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Simplify Event Planning With These Top 3 Event Management Apps

Simplify Event Planning With These Top 3 Event Management Apps

Although we aren’t a full event management company ourselves, we work closely with event management professionals all the time. We understand it can be daunting to hit all the bases and keep everything on track when planning.

We’re talking about the top 3 event management apps today to help our colleagues stay organized because it helps you and all of your vendors as well!

The more you streamline your process, the more attention you can give to small details that make a big difference.

Top 3 Event Management Apps: What Is An Event Management App?

Event management software helps professionals organize events, stick to their timeline, and interact with donors and attendees. These apps including some marketing features and help schedule all of the things event planning entails.

They’re a great idea because they take so much pressure off you and your team. They truly prove that automation doesn’t have to be intimidating and isn’t the enemy. Instead, it frees up your time to show all the qualities you have that sets you apart from other planners.

Top 3 Event Management Apps: Whova

Whova is an award-winning app that stands out as one of the most comprehensive on the market. It will help you with management, registration, marketing and communicating with your attendees.

This software helps you create a digital world that your attendees interact with. You provide real-time information, polls to crowdsource information, and can even interact with speakers. All of your communication is organized in one place and it keeps you paperless.

Top 3 Event Management Apps: Monday

If you’re more concerned with keeping your team organized and on track than marketing, Monday is suited to these needs. This event management software is heavily geared toward project management. It excels at streamlining communication and creating a blueprint for what needs to happen when.

Additionally, it’s easy to look back and see the entire timeline of your event planning.

Top 3 Event Management Apps: Cvent

While Cvent is a bit of a budget buster and best suited for people already experienced with event planning apps, it’s functionality is excellent. It takes automation to the next level, truly tailored to helping event planners check essential steps like finding a venue and handling online registration right off their list.

Top 3 Event Management Apps: Free And Low-Cost Options

If you just can’t spring for any of the tools above, both Asana and Trello offer pretty good functionality from a team management and timeline management standpoint. Neither are specifically geared toward event planning, but both are easy to use.

If you just need a collaborative digital space to plan and set deadlines, these tools will help. You won’t believe how they free up your email inbox and save you time.

Depending on the size of your team and your needs, you can choose from either free or paid versions of each.

Top 3 Event Management Apps: Communicating With Vendors

If you use any of these tools in your event planning, offer access to your vendors! This is an amazing way to keep everyone apprised of the overall progress of the event. You can often set parameters for what each team member can see and change so you only give updates to the people who need them.

Top 3 Event Management Apps: Share Your Experience

Have you used any of these apps to organize your events? We would love to hear from you in the comments below. Make sure to share any apps we missed as well.

 

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Let’s Talk About Production Budgets: Demystifying The Money Conversation ​

Let’s Talk About Production Budgets

I think we can all agree about one thing to start with: talking money makes people uncomfortable. While some large corporations have unlimited budgets, we find that many event professionals aren’t sure how to talk turkey when it comes to production budgets. This conversation becomes even more difficult when it comes to weddings or private parties.

Unfortunately, budget discussions are one of the most vital communications you’ll have with your production team. Because we believe comfort breeds honesty, we want to demystify the situation and help you feel free to express yourself.

The bottom line is that we want to work with you. We want to provide you with awesome services at a price that fits your constraints. Furthermore, we’re realistic and know that there is only so much that you can stretch your budget to fit your dreams.

While we can’t always meet in the middle, that’s our goal. Don’t be afraid to negotiate and tell us what you need! To that end, let’s get into some detail.

Production Budgets: I’m On A Tight Budget

These words don’t poison our relationship. Instead, they’re extremely important! The sooner we know the parameters of your budget, the quicker we can get you a meaningful initial quote. If you’re looking for whatever you can squeeze out of your strained wallet, something in the middle of the price scale, or a sky is the limit premium experience, just tell your vendor!

Production Budgets: Initial Budgets And Negotiations

We’ve experienced a lot of clients who run for the hills as soon as they see an initial quote and that makes us sad for both us and you! We create our first quote with the information you give us and if we’ve missed the mark by a huge margin, just tell us.

There is usually some wiggle room in the quote. For instance, we can work with you to remove some equipment to bring the price down for you. There are also sometimes seasonal discounts available. First-time customer and non-profit discounts are also something we can explore.

