When is the Best Time of Year to Plan a Conference?

I’m seeing a BIG trend in conference planning of finally deciding to host a conference 5-7 months from the current date. While this is possible, it’s not strategic and will pretty much guarantee profit loss. If you want to produce a successful and financially profitable conference, it’s best to start your planning far enough in advance to hit your goals. So when is the best time of year to plan a conference? I’m glad you asked! If part of your job responsibilities includes attending conferences, you probably also feel the increase in conferences that happen in Q3 each year. We …

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6 Creative Ways to Increase Attendee Engagement

All conferences have one major thing in common. They want attendees to be engaged and interested in more than just sitting through session after session. Some attendees fall into the habit of attending conferences where they listen to the sessions but afterward can get caught up in email and checking in with the office. Most conferences have a happy hour or some form of organized networking to get attendees talking and interacting. These planned sessions are great, but there’s so much more you can do to increase attendee engagement throughout the conference. Incorporating activities that engage attendees throughout your conference …

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5 Things Every Event Planner Must Have

What makes a successful event planner? Knowing the right tools for getting the job done most efficiently! There are TONS of things an event planner must have to get the job done right and I wanted to share with you our suggested essentials. I couldn’t narrow it down to just five items though, so instead, I narrowed it down to five categories with a few items listed under those. 1. Professionalism Yes, you must ‘own’ your professionalism. What does that mean? That you carry yourself in a professional manner, are confident, and always keep a positive attitude. This is a …

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9 Epic Resources For Managing Your Business

Most event planners are in the industry because they’re creative, can see a big picture, and know how to bring all the pieces together. That’s the FUN part that we all want to focus on. However, when you’re running a business, there’s a lot of stuff to do behind the scenes to keep the business moving. Lucky for you, I’ve outlined my 9 favorite resources for managing your business. All of these are free to cheap and are the ONLY way I can keep Reinventing Events running as a well-oiled machine. Reinventing Events has always worked as a remote team …

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Tested Tips for Keeping Sponsors Happy

In today’s competitive event industry, sponsors are getting pickier in who they choose to work with for event sponsorships. From a sponsor’s perspective, event sponsorship is a strategic way for a company to get exposure, talk with potential customers face-to-face, and drive business. From the client’s perspective, event sponsorship is a great way to increase overall event revenue. So it’s important for the event production team and their client to keep event sponsors happy so they want to come back and sponsor future events. Here are some tested tips for keeping sponsors happy: Understand the sponsoring company Take time to …

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6 Important Tips for Starting a Business

Starting a business is not for everyone. But for those brave enough to embrace entrepreneurship, we wanted to share a few quick tips to reference for those that are considering going into business for themselves. It can be a tough but amazing journey! Ask yourself some questions! There’s more to starting a business than just having a URL. Think about these things and work up your answers before jumping in. What type of business will you have? — Decide what structure you want or need your business to be — Limited Liability Company (LLC), Corporation, Partnership, Sole Proprietor, etc. Will …

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Event Planning as Told by Game of Thrones

If you’ve ever planned a large event or have even been close to someone who’s in the midst of the planning process, you know that there’s way more to event planning than most people think. You learn that the success of an event is often found in the details, and those details can sometimes drive you insane and make you feel like you’re preparing for your own Game of Thrones battle. As you get closer to an event your work days become longer but your excitement grows. You brace yourself for the rush of attendees at registration when the doors …

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The 6 Most Important Items To Put In Your Event Kit

Ever wonder what an event coordinators biggest secret trick is? It’s a fully loaded event kit on-site! Event coordinators have a number of things ‘up their sleeves’ that make them great at what they do, but the biggest one could indeed be an event kit. Reinventing Event’s event kit packing list has over 45 items on it, as there’s a lot you should bring on-site to be prepared. Of those many items, I am going to share with you the six most important ones to definitely have on-site at every event. Check them out below: Printer That’s right, pack the …

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4 Event Planning Myths and What You Need to Know

The events industry is growing which is fantastic news, but there are a lot of people getting started out calling themselves event planners without totally understanding what events entail. I’ve outlined 4 event planning myths to help clarify what getting started in event planning really entails. 1. I did a great job planning that anniversary BBQ (or birthday party or baby shower) last month. I could TOTALLY start my own Event Planning company. Awwww…that’s cute. The event planning myth that being good at home parties means you’re ready to be an event planner is a common one. There’s so much more to …

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How to Love Remote Work As A Team

More than ever, companies are offering more flexibility when it comes to where and when their employees can work. From allowing remote work to happen 2-3 days from home to some companies (like Reinventing Events) where employees are fully remote, the ability to telecommute has been a growing trend. A 2016 survey from the Society for Human Resource Management (SHRM) showed that 60% of companies offer their employees telecommuting opportunities, which is three times what was reported in 1996.  Telecommuting is a trend that will continue to grow. More companies are realizing that remote work has many benefits, including increases productivity, boosts morale, …

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How to Keep Cloud Files Crazy Organized

We have all done it… saved documents and files at some point and then we don’t know where they are! When saving files it is best to have a plan and set guidelines to follow so it’s easy to find those items again. By making this plan to keep cloud files organized and sticking to it, you will save a lot of time and trouble moving forward.  File Naming and Folders First, choose a standard nomenclature that you can implement across all document types to keep cloud files organized. At Reinventing Events we like to use Company Name_Type of file_YEARMMDD …

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The A-to-Z Guide to Hosting Epic Events

Events have a lot of moving pieces no matter if they’re big or small and you don’t want to forget anything. Use this A-Z guide for hosting epic events to stay on track! A: AV If you have multiple stages or presentations running at the same time be sure you have an event technician for each area. If you rely on things being set up for the presentation and left to run on their own, you won’t have anyone to help if things go wrong like feedback noise, volume too low, or an issue with mics or monitors.    B: …

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6 Questions You Should Ask Before Choosing Your Event Venue

Your event’s venue is paramount to a successful event. It’s an event piece that can really make or break your entire event, which is why it is important to ask yourself the following six questions before choosing your event venue. 1. Are my desired event dates open at the venue? This may be a no-brainer but it’s a must! There’s no point in pursuing a venue if your event dates are not available. Reinventing Events recommends to clients to book the venue before announcing dates for their event. This way if the preferred venue is booked on the client’s first …

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10 Steps for a Smooth Event Check-in Process

A lot of things go into having a smooth event check-in process and the list changes from event to event. It can’t be broken down into 10 black and white steps. However, we’ve broken down 10 key elements that play a major role in having a successful onsite registration. Use these as a guide when planning your event and you’ll be on track to have happy attendees, fewer lines and less headache onsite. 1. Write out ALL the details Include every detail in what onsite registration will look like. This includes: what materials are needed, how many stations are involved …

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How to Charge For Your Event Planning Services

One of the scariest things you have to figure out when starting your business is how to charge for your event planning services. It’s terrifying! When I started Reinventing Events, I had no clue on what to charge for our services. I didn’t want to charge too much, or too little, and wasn’t sure about structure. I did research and found suggestions for charging hourly, having 50% paid up front and 50% after the event and doing a percentage of the entire budget. All of that was great to learn about, but the truth is, how you price your event planning …

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