The Event Planners Workshop

I recorded this episode from a car park, and it turned into one of my favourite little chats to myself about something we all experience but rarely think about: arrival timing at events. In this episode I share my personal philosophy on when to show up, what's really happening inside the venue before doors open, and, most importantly, how to think about your specific audience's arrival habits when you're planning your own events. Here's what I cover: * Why 30 minutes early is too early, for attendees and organisers alike * My personal sweet spot: the 15-minute early arrival and why it works * How certain audiences will almost always arrive well ahead of schedule, and what to do about it * The simple trick I use to manage early arrivals without disrupting my setup * Why building buffer time into your program is always worth it, even if it feels unfair to the punctual ones If you're planning an event and want to think more strategically about how it all comes together, I'd love to see you at SPONSORSHIFT on Tuesday 21 July. Head to www.sponsorshift.com.au to find out more and grab your spot.

Authenticity vs. Vulnerability in Event Marketing with Cat Matson You can find Cat Matson at www.linkedin.com/in/catmatson In this episode of 'The Event Show,' host Sally and guest Cat Matson, a speaking and communication coach, delve into the nuances between authenticity and vulnerability in event marketing. Cat, who works with business owners, public servants, and corporate professionals, shares her insights on finding one's voice and the importance of delivering key messages effectively. The discussion is prompted by an experiences watching a poorly executed event marketing campaign toll out over 12 months. Cat stresses the importance of maintaining the 'magic' or persona in professional settings while being genuine and relatable. They also explore the effectiveness of behind-the-scenes marketing, sharing do's and don'ts for creating compelling pre-event content. No-one wants to see how the sausage is made, nor do we want to see the theme park character without their head! They close with a discussion on what makes events appealing to attendees, emphasizing the significance of offering a holistic experience rather than merely focusing on ticket sales. 00:00 Introduction to Cat Matson01:07 Authenticity vs. Vulnerability02:18 The Mascot Rule: Keeping the Magic Alive02:56 Cat's Journey with Bobby McGee's06:21 Balancing Authenticity and Leadership07:29 The Fine Line Between Authenticity and Vulnerability19:35 Marketing and Authenticity23:01 What Are People Buying in Events?27:11 Understanding Audience Experience28:17 Behind the Scenes of Event Planning30:37 The Importance of Authenticity in Events31:17 Challenges and Experiences at South by Southwest39:09 Effective Marketing Strategies for Events44:19 Fusion Lunches: Sparking Ideas and Connections47:18 Final Thoughts on Authenticity and Vulnerability

I challenge you to rethink how you create events and experiences for your audience. Currently, people are eager for in-person connections and engaging interactions. I recall a conversation with someone celebrating both a milestone birthday and their company's anniversary. My advice was to separate the two events to focus on different audiences. This person's business celebration, for instance, could be transformed into a memorable experience by leveraging their passion for photography and empowerment coaching. Instead of a typical cocktail party, imagine a warehouse transformed into a photographic exhibition using projectors to display stunning images and client stories. This approach immerses attendees in your world, creating a lasting impact. I encourage you to think creatively about incorporating your personal passions into your events. Whether it's hosting a corporate event on a pickleball court or including pottery wheels for guests to try, these unique elements make your events stand out and be talked about long after they’re over. Share your creative ideas with me on social media; let’s inspire each other to create unforgettable experiences. 00:00 Introduction: Shaking Up Your Creative Process00:14 The Importance of In-Person Connections01:09 A Story of Milestone Celebrations02:30 Creating Events Around Your Passions03:32 Innovative Event Ideas09:07 Making Your Event Memorable10:54 Challenge: Bringing Personal Passions to Events11:24 Conclusion and Call to Action

Balancing Authenticity and Professionalism: Effective Event Marketing Tips In this episode, we explore the fine line between being authentic and overly transparent in event marketing. Learn why sharing too much of your struggles and behind-the-scenes planning might actually harm your event's image and deter potential participants. Discover actionable insights on maintaining an appealing persona, leveraging excitement, and following successful marketing structures to boost attendance. If you're organizing an event and want to ensure your promotion strategy is both real and compelling, this video is for you. 00:00 Introduction: Are You Sharing Too Much? 00:29 The Impact of Over-Sharing 01:23 Behind the Scenes: A Double-Edged Sword 02:38 Lessons from Personal Experiences 03:41 Effective Event Marketing Strategies 06:13 Mindset and Messaging 07:06 Building Excitement and Value 09:05 Conclusion and Final Tips