The important thing is to communicate openly and directly. It’s unrealistic to assume everyone will be blissfully happy with the first quote. That’s just a starting point and opportunity to target our services to what you need.

Production Budgets: Being Clear And Direct Is Nice

Sometimes it doesn’t feel nice to bluntly ask for exactly what you want, but it saves everyone time! We won’t take offense and neither should any vendor worth their salt. For instance, telling your vendor that you need a ‘sound system’ is quite different than specifically saying you need 4 speakers and 2 subwoofers.

The better you can articulate what you want, the more accurate the quote will be. If you’re not sure, then ask the vendor about different options. Most vendors will be happy to provide different packages at different price points.

Production Budgets: Embrace Modular Quotes

A modular quote is a web page where you can select or deselect items to update the quoted price in real time. Professional vendors will be able to provide you with a high tech quote that gives YOU the ability to control the pricing and item selection in your quote.

Production Budgets: Be Realistic

Don’t be surprised if things are expensive! Bear in mind that vendors have to provide trucks, staff, insurance, maintain equipment and do many other things to support your event besides just showing up with a couple of speakers. Make sure to get several quotes from a few vendors so you can get an idea of the price and market.

Production Budgets: You Get What You Pay For

To expand on the point above, quality work will cost more money! Usually the cheapest quote is not going to be the best – or even satisfactory. We usually advise our clients to aim somewhere in the middle. The lowest priced quote will often be unreliable equipment, staff and other headaches that will make your event a pain to manage.

Good, high-quality companies will charge a little bit more but you’ll see the payoff in their professionalism, charm, and your event’s success. It’s usually worth it to invest a little bit more in a high-quality vendor! Maybe, by communicating with them, you can shave off some corners and still arrive at a price everyone feels good about.

Production Budgets: We’re On Your Side!

We hope this short article helps you feel more comfortable about discussing your budget and needs with your production vendor. You can apply these tips to most vendors you work with, regardless of their field.

Our goal is to provide you with the best services your budget allows.

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How To Brainstorm Fresh Ideas For Events: Inventing Wow Factors

How To Brainstorm Fresh Ideas For Events: Inventing Wow Factors

Whether you’re slightly stuck on how to plan your first event or feeling the burn out as a busy event professional, wow factors matter. Once you have the essential structures taken care of, you’ll want to spend time inventing a way to set your event apart.

You can accomplish that in several ways and we are here today to fire up your inspiration. This quick read will hopefully get your creative juices flowing!

Find Fresh Ideas For Events: Work With Vendors With A Reputation For Excellence

No man or woman is an island. Holding a successful event takes a team and each member of that team has insight that the others may lack. This is one reason that choosing vendors with stellar reputations is crucial.

When you select a professional vendor for your event, they have experience that breeds insight. Maybe they’ve seen the fun a photo booth can bring to a corporate event. Perhaps they know about a killer rental company with the most amazing seating arrangements for a steal. You won’t know unless you pick a leader in the field and foster an open, communicative relationship with them.

If you aren’t sure how to find these types of vendors, ask your colleagues, your venue, or even use online review systems like Yelp to narrow your search.

Find Fresh Ideas For Events: Go Beyond The First Page Of Google

While the idea behind Google’s ranking system is to give you the most accurate results for your query, sometimes it delivers the most popular results. That leaves you with the exact same ideas as everyone else who searches.

When you’re hunting for event planning inspiration, don’t be afraid to skip the first page of results. After all, you want bold ideas that are fresh. There could be something really special lurking a little further down the search page. This is a good area to be a trendsetter in.

Find Fresh Ideas For Events: Attend Events Yourself

Do you have the time and budget to attend a few local events yourself while you’re planning? This is an awesome way to get ideas! Event planners can regularly sneak in a few here and there- many are even low cost or free.

Don’t be afraid to take notes while you’re there and feel free to take contact info from vendors you see doing a great job. You can follow the event on social media to see how they campaign, too.

If you are planning your own wedding, you can still try this tactic. Ask the venue if there are any events coming up that are open to the public. For instance, wine tastings, silent auctions and charity events give you an opportunity to see how the venue ‘works’ in person and pick up all kinds of valuable tips from other planners.

