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.

Updates to Eventility.com – member management, subscriptions and free texts

Here at Eventility, we love our users and are committed to making your experience on the site even more awesome. That’s why we’ve updated Eventility so you have the latest version – including performance improvements and bug fixes. Here’s what’s new:
 Member Management

When you add contacts to your club/group/community you can now include:

  • Gender and Date of Birth
  • Postcode
  • Label and Notes
Plus we’ve added a ‘List builder’ so you can easily select which members to add to your lists.
Subscriptions 

We’ve updated our member subscriptions service to include:

  • A simple 4-step set up (PayPal integrated)
  • Choice between ‘organiser view’ and ‘live view’
  • Notify members individually or choose from lists
  • Search for members when adding offline payments
  • Build revenue reports for dates you choose
Enhanced Repeating Events

It’s state of the art, we’ve completely reworked how you set up and manage repeating events:

  • Simple and powerful repetition scheduler includes end dates
  • Calendar view to navigate and edit exceptions
  • Fully flexible, includes ability to change ‘Place’ for individual occurrences

New Account Manager

We’re delighted to announce that Adam Harris has joined our rapidly expanding team as an Account Manager.

When Adam isn’t making sure all Eventility clients are extremely happy and showing them how cool our software is for them, he loves a bit of scuba diving and is actually a qualified deep and wreck specialty MSDT Instructor. He’s also been known to do a spot of hiking, martial arts, grabbing a round of golf, keeping fit or even cooking up a storm in the kitchen.

Free Texts
 
Texts are a brilliant way to drive footfall and to celebrate this release we’re giving away Bronze pack bundles of 100 SMS credits*
So login and head over to MyAccount/Extras to get up and running with SMS.
We hope you enjoy the new changes, so why not have a look around on Eventility and try out the new features. We’d really love to hear what you think of the new changes or if you have any site requests, so feel free to contact us.

Eventility Case Study – WindmillArt

Windmill ArtGroup Owner:

Conrad Webb

1.Tell us a bit about WindmillArt

WIndmillArt is a private, not-for-profit, commission free, art gallery, event space, nightclub, photo studio and conference venue in Linton, South Cambridgeshire, UK. It was created in 2005 by myself and my wife Tereza Votre, and is situated in the large, four storey, 1836 brick Tower Windmill, which dominates our home and garden.

Tereza is a silversmith and jewellery designer, whilst I am Managing Director of a commercial and residential property investment company. I have previously worked at Sotheby’s in both London and New York and I also have a life long interest in photography.

Since 2005, WindmillArt has held two or three fine art exhibitions a year with invited Cambridge, Suffolk and Essex based artists and occasionally National artists exhibiting. Initially there was no charge to the artists for ‘hanging’ nor were any ‘commissions’ charged. The only fees shared equally by the exhibitors were those for publicity and printing of flyers, posters etc. In 2011 we were faced with ever increasing maintenance costs and the decision was made to charge as low a fee as possible to contribute to the direct costs of the gallery space and to expand the types of events we would accommodate. There are still no commission charges and affordable usage fees are negotiated relative to the type of event and length of duration.

2. How did you hear about Eventility

I first heard about Eventility through a contact I made at a gallery event at Williams Art in Gwydir Street, Cambridge and later through Cambridge Dark Room, a group for those interested in photography. http://www.eventility.com/cgc/cambridge-darkroom/-/cambridge/gb/318

3. What were your challenges before using Eventility

My application to use Meetup to promote the photo-studio side of WIndmillArt was rejected by them. I am still not sure why as I was aiming to do very similar events as other photo based Meetups I had attended. With Eventility I can promote any events at WindmillArt and Meetup doesn’t offer the wide range of features that Eventility does, nor is it free and UK based.

4. What was the big a-ha moment when you decided you needed to try Eventility?

I remembered Eventility after my problem with Meetup occurred and a discussion with someone who was already using Eventility tempted me to try it and discover how it had evolved and continues to do so.

