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.

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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.

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.

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!

The Top 10 Weirdest British (Possibly Sporting) Events

If you need something to do and are looking for an activity that’s a little out of the ordinary, you’re in luck. There are a whole host of weird and wonderful events that take place in the on our shores every year. Here’s a rundown of the top 10 weirdest British events as reported by studentbeans.com.

10) World Pooh Sticks Championships – Oxfordshire – March

Who would have thought that people would take inspiration from one of Winnie The Pooh’s favourite pastimes? Famous for throwing a stick under a bridge and relishing in the sheer joy of waiting for it to appear on the other side, hundreds of Oxfordshire residents now enjoy the annual Pooh Sticks Championships for themselves. In 2012 it was voted Britain’s Favourite Quirky Event by Countryfile readers and this year will see the event celebrate its 30th anniversary.

9) Stilton Cheese Rolling Championship – Stilton – May

Cheese rolling has become an annual event in the town of Stilton and every May Day hundreds of villagers and visitors gather around to watch the event take place. Each year teams of four battle it out for the honour of being crowned the ‘Stilton Cheese Rolling Champions’. Every competitor has to touch the cheese at least once during the competition and the winners receive Stilton and beer or Stilton and wine to help them celebrate.

8) Annual Nettle Eating Contest – Dorset – June

While most of us would avoid coming into contact with stinging nettles at all costs, in Dorset, nettle eating has become a great tradition. Every year contestants are given one hour to eat as many nettles as possible in exchange for a well-deserved trophy and £100 prize money for the winner. As if the pain of eating stinging nettles wasn’t enough, the after-effects aren’t too great either with one former winner claiming that “everything comes out bright green for a few days afterwards”.

7) Snail Racing Championship – Norfolk – July

Despite being far from the most fast-paced event in the world, the annual Snail Racing Championship attracts hundreds of spectators every year. The event has been going since the 1960s and snails have to cover a ratio of 13-14 inches. The fastest time a snail has ever achieved in this competition was 2 minutes in 1995 – a record that no other snail has been able to beat.

6) World Hen Racing Championship – Peak District – August

Despite the fact that it’s virtually impossible to control a chicken and the event normally ends up in complete mayhem, entrants take the World Hen Racing Championship very seriously. The competition’s organiser trains his chosen hen for an hour each day in the months running up to the race in the hope that this will help his hen secure first place. The race is not only all fun and games however, because the day is designed to help raise money for the British Hen Welfare Trust.

5) International Worthing Birdman – Worthing – August

This event is not for the faint-hearted as it’s a human flying machine contest. Competitors are divided into two categories – slightly crazy types in fancy dress and the more serious contenders who spend months designing complex contraptions. There is a £30,000 prize for anyone who flies over 100m but this is yet to be achieved in the competition’s 30-year history.

4) World Gravy Wrestling Championships – Rossendale – August

Every year this Lancashire town witnesses competitors battling out for victory as they slide about in a paddling pool full of lukewarm gravy. Contestants must wrestle in the gravy for 2 minutes whilst being scored for audience applause and various different moves before being crowned the winners. Fortunately, the local fire brigade is on hand to spray down entrants before they make their way home.

3) Black Pudding Throwing Championships – Lancashire – September

This annual tradition plays out the ancient grudge between Yorkshire and Lancashire residents. Competitors have three attempts to knock down as much of their target as they can (last year it was Yorkshire puddings) from a purpose built stand called the oche. Anyone can participate in the event providing they don’t mind dodging the hundreds of puddings that are normally flying around.

2) World Gurning Championships – Cumbria – September

If you are looking for a truly unique event, then the World Gurning Championship is for you. Contestants put their heads through a horse collar and pull the most hideous face they can. The winner is decided by the applause of the huge audience that come to enjoy a day of laughing at others and being surprised at the vast array of shocking faces that are pulled.

1) Biggest Liar in the World Competition – Cumbria – November

In this annual competition, contestants from around the world have five minutes to tell the biggest and most convincing lie they can. The reigning champion and seven-time winner is John Graham who continues to wow the judges year after year. Believe it or not, politicians and lawyers are banned from entering the competitions because they are judged to be too skilled at telling lies and it would be unfair on other entrants.

Do you know of any other crazy events that take place in the UK or around the world? Why not share them with us in the comments section below.

How to Sell Event Tickets Online

It’s a Sell Out!

Sell Tickets OnlineYes, you’ve guessed it, we’ve just launched our new ticketing feature.

We’ve integrated with PayPal so you can use Eventility® to organise, promote and sell tickets to your events in a snap. It really couldn’t be simpler, all you need is a free PayPal account to collect your revenue.

Configure your tickets when you setup your event and we’ll generate you a realtime revenue report, door list, and VAT report (once your event has finished).

Ticket sales can end whenever you want, so think about offering an exclusive purchasing period with lower prices for “Early Birds” or configure just a few special “VIP” tickets. You can even offer free tickets, though you may want to make your event private, or everyone will want one!

Sell tickets online with Eventility and PayPal