Event planners of the world, please halp.
March 11, 2021 7:28 AM Subscribe
I am excitedly planning a conference in an exotic location (which will take place months from now and follow all CDC guidelines). I am a one woman show for this and want to avoid outsourcing the planning for budget reasons. Can you help me consider all the moving parts, and maybe help me learn from your event planning mistakes?
I have a basic agenda. I have questions regarding pricing, logistics, and problems to avoid.
Pricing
I don't really know how to price the event. I'm submitting RFPs to venues and seeking either a flat fee or a per person fee for what I'm trying to do. How do I then price the cost to the participants? Honestly my main goal with this originally was to be able to write off a business trip to reduce my self employment income, so I don't mind if I break even. But I'm not sure how to run the numbers to make that happen.
Logistics
How do I set this up with the correct flow? Most venues want a deposit. I can't comfortably give them one without registered participants paying their own deposit. Do I just eat into personal savings and pick a contract that will do refunds for early cancellation if I don't get the number of participants I need?
My thinking is (1) put down a deposit with a venue that has flexible cancellation policies. (2) Create flyer and online registration page. (3) Market the flyer. Include an early bird registration deadline that will help me recoup the venue deposit. Is there a better way to do this when you don't have much capital to put down?
Insurance
How do I structure my contract with the venue and my event registration process so that I am protected financially if the venue shuts down, or there is an unexpected emergency in my own life that requires cancellation?
Also on terms of liability, if there is a movement component to this event do I need a liability waiver? Can I include a disclaimer on the registration form in lieu of a separate form? Does the venue have general liability i.e. someone falls during the event, their stuff is stolen during a break, etc., that's on the venue or that's on me?
Also, spacing requirements. If I want to book 25 people and I need seating with tables as well as space for everyone to lie down on the floor, how do I determine what size room I will need?
What level of support should I expect from the venue? I.e. Will they print or copy stuff for me, will I have a point of contact for registrants to use if they have their own questions, will they be able to manage any special requests or accommodations requests? Or will I need to manage those things myself?
Problems to avoid
Any suggestions for working smarter not harder while keeping costs relatively controlled? I have skills for managing group dynamics, disruptive participants, customer service, etc. I'm not sure what could go wrong so I can't really plan contingencies. What happens if I am late to my own event due to uncontrollable circumstances? What happens if my babysitter falls through? (This will also be a vacation and I'm taking my 4yo, planning to travel alone.) How do I determine how much of the cost my business can eat before it cuts into my yearly profits so much I won't even break even this tax year? Other considerations?
Bonus question
This is being planned for somewhere in Hawaii. My goal is to provide a relaxing, low key atmosphere that is also affordable (i.e. no expectations of luxury). If you have been to Hawaii and are aware of any venues that create such an experience please share them with me.
I have a basic agenda. I have questions regarding pricing, logistics, and problems to avoid.
Pricing
I don't really know how to price the event. I'm submitting RFPs to venues and seeking either a flat fee or a per person fee for what I'm trying to do. How do I then price the cost to the participants? Honestly my main goal with this originally was to be able to write off a business trip to reduce my self employment income, so I don't mind if I break even. But I'm not sure how to run the numbers to make that happen.
Logistics
How do I set this up with the correct flow? Most venues want a deposit. I can't comfortably give them one without registered participants paying their own deposit. Do I just eat into personal savings and pick a contract that will do refunds for early cancellation if I don't get the number of participants I need?
My thinking is (1) put down a deposit with a venue that has flexible cancellation policies. (2) Create flyer and online registration page. (3) Market the flyer. Include an early bird registration deadline that will help me recoup the venue deposit. Is there a better way to do this when you don't have much capital to put down?
Insurance
How do I structure my contract with the venue and my event registration process so that I am protected financially if the venue shuts down, or there is an unexpected emergency in my own life that requires cancellation?
Also on terms of liability, if there is a movement component to this event do I need a liability waiver? Can I include a disclaimer on the registration form in lieu of a separate form? Does the venue have general liability i.e. someone falls during the event, their stuff is stolen during a break, etc., that's on the venue or that's on me?
Also, spacing requirements. If I want to book 25 people and I need seating with tables as well as space for everyone to lie down on the floor, how do I determine what size room I will need?
What level of support should I expect from the venue? I.e. Will they print or copy stuff for me, will I have a point of contact for registrants to use if they have their own questions, will they be able to manage any special requests or accommodations requests? Or will I need to manage those things myself?
