Category: Event Tips

So often we underestimate how powerful perception can be as we slave away to create an amazing event.  With so many outlets developing that allow us to bring new solutions to life, it is important to remember that at the core, we are all humans, consuming our environment with the resources that have been built into our bodies to help us enjoy our experiences with the mind.

In our full guide, we breakdown lots of great additional details to consider when building an event that allows all of our senses to experience what we create.  For the full guide, download here or get it free by signing up for Vendorspace today!

Tip: Keep in mind that some attendees at your event may not have all of these senses in the way we normally think about them.  Considering all of the ways our bodies engage with our environment ensures that the event is pleasing to everyone.

Tip: Vendorspace is a vendor and event organizer community that is growing quickly!  Our goal is to get the solutions that vendors provide in front of those planning their next event.  Head to www.vendorspace.co and add in your skills and experience to get discovered today!

Sight

When planning an event, this sense is likely the one that is most top of mind whether in the colors we choose, the textures we incorporate or the dimensions you introduce to your environment.  All of it lends itself to the story you are telling.

As you are in the planning phase, you want to start by asking yourself one simple question, “what feeling am I trying to create within my attendees?”

Is it warm and inviting?  It is full of energy and intrigue? Do you want them to laugh?  Do you want them to cry?  

There is no wrong answer, but you should most certainly know where you are trying to take your attendees and incorporate these objectives into the decisions you make within your space.

Here are a few areas to focus on when you are considering what guests and attendees see at your event.

Lighting

Ambers and hues of red are known to be more complimentary to us.  Blues and greens tend to leave us feeling a bit cold, and fluorescent white can feel flat and stark.  

Best times and areas to integrate upgraded lighting:

1. Photo Booths or Step & Repeats
   • Boosting the ambers in this area will help your guests feel attractive, increasing the chances of photo sharing
   • Black and white can also be a fun way to keep things classy
2. Walls: Indoor or Outdoor
   • A fast way to make a big impact is to throw light on large walls.  For even more impact, think about moving lights that can throw motion into the lights for added dynamic.
3. Trees: Give your space dimension and create whimsy by integrating twinkle lights or LEDs into the trees surrounding your event space.  Make sure to consider how they will get power.  *if you borrow extension cords, make sure to label them as they come in to get them back to where they came from quickly and without confusion *battery operated lights are also a popular option

4. Entrance: Oftentimes guests don’t know where to go to get to their event.
   • Consider adding a gobo (projected logo  or message). Metal gobos and considerably less expensive than glass gobos.  Depending on the design, they can range anywhere from $45-$200.  Make sure you add in the Leko (type of light, usually around $50/light) that you would need to insert the gobo into.
   • Add a warm trail of lights to guide them to your event.  Consider using thick glass bowls (Dollar Tree usually has great options) and short reusable LED candles.  If you do use decorative bags along your path, make sure to weigh them down with some stones to ensure they don’t fly away at sunset.

? Our dollar download guide takes it further and introduces you to solutions around:

• What type of lights to use
  • Blending traditional and new solutions in lighting is the way to go, our guide discussed both!
• The Toolkit
  • Beyond the lights themselves, what else will you need for a successful install 
• Best practices in deployment
  • How and when to set up your lighting

Signage

1. Cohesion
   1. The eye loves a good story.  Remember to keep things as connected as possible. The best train of thought is to keep it simple.  Choose 2-3 colors one 1-2 logo styles to incorporate and integrate them tastefully throughout the event space.
2. Digital Displays:  Use a tv or project onto a wall and create a slideshow of images telling your story or display a static image
3. Traditional Displays:
   • Step and Repeat
   • Banners 
   • Branded Napkins
   • Digital Logos (Pre & Post)
   • Decal the Bar, The Reception Kiosk, the DJ Desk …
4. Non-Traditional
   • Floor decals
   • Hanging logos
   • Tattoos
   • Photo Booth Props
   • Green Screen

Decor

1. Use what you already have or borrow something from your neighbor, your church or other local resource
2. Integrate reusable fabrics to create dynamic looks that cover walls or dress your overhead space
3. Flowers always bring life and happiness to an event.  What type of greenery would work best?
4. Low-Cost solutions can often be integrated, especially if your event ties into a national holiday.  Check out 99c stores or the Dollar Tree for great solutions at a low price. 

