Finding Pitching & Keeping Sponsors

For many event organizers, event sponsors are a major source of revenue that can be the difference between a profitable event and one that is a true money pit.

Step 1: Finding The Right Event Sponsors

• Before you begin searching for the perfect sponsor, you’ve got to know what a great sponsor actually looks like. To do that, you must first define the purpose or vision associated with your event. 
• Once you understand the vision of your event, you should try to find sponsors that share that vision. 
• Read industry publications and look for sponsored content, or ads on these websites. Companies that choose to invest in niche media outlets are likely to be interested in sponsoring your event as well.

Step 2: Pitching A Potential Sponsor

• Once you’ve identified a few ideal sponsor companies, it’s time to master the art of cold outreach. Find decision makers in Marketing or PR departments and send them a short email asking if they have a few minutes to talk over the phone. Present a few interesting pieces of data to wet their appetite.
• Presenting demographic information like this lets the recipient know that you’ve taken the time to understand their business goals, and that your conference has the potential to provide real value to the company.
• After securing time to talk over the phone or in person, it’s critical that you gather any other data that supports your claim that a sponsorship opportunity will serve the company in question.

It’s also advisable to come with a clear promotion plan that demonstrates exactly how you intend to promote the sponsor before, during and after the event.

Step 3: Keeping An Event Sponsor

• The most valuable sponsorships are long standing ones. It’s important that you try to maintain a great relationship with sponsors after an event has concluded, after all, you’ll most likely want the company to sponsor future events.
• A great way to maintain long lasting sponsorships is by keeping them involved in the event planning process, and presenting them with a post event debrief.
• During the event, be sure to come up with a sponsorship promotion plan taking their collaboration into account. Coming with a rough plan and asking for their feedback is a great way to go about this
• After the event, compile key metrics indicating the value your event provided the sponsor. Information about the number of people who visited their profile on your event website, or networking app could be a good start. Also include data about the potential sponsorship reach, and tie that into demographic information of attendees.

FOMO- Fear of Missing Out

FOMO or Fear of Missing Out is the anxiety we get when we think we are being left out of an amazing experience. FOMO is a major drive for your prospective attendees, and one that you can easily capitalize on in our social media-driven, shareable world.

All event planners want to inflict this experience on customers

WIFI at events... Why?

It is now trending for event planners to provide WIFI connection during events:

At professional evets/workshops- attendees as well as presenters look forward to having wifi available for ease of browsing and accessing information.

At party events - Promoters encourage social media posts using #harshtags to promote events while in progress.

Choosing the Right Dj

Why is it important to have the right DJ for your event?

... to ensure your event has that great buzz and is filled with lots of vibes from start to finish. There are some events that come once in a life time. For example, engagement parties, wedding receptions, christenings, and birthday parties for both kids and adults, as it’s important to have good memories of such events.

Some Few tips on having the right DJ for your event.

• professional, entertaining, and reliable and should have some form of experience based on the event that needs to be covered.· 
• Despite the vast collection of music a DJ might have, it is very important for the DJ to recommend a PLAYLIST for the choice of songs and the style of music required at the event. This must be submitted in time so the DJ can check his or her music collection and make sure all the playlists are available for the occasion.·
• Punctuality is very important and it tells a lot about the DJ if he or she is late in getting to an event.
• A good DJ must put great importance to your event and have that vision on how to entertain your guests. 
• If you have never been to an event wher this DJ hs played before, you can request a sampled mixed cd or if the DJ has got download links which he or she can recommend.

Don’t get our event twisted with boring music or mixed tunes, give your event an atmosphere of fun with good entertaining music, by choosing the right DJ for your occasion.

Top DJ's in 868:

• Artists Team
• Private Ryan
• Lord Hype
• Nuephporic

Dress Codes in the 868

Black Tie

Black tie - formal. Women wear long evening or cocktail dresses or dressy evening separates. Men wear traditional tuxedos with formal white shirt, black bow tie, and black cummerbund. Men may also choose to add their own flair to their tux by wearing a traditional style tie (silver or gold) or colored bow ties and cummerbunds.

Casual- anything goes, but please be tasteful, no holes, tears or paint spots.

Cocktail attire- short, elegant dresses or dressy pantsuits for her and dark suits for him.

All white - wear all white; such as white dress or pantsuit for her or white shirt and slacks for him, however remember depending on the time of event will determine how dressy the occasion.

Creative black tie- allows for personality influences in your formal wear. Men can go with a more modern tuxedo - maybe a black shirt, no tie. Women can wear long or short dresses or separates (maybe a long lace or sequined skirt with a sleek blouse).

Dressy casual- no jeans or shorts. A cocktail-length dress for the ladies and your standard khakis with a button-down shirt and tie for the guys... no jacket required. This attire is similar to business casual, but a bit

Cocktail Attire

Nightclub Chic

Sophisticated Resort wear

dressier.

Formal - same as Black Tie. If your host is especially trendy, men may wear a black shirt, no tie with a tuxedo. Tradition, however, requires that men wear the standard tuxedo and women wear long cocktail dresses or dressy evening separates.

Informal  - same as casual, however, when the event is associated with a wedding or another special occasion, some form of decorum and respect should prevail. A dress for her or a nice pair of slacks and a shirt for him are informal, but respectful of the event.

Nightclub chic -  nothing other than black and sleek.

Semi-formal is the trickiest of all dress codes. An evening event (after 6:00 pm) would still require a dark suit for men and a cocktail dress for women. Daytime semi formal events mean a suit for him and an appropriate short dress or dressy suit for her.

Sophisticated Resort wear  - upscale sundress for her and subtly colored linen trousers for him.


Theme or festive attire  - please find appropriate attire to go with the event theme.

White tie -  ultra-formal. Women wear only long gowns & gloves are often worn.  Men wear a black coat with tails and white pique vest. This is worn over a white formal shirt with white pique bow tie and black patent leather shoes.

Please remember; It is always better to be over dressed than under dressed...

5 things event planners do not want to forget...

In case of Emergencies, you always want to have these five items on hand:
Cellphone and charger
Laptop/ Tablet and charger
Duct tape
Scissors
List of all Suppliers and Guest attending event.




 

Secure Parking

These may seem like the small things but they can escalate into large issues if not taken care of properly. Traffic flow and parking all contribute to the safety of your attendees and clear signage can help ensure that everyone knows where to go.