How To Get Sponsorship For Your Event

Getting sponsorship for your event is a great way to raise your profile and get some much needed extra funding. It can be difficult to know how to secure deals however so courtesy of eHow, here is a quick and smart guide to getting sponsorship for your event.

Types of Sponsorship

Event sponsorship can take many different forms. The most traditional is cash sponsorship, in which “sponsors provide funding to market their name via various forms of signage, typically alongside product/service distribution,” said Erin Calhoun-Delaney, a Los Angeles-based entrepreneur. Other popular types include product donation (for gift bags) and event location sponsorship (in which a venue is provided gratis in exchange for affiliation).

Sponsor Solicitation

Start with a targeted outreach plan. Event consultant Char Glatley creates a solicitation spreadsheet that serves as a working list of potential sponsors. On the list are current vendors, past sponsors and existing/past connections to be tapped. “I begin with the board and staff members’ affiliations — companies, schools, where they volunteer, etc.,” said Glatley, who owns Cleveland-based company The FUND-amentals.

Event Cache

One surefire way to get an event sponsor is to promote the list of boldface names scheduled to take part. (Yes, it’s OK to name-drop!) “You can effectively demonstrate the benefit to potential sponsors by showcasing the influential people who will be in attendance,” Calhoun-Delaney said. “Whether those influencers are teens or celebrities, word-of-mouth marketing remains the most successful platform for advertising and marketing investments.”

Event Perception and Presentation

Present an organised front to potential sponsors and allow ample lead time for response. When approaching sponsors for awards shows and celebrity retreats, Calhoun-Delaney prepares a presentation that demonstrates how affiliation with the event can boost their visibility. Having a clear and well-prepared message is also of utmost importance: “Knowing what to say over the phone or in person is the best way to close the deal,” she said.

Sponsorship Levels

Establish various giving levels to make sponsorship more accessible. In this model, top-level sponsors get maximum perks and promotion, while low-level sponsors might get a program mention or free event tickets. By offering packages at different price points, you can attract more sponsors.

Importance of Budgeting

It’s important to solidify the event budget early. “Once the projected budget is created, it guides me to create the sponsorship levels and how many I need to solicit to reach the net goal,” said Glatley. “If an event budget is managed properly, the ticket price more than covers the expenses of the event, leaving the sponsorships untouched and donated in full.”

Creative Execution

Get innovative by brainstorming out-of-the-box ways to showcase your sponsors. When Calhoun-Delaney secured Houman/LUZ as an event sponsor, she sought a memorable way for the company to leave an impression on the guests who attended. “We had two models painted in black latex walking around the party wearing LUZ jewelry, interacting with guests, and bringing to life the existing marketing images of the brand,” recalled Calhoun-Delaney.

Post-Event Wrap Up

Seal the deal with proper thank-yous and follow up. If your event is an annual one, the gesture will set the stage for repeat sponsorship, and even if not, the move will reassure sponsors that their investment was a smart one. Along with thanking your sponsors, include post-event data and reporting that will show your sponsors how your event successfully met their objectives.

Eventility, is the free, easy to use online platform to help organisers, organise and people, take part.

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How To Host An Environmentally Friendly Event

These days, everyone is concerned about the impact we are having on the environment and wants to do their bit to help. Below are some helpful tips from Ecco Magazine on how to host an environmentally friendly event that will benefit both you and the world.

Planning to host a party this summer? Make it an eco-friendly, low impact celebration. We have put together a few tips to help you host this year’s most stylish shindig in your area with as little impact on the environment as possible. This party is sure to go down in history as your best eco-party ever. Enjoy!

The Venue

One of the most important aspects of your low impact soiree is LOCATION.

  • Not hosting the party at your home? Then have the event at a central location accessible to most guests. This will help decrease your impact as well as your guests’ impact on the environment by reducing carbon emissions.
  • The great outdoors. Select a location outdoors so your guests can breathe fresh air and party outdoors like its 1999. Utilise the Earth’s natural resources (air, wind and natural beauty). This will also reduce energy usage associated with having an air conditioning unit.