Hearing

The audio track of your event should hum and buzz with energy.  Creating an environment that encourages conversation and commentary can perk the guest experience.

1. Adding a soundtrack: Adding music to your event helps support your theme and break the ice for your guests, driving conversation and energy into the space.
   1. Speakers:  If you are an event planner, consider bringing some speakers into your inventory.  
   2. The Sounds: How long will your event be?  2 hours, 4 hours, 6?  Making a playlist can cover the length of your event can take stress off of your shoulders.
   3. Sound Effects:  If your party is heavily themed, say Halloween or Mardi Gras, you will want to think about sound effects that take it up a notch.  

Tasting

Nothing satisfies the soul more than the right bite at the right time.  With so many unique ways to savor the flavor, consider bringing in a taste based experience for your guests to enjoy.

1. Theming food to your event could be just the thing. 
2. Get Creative
   • A Beer Tasting Experience
   • A Make Your Own Whiskey Experience 
   • What’s Behind the Spice?

Do you have a service that caters to providing these solutions?  Well get over to Vendorspace today and set up your account!  We will spread the word and work to get you recruited to amazing events that can use your services!

Smell

They say nothing sparks nostalgia like a memory enhanced through the nose.  From the moment your guests arrive you have the opportunity to welcome them through the smells in the air.

Another great list for you, with additional details on each point available for just a dollar!  Head to our dollar download page and make it yours today!

1. Candles
2. AromaTherapy
3. Perfumes/Colognes

Touch

1. Create a fun and fabulous space by creating interactive components that change when you engage with them or create an unexpected reaction
2. Make it cozy and comfortable with soft, fuzzy elements in places where guests sit and engage (especially great for outdoor environments)
3. Create a destress zones where guests can find a different mood that lets them take a breath and come out smiling.

The sky truly is the limit, and we here at Vendorspace have a million more ideas. There are way more tips and ideas in the full guide!  Grab that dollar download or join the Vendorspace community for full access to guides and other great resources!  No strings attached!

For a quick conversation with our team on how to amplify your event, reach out to events@vendorspace.co and book an event planning consultation with us.  As always, we are here to help.  Happy planning.

Its finally time to start sharing your event. All your speakers, vendors and talent are confirmed and you’re ready to go. A general rule of thumb for event marketing is to share your event on multiple platforms for more exposure. The more eyes that see it, they higher the likelihood of attending your event. 

Just one small issue, your flyer looks great on Eventbrite but its cut off on Facebook events, Linkedin Events, and just about every other platform you can think of. You’re stuck having to sacrifice which part of the flyer is more appealing to crop.  

With all that work you put in, you shouldn’t be stuck trying to fix your flyers at the last minute. Thats why we created this Event Marketing Cheat Sheet. An easy guide to help you share your flyers and event marketing assets across multiple platforms. 

Size matters with events and its easier to provide your designer with all the dimensions they need to create “ready-to-use” assets instead of “ready-to-fix” assets. This sheet list dimensions for all the important images you’ll need to share your event anywhere. 

Sidenote: There are resizing platforms you can use as well that will help you get your graphics ready (but you’ll still need this cheat sheet!). Try Snappa or Canva Pro to quickly resize your graphics. 

Vendorspace members can log in to download a free copy (Or join Vendorspace for free here!)

Hope this helps get the event traction you need. 

Happy planning!

There’s no doubt technology plays a huge role in running a business. With millions of apps creating business hacks, choosing the right ones can be overwhelming. Here are a few that stand out:

1. Hootsuite: https://hootsuite.com/

When you’re a business owner, juggling social media can be a lot. Remembering to post on all your accounts may be a bit tedious but luckily Hootsuite provides a solution to schedule and automatically post your content. Instead of hoping from Twitter to Instagram, simply add all your accounts in their dashboard and schedule for the day, week or even month! Their free plan is perfect for small business owners.

2. Canva: https://www.canva.com/

Canva is the perfect tool for easily creating designs for all your business needs. Their stunning templates save you a ton of time; all you have to do is replace the text and designs are yours! Create a Facebook ad, company brochure or even a powerpoint presentation in minutes. Its a free must have for any business owner.