In this episode, I am joined by Mel Loi to discuss the critical role of event management in communication, the importance of focusing on the audience, and common challenges in organizing events. I share my journey into event management and offer practical advice, including leveraging AI tools and balancing costs and sustainability. We also touch on creating memorable audience experiences and strategic event planning. Whether you're a professional communicator, team leader, or project manager, this episode is packed with insights to help you host impactful events. 00:00 Introduction to Event Management 01:01 Meet Sally Porteous: Event Management Extraordinaire 01:33 Sally's Journey into Event Management 07:24 The Importance of Quality Event Management 09:52 Common Challenges in Organizing Events 12:10 Organizing Internal Events: Key Considerations 17:31 Balancing Costs, Optics, and Sustainability 20:03 Leveraging AI in Event Management 23:40 Final Thoughts and Key Takeaways 23:56 Sally's Communication Insights 

Jen Blandos is an international entrepreneur with decades of global business experience. Female Fusion is the exceptional membership that Jen has cultivated to support women globally to own and run successful businesses. In this episode, share the value, importance and the know-how on creating live events for your business including how to market, what to program, and how to connect with your audience. You can find the entire Women on the Rise podcast series at www.femalefusionnetwork.com/podcast. Links to resources discussed in this interview: * www.eventplannersworkshop.com.au/ideatolaunch Quick reference guide to the episode: 2:50 – biggest challenges in organising events 3:00 – what works well for a first event 4:00 – environment and quality over quantity 5:00 – how Jen grew her very first business 6:45 – AI and events 7:40 – key points to consider when choosing a venue 10:40 – how to make a difference on your event 13:45 – what to consider with food at your event 14:30 – how to fix a menu when you get it wrong 17:10 – critical programming elements 17:45 – how to connect your audience, without icky tactics 22:00 – making your audience dance 25:30 – red dots on name tags 27:40 – what to do when your speaker pulls out of your event 30:00 – when is it appropriate not to use a microphone 33:50 – 21st Century MBA 36:00 – the value of having an international business 41:40 – free download info

In this chat, Mel and I talk about touring as a performing artist, booking your own shows and creating your own events. We talk about the fear of getting on your own stage, and a few ways you can avoid the resistance and get out there and share your own message on your own stage. You can find out more about Mel and her programs below. https://www.fearlesssinger.com/

Sigrid is a book writing specialist with a very unique program for coaches and consultants. As a successful book coach, Sigrid is involved in many many book launches, so we sat down and talked about the elements that make an interesting, engaging and audience centric event, that drives interest in your book! You can find out about Sigrid's programs and follow her here. https://stickybeakmarketing.com/

I was a guest on Leanne's podcast and you can find her show here. https://www.firsttimefacilitator.com/podcast Leanne Hughes is the Author of the game changing book the 2-Hour Workshop Blueprint, and her work in Public practices transforms organisations and unlocks a culture of innovation. She is the enigmatic creator of The First Time Facilitator Podcast and Facebook group The Flipchart that has more than 2000 members. We chatted all things workshop and audience experience, as well as taking from other environments like shopping malls, and bringing their expertise into our own event environments. And if you don't have it already, here's the link to the free download - Pre Event Checklist https://www.eventplannersworkshop.com.au/pre-event-checklist

I recently exhibited at the Australian Festival Industry Conference. I found a creative way to engage with delegates that had them coming back time and time again over the course of more than 3 days! I needed to find an activity that would * Highlight my stand amongst all of the others (with much bigger budgets) * Look like so much fun they can’t help but come over and see what it’s all about * Provide an experience that is fun and engaging * And keeps them coming back Listen in to hear my process and the results of my activation. If you would like some creative solutions to your promotional strategy, get in touch.

This episode describes three easy ways to get your audience invested in coming to your event. With so much competition for your guest's attention, it's important to make your event so compelling, they don't want to miss out.