The Décor

  • No need to spend money on fancy decorations that you will more than likely throw out. Instead use household vases to display blossoming flowers or decorated cardboard boxes to display art. Be creative.
  • Avoid using incandescent lamps these use a lot of energy. Instead opt for energy efficient alternatives: Compact Fluorescent Light (CFL) or Light Emitting Diode (LED). They are more environmental friendly alternatives and reduce your energy usage by up to 75%.

The Food

  • Cook local. Your menu should consist of locally grown and seasonal food. Purchase all the provisions you will need from local producers, most snacks, fruit and meats can be found locally. You will reduce your Carbon Footprint when you buy food produced locally.
  • Incorporate your backyard garden provisions. Home grown treats are a delight at any event. This shows the versatility and thoughtfulness of the hosts.
  • Always wanted to try organic foods? Well this is a great time to go organic. Incorporate organic foods like: peppers, celery and more into the event’s menu. Tell your guests their tasty treats are local and organic, you will definitely get a round of applause for your pesticide-free, locally grown cuisine.

The Invite

  • Printed invites are so blasé. Instead use greener, online alternatives like organisation website Eventility; since printed invites carry a larger carbon footprint. Today Social Media allows us to get closer to everyone both near and far, so set up an Eventility event and invite everyone you know.
  • Have to print. Find printers that offer paper with recycled content, recycled paper, or paper from certified forests such as the Forest Stewardship Council (FSC). This non-profit organization promotes the responsible management of forests, thus allowing consumers the ability to choose products from forests that are socially and environmentally responsible.
  • Still want to print? Make your invite a keepsake. Design an invite with double duty: Bookmark, recipe card, green tips to go.

The Clothes 

  • Try to encourage party goers to wear clothing made from organic material, hemp or bamboo. This will certainly bring a “green vibe” to the entire look of your party. Talk about great eco-fashion conversation, wow!

Recycle, recycle, recycle 

  • Help educate your guests on the importance of recycling. Ensure all your guests recycle their “empties” by placing a recycling bin in close proximity to the trash bin. You can store all the empty bottles collected throughout the night and give them to your local beverage producers or recycling facility.

Bonus tips

  • Carpooling: Persuade your friends to carpool and share a ride. This will reduce the amount of carbon emission accumulated during the ride to your party. It also provides for responsible driving.
  • Utilise your old china and silverware you never get to use, this will definitely give the event that extra stylish touch.

Follow these great tips and your event is sure to be a success. Your family and friends will be looking forward to your next eco-bashment.

Changes to Eventility.com and why they benefit you

EventilityAs most of you will already know, at Eventility we’re committed to making your experience on our website the best we possibly can and are regularly making changes and improvements.  At the beginning of the month we sent out a service update, but for those of you who missed it or want to know more, here is the first installment of a two-part guide to the changes and how they can benefit you, your group, club, chapter or event.

Member Management

Improvements – when you add contacts to your club/group/community, you can now include their gender, date of birth, postcode and any other labels or notes that you wish to add.

Benefits – using this function enables you to categorise and separate your lists for more targeted communication. For example, if you are running a specific event in Cambridge and only want to invite those on your list who are local, you can now do so quickly and easily by sorting your contacts by postcode.

Adding notes is particularly helpful when it comes to remembering who you have spoken to at previous events, keeping track of who has requested to receive information about future events and any other details that you think may be helpful when it comes to running your club, group or community.

Subscriptions

Improvements – we have updated our member subscriptions service to include:

  • A simple four step set up (PayPal integrated)
  • The choice between ‘organiser view’ and ‘live view’
  • The ability to notify members individually or by lists
  • Functionality that allows you to search for members when adding offline payments
  • Tools to build revenue reports for the dates you have chosen

Benefits – using the new improved subscriptions feature means that it’s now much easier and faster to set up to collect your subscription fees. You can categorise and list members by different subscription type and it’s easy to add offline payments as well. Plus you get tools to pull your revenue reports.

Enhanced Repeating Events

Improvements – we have completely re-worked how our members can set up and manage events that are repeated/happen more than once. The new, state-of-the art system enables you to use a simple and powerful repetition scheduler that includes end dates, uses a calendar view to navigate and edit exceptions and even change ‘place’ for individual occurrences.

