How to organize a blogger meet up

How to Organize a Blogger Meet-up

Tips for an Awesome and Rocking Time

Before

Gather Your TeamChoose 1 t0 4 people that you trust to assist with planning

Remember: The more people making decisions about what, when, and where will turn something fun into something frustrating.

Tip: Ask all others, who are interested in helping, to wait until you are in need of volunteers for a particular assignment.

Determine Type of EventWhat Type of Event Is there a theme to your event? Fashion? Sports? A favorite movie? Are you just looking to network and connect? Will this event help raise awareness for a cause or charity?

Choose a VenueMeeting in a Public Place like a bar or restaurant where everyone will pay for their own food and drink.A private space that you rent where you will provide catering, and entertainment. *Art Gallery *Boutique *Bar/Restaurant*Beauty Salon *Park *Someone’s homeTip: Think outside the box. Find a place that fits your theme.

Determine the Budget

Expenses vs. Income

Expenses: What the event will cost you*Venue *Food *Drink *Decorations *Entertainment

Income: Money coming in to help cover expenses*Registration fees *Sponsorships *Ads

Profit: Money left after expenses are paid

Stay OrganizedCreate Your Lists

Tip: You don’t have to spend money on a software program.

Excel Google Docs (Drive)

Pen and PaperList Suggestions:* To –do * Budget * Shopping* Attendees * Sponsors * Who is doing what and has it been completed

• This is for those who have decided to forgo the ‘everyone pays for own meal and drink meet-up.’

Most likely you will use a combination of ways to pay for your event.

• Charging an admission fee is one of those ways • Paying some out of pocket costs is another.

• Sponsorships: To keep the fee at a minimum to guests and to avoid any out of pocket costs.

There are two ways sponsors donate• Freebies: These are items you can use as door prizes

and in the goodie bags. • Monetary: Money to be spent on the event

Bonus: You can also find a venue willing to donate space for free or a deeply discounted rate.

Sponsors

Approaching SponsorsUnderstand that when you approach brands and companies for donations of any type, they will expect a return of investment.

The proposal letter and sponsorship package: • What the event is• What you are asking for • How they will benefit if they become a sponsor: Because

this is a blogger meet-up that is a great benefit. Let sponsors know that this event is sure to be mentioned (on social media) and written about (on blogs).

• Of course, there should be other benefits such as, putting their logo on the event page, event signage, and/or inclusion in social media marketing.

How to Find Sponsors• Begin locally: By beginning in your local area you

can bring a personal touch and face to the proposal. Visit stores, ask for the owner/manager, introduce yourself, and talk about your event. Explain how you will promote the business and what you are seeking.

• Bigger brands and companies require research. You want to make sure that you have the appropriate department and/or contact person’s name. Begin with making a (cold) call to begin your inquiry.

Tip: If you are nervous about what to say write a small script, always be polite to person you are talking to, have a smile in your voice and on your face, use their name once you hear it, and thank them for their time.

Charging a FeeThere are 3 reasons why you may want to charge a fee:1. To cover expenses: The decision may have been made to avoid sponsors or maybe not enough money has been raised to cover everything. 2. To make a profit: Why not make a little pocket money for all the hard work you have put into it?3. It has been said, that people tend to show up for something they have had to pay for in advance. As oppose to skipping an event because it was ‘free anyway.’

Tip: As a way to get people to register early, offer an ‘early bird’ rate. This is a discounted

rate that will only last for a limited time.

Set-up Registration

As soon as the date, venue, and price are determined you will need to set up your registration page.

Tip: Use a site like Event-brite which is simple and easy to navigate.

Registration (even if the event is free) is beneficial for a head count of who and how many will attend.

Promote, Promote, Promote

*Make a blog button so, that others can place it on their blogs. *Share regular updates via your blog, Twitter, and Facebook, and all other social media channels.*Create an event hashtag. This will allow others to quickly find any ‘talk’ about the event and connect with others going. *Have a page on your blog dedicated to the event. You can even create a blog just for the event as well.

During

Registration Table• This would also be a good place to use those who

have offered to volunteer. • Have the volunteers check names off the list, and

answer any questions, and have attendees fill out a name tag.

• If you have had attendees pay a fee to register then, this will help make sure you are not letting any free loaders get in.

Tip: If you are having the meet-up in a free venue such as, happy hour at a bar, you should organize a way for attendees to recognize one another so they can interact.

Ice Breakers

Even, if they have seen each other over the Internet, many of the attendees are strangers to one another. Arrange fun activities to get people to network.

Tip: Don’t have too many activities planned. Allow your guest the opportunity to network at their own pace.

Have a Photographer

Yes, you have your digital camera and your cellphone however, you will not personally be able to see everything happening when you are busy supervising activities.

Tip: If having a professional is out of the budget. Ask a friend good at taking pictures to document the meet-up for you.Tip: Photos are needed for your blog, to share with sponsors, and for the bloggers who attended.

After

Follow-up

Do a follow up post, so everyone can share memories in the comments. It will also serve as a way to build excitement for your next meet-up.

Don’t Forget

• Follow up with a thank you to everyone who helped to make the meet-up a success.

• Make a link list to the bloggers who volunteered.

• Email sponsors include: photos, a link to your post, and a thank you.

• Relax Thank You

Created by Sharon M Rainey owner

Awesomely Shared www.awesomelyshared.com

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