3. DocuSign: https://www.docusign.com/

Long gone are the days where you have to print a contract, sign, then scan and send back to your client. That used to be such a cumbersome process especially if you didn’t have a printer or scanner handy. Now, there’s Docusign – an app that allows you to electronically manage your contracts and agreements. Simply upload the document and add the recipients email to sign or complete the document fields. This is a huge timesaver for any business and it also saves trees 🙂

4. Scanbot: https://scanbot.io/

Now that you have an easier way to sign documents, how about an easier way to scan them? Scanbot is a neat tool that you can download on your phone to professionally scan any document. Easy to use and super quick! Scan all your most important docs from receipts to reports from anywhere so long as you have this app.

5. Square: https://squareup.com/us/en

We don’t know how the world will operate after the pandemic but we do know it’s important for every business to adapt a contactless payment system. Square allows you to do just that even if you don’t have brick and mortar. Their readers can be used on any device to take credit card information so you can sell your product or service on the go.

6. Mailchimp: https://mailchimp.com/

Email automation and management has never been easier. If you are developing a community or simply want to keep in contact with your customers, then Mailchimp is a must-have. Upload and organize all your email contacts into one place and mass send newsletters, greetings, and more. The best part is they offer a free plan for up to 2000 email contacts; the perfect tool to help communicate with your audience. The drag-and-drop feature makes it easy to create beautiful templates even if you don’t have a degree in graphic design.

7. Zoom: https://zoom.us/

Who would have ever predicted that video conferencing would be the main form of communication in 2020. Whether you like it or not, it is. The best thing you can do for your business is adjust to the times and get a Zoom account so you can keep in touch with your clients as needed. Zoom is a great solution for conducting online webinars to discuss your product or service, client meetings to demonstrate your strategies or even virtual so you can stay connected with your community.

8. Trello: https://trello.com/

As a small business owner, you’re micro-managing a lot of projects. Having a solution that helps you list and organize each stage of your project will be the best thing that ever happened to your business. Trello does just that. Create your boards, manage tasks, add deadlines, and even assign co-workers or employees to certain projects. Easily plan your social media campaign with others or list all the people and resources needed for your next launch. Trello is very flexible and even offers a free plan to get you started in no time.

9. Intuit Quickbooks: https://quickbooks.intuit.com/

Staying on top of your taxes as a small business is very important but you don’t have to be an accounting expert to keep your books together. With Quickbooks, you can sync the software with your business account to keep a log of all your expenses and income. It saves you so much time than running through account statements like before. You can even use the tool for payroll. An all in one financial system to empower any business.

10. RescueTime: https://www.rescuetime.com/

With everyone working from home, it might be a little difficult to stay focused. RescueTime allows you to automatically track how much time you spend on websites, apps, and documents to improve productivity. Imagine having this tool for your employees. It’s a great way to understand how many hours are being spent where so you can analyze whether it’s the best use of time. Rescue your time to run a more efficient business.

On the next episode of The Checklist, we had the opportunity to talk to Olivia F. Scott of Omerge Alliances about how to sustain brand experience in the virtual space.

As a marketing strategist with 26 years of experience in marketing and public relations, Olivia has an extensive background with Essencefest and companies like Live Nation, VIBE Magazine, and Carol’s Daughter.

In this episode, we discussed:

• How event marketing has been affected
• How to maintain brand consistency online and offline
• What brand partnerships will look like in the future

Listen to the full episode here:

About Olivia F. Scott

Olivia F. Scott is the Founder and Principal Consultant of Omerge Alliances, an integrated marketing management consultancy. Delivering brand strategy, marketing planning, media buying & wellness experience brand solutions, Omerge’s current and previous clients include ESSENCE Festival, ESSENCE, Media Storm, IMAN Cosmetics, Andre Walker Hair, BRWL Studios, Urban Skin Rx, among others.

Olivia has served as an Adjunct Professor since 2009, teaching a range of classes including Competitive Strategy, Media Management, Events Marketing and Partnership Marketing courses at New York University and Institute of Audio Research. Olivia has also been served as an expert marketing witness for Morgan & Morgan Law Firm identifying unethical marketing practices in the beauty industry.