Benefits – with a new, fully flexible system, users can now set up and manage repeated events much more quickly, easily and efficiently. For example, if you run a sports group at the same time and place on a set day every week, rather than setting this up manually, you can use the repetition scheduler to do it for you. If there is the odd exception such as bank holidays and Christmas, the calendar view enables you to mark these exemptions so that events will not show up for these dates. You can even set an end date if you only want to set up meetings for a certain period of time.

Believe it or not, there have been even more improvements to Eventility.com in our latest service update, so stay tuned for part two next week. In the meantime, why not go and check out some of the features we have already mentioned!

How to Promote Your Club Through Eventility

Once you have set up your club or group, there are a number of ways you can promote yourself to raise awareness, keep in touch with existing members and even attract new ones. If you are signed up to Eventility there are a number of ways you can do this including:

Manage MembersOur membership management tools are simple to use and highly effective. You can create lists with all your members’ details, send out emails, text messages, track activity and monitor the status of members. This enables you to keep everyone updated with the latest messages and even track who has and hasn’t responded.

Stay in TouchWhenever you post a message via the Eventility ‘Live Feed’, you can send it out via email, Facebook and Twitter. All your message activity then gets rolled up into a daily digest email that gets sent out to your members. This way you can ensure that nobody ever misses important updates or announcements.

Photo GalleriesUploading photos is easy to do and is a great way to share memories and keep team spirit alive.

Social NetworksYou can easily connect your Eventility account to Facebook and Twitter. Not only does this enable you to keep in touch with existing members, it also allows you to reach out to potential new members who can see your online activity.

Your WebsiteAdding an Eventility Events Plugin enables members and any visitors to your website to see a ‘Live Feed’ of your club’s up-to-date events. We’ve also made it simple to add an events calendar and other buttons on your website to allow visitors to join, RSVP or even buy tickets if applicable.   

Of course, there are also other ways to promote your club as well as using Eventility. Some simple yet effective methods include:

Flyers/bookmarksIt might sound old-fashioned but flyers or bookmarks can be a great way to raise awareness. Think about where the people you are trying to attract might go. For example, a leisure centre is likely to be filled with people interested in a sports club, a book shop is a good place to look for people interested in a book club and your local coffee shop is bound to be full of people who would happily join a coffee morning group. Make sure you ask permission from wherever you leave your flyers though because if you don’t, they might just end up in the bin.

Word of MouthNever under-estimate the power of word of mouth. If you are looking to recruit new members ask those in your club if they know of anyone who might be interested. People are far more likely to agree to something if it has been recommended by someone they know and trust.

Networking EventsWhy not hold regular events for your club members? Not only does this keep team spirit alive, it also allows you to attract new members. The promotion you do for your event will naturally attract interest from outsiders and asking existing members to invite friends and colleagues is the perfect way to find new people.

For more information about promoting clubs, feel free to view the Eventility Tour or visit our support section if you have any other questions.

Simple Steps to Start a Successful Club

Many people have great ideas when it comes to setting up clubs but put off doing it because they fear that it will be too time consuming or even worse, that nobody will be interested in it. Whether you want to start a book club, sports club, parent’s group or lunch club, there are a few simple steps you can take to ensure that the process is quick, easy and best of all, successful.

Decide What Kind of Club You Want

Your club should have a set topic because if people know what it’s all about, you will naturally start to attract a gathering amongst those who have an interest in the subject. For example, if you have heard people in your neighbourhood saying they want to get fit but keep putting it off, a running club or aerobics club might be of interest to them because they will be able to incorporate exercise with a social activity. Also naming your club with a name that easily describes what it is will make it easier for people to find it with search engine optimisation.

When and Where Will Your Club Meet?

Having a set time, day and place that you meet eliminates confusion and ensures that people can schedule it in their diaries. If meetings times change all the time, you run the risk of a low turn out and people are likely to stop making an effort. However, if everyone knows that you meet at 6:00 pm on a Wednesday evening, they can make plans to ensure they are there.

Start Recruiting Members

Presumably, you want to start up a club because you know a few people who have an interest in doing so. Start by recruiting those who have already expressed a desire to join and ask them if they have any friends or colleagues who may want to join as well. Try to keep your club manageable though, too many members can become difficult to organise and lead to frustration.

