Every event planner wants their event to be successful. And for this, they do everything they can. In the events organized by the experienced event planners, every piece of work is up to the mark. From event venues to decorations, they do everything just perfect. Of course, it is because of their experience and exposure to the industry.
But what about beginners? Can they organize a successful event? Yes, they surely can, as experience is not the only thing that makes you succeed. If you know some tricks and tips, no one can stop you from planning a top-class event. Let’s see what those tricks are:
If you don’t know how much money you can spend on an event, then your budget will definitely exceed your pocket. We are sure you don’t want this to happen. Most newcomers have limited funds, and they must know how to get the best value from it. For this to happen, we have a plan for you:
The first thing you need to do is make a spreadsheet. Add every vital detail on which you will spend your money. Also, mention the payment deadlines along with them. Leave some space empty in the sheet, in case your expense gets increased, you can specify “additional costs” there. Now calculate an estimate of the total amount of expenses. Similarly, estimate the profit you expect from the event. Then try to figure out some ways you can decrease your costs.
Making a spreadsheet will help you to keep an eye on every charge. This way, you can avoid all the unnecessary expenses. Plus, you increase your chances of earning more profit.
#2 Event Promoters
Have you thought about how the public will be aware of your event? The audience is the main factor that makes your event successful. If no one appears at the event, how can you earn a profit?
So, the question that arises here is, how can you advertise your event? Event promoters are what you need. They will promote your event on their website so that more and more people can get to know about it. For example, If anyone wants to know about the coming events in US, they simply go to an event promoter website to see them. Most people use sites like ours for this purpose. Now, when a visitor scrolls down through the list of various events, your event will be on that list. If they like your event, they’ll straight away book the tickets. More the traffic on-site, more the people will know about your event. Hence, the chances of your event’s success will automatically increase.
#3 Make A Plan B
The probability of your event’s success and failure is 50-50. Either it will be a successful event or a flop one. However, inexperienced event planners only plan for the things they are completely sure about. In other words, the things that will lead to success. But what about failure? Do you have any plan B? What will you do in unexpected circumstances? In that case, you need a plan B. This pre-planning will save you from a considerable loss that may occur. Having a backup plan is one of the essential techniques for professional event planners.
So, these were the most effective techniques to organize a successful event as a beginner. If you follow these tips, the probability of your success will automatically increase. Moreover, we suggest you make a checklist of all these tricks so that you don’t forget to apply them during your event planning process. Also, don’t forget to share it with your friends and knowns who are planning to step into this field.
The Gorge is considered one of the most scenic concert locations in the world. The venue offers sweeping and majestic views of the Columbia River. Upcoming shows @ www.eventsfy.com/venue/gorge-amphitheatre/George
Red Rocks Amphitheatre, Colorado
Red Rocks is a rock structure near Morrison, Colorado. There is a large, tilted, disc-shaped rock behind the stage, a huge vertical rock angled outwards from stage right, several large outcrops angled outwards from stage left and a seating area for up to 9,450 people in between. Upcoming shows @ www.eventsfy.com/venue/red-rocks-amphitheatre/Morrison
Hearst Greek Theatre, Berkeley
The style of the theater is based on the ancient Greek theater of Epidaurus. The outdoor venue is becoming a top place to experience some of the Biggest names in music. Upcoming shows @ www.eventsfy.com/venue/greek-theater/Berkeley
Severance Hall, Cleveland
Located in the University Circle neighborhood of Cleveland, Ohio, Severance hall has been the home of the Cleveland Orchestra since its opening on February 5, 1931. The Hall is listed on the National Register of Historic Places. Upcoming shows @ www.eventsfy.com/venue/severance-hall1/Cleveland
Billy Bob’s Texas
Billy Bob’s is a popular country & western nightclub in the Fort Worth Stockyards, Texas. It promotes itself as “The World’s Largest Honky Tonk”. In addition to several dance floors, musical stages, arcade games, and billiards tables, Billy Bob’s is the home to a small indoor rodeo arena.Upcoming shows @ www.eventsfy.com/venue/billy-bobs-texas/fort-worth
The Troubadour, West Hollywood
The Troubadour was a major center for folk music in the 1960s, and subsequently for singer-songwriters and rock. It played an important role in the careers of many prominent and successful performers, who played performances there establishing their future fame. Upcoming shows @ www.eventsfy.com/venue/troubadour/west-Hollywood