Olivia’s professional experiences include serving as Chief Marketing Officer, Carol’s Daughter; Associate Publisher/Head of Marketing, VIBE Magazine; Vice President, Alliances, Live Nation; Director of Partnership Marketing, iN DEMAND TV, in addition to account management roles at DDB, Leo Burnett, Ogilvy, Draft and Frankel agencies.

Olivia has led strategy for wellness & entertainment experiences for ESSENCE Festival since 2014, and also creates community & workplace wellness experiences via her Freedom At The Mat platform. Olivia earned a Bachelor’s of Journalism from University of Missouri-Columbia, and a Master’s of Arts in Organizational Leadership from Gonzaga University. She resides in Harlem, NYC and New Orleans.

About Omerge Alliances

With grace, leadership & respect, Omerge Alliances leads their beauty, health and wellness brand clients through the marketing management process, providing services such as: live & virtual experiential strategy & event creation; direct-to-consumer advertising, including Google AdWords & Facebook/Instagram ads; marketing strategy & media planning; and influencer marketing.

Learn more here: https://omergealliances.com/

Here at Vendorspace, we’re committed to supporting vendors and organizers during these uncertain times. While the event industry is still trying to find new ways to host events, we strongly encourage our members to adhere to safety regulations by WHO, CDC, and federal and local governments. 

Although there are a lot of cancellations and adjustments to our everyday gatherings, we want you to stay inspired with creative ways you can still do events virtually. Our goal is to serve as a resource to connect you with unique virtual event opportunities and gigs, as well as find virtual event services to make your next online event the talk of the internet! 

Things to remember: 

• When you find a virtual event or gig, ask as many questions as you need to before committing. This is new for all of us and we want you to feel comfortable participating in your online event. 
  
• Research the platform that will be used. There’s nothing worse than finding out the technology the event is using is not compatible with your set up. Research and make sure you can still provide quality service with no glitches. 
  
• For organizers, try something new by adding a vendor to your virtual event. We don’t know when this pandemic might end so let’s spice up our virtual events and support our local businesses. Supporting vendors now goes a long way to making sure they are available post-COVID to support your in-person event. Consider a host, singer, entertainer, decorator, audio/visual production or DJ for your next event.

We will continue to update this post with resources for planning virtual and socially-distant events and ways vendors can get involved. Check back regularly for new posts.

Event Assistance

Our team is on standby to help with your event needs. Please send us a message if you need additional assistance or have any questions or feedback for improving your experience with Vendorspace.

Live events will come back stronger than ever, we just have to work smarter until then.

This episode, we had the opportunity to talk to Michael Sabani of Swoogo Virtual regarding the status of events and how companies nowadays are adjusting to virtual/hybrid events.

With over 10 years of experience in event tech and product marketing, he shares his thoughts on the integration of virtual events and discusses how companies are currently adapting to these changes.

In this episode, we discussed:

• The need for virtual events ⁠
• Why innovation in event tech is important ⁠
• Why hybrid events are the future⁠

Listen to the full episode here:

About Michael Sabani

A former Disney Cast Member, Michael has a passion for creating amazing customer experiences from the first moment they interact with a product to the last. With almost a decade developing, marketing, and supporting both virtual meeting and event software under his belt, Michael has taken on the role of Director of Swoogo Virtual and is focused on delivering a personalized, exceptional experience to prospects, customers, and anyone who encounters the Swoogo brand. From developing and managing his own 501(c)(3) nonprofit to editing his own Star Wars prequel cut, Michael is never afraid to roll up his sleeves to create something awesome— an attitude he applies daily in the event tech space.

About Swoogo

Hearty technology, lightweight package. Swoogo combines serious event software with a platform designed for regular humans and a price structure built for modern events. What’s not to love? They specialize in: Event Registration ▪ Event Websites ▪ Event Software ▪ Event Apps ▪ Event Marketing ▪ Event Planning ▪ Event Management

On the next episode of The Checklist, we spoke with Curt Johnson of Four Moon Productions, about “How To Pivot As A Vendor.” He broke down his experience with his company pivoting early in the game and how it has helped them stay afloat.