Find Fresh Ideas For Events: Take A Tip From Marketers: Imagine You’re An Attendee

Marketers often create something called a customer persona or ‘ideal avatar’ to help them get inside the minds of their target audience. You can modify this tactic for your event as well.

Make a list of the types of people who will attend. For instance, “Professional Women In Their 30s” could be one group. Another could be “The Groom’s Family.”

Now, brainstorm separate interests these people have. Sure, you’ll be doing some guessing but it’s a more educated guess than a shot in the dark. Hopefully, you’ll see some patterns or easy ways to incorporate a few things from each persona that your guests will remember for months, if not years, to come.

If you’re really stuck, don’t forget what a valuable resource crowdsourcing can be! Your potential attendees can give you their own ideas for events- ones they’re likely to enjoy.

 

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Lighting And Sound Technicians For Church And Worship Events

Lighting And Sound Technicians For Church And Worship Events

The face of worship is changing along with the world around us. Every day, we speak with more clients from churches who need lighting and sound technicians for their services and worship events. There are some unique challenges to consider here, and we want to address them. We also hope to reassure you that our professional team is equipped to handle these challenges. We absolutely love working with churches and relish being a part of spreading the message of love and community that they hold dear.

What should you look for when choosing lighting and sound technicians for church and worship events?

Lighting And Sound Technicians For Church And Worship Events Must Be Professional

Being professional in this context includes respecting your worship program and your congregants. Running light and sound during worship or at church events is just as important as production for other clients. It involves many of the same technical tools and must be treated with the same level of care. We understand that many places of worship incorporate live music, multimedia presentations and even live streaming capability. It is a show like any other and we show up ready to take your service to the next level.

Additionally, technicians should be reverent and respectful during your services. Take the time to discuss this with the team you hire so both you and they know exactly what you expect.

Because we take great care with the lessons you share, we minimize distractions, malfunctions and simple misunderstandings created by a lack of cohesion between your media and your message. We will get on your level and strive to deliver a seamless media experience during your service.

Should Lighting And Sound Technicians For Church And Worship Events Be Believers?

The short answer is no, but you may find that its a bonus if they are! Several members of our team are active in their churches and open to the importance of faith. We hold a great respect for the role that worship plays in the lives of your attendees. This helps us act accordingly in your house of worship at all times. We also like to think it brings a little something special to how we showcase your message.

What Kind Of Experience Is Necessary For Lighting And Sound Technicians For Church And Worship Events?

If you simply need some simple sound amplification and the ability to project images onto a screen during service, we can deliver. In addition to this experience, we mix live sound for music events and handle corporate presentations. All of this experience comes into play during the multimedia church services of today.

In-House Lighting And Sound Technicians For Church And Worship Events Or Contractors

If your church lacks the necessary budget for in-house technicians, you may fear you will lose the special touch that a long-term professional relationship brings. That isn’t always the case, however. We believe in forming real connections with our clients whenever possible and that repeat jobs are a huge part of our business.

In this way, we believe we provide the best of both worlds. We bring a wealth of experience from working with clients in all walks of life in addition to providing sound, lights, and media for many local churches of varying denominations.

Additionally, renting equipment from us keeps your costs down and lets you choose what you need when you need it. If you aren’t sure about any part of the technical side of things, we can reassure you with the information you need.

Need Lighting And Sound Technicians For Church And Worship Events Who’ll Treat Your Service Like A Full-Scale Production?

We bring the best parts of an arena music performance to your members and can easily scale this to your specific needs. We hope you’ll reach out to explore the potential for a long-term relationship with Diamond Sonic! Want to see references? We can provide them at your request.

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The Power Of Video Marketing On Social Media For Your Business

The Power Of Video Marketing On Social Media For Your Business

We get a lot of questions from people about video marketing for their business on social media. While we are not a social media management company, we can help you create powerful visual content to provide valuable content as a part of your inbound marketing strategy. This increases your online authority and warms up your potential market. That means they are more likely to choose you when they need the services you provide because of their positive association with you.

Video marketing is the wave of the future, but many are intimidated by a lack of skill in this area. If you have a marketing budget and access to video professionals like the Diamond Sonic team, you could realize a return on your investment through the power of video.