5. What are the top features you love about Eventility?

1. Best website support I have ever encountered, they listen to me and help or fix any issues I might have quickly.

2. It’s really useful for selling tickets to our events, I think the prices are the most competitive out there. The scan app for scanning tickets is really nifty and pretty sophisticated as well.

3. We are always looking for new ways to let people know about our events and using Eventility means that we get to new audiences and our web search results are better

6. What specific problems has Eventility addressed that other groups/businesses might be able to relate to?

I think everyone’s needs will be different but for us it has provided a great ticketing platform for events at WindmillArt and of course, more publicity for us is always great.

7. What is the single biggest reason you would recommend/why you love Eventility

Incredible website support and I know they want to make it perfect. Also, I can’t wait for the Eventility iPhone app, I hear there is one coming very soon.

8. What is best tip you can pass along to anyone organising a group, event or place?

Go slowly but keep at it – the numbers will come but don’t expect miracles at your first event. Learn how best to exploit social networking and attend other similar events to see what makes them work.

9. If money were no object, what would your next Eventility event look like?

A concept photography collaborative workshop with full compliment of clothing designers, stage designers, male and female models, make up artists, hair stylists, photographers and creative directors with an aim to create fabulous and highly professional images.

Contact details:

For more information visit:

WindmillArt on Eventility – http://www.eventility.com/cgc/summary/6533

Web – http://www.windmillart.co.uk/

Facebook –  https://www.facebook.com/WindmillArt

Twitter – @windmillart

Email – conrad@windmillart.co.uk

Address – Windmill House, Long Lane, Linton, Cambridgeshire. CB21 4NS

Telephone – + 44 (0) 7931 372110

Please contact Conrad if you wish to view the space and the grounds and would like to discuss possible uses.

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.

How Social Media and Online Platforms Can Be Used Effectively in Event Organisation and Promotion – Part 2 – Part Two

International Confex 2013Following on from part 1 of Robin Brattel’s talk at the 30th anniversary International Confex show, here we conclude how social media and online platforms can be used effectively in event organisation and promotion.

Our first installment finished off by discussing the six stages of online community development and how you can identify them. Now, it’s important to understand the impact that guiding someone from being a ‘lurker’ to a ‘brand advocate’ can have when trying to organise and promote your event.

There are three stages of any event – the before, during and after. When used correctly, social media is an excellent tool that can be used for promotion, engagement and even extending the life of an event.

BeforeThis is the time when you are no doubt going to want to promote and raise awareness of your event. Social media can help you to:

  • Engage your audience and create chatter
  • Encourage social introductions through likes and shares
  • Target influencers you wouldn’t normally have access to
  • Increase success – people are 71% more likely to buy from a company if they have been referred to via social media

DuringWhilst your event is taking place you want to engage with your attendees as much as possible. There are a number of ways you can use social media during this time to actively encourage participation from everyone there:

  • Create a Twitter hashtag and encourage anyone tweeting about the event to use it
  • Maintain interest – good quality and interesting content is quick and easy to post and keeps you at the forefront of people’s minds
  • Go viral – competitions are a great way to encourage people to like and retweet content that will then be seen by their connections
  • Live streaming of the event can be watched by those who couldn’t attend and uploading highlights onto a YouTube video can be used for future promotions

AfterJust because your event is over it doesn’t mean that the hype has to die down. Social media is a great way of extending the life of your event and there are a number of ways you can ensure that people carry on talking about it:

  • Videos – with 800 million users on YouTube you potential audience is massive
  • Blogging – posting a write-up of your event is a great way to remind people about it, inform those who couldn’t attend and even create excitement about the next one
  • Photos – people love seeing photos and they are easy to notice and share on social media platforms
  • Ask for feedback – as well as finding out what people thought of your recent event, asking what they would like to see next time is a sure fire way to guarantee getting people through the door

By now, most people are familiar with Facebook, Twitter, LinkedIn and YouTube. However, there are also a number of other platforms available that are well suited to a number of different uses:

Flickr – this is a great place to upload photos before, during and after your event

Presdo.com – a good networking tool prior to your event

Corkboard.me – can be used for collaboration and sharing content

Sentiment140.com – one of the many sentiment tools you can use during your event

Coveritlive.com – a good way to curate content during your event

Eventility.coma great way to organise or promote your club, group, community or event. For more information about Eventility, please don’t hesitate to contact us.