Problems to avoid
Any suggestions for working smarter not harder while keeping costs relatively controlled? I have skills for managing group dynamics, disruptive participants, customer service, etc. I'm not sure what could go wrong so I can't really plan contingencies. What happens if I am late to my own event due to uncontrollable circumstances? What happens if my babysitter falls through? (This will also be a vacation and I'm taking my 4yo, planning to travel alone.) How do I determine how much of the cost my business can eat before it cuts into my yearly profits so much I won't even break even this tax year? Other considerations?
Bonus question
This is being planned for somewhere in Hawaii. My goal is to provide a relaxing, low key atmosphere that is also affordable (i.e. no expectations of luxury). If you have been to Hawaii and are aware of any venues that create such an experience please share them with me.
One way to get some cash up front is to consider what companies might sponsor your event. First you’ll need to figure out what you’re offering for their money — logos everywhere, freebies for attendees, exclusivity against their competitors.
In general, the venue will do whatever you want but you’ll pay for all of it.
Also, you’ll need to think about insurance. There may be some requirements the venue has, for example.
posted by chesty_a_arthur at 8:13 AM on March 11, 2021 [3 favorites]
In general, the venue will do whatever you want but you’ll pay for all of it.
Also, you’ll need to think about insurance. There may be some requirements the venue has, for example.
posted by chesty_a_arthur at 8:13 AM on March 11, 2021 [3 favorites]
To be honest, an experienced event planner will save you money. They have relationships with vendors, travel agencies, specific hotel properties, contracts, etc. There are a LOT of moving parts with a conference like this.
posted by nkknkk at 8:15 AM on March 11, 2021 [30 favorites]
posted by nkknkk at 8:15 AM on March 11, 2021 [30 favorites]
Important event planning news, also: Food & Beverage is frequently abbreviated and said "f & b" which sounds like "effin' b" which is hilarious if you are about 12, which I am. If you are too then you will enjoy that.
posted by chesty_a_arthur at 8:30 AM on March 11, 2021 [2 favorites]
posted by chesty_a_arthur at 8:30 AM on March 11, 2021 [2 favorites]
ON MONEY
I get the value of the deposit from participants before I pay my deposit on the venue. If I don't have that money, then I don't have confidence that I'll be able to afford the venue.
I encourage my participants to do that with early bird pricing. The longer you wait to commit, the higher the price. Requiring a deposit could work, too, just takes more people to commit which can take longer.
Many events LOSE money. But consider that this event could enhance your client relationships for a long time if you are thoughtful about it. So breaking even or getting paid enough to have this turn into a free conference for you isn't a bad thing if it brings in more annual revenue over all. You could think of it like a marketing event.
See if you can price at 150% of what you think the cost will be (it will cost more than you think because you will have last minute surprises or forget to factor in some costs)
Is it too late to change locations? A venue in Mexico would be the same airfare, everything else from hotel to food to labor at 50% the cost.
GETTING SUPPORT
I part-time Virtual Assistant located in the city of the event can be magical. They can go to the venue for you. They can check local restaurants, advise you, know who to call last minute when you need something. Experienced U.S.-based virtual assistants are probably around $20/hour. $100/week might change your whole event.
If you like working with them, they can transform into your on-site concierge or intern during the event.
Your participants need handouts? ask your assistant! Need someone to run to the local bakery, office supply store? ask your assistant?
posted by jander03 at 8:50 AM on March 11, 2021 [4 favorites]
I get the value of the deposit from participants before I pay my deposit on the venue. If I don't have that money, then I don't have confidence that I'll be able to afford the venue.
I encourage my participants to do that with early bird pricing. The longer you wait to commit, the higher the price. Requiring a deposit could work, too, just takes more people to commit which can take longer.
Many events LOSE money. But consider that this event could enhance your client relationships for a long time if you are thoughtful about it. So breaking even or getting paid enough to have this turn into a free conference for you isn't a bad thing if it brings in more annual revenue over all. You could think of it like a marketing event.
See if you can price at 150% of what you think the cost will be (it will cost more than you think because you will have last minute surprises or forget to factor in some costs)
Is it too late to change locations? A venue in Mexico would be the same airfare, everything else from hotel to food to labor at 50% the cost.
GETTING SUPPORT
I part-time Virtual Assistant located in the city of the event can be magical. They can go to the venue for you. They can check local restaurants, advise you, know who to call last minute when you need something. Experienced U.S.-based virtual assistants are probably around $20/hour. $100/week might change your whole event.
If you like working with them, they can transform into your on-site concierge or intern during the event.