What Is Inbound Marketing And How Does Video Marketing On Social Media Fit In?

Simply put, inbound marketing is a part of your strategy that costs very little and exists to provide value to your audience. This is important because, without a reputation, you are just one of a sea of businesses competing for the same market. By offering valuable content to your audience, you develop brand loyalty, trust, and name recognition.

It is well established that it is easier to convert a warm market into a sale than approaching potential customers cold. Inbound marketing focuses on what you provide your customers for free instead of driving sales through conventional hard-sell methods.

How Video Marketing On Social Media Works

If you are not already convinced that video marketing works, here are some hard and fast statistics.

Video generates 1200% more shares on social media than photos and text combined. Facebook users alone watch an incredible 100 million hours of video. Furthermore, platforms that automatically stream your videos deliver content to users effortlessly. All you have to do is grab their attention in the first few seconds and they are receiving your message.

This is powerful because people in your network will consume your content and probably share it with others. This is absolutely free promotion for you and also boosts your engagement online.

Additionally, video is a format that appeals to almost every potential customer no matter what your business is. Whether you sell a product, are an influencer, or even offer a community service, video can make a big difference.

Your social media strategy is only as good as the content that drives it. It is worth spending some resources on such a valuable piece of your marketing plan. Think of what it will save you in conventional advertising.

However, we are not here to convince you that video is the right choice. We want to show you how we can help you turn your ideas into a living, breathing piece of content that speaks directly to your audience.

The Best Practices For Video Marketing On Social Media

Diamond Sonic is up to date on the best practices for video marketing and we will ensure your final product meets these criteria!

Proper Length

Videos that last 30 to 60 seconds are not only palatable for your audience, but they also work across platforms. Share videos we create on social media directly, or upload them to YouTube and share the links. Remember that platforms like Instagram will auto play your videos if you upload them directly. Length matters and we can deliver the right format and length so posting is a no-brainer for you or your social media team.

Proper Editing

While raw, unedited videos do have a place in your social media strategy, the presentation also counts. If your videos are professionally edited you can express your message concisely. A professionally edited video also increases your brand authority. People will notice the difference!

The Right Orientation

We have all of the best equipment to shoot your videos in the right way. That means avoiding the faux pas of portrait orientation and opting for landscape instead. We can insert B Roll footage and music as well as properly zoom in on your subject matter. Lighting makes a difference as well and we have you covered there too.

The Right Concept

You can provide us with a detailed script or a broad concept and we will take you the rest of the way. If you need some help creating your script, let us know! We have relationships with freelance content creators who would be happy to help turn your ideas into a strong script that expresses your message. Here is a pro tip to consider as well. If you have a blog, it is easy to turn a popular post into an explainer video that makes it effortless for your audience to receive your message.

Contact Us Today To Discuss Video Marketing On Social Media

If you would like to learn more about our video production services drop us an email or give us a call. We love unlocking the power of social media videos for clients all over the world!

 

 

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How Important Is DJ Insurance: The Risks Of Hiring An Uninsured DJ

How Important Is DJ Insurance: The Risks Of Hiring An Uninsured DJ

Insurance doesn’t sound that fun, but it’s an essential part of your successful party or event. If your DJ and lighting professionals aren’t insured, you’re at risk for serious liability.

This information applies to business functions as well as weddings, and private events. Additionally, we’re focusing on DJs, but your photographers, videographers, and other event vendors should also carry insurance!

DJ Insurance: Are All DJs Insured?

Unfortunately, the answer to this question is no. You can’t assume your DJ is insured because there are a number of reasons they may not carry insurance. First of all, many very competent DJs primarily perform in bars, venues, and nightclubs that already carry their own insurance policies. In this case, they may not need their own additional coverage.

If these types of DJs start transitioning into corporate events and weddings, they could lack vital insurance and not even know it.

This is an excellent reason you should ask your event vendors about their experience in detail. Opt for professionals with experience that relates to your event. Has this DJ done many weddings? Are they comfortable with corporate environments? These are important things to know because they impact how attentive you need to be versus letting your seasoned professional vendor take the lead.