Assign Responsibility to Members

If your club really gets going it can be difficult for just one member to manage everything. Assigning each member a task makes them feel wanted and also takes the pressure off the group leader. Typically, clubs are made up of a group leader who is responsible for the overall running of the club, a deputy leader who can step in when the leader can’t make it, a treasurer who handles the finances if applicable, a secretary, a head of events and an advertising team if you wish to promote your club.

Have Meetings

Holding meeting gives everyone the chance to have their say and put forward any ideas they may have. Making it a social event such as going out for dinner is a great way for club members to bond which is likely to increase loyalty as well.

Manage Your Club

Managing your club and staying in touch with members doesn’t have to be difficult. In fact, with Eventility, you can do everything you need to do in one place. Once you have set up your club on the website, you can post updates that automatically go out to all your members, share photos, send auto-reminders and even promote yourself on social networking sites all for free. You can also make other members managers on your Eventility club so you can share the organisation. For more information about setting up a club with Eventility, please feel free to visit the website tour.

Simple Ways to Save Money When Planning an Event

When planning an event you may find that costs soon start to rack up. This can get quite stressful and difficult to manage when faced with the strict budget that many people have to work with. So, is it possible to organise a great event on limited funds? Below are a few top tips to help you do just that.

Know your budget

Before you start planning anything, make sure you know exactly how much you have to spend. Also, write out a list of absolutely everything you are going to need so you can break down your costs and allocate a set amount for each requirement. Being organised with your budget is imperative because if you over spend in the beginning you are going to have to scrimp later on down the line.

Find sponsors

It’s not just you struggling to cope with limited budgets – many companies are looking to get their name out there without having to pay high advertising or PR costs. Take advantage of this and approach businesses that are likely to benefit from your event. For example, if you are running a charity sports day, your local gym might just jump at the opportunity to sponsor you and have a presence at the event.

Negotiate venue prices

Unsurprisingly, venues are seeing fewer bookings than they did when the economy was booming. As they’re unlikely to be turning away business and will no doubt want to under cut the competition, don’t be afraid to negotiate. Find out what they normally charge and present a realistic offer – you may be surprised how many places are willing to consider this.

Alternatively, when booking your venue, research places that stand to benefit from your presence. For example, if a new hotel has opened in town, they will no doubt be grateful for the publicity and guests you will be bringing so are much more likely to offer you a significantly discounted rate.

Find a free venue

Depending on the nature of the event you are holding, there is every possibility that you don’t have to pay for a venue at all. Sports clubs can be held in the local park, book club meetings in a coffee shop and business meetings in a quiet pub or restaurant.

Think about your guest speakers

Guest speakers can be expensive – especially if you are seeking someone who is very well-known in your industry. However, there are a number of ways to reduce these costs if you think smartly. First, try and book as far in advance as possible because as people’s diaries fill up they are likely to charge more. Also, consider where your guest speaker will be coming from. If they live in Scotland and your event is in London, you are going to be hit with expensive travel costs as well. Opting for someone more local eliminates these costs and you are likely to get a better deal.

Again, try to consider speakers who can gain from being at your event. Someone who has just launched a new business, product, service or book is going to be grateful for the publicity and may even give you a discounted rate.

Utilise Eventility

When it comes to organising and promoting your event, using Eventility is a very cost effective method. In fact, it’s free so you have nothing to lose. Users can set up events, clubs, groups or communities, manage members, send out emails, upload photos, link to social networks, sell tickets, send out reminders and much more. Make your life simpler by doing it all through Eventility.

The Benefits of Exercise

It might seem unlikely at the moment but believe it or not, summer is just around the corner. Needless to say, chances are that now is the time that a lot of us are starting to think about getting fit, toning up and losing a few of those winter pounds.

As well as helping you to look good, the benefits of exercise are plentiful and can have more of an impact on your life that you could ever imagine. So whether you’re a gym bunny, football fanatic or prefer throwing a frisbee around the park, here are some very good reasons why you should get started sooner rather than later.

Reduce Illnesses

Whatever your age, there is strong scientific research that being physically active can help you to lead a healthier and even happier life.  According to the NHS, regular exercise can reduce the risk of major illnesses such as heart disease, stroke, diabetes and cancer by up to 50%. Incredibly, it can also lower the risk of early death by up to 30%.