Your participants need handouts? ask your assistant! Need someone to run to the local bakery, office supply store? ask your assistant?
posted by jander03 at 8:50 AM on March 11, 2021 [4 favorites]
Not An Event Planner, but I have worked with a bunch & I work the tech side of various events. Some thoughts:
a venue that has flexible cancellation policies
Bluntly, this may be really hard to find post(ish) pandemic - there's a good chance venues are going to be SLAMMED as people finally get to do the things they have been putting off for a year. (Although some bigger stuff is still holding off until 2022 because they just don't have enough time to get organized.) Just . . . keep this in mind, be prepared to plan/budget for inflexible cancellation after you contact some potential venues. Also deposits - venues are generally desperate for money, so may be tougher on deposit requirements, including that they WILL NOT consider the venue booked until they actually have money in hand, because if you don't have the cash there are 50 other people who want that venue.
I can't comfortably give them one without registered participants paying their own deposit.
I have seen this backfire quite often - if an organizer/promoter is relying on pre-sales to cover some basic initial expenses, and they don't get the pre-sales . . . That's the end of the event. But they still have to cover deposits and refund money and all that, so they end up in bad shape.
This is where the idea of corporate/nonprofit org sponsorship comes in. You get money to cover things like deposits in exchange for their logo all over stuff or whatever.
It also might be worth seeing if Hawaii or city governments (tourism boards) can provide some assistance. Maybe not cash but organizational and promotional help and discounts.
Also, spacing requirements. If I want to book 25 people and I need seating with tables as well as space for everyone to lie down on the floor, how do I determine what size room I will need?
Most venues will have some form of this info on their websites, to varying degrees, sometimes with diagrams. ("Our Eisenhower Conference Room will hold 250 seated in rows, or 100 seated for lunch or dinner.") The events manager at the venue will definitely be willing to weigh in on this as you contact them.
In general, the venue will do whatever you want but you’ll pay for all of it.
Seconding this, with the note that "pay for it" may be top dollar - so in turn I'll second the idea of getting some kind of local on-the-ground assistant who will know (or be able to find & deal with) that, say, using Bob's Print Shop for flyers will save you a ton of money rather than having the venue do it.
posted by soundguy99 at 9:27 AM on March 11, 2021 [3 favorites]
a venue that has flexible cancellation policies
Bluntly, this may be really hard to find post(ish) pandemic - there's a good chance venues are going to be SLAMMED as people finally get to do the things they have been putting off for a year. (Although some bigger stuff is still holding off until 2022 because they just don't have enough time to get organized.) Just . . . keep this in mind, be prepared to plan/budget for inflexible cancellation after you contact some potential venues. Also deposits - venues are generally desperate for money, so may be tougher on deposit requirements, including that they WILL NOT consider the venue booked until they actually have money in hand, because if you don't have the cash there are 50 other people who want that venue.
I can't comfortably give them one without registered participants paying their own deposit.
I have seen this backfire quite often - if an organizer/promoter is relying on pre-sales to cover some basic initial expenses, and they don't get the pre-sales . . . That's the end of the event. But they still have to cover deposits and refund money and all that, so they end up in bad shape.
This is where the idea of corporate/nonprofit org sponsorship comes in. You get money to cover things like deposits in exchange for their logo all over stuff or whatever.
It also might be worth seeing if Hawaii or city governments (tourism boards) can provide some assistance. Maybe not cash but organizational and promotional help and discounts.
Also, spacing requirements. If I want to book 25 people and I need seating with tables as well as space for everyone to lie down on the floor, how do I determine what size room I will need?
Most venues will have some form of this info on their websites, to varying degrees, sometimes with diagrams. ("Our Eisenhower Conference Room will hold 250 seated in rows, or 100 seated for lunch or dinner.") The events manager at the venue will definitely be willing to weigh in on this as you contact them.
In general, the venue will do whatever you want but you’ll pay for all of it.
Seconding this, with the note that "pay for it" may be top dollar - so in turn I'll second the idea of getting some kind of local on-the-ground assistant who will know (or be able to find & deal with) that, say, using Bob's Print Shop for flyers will save you a ton of money rather than having the venue do it.
posted by soundguy99 at 9:27 AM on March 11, 2021 [3 favorites]
I am an event planner (among other things) in Hawaii. You should not do this. Sorry to be so blunt, but planning events long distance with not enough experience can go very bad, very quickly (see Fyre Festival and Knitcamp). When you add COVID on top of that you're dealing with testing and quarantines. Soundguy99 makes good points above. My advice is to wait a year and then hire someone locally.
posted by entropyiswinning at 9:33 AM on March 11, 2021 [35 favorites]
posted by entropyiswinning at 9:33 AM on March 11, 2021 [35 favorites]
I used to work at several venues that held events of all sizes and styles. All of them had in-house coordinators to assist planners with all aspects of the event, including rooms, meals, meeting spaces, equipment, transportation, recreation...etc., etc. I would avoid any venue that did not offer this service, and it should be free, or incorporated into the total cost. My first step would be to contact such a person...they can make it a manageable undertaking.
posted by lobstah at 9:45 AM on March 11, 2021 [3 favorites]
posted by lobstah at 9:45 AM on March 11, 2021 [3 favorites]
"I am an event planner (among other things) in Hawaii. You should not do this. Sorry to be so blunt, but planning events long distance with not enough experience can go very bad, very quickly."