DJ Insurance: Uninsured And Underinsured DJs And Potential Liability

Frankly, it is an enormous liability to work with an inadequately insured DJ. While your event could go start to finish with zero problems, there is always a chance the sound or lighting equipment could injure one of your guests. Personal injury claims result in lawsuits and while that’s usually where insurance kicks in. If your DJ is uninsured you could be at risk.

Prevention is far better than remedy in this kind of situation.

DJ Insurance: Uninsured And Underinsured DJs And Venue Problems

Although less serious than a lawsuit, there is another potential risk you face if you work with an uninsured DJ. If your venue asks for a Certificate of Insurance from any of your vendors and they can’t provide one, the venue could bar their entry. Because an underinsured DJ puts both you and the venue at risk, many professional locations won’t allow vendors to work an event without proof of proper coverage.

Imagine finding out you have no DJ or lighting hours before your event. Not an ideal situation!

DJ Insurance: Worker’s Comp?

In addition to liability insurance, many venues require proof of Worker’s Comp coverage. This is definitely the case in California where we’re located.

Worker’s Comp insurance safeguards the venue from claims if a vendor hurts themselves during the event. Your venue doesn’t want to be responsible for the medical costs associated with work accidents for 3rd party vendors. For this reason, they may require your vendors to hold and provide proof that they’re adequately insured for liability and comp.

DJ Insurance: The Takeaway Is Insurance Is Vital!

We encounter clients every day that lack this crucial piece of knowledge and it makes a big difference. While we carry ample insurance in every required area, not everyone does. If you’re doing business elsewhere, please make sure you’re protected. Just ask to see proof of insurance from your DJ before booking.

Best of luck with your event! If you need some help, don’t hesitate to reach out to explore our competitive pricing.

 

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Don’t Throw Another Outdoor Event Until You Read This!

Don’t Make This Crucial Mistake With Your Outdoor Event

Planning an outdoor event requires a lot of foresight. You have to understand your guests’ needs, factor in any business that needs to happen and find the right professionals to handle your sound and lighting. There are usually also rentals involved. You’ll need the proper equipment to ensure your outdoor event runs successfully.

Outdoor Event Disaster? – The Most Important Thing Is What You Forgot

Because details are so important with both corporate and social events, the most important thing is sometimes what you forgot. A glaring oversight can derail your otherwise perfectly planned event.

Your sound and lighting professionals can help you with the necessary rentals and give you advice about the equipment you need.

In our experience, one of the most crucially overlooked pieces of equipment for outdoor events is a generator.

Is it the most glamorous party item? Certainly not. It will quickly stand out as the most important thing you forgot, however. It stands between you and the proper power to run all of your other equipment.

Outdoor Event Power: What Is A Generator?

A generator is an external power source that may act as a primary or backup power supply. The one at your outdoor event could take quite a heavy load depending on the number of lights and your sound needs.

A generator … converts mechanical or chemical energy into electrical energy. Generators often use motors, turbines, engines, cranks, pistons, or other sources of mechanical energy. Likewise, generators may use chemicals or other materials that produce electricity when mixed or ignited. Generators do not produce electricity itself, but simply produce a flow of electricity by forcing electrons from an external source to flow through an electrical circuit. Generators are used for a wide variety of purposes and are available in many different forms. – Tech-Faq

As you can see, without a generator as a primary or backup source, you could be left in the silent darkness, without climate control, and with no way to entertain your guests.

Outdoor Event Power: What Is The Right Type Of Generator?

Multi-circuit, inverter-style, pull-behind generators are often the best for events with a DJ. The sound equipment draws too much power for most non-inverter style generators.

A general rule is to choose a generator with twice the power you need. The same goes for the fuel tank. Choose a generator with enough fuel capacity to run your equipment for twice as long as your event runs.

We’re happy to talk with you about the details and specifics as we help you plan the audiovisual portion of your event. We offer event rentals and will give whatever advice we can about any equipment you need to find elsewhere.

If you are booked with another lighting, DJ, videography or photography business, bring the power issue up. Ask them their thoughts on what you need to secure for a successful event.

A Personal Note And Cautionary Tale

This blog is a PSA to help you avoid something that breaks our heart: event planners left in a lurch. We recently experienced a client’s pain during an event when insufficient power really tied our hands. While we felt terrible, there isn’t much we can do to help once the event is underway.

This inspired us to share this tip with all our readers in the hopes that you avoid this potential pitfall. Awareness is the first step!

