ABCey Presents: Tips for a Smooth Site Selection Process

Site selection for events can be a challenging and tedious process. However, by accomplishing the right steps, you can find the best venue for your client. ABCey has curated a list of tips for a smooth site selection process that we use to pick the perfect venue!

Make an Initial List of Sites

brainstorming - site selection

The first step in our site selection process is doing a general brainstorm of sites that seem to fit the needs of the client. Consider the location, number of guests, and venue-type when compiling the list. Leave no stone unturned and make sure you’re getting a variety of different venues. This makes your client feel like they have options and will show them that you’ve considered everything.

Create a Master Spreadsheet for Your Client

master spreadsheet - site selection

After making an initial list of sites, create a master spreadsheet with a Site Selection tab. This should incorporate all the venues you found and important information about each venue, including pros and cons. For each site, include information on availability, contacts, venue size, location, pricing, and information about the space. Make sure the client can quickly and easily see what the venue has to offer!

Put Together a Style Guide

style guide - site selection

After the master spreadsheet has been shared with your client, it’s helpful to make a style guide with the key information and images for each of your top picks.

Send an RFP to all of Your Top Venues

RFP - site selection

An RFP (request for proposal) allows you to easily communicate your event needs to outside vendors. By sending your RFP to the various venues you’re considering, you can get a clearer idea about the availability and pricing for each site. This will help you narrow down your choices. Here are some tips on creating the perfect RFP!

Set Up a Review With Your Client

Call with a client - site selection

The next step is setting up a time to chat with your client over the phone or in person to go through each venue. From there, you’ll be able to get a better sense of which sites you can eliminate and which ones are worth visiting in-person.

Go on Site Visits to Check Out Top Venues

site visits - site selection

Once you and your client have picked your favorite venues, make sure to visit them in-person. This can help you decide if they’re the right fit for your event. There’s no better way to get a sense of the venue and their ability to meet your needs then to set foot on the actual grounds!

Make Your Final Decision

make final decision - site selection

Hopefully the in-person site visits will help you identify your absolute top venues, so you can decide on the one you want to go with. Once you accomplish this, you can start working on the fun stuff, like figuring out event decor and can move forward with your chosen venue!

Which site selection tips did you find to be most helpful?

Did we miss anything? We’d love to hear from you! Let us know in the comments below or on Facebook or Twitter!


ABCey Presents: Top 5 Event Planning Apps

Smart phone apps have become increasingly beneficial, especially in the event planning industry. There are many apps available now that can help event profs become more efficient in their day-to-day tasks. Here are ABCey’s Top 5 Event Planning Apps that are crucial for staying up to date on all the latest event trends

1. Super Planner

event planning apps technology

This useful app is a great business application tool for the professional event planner, including calculators for venue capacity, staffing, catering, staging, projection and dance floor, as well as useful tips. ($9.99)

2. Boomset 

event planning apps technology

Boomset focuses on event registration. Easily check attendees in with their QR scanner. Event organizers can also use this event app to print badges, or create wristbands. It also has integrations with other event management platforms so that event registration is as painless for organizers as possible. (FREE app) 

3. myParties 

event planning apps technology

“myParties” is simple and extremely easy-to-use event planner app. It lets you organize your party with utmost convenience. You can schedule times, make invitations and have the much-needed control of the bills. (FREE app) 

4. Social Tables

Social tables app event planning

Social Tables is a super efficient check-in tool. It provides a fast, professional and secure alternative to Excel or paper event guest lists. Their web-based app also makes 2D or 3D diagramming and seating charts easier. (FREE app, monthly service pricing)

5. Monefy

Monefy app event planning

Monefy aims to remove all the clutter from tracking expenses. It allows you to view graphs, export data, and sync to Dropbox. The app makes it easy to manage all of your event expenses in one place. Event planning is an on-the-go job, having an app like this is a godsend. ($0.99) 

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What event planning apps do you use? Have you tried any of these apps? Let us know in the comments below or on our Facebook & Twitter pages! 

 

Sources: Social Tables, Bizzabo, iGeeksBlog, Ticketbud 


5 Tips to Successfully Use Instagram for Your Event Business

Instagram has easily become one of the most popular social media apps. In 2016, it’s estimated that 500+ million people use Instagram monthly, 300 million daily, and 58% of Instagram users are 18-29 years old. Why is this important to Event Profs? Because this means Instagram can allow you to reach a larger audience, including millenials! 

There are tons of research on the Instagram usage and the ways businesses can utilize it. Also, it’s important to stay up to date with what’s going on with your instagram account. So ABCey Events has created 5 tips to successfully use Instagram for your event business!