How Social Media and Online Platforms Can Be Used Effectively in Event Organisation and Promotion

Our Founder, Robin Brattel recently gave a talk at the 30th anniversary International Confex show at ExCel. As an expert in his field, Robin spoke about how social media and online platforms can be used effectively in event organisation and promotion. He discussed how these platforms are currently being used in the industry, compared the different options available and vitally, measured the effectiveness of each.

It is becoming more and more evident that social media is here to stay and can be an incredibly powerful tool when organising an event. In fact, 72% of event organisers now see social media as a very important part of their job and 78% are planning to use it even more than they already do.

Exactly which platforms are those in the industry using however?

  • 84% are using Facebook
  • 61% Twitter
  • 42% YouTube
  • 42% LinkedIn
  • 36% Google+
  • 31% Blogs

If you’re not familiar with the world of social networking you may question why so many people are now using it. The most obvious answer is that with millions of people actively using these sites every day, what better way is there to reach out to people instantly, so easily and often for free?

If you are organising an event for example, social media can help you to collaborate with partners, colleagues, attendees and other people who may be interested but you wouldn’t normally have access to. Having the ability to post information and updates on these sites eliminates the need for so many emails which can be costly, it’s not intrusive because people have chosen to log-in and importantly, it enables them to share your news with others in their network.

With so many companies now realising the benefits of social media, you would struggle to find one that doesn’t have at least one online profile set up. This provides you with many great opportunities to discover suppliers, venues, caterers and any other service you may need. 61% of people now read online reviews before making a purchasing decision. This is hardly surprising when you consider that buyers can now see how companies interact with their customers and what people who have used them thought about the service.

Although social media can become a fundamental tool for event organisers, you have to work at it before you start to reap the benefits. In order to be successful, you need to become part of a community that knows and trusts you before you can activate it. There are generally six stages of online community development that as a brand, if you understand and work at, can help you to guide people from someone who simply follows you to a brand advocate.

Stage One – The Lurker – A lurker is someone who liked or followed your page  – they have taken the first step but that’s it. Chances are that at this stage they’re barely paying attention to what you’re saying and are highly unlikely to join in any conversations.

Stage Two – The Eavesdropper – Once you have said something that has captured the attention of an individual, they are likely to become an eavesdropper. This means that they’re beginning to develop an interest in what you’re saying but they are still unlikely to interact with your content.

Stage Three – The Acquaintance – Now you have said or posted enough things to catch someone’s attention, they are mildly interested in what you have to say. Just like an acquaintance in your neighbourhood, you will start to have some surface level interactions.

Stage Four – The Active Participant – As interactions become deeper and more meaningful, followers will start to comment, ask questions and even initiate conversations rather than simply just ‘liking’ things.

Stage Five – The Brand Loyalist – At this stage, loyalists will have an affinity for you over the competition, even if they are cheaper or more convenient. This is because they are buying more than a product or service – they’re buying into your mission and believe in what you’re doing.

Stage Six – Brand Advocate – Brand advocates are such strong members of your community that they will even start recruiting other members to join. They will encourage others to buy from you, share good customer service stories and willingly answer questions from people.  This is a great stage to be at because people trust recommendations and are more likely to buy from you as a result.

Stay tuned for the second instalment of Robin’s talk which focuses on getting your audience to engage with you. If you can’t wait until next week though, you can view his presentation on Slideshare.

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.

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.

How to Find a Great Venue for Your Event

Anyone who has ever organised any type of event, meeting or get-together will know that choosing the right venue can often make or break the success of whatever it is you’re hosting. Venue selection is often the most challenging part of the process because even the smallest oversight can cause major setbacks for attendees.