General Wellbeing

Research shows that physical activity can also boost self-esteem, mood, sleep quality and energy levels. It also reduces the risk of stress, depression, dementia and Alzheimer’s disease so what are you waiting for? Whether it’s a session at the gym, taking the dog for a walk or ditching the car for a bicycle, the benefits of exercise can be felt immediately.

Weight Control

We all know that when you engage in physical activity, you burn calories. The more intense the activity, the more calories you burn which makes exercise a fantastic way to prevent weight gain and maintain weight loss. Even if you can’t find the time to do an actual workout, becoming more active throughout the day can have a massive impact. Taking the stairs instead of the lift, getting off the tube a stop earlier and walking the rest of the way, cleaning the house and doing squats during television advert breaks are all great ways to incorporate exercise into your everyday life.

Meet New People

Taking up exercise can be a great way to meet new people. Whether you join an aerobics class at the gym, a football team, tennis club or bowling group, chances are that you are going to meet other like-minded people. With everyone feeling great from the physical activity, moods are going to be uplifted and chances are, new friendships will be formed.

Have Fun

Believe it or not, exercise can be a lot of fun. It gives you a chance to unwind, enjoy the outdoors or simply engage in activities that make you happy. Whilst going home from work and sitting in front of the television all night might seem like the more tempting option, it’s not going to send you to sleep with a smile on your face. However, going to a class or club will release those endorphins, enable you to socialise with others and best of all, leave you feeling ready for what tomorrow may bring.

If you are looking for different ways to exercise, Eventility has thousands of sports clubs, groups and communities using the website. Feel free to search for inspiration and get ready to start feeling great about yourself today.

Top Tips for Planning the Perfect Event

With so many different things to take into account, planning an event can be difficult. The key to success is careful preparation so below are a few top tips to help you organise the perfect event from start to finish.

Decide on the key objective of your event

What do you want to achieve and how do you want to achieve it? Decide on the key message for your event and ensure that the topics flow and fit well with each other. If you are planning to use guest speakers think about the benefits that they are going to offer your guests. For example, if you are organising a band night, a speaker from the music industry would fit in well with the theme whereas a sporting figure may seem a bit out of place.

Decide on a budget and stick to it

If you don’t implement a set budget, costs can quickly spiral out of control. Don’t forget to consider marketing, staff wages, collateral, venue hire, speaker fees, equipment, travel and food and drink.

The cost of running an event can seem daunting at first but if planned smartly, there are a number of ways you can reduce your outgoings. For example, a local pub may be more than happy to host your event for free during their quiet times because they know they will make money from the food and drink that people will be ordering. Additionally, a guest speaker who has something to promote may be happy to attend at a reduced rate or for free because they will be grateful for the publicity.

It’s important to keep your budget up to date and review it regularly. Allow provisions for emergencies (normally 10%-20%) because you never know when hidden costs may pop up.

Who is managing your event?

Is it just you organising the event or do you have the support of a whole team? If working in a team, make sure there are regular meetings so that the whole group is aware of any updates. Provide clear action points with names assigned to each and realistic timelines so everyone knows exactly what is expected of them. This will help to manage things in small chunks and the whole process is likely to run a lot smoother.

Decide on a venue

When deciding on a venue there are a number of things to consider. Location, availability, cost, accessibility, seating, facilities and parking. Before deciding where to host your event, it’s a good idea to know what type of people might be attending. There is no point hosting an event in a small suburban town if most of your guests will be coming from London – because it is unlikely that they will make the effort to attend if it’s too far out of their way! Make sure that you don’t formally announce your venue until contracts have been signed because people may have already made travel plans and changing locations can come across as disorganised.

Promote

Nobody is going to know about your event unless you tell them. There are so many different way to promote events nowadays from emailing, social media, adding a banner to your website, sending out text messages and even setting up online message boards to keep in regular contact with potential attendees.

Catering

You’re going to keep your guests happy and entertained for far longer if there are refreshments available. Even if it’s not a proper sit down meal, buffet style snacks can go a long way. Most venues will offer in-house catering but be sure to check the dietary requirements of your guests because you are likely to have a few meat, dairy or gluten free requests.

Rehearse

Try to have a run through of how you expect your event to pan out. From what time guests will arrive and how long speakers will be talking for to when food will be served and vitally, how long will be left for networking. Whilst it’s impossible to plan everything to the exact second, having a run through will allow you to ensure that you don’t go overboard or run out of things to keep your guests entertained.