The Fillmore, San Francisco
The Fillmore is a historic music venue in San Francisco, made famous by Bill Graham. It is known as a hot spot with frequent shows. The Fillmore is also well known for its psychedelic concert posters by artists. Upcoming shows @ www.eventsfy.com/venue/the-fillmore12/san-Francisco
NorVa, Norfolk, VA
The NorVa building is often noted by its patrons to be charming and aesthetically pleasing due to its rustic and old-style appearance. Many bands have regarded the NorVa as one of the best venues in the United States, due not only to its great sound and intimate setting, but also to its many backstage amenities. Upcoming shows @ www.eventsfy.com/venue/the-norva/norfolk
Ryman Auditorium, Nashville
Ryman Auditorium (formerly Grand Ole Opry House and Union Gospel Tabernacle) is a live performance venue in Nashville and is best known as the most famous home of the Grand Ole Opry. Upcoming shows @ www.eventsfy.com/venue/ryman-auditorium/nashville
Bluebird Café, Nashville
The Bluebird Café is famous for intimate, acoustic music performed by its composers. Some performers are established singer/songwriters, and others perform hit songs written by other artists. At fifteen years old, young singer/songwriter Taylor Swift was discovered at the Bluebird Café. Upcoming shows @ www.eventsfy.com/venue/the-bluebird-cafe/nashville
After six years in the ideas generation stage, we are FINALLY, REALLY embarking on this business endeavor that consolidates a comprehensive listing of “Live Arts Events” (Music, Theatre, Comedy, Art Galleries, Open Mic, Youth/Children) – we call it “Experience The Arts.” So what’s in it for YOU? Anywhere you are – whether traveling around the country or at home in your city – you can easily find each city’s art experiences at our website eventsfy.com.
Eventsfy.com – Find Live Arts Across America Near You!
Aspiring Artists throughout the United States can list and promote themselves and/or their unique events at no cost. We hope to increase awareness and exposure to aspiring artists so that we all increase our perspectives on life.
We want to increase attendance to all “Art Experiences” around the United States and we ask for your support to help us build this community that focuses on these experiences in the United States. Everyone can help by encouraging your friends/relatives who want to perform but never had a platform to market themselves like Eventsfy.
Come to our site and help us build a Renaissance 2.0 – eventsfy.com!
Stay tuned for our upcoming RV-road trip that will commence this Friday (Oct 23rd) along the West Coast to promote our company to the world – ending at the Seattle Times. We’ll see if Seattle Times buys into our mission or not to run our story. Please wish us luck and we so much appreciate all the support we have received thus far!
Initially, the plan was to leave two weeks earlier; then a week ago; and then Friday (the 26th) at 9am. Well…the journey was delayed once again. We had a little bit of a Scooter issue. Actually, a hitching of the scooter issue – trying to securely strap it down with the newly, hastily scooter-hitch purchase from Amazon. After feeling a reasonable amount of confidence that the scooter wouldn’t fly-off and kill another motorist, we ventured off around noon. First stopping at WrapJax in Tacoma to finish the front of the wrap of the RV. Due to our late arrival at WrapJax (cause the scooter thing) and the good old Seattle rain, WrapJax was not able to finish the front wrap for us. Instead, we were given the wrapping material to finish the front wrap, which we will attempt once we settle in and get some good weather.
Even though we got off to a very late start, Moses (Operations Guy) and I were able to truck it all the way to Boise, ID – staying at an RV camp called Walmart. Really! Walmart allows RVs to stay for free in their parking lots. I guess the purchases from all the stay-the-night RVers justifies this… In any case, thanks for the free-night of pavement Walmart! Maybe I will shop there now.
We started off early buying coffee from Starbucks and then driving all the way to the KOA in Salt Lake City, Utah. Since this was our first RV trip, we had a lot to learn. Last night we turned on the generator – only having it shut down after 15 minutes. Today, we were determined to hook up the RV correctly so that we had electricity, heat, and water. Arriving at the KOA, we asked for the maintenace dude to give us a RV-hook-up 101. We had a brief black water incident (see video) – black water means shit water for those who were not familiar with the term. We showered, organized our things, and then headed off to the Utah-California football game.
We were unclear how to approach promoting Eventsfy at a college football game, but we had some thought in mind – beer pong, keg stands, tequila shots, labels out, etc. We arrived at Rice Eccles Stadium at 6pm, an hour and a half before the game. We immediately went to the least obvious place to go – the tailgating parking lot… OK, maybe it was the obvious place to go.