Please share it with someone who could also use the info.

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How To Create The Wedding Playlist Of Your Dreams

How To Create The Wedding Playlist Of Your Dreams

The ring is rung and the date is set but now you have to plan the reception. One of the first things that come to most couple’s minds is the wedding playlist. While it may seem fun to create your own at first, there are huge benefits to letting a professional handle things.

Even if you do hire a wedding DJ, you’ll have to give them some suggestions. These tips will help you pick the perfect wedding playlist.

Do Not DIY Your Wedding Playlist

The more hands on you are with your wedding music the more you’ll have to work at your own wedding. Ask yourself if you really want to be responsible for set up, tear down and technical troubleshooting on your special day.

If you choose to hire professional wedding DJs, do let them exercise creative license to fill in the blanks around your must-hear songs. Discuss genres of artists and music that you love, specific songs you want to hear, and also supply a detailed account of the order of events. This helps your DJ usher visitors from cocktail hour to dinner and then to the dance floor.

You will likewise want to go over some toasts that could be happening, along with scheduled father-daughter, bride-and-groom, and mother-son dances.

Keep Your Wedding Playlist Eclectic

If you get stuck rounding out your playlist, think about your most treasured guests and the music they enjoy. Let their age guide you- people almost always love hearing songs they remember from growing up!

Consult the charts from each decade and you’ll remember songs you through were just a distant memory. You’ll enjoy watching your guests get excited as these hidden gems pop into the playlist.

Your DJ can help make suggestions here too!

Your Wedding Playlist Timing Is Crucial

During the conversations with your DJ leading up to your wedding, make sure they know about the timing of all of your special moments. They’ll roll with the punches when necessary but can keep a cohesive feel as you move through the reception.

This is particularly helpful when it’s time for dinner and cake. Your DJ can guide your guests from one to the other with an appropriate soundtrack.

Get To Know Your Partner’s Guests

You probably know a lot about your side of the guest list, but your partners’ friends and family also have musical likes and dislikes. Try to find out their favorite songs or artists and let your DJ in on the scoop. A novel way to do this is to ask everyone to send in one song they’d love to hear when they RSVP!

Once Your Wedding Playlist Is In Place, Relax!

Because you hired an expert to run the sound and music at your wedding, you can leave the heavy lifting to them and enjoy your party! It’s a great idea to stay tuned into how guests are reacting to the playlist, but don’t feel like you have to micromanage all of the music.

Your DJ has a lot of experience and knowledge to pull from!

 

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3 Tips To Secure Your Status As An Epic Office Party Planner

3 Tips To Secure Your Status As An Epic Office Party Planner

The holidays are swiftly approaching and we all know that’s office party time. There’s also next year’s summer company gathering to start thinking about. It’s challenging to plan a quality day that your employees and business associates will love.

You have a chance to increase morale and improve team building but have to stay within budgets and consider the safety of your guests.

Here are the top 3 tips we believe lead to every successful office party.

Epic Office Party Tip 1: Say Yes To Themes But Think Outside The Box

Themes are a great way to subtly set the tone for an office party. If you work in a serious profession, a playful theme can help everyone loosen up. Employees with high-pressure jobs can really appreciate a reason to unwind.

Your theme doesn’t have to be silly at all, however. Your event could be focused on something specific to your industry or the act of giving. The possibilities are endless.

Just remember that if you choose a theme that requires costumes, keep things simple so it doesn’t become another thing on everyone’s to-do list.

Epic Office Party Tip 2: Pick An Appropriate Playlist

While your sick 90s jams could be ideal for a high school reunion, an office party may call for something different. Keep your guests in mind and also the level of formality you want to achieve. Music really is the soundtrack to your event and you want it to move your guests and set the tone for the gathering.

Taking requests during the party or even before is a great way to let your guests choose the music they enjoy. If you want to encourage people to dance, your DJ can help make suggestions.

Hiring a band is also an option but it limits the variety and choices your guests have. In this way, DJs are a hidden asset during any kind of event.

Epic Office Party Tip 3: Safety First

Keeping people safe is as important as letting them have fun. Consider designated drivers, discounted rides with a cab company, and make sure food and coffee are available. Maybe a local transport company would even offer a discount to sponsor the party. This is a great way to save your budget, offer a true service to your guests, and help another local business.

