Recently, one of my clients shared her event experience with me. Last year she hosted an event that was part charity, part learning. She had no problem filling it up, since lots of people jumped on board to help her promote it. She had speakers and the event was by all means successful on the outside.
However, she told me that she couldn’t believe how much work it was, even though she outsourced a lot to her virtual assistant. She had to keep track of the speakers and nag them to get their pictures and bios in. She also had to keep in constant contact with the venue, and the set up still wasn’t what it was supposed to be. After the event, she fell in bed and couldn’t get up for three days.
You may be shocked and think that that is the exception to the rule. However, it’s not. Planning an event is a big job. And if you are the on stage expert who is teaching the seminar, you have to concentrate on your content, not if the chairs are set up a certain way and if the water station is in the right place.
So what do you need to focus on?
If you are serious about hosting a multi-day seminar that will guarantee you six figures or more, you will need a dependable guide to take that journey with you. You will need a mentor to keep you from making costly mistakes and one that can help you create multiple revenue streams to generate winning results. You need to focus on the big picture, the content, your offer and the marketing. A mentor that specializes in seminars can help with all that.
What do you outsource?
Everything else. Seriously, that is the short answer.
Site selection. Have someone else do research for you to secure a venue. Also, you do not want to negotiate your venue contract yourself. Although you want to do a site visit to get the lay of the land and make sure that the venue is a good fit, let the professionals negotiate. They know all the secrets and can literally save you thousands of dollars.
Coordinating vendors, such as the venue, audiovisual contractors, the décor and staging companies, photography and any others that may apply at your event.. For your event to run smoothly, it is critical that everyone is on the same page. Your event manager can achieve that through regular communications with them through the event specifications.
Speaker management. You can invite your speakers and ask them to join your event. After that, it should be hands off. Chasing them to get the information from them is not something you should be concerned with. Have someone coordinate with your speakers and make sure that all the information you need, such as their topic, offer and order form are in house by your deadline.
Onsite event management, so that you can focus on the content and sharing your brilliance with your attendees. You do not have to worry about the temperature in the room or if the hotel staff is going to bring an extra table, or when the water station will be replenished.
Yes, some of this you can outsource to your virtual assistant. I am a big fan of their profession. But for the nitty gritty event details, you should use a proven professional. You need to be able to rely on someone who has done it many times before and will not get overwhelmed by all the details.
By the way, my client confessed to me that if she hadn’t gone through her experience, she would still be delusional that she could do it herself. Do you suffer from the same delusion?
If you are ready for your own Six Figure Seminar Journey, I have a unique program that includes the event mentoring that will get you to six figures or more with your event, as well as the end to end planning and execution.
As you might imagine, I only have a very limited number of clients I can take on per year. In fact, I have it limited to only 4 per year. I do have availability right now, so I want to give you, my subscribers, the first opportunity to see if it is a fit for you. Contact me if you are interested and I will send you more information and an application.