Turing into the tailgating parking lot, we were met by two parking attendants who denied us access. We pushed our luck a bit more but was still denied. On we went to find alternatives….
We began driving around the stadium attracting attention to our moving billboard – the RV. When I say attracting attention, I mean honking the horn multiple times. We were determined to drive up to the front of the stadium and then to park there – kinda thinking that this wouldn’t be possible. So after finally driving to the front of the stadium with thousands of people walking to the game, we were quite surprised that there was an area to park right in the front. We were a little apprehensive at first to just park in the front of a “no parking” area…but we did it anyway.
We were able to park and advertise Eventsfy for about a half hour in the front of the stadium handing out flyers to the masses – see video. All-in-all, after an initially difficulty marketing day, it turned out to be a pretty good one.
We ended the night at Red Iguana Mexican restaurant. A MUST GO if you ever visit Salt Lake City.
This trip is a trial & error process – we try and we have many errors… But – and this is the most important point – we still try. Our motto is adapting and progress. If we improvise to the many challenges we face, we adapt; if we make any inroads with anyone, we make progress. As David Spade’s “Joe Dirt” Character would say, “we keep on keeping on!”
We got up this moring and embarked on visiting the many Art Venues in Salt Lake City, Utah. We drove the mobile billboard (this would be the RV) to the city center; parked; unhitched the scooter; and then rallied off to the various venues to talk with venue directors – Moses on foot and I on the scooter.
So I got my hot-rod harley (actual an inexpensively bought scooter over the internet) down from the hitch on the RV, placed my iPhone in the make-shirt GPS/iPhone holder so that I knew where to go, and then drove off to the first stop. Reazling early on that Sunday wasn’t going to be very productive day (we were in Mormon Capital for all – the city goes to church), I decided – instead of meeting with venue managers – to try to strategically place our beautifully designed brochures (designed by Imelda Loei!) on the right-side of the main entrace door (tapping them up) so that a venue manager may notice it. With the maneverable scooter, I would drive on sidewalks, sidestreets, and other walkways with no problem. We visited many venues this day spreading the Eventsfy name.
Yesterday, we saw a lot of action as we went around SLC and passed out flyers to the local theaters and hotels. We decided to make today a work-from-home day. The first thing we did was follow up with various venue directors that we left brochures for the day before. We emailed each of the venue directors and explained who we are and sent them a link of their venue that we had created on Eventsfy.
Many venue directors wrote back to us and expressed their interest in Eventsfy. After a morning filled with email exchanges, we drove to the University of Utah to meet with the arts department director. We ended the night at a local sports restaurant called Maxell to watch Monday Night Football and had great service from Jill and Kirsten—however, we must admit, we were the only customers in the joint by 9pm.
Today we spent the majority of the day driving. We got off to a fairly early start in Salt Lake but struggled to make the 15-hour trek to Phoenix—settling at a small town in Arizona called Kingman. David had a battle with a fast-food-chain cheeseburger and lost. Due to stomach issues and just being tired from driving, we spent the night at a truck stop on the side of the freeway.
I had a miserable night sleeping—battling food-sickness from yesterday’s cheeseburger. In any case, I kept on keeping on… After waking up from all the truckers parked next to us at our hastily makeshift sleeping arrangements (basically, a open dirt area that truckers stop to sleep), we finished the remaining two hours to Phoenix to settle in at the Desert Edge RV Park.
Upon arriving, we quickly freshened up at the RV-Park’s amenities and then headed off to do some work at a local coffee shop next to the US Airways Arena so that we could market to the crowd heading there later that evening for the First Phoenix Sun’s game of the season.
Quite surprisingly, the Phoenix Sun’s crowd was fairly sparse for the game-opener. But, in any case, we handed out and spoke with many people. We even met a character and talented musician—George—next to the Arena playing his guitar and singing. He will undoubtedly be promoting his events on our website. Good luck George!
Thanks for following,
David Richardson, Moses Man & The Eventsfy Team
Day 7 – logistical work in Phoenix
WATCH OUR VIDEO HERE ==>> http://youtu.be/zcSbVjulSW0
Building a Community for Live Arts!
Today was a work day of data entry and behind the scenes activity—we planned for our tomorrow’s plan of action with visiting the many venues in the Phoenix area….