I also used to plan a conference in Hawaii, on a different island from the one I lived on. Reading your post stressed me the hell out. If you just want to write off a vacation/income, talk to an accountant about easier ways to do it.
I tried to think about answers to your individual questions and they were mostly "It depends" and "A lot more money than you expect" and at least for insurance "We had to give the venue evidence of a business insurance policy with coverage up to $1million, no clue how much that costs as it was above my pay grade."
posted by Snarl Furillo at 10:24 AM on March 11, 2021 [11 favorites]
I also used to plan a conference in Hawaii, on a different island from the one I lived on. Reading your post stressed me the hell out. If you just want to write off a vacation/income, talk to an accountant about easier ways to do it.
I tried to think about answers to your individual questions and they were mostly "It depends" and "A lot more money than you expect" and at least for insurance "We had to give the venue evidence of a business insurance policy with coverage up to $1million, no clue how much that costs as it was above my pay grade."
posted by Snarl Furillo at 10:24 AM on March 11, 2021 [11 favorites]
How many "months from now?" How big is this conference? Even small conferences usually take about nine months of planning. By the time you get four weeks out or so, guarantees for rooms, conference space, and F&B are binding to at least a certain percentage. (Guarantee timeline might be a little different for smaller conferences, the pro meeting planners can correct me!)
What level of support should I expect from the venue? I.e. Will they print or copy stuff for me, will I have a point of contact for registrants to use if they have their own questions, will they be able to manage any special requests or accommodations requests? Or will I need to manage those things myself?
No. What? No. The meeting planner is the point person for the attendees. The venue point of contact just works with the meeting planner.
I am really confused about the concept of having an affordable conference in Hawaii.
posted by desuetude at 11:14 AM on March 11, 2021 [3 favorites]
What level of support should I expect from the venue? I.e. Will they print or copy stuff for me, will I have a point of contact for registrants to use if they have their own questions, will they be able to manage any special requests or accommodations requests? Or will I need to manage those things myself?
No. What? No. The meeting planner is the point person for the attendees. The venue point of contact just works with the meeting planner.
I am really confused about the concept of having an affordable conference in Hawaii.
posted by desuetude at 11:14 AM on March 11, 2021 [3 favorites]
Please keep your 4 year old front and centre in your planning too - as the two of you are travelling alone.
I've had experience travelling with children of this age (including to Hawaii). Their health and overall well-being can be affected by heat, tummy bugs or other viruses, insect bites, unfamiliar food/beds/people and so on. During the conference your focus must be on the participants - during the day as well as in the evening (eg - at night, evaluating how the day has gone; planning for the day ahead; addressing any issues at the venue; possibly responding to questions from participants). You are likely to have much less time and energy than usual to spend with your child.
Unless you have family and friends in the area, the cost for an experienced, competent and trustworthy caregiver will also need to be factored in - including allowing time for them to get to know your child. Make sure that your medical insurance includes coverage for unexpected doctor’s visits/medical care for both of you.
posted by The Patron Saint of Spices at 11:24 AM on March 11, 2021 [2 favorites]
I've had experience travelling with children of this age (including to Hawaii). Their health and overall well-being can be affected by heat, tummy bugs or other viruses, insect bites, unfamiliar food/beds/people and so on. During the conference your focus must be on the participants - during the day as well as in the evening (eg - at night, evaluating how the day has gone; planning for the day ahead; addressing any issues at the venue; possibly responding to questions from participants). You are likely to have much less time and energy than usual to spend with your child.