There are a number of important things to consider when deciding on a venue for your ‘event’. The first and most obvious thing to bear in mind is the location and where your attendees will be coming from. If you have a number of different groups staggered all over the country, it might be worth considering hosting a number of smaller events across  different locations. People are far more likely to make the effort to attend something if it’s easy for them to get to.

Birthday PartyThe type of event you are hosting is also going to be a big consideration when deciding on your venue. If you’re holding an evening networking event then a room in a pub could be ideal but if you’re holding a children’s party or family club, then a family friendly venue is more appropriate. Think about what is appropriate to your audience and activities.

Don’t forget to think about how many people you are expecting, if you need any special equipment, whether or not there is parking or a train station nearby and if you need any other facilities such as a bar, kitchen, dressing room or stage. There are plenty of venues in your area that can be searched for on the Eventility website. You can even put advanced filters on your search to ensure that only venues that fit your exact criteria will come up.

A lot of people forget that their group or community members can be a great resource for venue ideas. Simply send out a quick message asking for recommendations and you will be surprised how many people are happy to help. Other organisers are also another great source of information because they will have experience when it comes to finding and working with the venues in your area. You can use search on the Eventility site to find other clubs, groups and communities in your area and contact them to see if they have any suggestions for you.

Finally, a great tip when looking for a venue is to consider other businesses that could benefit from hosting your event at their location. For example, if you’re holding a wine tasting club, a small local restaurant or café may be more than happy to accommodate you because chances are that people will buy food and other drinks at some point during the evening. If the venue stands to gain from you being there, it’s more likely that they will offer you, or you can negotiate, a special rate.

If you have any questions about hosting events, clubs, groups or communities check out the Eventility Support Site.

How To Be a Great Networker

Effective networking is important to both business and social occasions, especially when it comes to hosting events, groups and clubs. As well as projecting yourself as professional and knowledgeable, it can also be vital to raising awareness and acquiring important contacts.

Here are some of our top tips for becoming a great networker and getting the most out of your events.

Get to Know People

Good networkers know that initially, networking is not about ‘selling’. Trying to convince somebody to join your club or group within minutes of meeting them is likely to put them off because you won’t have showed an interest in them and what they do. If you get to know people first, a natural relationship will develop and sure enough, opportunities will follow.

Effective networkingBe Enthusiastic

The best networkers attract people towards them without having to make much of an effort because they are the sort of people that others enjoy spending time with. Always coming across as upbeat, positive and enthusiastic means that people are much more likely to warm to you, remember you in the future and importantly, even recommend you to others. If you are excited about your club or group then other people naturally will be and as a result they will be far more likely to join.

Be Brave

People often form perceptions of others based on their position, authority and experience. It can be easy to feel intimidated by those who are incredibly successful or high up in a company but it’s important not to fall into the trap of seeing the title rather than the person. Great networkers tend to see a person for who they are and are brave enough to approach them in the first place, which can make all the difference.  No matter who it is, if there is someone in particular you want to invite to join your club or group, don’t be afraid to ask because you just never know who might be interested.

Show Commitment

When someone recommends you, gives you a referral or chooses to invest in you in some way, they want to know that you are committed for the foreseeable future. For example, if you attend a networking event and encourage people to join your sports group but then never update it or plan any events, people will very quickly lose interest and are unlikely to invest their time in you again.

Know Your Audience

In order for your networking efforts to be successful, it’s vital that you talk to the right people. Every time you sign up to attend an event ask yourself if it’s a good fit, if people you are looking to attract are going to be there and whether or not you think you will get quality ‘leads’ from it. For example, if you are looking for people to join your fitness group, a business networking event is unlikely to be the time or place to find the audience you are looking for.

Never Stop Networking

Believe it or not, you don’t have to be at a pre-planned networking event to meet the people you are looking to attract. Regardless of whether you are at a meeting, the pub or a coffee shop, it’s always worth being prepared because people often find that the best opportunities come from the individuals and places they least expect.

Do you have any valuable tips for successful networking? Why not share your tips and advice with us below.