3 iphones with instagram open


1. What to post

First, you need an Instagram account! If you don’t have one, just scroll down to #5 for tips to create the perfect account. Okay, you have an account or just created one, but now what? What do I post? hint: See below to see what types of content to post!

Types of Posts

1.   Have a story: Let your followers feel like they are a part of your business and on the inside of the event action with story-like posts! However, don’t post straight advertisements. Instead, have a variety of images from selfies to video interviews. There is no limit to the content you post!

refinery29 instagram account

 

Similarly, studies suggest users want to experience the story rather than see plain objects. Salesforce found most users liked, “amusing, creative, beautiful, and inspiring” content. So maximize your Instagram reach by captivating images, posting entire event processes, features of event speakers and famous attendees, inspirational quotes, and especially human faces!

 

Instagram collage

 

2.   Relatable posts: Keep followers by posting stuff they can relate to! By fusing scenes and possible scenarios that can happen in everyday life with your products and services, followers can see how useful your products and services are!

https://www.instagram.com/p/0tpeJfAUUf/?taken-by=nike

 

3.   Business posts: Advertise your business by posting your sponsors, events, and brand. Do this by sharing images about your sponsors in colorful and fun photos. Additionally, try to get other users, special guests, and famous people to post/tag/hashtag about your event and company. More and more people are basing their decisions on what they see on social media. Therefore, you can grow your business by having ambassadors give you some exposure!

Instagram Sponsorship

But be careful! No one wants their entire feed filled with obvious advertisements. Learn about event marketing on Instagram below (#4 Instagram for Events).

 


2. Strategic Posting

Previously, we mentioned that Instagram accounts are more successful when the types of posts are different. But here are other things you can do to boost likes, follows, and comments!

1.   Editing your posts: Studies have found what specific aspects of a post make them more popular. They found more people like photos with the Mayfair filter! Also, the 2nd and 3rd most liked filtered photos are #nofilter and Inkwell, respectively. In addition, you’re more likely to get likes on images that are brighter with a single dominant color, especially blue, and background space than others! Don’t forget to use Geographical locations and connect with users by a shared location. Check out Curalate’s full study for more tips.

 

What makes a perfect Instagram Photo with more likes info

2.   Posting times: Don’t pester and annoy followers! If  you are posting multiple times a day, spread them out. However, most studies suggest posting only 5-7 times throughout the week. Specifically, your best bet is to get the most likes by posting on Wednesday from 5-6pm! Additionally, don’t stress about posting right on time and schedule posts with apps like Hootsuite and Schedugram. 


3. Gain followers, grow your business

1.   Instagram interaction: By interacting with users, you’re sure to gain and keep followers! First off, you can simply ask questions and inviting captions that lead people to comment. From re-gramming someone’s post related to your business/event, tagging companies, responding to comments, commenting on and liking posts, and giving shout outs to your loyal followers, show your followers you care and value their support!

 

starbucks regramming on instagram

 

2.   Spoil your followers: Reward your followers well by posting announcements, contests, and special offers! You can have them follow, like photos, comment, hashtag, and tag your account to be entered to win prizes and special offers! This encourages people to follow you, as they will be the first to see when you are holding contests. Now you have followers promoting your event and business to others!

 

Birchbox Instagram Contest

 


4. Instagram for Events

Now, for all you event profs, we have Instagram tricks to make your next event a success!

1.   #Hashtag: Make sure you use hashtags to help people discover your Instagram. Use both specific hashtags  and popular hashtags so people can find your event/company easily!  One study found that interactions increased with 11 hashtags, but most studies suggested using 5-10 hashtags. If your choose to include many, hide them by commenting your hashtags or hiding them many lines below your main caption.  This way followers don’t get annoyed seeing them!

San Francisco Mint Instagram with hashtags

 

2.   The Event: You can use Instagram to entertain your attendees and market your next event! Encourage users to post images and include your event specific hashtag in the caption. Then, companies like instafeedlive, will display them on screens around the event, making your guests feel special!

instagram live with hashtag

 

In addition, by simply using your event hashtag, your guests can leave your event with memorabilia! Printers, like Photoboxx and Luster, scan Instagram for your event hashtag and print the images out instantly. Also, you can allow guests to print a postcard and polaroid picture when they hashtag their photos! Learn more about them here. So give your event and company immediate publicity and get these tools at your next event!