Get feedback

The best way to assess whether or not your event was a success is to get feedback from your audience. What did they enjoy the most? Was there anything they thought was unnecessary? Did they like the venue? Was the location OK for them? Obtaining this information is crucial to the success of future events and also provides you with a great opportunity to catch up with your attendees and remind them of your product or service.

The Benefits of Learning Something New

When was the last time you did something for the first time? Chances are it was weeks, months or even years ago. Whilst some of us love to experiment and engage with new ideas, for the vast majority, we tend to go through everyday life with the same rituals and routines.

While being creatures of habit may be comforting, we often forget how much fun it can be to develop a new skill. As well as igniting your life with a bit of fun, passion and excitement, here are some other important benefits of learning something new.

Sense of Accomplishment

Do you remember how good it felt the first time you rode a bike without the training wheels? Forced yourself to go the gym and complete a good workout? Painted and decorated a room just the way you wanted to? Achieving something for the very first time gives us a massive sense of achievement, boosts our pride and can keep us smiling for days on end. This amazing feeling is what you are missing out on when you get stuck in the same old habits so why not take up boxing, join a bowling club or give that activity you have been talking about for years a go?

Better Time Management Skills

Do you think you’re too busy to add a new hobby into your already hectic life? Think again. Adding something new to your daily or weekly schedule is proven to sharpen your perception of time and time management. In fact, many time management gurus recommend this technique because in order to do the thing you want to do, you will value your time more and use it better. For those of you who use the excuse that you don’t have enough time in your schedule, chances are that you do, but there is nothing new to push you to organise yourself better.

Meet New People

Joining a club, organisation or taking up a new hobby ensures that you are bound to meet new people. Even better, chances are that you are likely to have similar taste in things which paves the way to great new friendships. Meeting new people also gives you access to new views and ideas and best of all, you are sure to meet some interesting characters along the way.

Personal Growth

Learning something new gives you the opportunity to grow and improve yourself. When you push yourself, you will find that you will grow in many other aspects of your life, and you never know, you may even discover a hidden talent you never knew you had. Whether it’s joining a sports club, art class or helping to raise money for charity, the possibilities are endless when it comes to trying something new so what are you waiting for?

At Eventility, we have thousands of registered clubs, groups and events using the website so why not search for inspiration and get ready to learn something new today!

How to Keep Your Eventility Group Thriving

social mediaOnce you have your Eventility group up and running and have organised a couple of successful events, how do you make sure that you don’t run out of steam? There are a number of simple tricks you can employ to make sure that you keep your members interested, active and aware of your upcoming activities.

Encourage Members to Participate           

Promoting your group members into more active roles is a great way to encourage them to participate in discussions more regularly. If you notice there is a particularly eager member of your group, you can set them up as an administrator to encourage them to take more initiative when it comes to starting new threads. Assigning new administrators is quick and easy and you can find out how to do this here.

Use Your Live ‘Feed’

If you want members to remember and interact with your group, it’s important to keep it updated. With nothing new, there is no reason for people to take notice and with everything else going on in their lives, it can easily be forgotten.

The live ‘feed’ (message board) is a great place to ask members to contribute new ideas and start conversations. From exploring new venues and sharing advice to asking for group feedback, these are all ideal ways of keeping the conversation flowing. You can now integrate the fantastic embed.ly into your club, group or event ‘feed’. This means you can turn almost any link you share into embedded images, videos, audio and rich media previews – see just how powerful your message board could become. So if you use Soundcloud, Spotify, YouTube, Vimeo, Flickr, Instragram, Slideshare, dropbox plus many more, you can now share them with your group.

Actively Manage Your Membership

Even if you already have an impressive number of people in your group, you should always be on the lookout to recruit new members to keep it thriving. This can easily be done by talking to people you come across in everyday life and also by promoting your group online. Social media is a fantastic way to spread the word, as is your website and sending out emails.

Eventility offers a number of tools including a plug-in on your website to promote your group and events. You can also post directly to Facebook and Twitter and send out emails from your account to ask members to inform others about your group.

There are lots of great ways to help you promote your group through Eventility. If you have any questions, visit the Eventility support site.