Eventology 101: Do You Have An Event System?

Just like any business, a successful event requires a system. The quicker you understand the process to creating your magical events, the quicker you hit your success streak, get more clients and understand how to build a career in events.

Here’s a free event system guide to help plan your next event:

Develop Event Strategy: “What type of event are you planning?”

  • Create event budget detailing expenses for venue, entertainment, catering, marketing, staffing and miscellaneous projections
  • Create action plan for event detailing logistics for event timeline (i.e. 6 weeks for sponsorship, 2 weeks venue scouting  1 week vendor search, etc.)
  • Create strategic partnership opportunities by identifying possible brand activations 
  • Develop vendor management process:
    • Draft contracts if applicable
    • Set up corresponding email copy
    • Set up payment methods
  • Monetize event by identifying additional revenue streams in each city (i.e. selling ads, selling vendor tables for companies in attendance, etc.)

Confirm Funding: “Who’s funding the event?”

  • Analyze potential funding options and cash on hand  
  • Seek sponsorship and/or outside investment if applicable

Confirm Venue: “Where is the best location for this event?”

  • Research unique venue options within budget; try tools like Peerspace or  Airbnb 
  • Confirm venue layout, AV needs; furniture needs; lighting needs; sound needs; parking information; wheelchair accessibility; setup and curfews
  • Create emergency exit routes if applicable 

Confirm Vendors: “Who are your event partners?”

  • Identify events needs (i.e. DJ, host, speakers, dance, catering  etc.) and book on Vendorspace
    • Example: Confirm catering including but not limited to food items, cutlery, delivery method, etc.  
    • Also confirm event staffing needs and/or volunteers for event day management
  • Coordinate vendor delivery method  (i.e. picked up at what time, dropped off at what time, set up, etc.)
  • Manage vendor communications pre, during and post-event (A new feature coming to Vendorspace next month!)

Create Event Brand Kit: “What does your event look like?

  • Create event look and feel with an event logo from our event market
  • Create flyers for each city, sponsorship deck, social media ad templates and event handouts (i.e. program booklet, way finder, etc.)  when applicable
  • Create merchandise designs

Set Up Marketing Campaigns: “How will you automate event marketing?”

  • Work with your marketing team to begin traditional marketing (i.e. street promotions, flyer distribution and social media blasts)
  • Leverage social capital by partnering with brands that compliment the event for promotion
  • Work with media outlets (i.e. radios, blogs, tvs, etc) to announce event
  • Set up campaign content in email management system
  • Schedule emails and social media content for event duration

Event Day Management: “How are you managing the event schedule?” 

  • Manage day of logistics for the event; including but not limited to:
    • Set up
    • Decorations
    • AV Testing/Soundcheck
    • Delivery & Pick ups
    • Registration
    • Stage Management (control flow of show)
    • Breakdown
  • Delegate above tasks to staff and volunteers

Post Event Management: “How do you keep in touch with attendees?”

  • Thank you notes to participants and vendors to nurture long-term relationships
  • Share event recap and photos with media outlets 

This system will give you a good foundation for building events. What else would you add to your event system?

Meet Our Vendors: YummY’s Funnel Cakes

The world is full of unique vendors, especially Atlanta! Every week, we’ve decided to highlight some of our favorite vendors right here in the city. Doesn’t matter the size of your event, these are people you should know — they’ll definitely make your next event one to remember!

This week, we’re highlighting YummY’s Funnel Cakes. The fact that we don’t have to wait for a carnival to get our hands on these yummy treats makes them our favorite food truck right now! Check out our interview below:

What’s your name? What’s the name of your business?

My name is Keyania Richardson, I’m the owner of YummY’s Funnel Cakes Food Truck


When did you decide to become a full-time vendor?

I decided to become a full-time vendor in May of 2015

Name one thing you love about vending and one thing you hate about vending.

One thing I love about vending is having customers come to my window with so much excitement because they’re about to have something that they love. One thing I hate is the winter season when vending days slow down because of the weather.

What has been your favorite event so far?

My favorite event thus far has been the concerts at Cellaris Amphitheater at Lakewood. Not only did we get to serve 1000’s of customers, we got to hear some of my favorite artist preform.

What’s your dream event to vend at?

My dream event involves tons of happy people and music. Vending at an event like Coachella would be a dream!

Where can we find you? (website, social media, next event, etc.)

YummY’s Funnel Cakes Food Truck can be found at: yummysfunnelcakes.com or instagram.com/yummysfunnelcakes

For Booking: facebook.com/yummysfunnelcakes

You can find us at YOUR event, book us today!

Catch them around the city at an event near you! Trust me, you’ll thank us later!

Three Event Hacks to Save Money on Your Next Event

Events can be expensive. When you’re aiming to please, there’s nothing you won’t consider for your guest experience. But the price that comes with it will make you think twice.

However, there is a way to be creative and save money. Here’s 3 hacks to try for your next event:

Cancel decorations and book an art vendor.

Traditional decorations are cute but you can elevate your event experience by working with an art vendor to transform your space into an art gallery. Strategically place pieces around the venue to give a high end vibe to your event. Best part, its a win-win situation. The vendor gets to display and sell their work.

Turn your buffet into tasting stations.

Let’s face it, a buffet or even plated dinners can be a waste sometimes. Skip the heavy 4-course meals and opt for small plates with samples from your favorite food vendors. You’ll literally cut your catering budget in half. (L-I-T-E-R-A-L-L-Y!)

Use “unavailable” space for your venue.

Dont tell them you heard it from us but it is possible to get really cheap space for your next event. With a little research, you’d be surprised to know you can rent abandoned warehouses or spaces for sale. Create a new ambiance for guests with a rustic, vintage vibe. If that doesn’t workout for you, try our friends at Peerspace for affordable venues. You can definitely save a buck or two with them as well.

What are some hacks you’ve tried that worked?