In this episode, we discussed:

• The future of events and how it will impact vendors
• The ups and downs of pivoting into the digital world as a vendor
• Tips to transition into virtual events

Listen to the full episode here:

About Curt Johnson

Curt Johnson is a native of Omaha, Nebraska. He relocated to Las Vegas where he began his career in events as a driver transporting production equipment. Twenty years later, after working in various positions in the A/V field, he currently serves as the National Sales Director for Four Moon Productions. Using his knowledge of all facets of the corporate production industry, he assists his clients with meeting their needs big or small. He has developed and produced many groundbreaking events touting locations around the globe with thousands of attendees, managing everything from break out rooms to general sessions and each small detail in between. Bringing his talents to the tech space, Curt has had the pleasure of partnering with Four Moon’s host of clients among them Zoom, Blavity, Great Place to Work, and Afrotech to name a few. In his spare time Curt enjoys dancing, quality time with family, and anything that involves great food. 

About Four Moon Productions

Four Moon Productions is a full-service audio/visual production company. From set design and content creation to streaming and everything in between, Four Moon is a one-stop solution for live corporate events. Four Moon is a completely mobile production company, servicing all corners of the globe. Learn more at: https://www.fourmoon.com/

Dear Event Organizer,

We know you are interested in working virtually, yet some of you just don’t know how. 

So, we did some work for you and compiled a short list of virtual vendors that could add value to almost any event.

Check them out below:

1. Outsnapped – The Virtual Photo Booth
   
   Who said you couldn’t capture your memories during online events? They don’t all have to be participants passively looking at a screen for hours. Now you can memorialize the moments with an awesome photo company that services virtual events, in addition to other events.
   
   Built for virtual marketing campaigns, webinars, trainings, keynotes, and more, Outsnapped outpaces its competition by adapting to the times and taking advantage of a growing need in the events industry. Featuring everything from snap still photos, animated GIFs, boomerang looping videos, and customizable overlays, your photos are instantly sharable via email, text, and your favorite social media platform.
   
   The best part is that you don’t need to download an app on your phone to use it! It can work directly from your mobile device or computer.
   
   
   
2. Fanomena Events – For Digital Swagbags
   
   Gone are the days of stuffing generic pens, stress balls, pen pads into plastic bags for hours. Most event attendees do not care for them past the event itself and they can take up so much time to prepare. Go digital instead!
   
   Fanomena allows you to include important information about the event, upload PDFs and include rich media, such as videos and integration with Google maps. You can also create coupons and discount vouchers to be used at different times.
   
   The best part is that you can send your marketing material privately to registered attendees or create a public link which can be shared widely.
   
   
3. The GoGame – For Virtual Games
   
   Teambuilding is essential for team success and playing games is essential to teambuilding. When you can’t play games together in-person, try them online with The GoGame.
   
   The GoGame sits at the intersection of technology, exploration, and creativity. After 10 years in the business, they have perfected games such as hunting for clues Amazing-Race style and shooting 80s-style music videos that engage everyone from marketers and lawyers to engineers and teachers.
   
   The best part is that when you book with them you are assigned a Game Producer who helps organize your game and the best method to administer it. 

As you can see by this list, there are many ways to engage online vendors at your next event. Try out one of our suggestions or let us know of another that you recommend.

We’re so excited to introduce our new podcast, The Checklist, where we talk with event experts about the state of event culture and tips to elevate your next event.

On our first episode, we spoke with Enovia Bedford of Vettdeck, about “How To Attract Money To Your Events.” She broke down the do’s and don’ts of exploring sponsorship with the current state of events and how that applies to attracting money for your online events.

In this episode, we discussed:

• The most important things to include in your sponsorship deck
• The best time to approach a sponsor (considering the sponsorship cycle)
• How to find the right brands to work with for your event

Listen to the full episode here. Other ways to listen: Youtube | Soundcloud | iTunes

You can learn more about Enovia by following her on Instagram: @novey.b @vettdeck  

About Vettdeck

Vettdeck is a sponsorship matching platform that simplifies and streamlines the sponsorship process for event organizers and brands. Visit them online at: www.vettdeck.com