Another great way to encourage people to drink responsibly is offering an enticing, non-alcoholic option. Sparkling ciders, spritzers, and mulled drinks can be seasonally appropriate and delicious. Many larger companies even hold their office parties at a hotel so guests can just stay the night.

Epic Office Party Bonus: Extra Special Touches

Once you have your ideal corporate party planned, consider hiring a videographer to preserve the moments. These types of videos are a goldmine for your marketing department and fun for employees to look back on.

Photobooths are another excellent option to boost the fun factor at your next office party.

A few simple finishing touches can take your party from an obligation to something your coworkers look forward to.

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Email Marketing Strategies for Event Promotions

Bonus Event Promotions Content Below!

We teamed up with guest writer, Camille Moore, for an interesting perspective on email marketing for all of you event promoters in the audience. We hope you find some valuable information here to help with your event attendance!

Thanks, Camille!

Leveraging Email Marketing Strategies for Event Promotions

Email is still one of the most effective tools for event marketing. However, you have to do more than just land your emails in the recipients’ inboxes if you want to have success.

You have to focus on email best practices, like segmenting lists, tracking key performance metrics, and sending your messages to a verified email list. Not only that, but you also need to develop an event email marketing strategy and compose emails that will compel readers to action. Here’s how you can successfully use email to market your upcoming event.

Email Marketing Strategies for Event Promotions: Optimize the Sender Name

The sender name can be one of the most significant factors when running an email campaign. According to Campaign Monitor, 68% of Americans decide to open marketing emails based on who sent it. For event emails, you either want to set the sender name as the name of the event or that of the organization holding the event.

Email Marketing Strategies for Event Promotions: Write Compelling Subject Lines

The subject line is another important element for boosting the open rate of event emails. With 35% of recipients saying they will open an email based solely on the subject line, it can have a considerable impact on the success of your campaign.

A good subject line will let the recipient know what the email is about and get them interested in opening it. The following are examples of good subject lines for event emails:

  • Register Today!
  • Get Your Tickets Now!
  • Start Planning for this Year’s [Event Name]
  • Check Out the Event Schedule!

Email Marketing Strategies for Event Promotions: The Body of the Email

Once the recipient opens your email, you want to share content that will encourage them to participate. Images can be a good way to create attractive email content, but you don’t want to overdo it. All images should be relevant, and you don’t want to include so many that it distracts from the text in the email.

The email text is your opportunity to explain the event and sell it to the reader. You should provide basic information about the event and include value propositions. Try and keep this around 150-250 words. If the reader wants to learn more, you can direct them to a website page with more information.

Email Marketing Strategies for Event Promotions: The Email Footer

The footer is at the bottom of the email, and provides another important opportunity to share information. The footer should include the physical address of your organization and additional contact information. If you have social media accounts, you should also include social media buttons. This will offer further opportunities to connect with potential attendees.

It is also smart to include an unsubscribe link in the footer. If a person does not want to receive your emails, it is better to make it easy for them to opt out. Otherwise, it will have a negative impact on your open rate. If recipients really get fed up with seeing your emails, they might even mark them as spam.

Email Marketing Strategies for Event Promotions: Call-to-Action

If you want people to be able to RSVP, register, or buy tickets from the email, you need to include a CTA button that makes taking action easy. Emails with a CTA see a 371% increase in clicks, so this can be an effective way to increase engagement.

When adding a CTA to emails, make sure it is highly visible and test different versions of the CTA button. Furthermore, you should try to stick to just one CTA per email. With multiple CTAs, readers can get confused; they might not take the desired action if there are too many options to choose from.

Email Marketing Strategies for Event Promotions: Send Thank You Emails

Sending thank you emails can be a good way to show appreciation. When people register or buy tickets, let them know that you appreciate them. Along with that, you should also send post-event thank you emails. It might not help with the current campaign, but it is a good way to further your relationship with attendees. Sending these messages could pay off when you promote future events to the same audience.

Designing the perfect event email marketing campaign might not be possible the first time out, but you can use these tips to move in the right direction. With every campaign, you should test your emails, compare different CTAs and subject lines, and use the results to improve your future campaigns.

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