Thanks for following,
David Richardson, Moses Man & The Eventsfy Team
Day 8 – promoting Eventsfy in Phoenix
WATCH OUR VIDEO HERE ==>> http://youtu.be/DQ0jVK-G1XI
We embarked on an ambitious day of activity—meeting with 15 different venue directors in the heart of Phoenix. Before exploring Phoenix, we just never knew how large the Live Arts community was. There were about ten Live Arts venues within a miles radius.
With an ample amount of assertiveness, we bypassed many of the gatekeepers to the venue directors. However, sometimes we weren’t successful and had to settle for only a business card—which, of course, we will follow up.
Moses and I had many differing strategies with our approach to the venue directors—many times leading to lively debates between us with no one else there to resolve which course to pursue…eventually, Moses and I built some compromises with our approach and we continue to try to refine our strategy.
After the long and productive day making contacts, we headed back to the Great Desert Edge RV Park.
We stayed in Arizona for another day so that we could visit several more venues in the Phoenix area—Scottsdale, Mesa, and Tempe. We found quite a bit more success with the many smaller venues for Live Arts as opposed to the very large well-known venues. We also visited the Mesa Arts Center where a Youth Festival was going on and were able to hand out many fliers to the attendees—they are definitely one 0f our target markets.
Administrative day in sunny San Diego – we took the clean and impressive San Diego Trolley from our RV Park to downtown. We found a gem coffee house—Lion Coffee—which had a dozen choices for coffee. We followed up with the many places we visited in the Phoenix area and then headed back to our rig to watch Monday Night Football. However, we ran into some major difficulties on the way back. The public transportation (SD Trolley) that we were so impressed with broke down—causing an over two-hour trek back to our RV Park. Needless to say, our newly high opinions of public transportation dissipated…
Election Day… Today, we briefly stopped by a Printing Shop on the San Diego State University campus to print a recently taken photo of us in front of the RV to hand out to the venue directors so that we hope to differentiate ourselves from others—photo above. After getting our picture printed, we realized the vast traffic of college students going to class. We felt compelled to illegally park our RV in the middle of the heavy foot traffic to hand out fliers and promote Eventsfy—place was a gold mine. College students were quite receptive and engaged with what we were doing.
Later, we visited many venues in the San Diego and had many encouraging conversations and contacts. We ended the night at Croce’s Jazz Club—where the manager got us in for free. We watched and spoke with the Jazz singer/artist Steph Johnson, who thoroughly entertained us. Until tomorrow…
Last night on our walk home back to the RV—parked right on the city streets—Moses went to buy some water at the store and I continued the walk to the RV with the RV key in my pocket. However, I somehow got lost on the journey back to the mobile motel; meanwhile, Moses was left in front of the RV—locked out. After 20 minutes waiting for my arrival with the key, Moses got impatient and made some aerobatic attempts to climb through the window—finally, achieving success at the expense of some bruised up knees.
We woke up several times in the night to some street construction—probably a jackhammer—and then ventured off to the San Diego beach area to visit more venues. We visited The Comedy Store—the longest running show in San Diego—and then ended the night at Winstons watching a comedy show competition. The show was entertaining and funny—we spoke with one of the comedians, Dawn B, and she was a riot.
We parked the RV along the street by the beach and we’re woken to a clinically insane (literally) lady banging on the RV. I confronted her outside and divulged my dislike of her banging on the RV. She said she was wondering who we were and that she is a drummer…I realized now that she was just trying to show us her talent…
There was a police officer driving by and he stopped as I explained what was happening. He told me he could take the lady to the insane asylum but he preferred not to—apparently, this is a common scene with this lady. He told me she was harmless and I agreed not to have him take her away.
After a good 15 hours sleep from last night, we ventured off to the LA beach area—starting in Manhattan Beach and ending in Santa Monica—visiting nearly 25 venues. Through this trip, we’ve found greater success with connecting with venue directors later in the day—after 1pm. Many of the venues have late shows; therefore, coming in early isn’t a priority for some.
We had good conversations with many individuals in charge of their respective venues. Our favorite stop for the day was at the Highways Theatre in Santa Monica, CA. The place is an intimate venue for experiencing new, innovative works of music, theatre, and art. Leo Garcia, the artistic director, gave us a personal tour and we very much appreciated it.
At the end of the day, we were able to meet up with a great friend, Dan Miller, and had a few good laughs…
Today, we embarked on a very ambitious agenda—visiting over 25 venues around Los Angeles. We realized going later in the day was more successful, but this required our having to be ever-more efficient since the workday has been condensed.