 

Luster Hashtag Instagram Printer

3.   Event hype: When showing the story of your event, there are tons of things to capture! Post about the event before, during, and after to keep the event fresh in your follower’s minds. First get them excited with behind the scene images of the venue set up with your event team hard at work! Moreover, use Instagram to not only remind followers when tickets go on sale, but also hype up attendees with event fliers and countdown day photos. This makes them feel like they are right in the middle of the everything happening at the event!

Pepsi Instagram

Coachella Instagram photo

 


5. Creating Perfect Profile

Your profile is extremely important as it’s how they judge your account! Therefore, you need to be sure that your Instagram looks like something they should follow.

1.   Your Bio: First, create a bio description that is short, fun, and interesting. But it still needs to say your business name or who you are, what your business does, and make it unique!

2.   Get them to your website: If you didn’t know, links on your photo captions don’t work. Thus, the only link to get people to your website is in your bio. So make sure you include your website link, and any other informative names you want people to search and find you by (ex: Event Planner).

instagram's instagram account

 

3.   First impression/Profile pic: Along with photos and your bio, users see your profile picture first. Get a good quality photo of your logo or a picture that represents your company to bring in more followers! 

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How are you going to use Instagram at your next event? Tell use in the comments below or on Facebook and Twitter. Also, follow us on Instagram!


Startup Monday: No more hunting with Product Hunt

Startup Monday is ABCey’s weekly post that features some of the best and brightest companies in the Bay Area. They are often companies that we have our eye on, or have worked with in the past & would like to share with friends and followers of ABCey Events! In today’s Startup Monday, we highlight Product Hunt, a new way to discover tech!


Are you a tech junkie? This can be trying to discover new technologies most days and seeing what other new products come out the next! These products can be anything from books, podcasts, and games. So, if that sounds like you, ABCey Events has found the website to cater to your tech needs. Instead of searching endlessly on the web, meet the new social media of tech, Product Hunt! This website and app gives you the latest, up and coming tech just for you. We know how busy event profs can get, so save time with thanks to this great company!

Product Hunt picture frames facebook cover

Upvote

Product Hunt helps you discover new tech content. And soon it will be your next favorite thing! Specifically, the best part of this is that there are upvote buttons that help push tech to the top of the list.  This makes it easier for you to find the most popular tech. Now, event profs easily can see which tech will be the next big thing!

Product Hunt Upvote page

Collections

If you’re ready for loads of tech finds, check out the collections section of Product Hunt. These collections are a heap of grouped products that you love and want to share! With this great feature, you can see what others have collected or start a collection yourself!

Product Hunt Collections

More of what Product Hunt has to include!

Plus, Product Hunt is more social than you think. Product Hunt encourages live chats, shopping, and meetups. So get out there! What are you waiting for? This is a great opportunity to meet new people with the same interests as you and explore new material too! Moreover, Product Hunt provides their own blogs, tips and podcasts. Stay tuned, because you don’t want to miss out!

Product Hunt Shop

So if you plan to use Product Hunt to discover new tech, let us know in the comments below or on Facebook and Twitter!


Best Practices in Leveraging Social Media to Expand your Network

As event planners, we are constantly interacting with large networks of professionals and meeting different influencers. If you’re a professional of any kind, you’ve likely had to walk the fine line between seeming desperate and building a healthy network. Luckily, leveraging the right social media tools will help you connect with the contacts you have made, without being intrusive. Here are some tips we’ve put together on how to best use social media to help expand your network!

Career

 

1. Identify Your Target Influencers:

Try focusing on connecting with people in a profession that’s relevant to yours. This way, you won’t waste your time on people that don’t have an impact to your business anyway. You might find your target influencers on social media or industry events. so take a peek at industry publications or get recommendations from your colleagues.

Twitter Page

 

2. Use Twitter:

Most accounts on Twitter are public and therefore easy to find. Look up your target influencers and send them a tweet. Fully exploit your 140 characters. The more personality you give your tweet, the more chance they reply!

3. Use Linkedin:

Linkedin is the biggest online network of professionals. Sometimes, it is not possible to “connect” directly to a person if you don’t know them personally. In this case, you can easily join a group that your target influencer is part of and participate in discussions to call to their attention. You can also send connection requests using the group, which doesn’t make you seem like a stalker!

Writing Email

 

4. Write a Personal Email:

Email addresses are often challenging to find, but if you have actually located an email address, write a message – but make sure to keep it short. Illustrate exactly what you want and get to the point quickly. Including that you like your influencers’ work or point of view is a great way to obtain their attention. This way they can see that you’re genuinely interested in them and they would be more are likely to share perspectives and advises.

Have any of these social media tactics worked for you?

Tell us about it or share other ways to connect professionally with influencers in the comments below or on Facebook and Twitter!