 non-profit organization whose mission is to financially empower women.  They support and encourage women in reaching their fullest potential. In September of 2010 she was a featured entrepreneur on the website Superwoman Lifestyle.  Pharice has recently taken on the business of being an Independent Avon Representative.  Pharice Brown, a true phenomenon of success and an introduction to a new breed of business savvy female professionals.

Ms. Brown has a team of professional associates equipped with a variety of talents and skills; each offering Pharice Brown & Associates, LLC; the ability to provide services in a multitude of genres; such as; Staffing Services, Cleaning and Reorganization Services, Video Production, Event/Meeting  planning and management.

Please email us for more information and a copy of our Sponsorship and Donation Information Package: pbrown(at)pharicebrownandassociates.com
Thanks in advance for your support!”

Financial Empowerment Opportunity Fair : http://www.indiegogo.com/Financial-Empowerment-Opportunity-Fair?a=92304&i=invt&key=N2e4BQ27

Cheers!
Pharice Brown and The IndieGoGo Team