You really don’t understand how many Art venues/theatres there are until you seek them out—LA area has a plethora of them (and they’re very sprawled out!). We spent a good amount of time in Hollywood—repeating endlessly the Pretty Woman quote “Welcome to Hollywood where everybody’s got a dream—HEY Mister, What’s Your Dream?!”
We fell short of finishing our list by two venues, but we still felt satisfied with what we accomplished. After a very tiring day, we had a nice dinner with Moses’s cousin and her boyfriend—Christina and Theo—at a solid Thai restaurant.
Thanks for following,
David Richardson, Moses Man & The Eventsfy Team
Day 17 – California Road’s are bankrupted
WATCH OUR VIDEO HERE ==>> http://youtu.be/cW8gl5aXnMA
Building a Community for Live Arts!
Today, we left the LA area for San Francisco. In an attempt to save money, the past two nights we stayed on the side of the streets avoiding the RV parks nightly costs. We were definitely due for another RV hook up at the RV parks, so that we could fill up on water, charge up devices, and flush out any unwanted build up…
Driving on the California Freeway/Highway System from LA to San Fran had to be the worst driving experience we’ve had with the RV—newly named Shrek. The roads are so poorly taken care of that we are quite sure we blew a shock or two. Good grief…when people always say California is bankrupt, this is a tell-tale sign of the repercussions of how a great state deteriorates.
After a very rough trek, we made it into Pacifica’s RV Park (next to San Fran) and settled in.
Yesterday, we settled into an RV park in Pacifica, California right next to San Francisco. Today was supposed to be an uneventful day of hours upon hours of administrative work, yet the day turned out much more interesting. After putting in a good 12 hours of tedious behind-the-scenes work, the coffee shop—Chit Chat—that we were working at, unbeknownst to us, became an impromptu comedy show that presented both aspiring and established artists led by ring-leader Lynn Ruth Miller (79 years old!). See Lynn Ruth Miller on Britain’s Got Talent at http://youtu.be/Wze9Wd_Jp2U
I watched the comedians hone their craft in front of a smaller yet intimate crowd. Afterwards, the comedians sat down to discuss ways to improve their approach at their next show and we were fortunate to get an interview and exchange contacts.
Today consisted of our first day off to relax and enjoy San Francisco. The highlight of the day was most definitely “Bush Man,” who hones his craft almost everyday at Fisherman’s Wharf in San Francisco. “Bush Man” hides behind a garbage can and his own bush branches that he brings to the street, and then scares the passer-byers. We were watching the “Bush Man” work the streets for an hour while having lunch and we were entertained the entire time. See video for footage of “Bush Man.”
We started the day by visiting our new comedian friend, Lynn Ruth Miller (www.lynnruthmiller.com), whom we met yesterday at her house so that we could assist her registering and adding events on www.eventsfy.com. She is quite interesting and entertaining—at age 79 she is doing stand-up comedy shows four to five times a week!! Amazing how vibrant and sharp her mind is at her young age of 79.
After visiting our new friend, we headed off to downtown San Francisco to visit many venue directors/managers. We initially got off to a late and slow start with our marketing, but eventually ended the day strong by visiting almost 20 venues around the city. From our video, you can see that we were serious and focused the entire day.
We ended the night at Rassales Jazz Club on the inundated “cultural” Fillmore Street—listening and then later talking with the highly talented jazz musicians Rodney Byrd & Co. (see video for footage).
Today, we got off to an early and fast start—making to downtown early. We hit up the SF Symphony, Opera, and Ballet venues—quite large and wonderfully designed. We stayed focus throughout the day so that we could head back home early tomorrow morning.
We ended the night celebrating with our new performer friends at Angelica’s Bistro in Redwood, CA—Lynn Ruth Miller was headlining with Heather Klein and Alan Schneider as the openers. We had dinner with the three before their comedy/singing acts and had some lively conversations. We really appreciated our time with them all and would like to thank Lynn Ruth, Heather, and Alan for the good times.
We got up before 6am to head back home to Seattle from San Francisco—a 14 hour trek. We knew it was going to be a long and difficult drive but we were determined to make it. We stopped in Portland, OR for an hour around 6pm so that the traffic could trim down, and then started again—making it to Seattle just before 10pm. After over three weeks of sun, we were welcomed home—exhausted—to a showery rain… Ah, good-ole Seattle. We missed you!