Unless you have family and friends in the area, the cost for an experienced, competent and trustworthy caregiver will also need to be factored in - including allowing time for them to get to know your child. Make sure that your medical insurance includes coverage for unexpected doctor’s visits/medical care for both of you.
posted by The Patron Saint of Spices at 11:24 AM on March 11, 2021 [2 favorites]
My wife works in the meetings department of a large org, and for the past year they've been working nonstop to adapt in-person events to virtual (and then learn on the fly how to host virtual events). Contracts are usually struck more than a year in advance, and cancelations often have to happen many months in advance so losses are minimized (like deposits on catering expenses, or attendees who insist on refunds). For certain events they've basically been in a long game of chicken where everyone knows the event is going to be canceled because of travel or assembly restrictions (or both), but if her org were to cancel they'd have to pay out on deposits and cancelation fees. So they wait for the venues to cancel, and the venues wait for state and local governments to extend restrictions, because if it's out of their hands they don't have to pay up either. All of that is to say that you shouldn't put any money into this that you're not willing to lose, because as an individual (or LLC or S-Corp or whatever you are) you're going to be on the hook for everything and it could ruin you.
posted by fedward at 11:24 AM on March 11, 2021 [1 favorite]
posted by fedward at 11:24 AM on March 11, 2021 [1 favorite]
Response by poster: Answers to some of the questions as these answers may inform the feedback I get:
4 months out, 25 person maximum, following all Safe Travel guidelines. I suppose I would give a credit towards a future experience in lieu of a refund to anyone that couldn't attend due to COVID, testing snafus, quarantine etc, but I anticipate that proof of vaccination will eventually be enough to satisfy travel requirements.
The audience is healthcare professionals so they will probably all be vaccinated, and will otherwise be very well versed in protection protocols. I'll be sure everyone is aware of the Safe Travel policies before they commit.
I really only need to plan one dinner meeting, two half-day lectures with breakfast on those days, plus accomodations. I don't feel like that's really all that much...?
By "affordable" I mean comparatively speaking. I saw a different conference scheduled the same time period for roughly $1900 per person (plus airfare), and I'm hoping to be able to charge less than that but perhaps I'm naive. (?)
This started out as a way to write off a vacation but transformed into a passion project. I really enjoy offering the type of service I'll be offering, and it's very much needed for healthcare workers right now. I am designing the type of experience I've craved myself as a healthcare professional and I'm far from the only one that has wanted it. This particular type of experience is not as common as you'd expect it to be. So, it would be a nice way to help my colleagues if I can pull this off.
entropyiswinning I sent you MeMail.
Thankful for the variety of considerations that have been shared so far, especially the VA suggestion. I am trying to get some quotes from local event planners in the event that you all are correct that it would end up cheaper that way. Please keep the suggestions coming.
posted by crunchy potato at 11:34 AM on March 11, 2021
4 months out, 25 person maximum, following all Safe Travel guidelines. I suppose I would give a credit towards a future experience in lieu of a refund to anyone that couldn't attend due to COVID, testing snafus, quarantine etc, but I anticipate that proof of vaccination will eventually be enough to satisfy travel requirements.
The audience is healthcare professionals so they will probably all be vaccinated, and will otherwise be very well versed in protection protocols. I'll be sure everyone is aware of the Safe Travel policies before they commit.
I really only need to plan one dinner meeting, two half-day lectures with breakfast on those days, plus accomodations. I don't feel like that's really all that much...?
By "affordable" I mean comparatively speaking. I saw a different conference scheduled the same time period for roughly $1900 per person (plus airfare), and I'm hoping to be able to charge less than that but perhaps I'm naive. (?)
This started out as a way to write off a vacation but transformed into a passion project. I really enjoy offering the type of service I'll be offering, and it's very much needed for healthcare workers right now. I am designing the type of experience I've craved myself as a healthcare professional and I'm far from the only one that has wanted it. This particular type of experience is not as common as you'd expect it to be. So, it would be a nice way to help my colleagues if I can pull this off.
entropyiswinning I sent you MeMail.
Thankful for the variety of considerations that have been shared so far, especially the VA suggestion. I am trying to get some quotes from local event planners in the event that you all are correct that it would end up cheaper that way. Please keep the suggestions coming.
posted by crunchy potato at 11:34 AM on March 11, 2021
If you expect to be able to give credit instead of refunds, I'd be concerned for two or three different reasons.
posted by sagc at 12:13 PM on March 11, 2021 [1 favorite]
- This might not be legal; there may be both consumer protection laws and credit card chargebacks to worry about.
- People may respond poorly - ranging from bad publicity to a lawsuit - to not getting their money back. I work in a concert hall, and we've had people threatening us over amounts 1/10th of what you're charging.
- A lot of people likely will not book a conference 4 months out without a strong refund policy. I don't think four months from now is into the range where people are going to feel 100% travelling, or that there won't be setbacks between now and then.
posted by sagc at 12:13 PM on March 11, 2021 [1 favorite]
oh... no... 4 months out? i have planned conferences 4 months out and they DO NOT GO WELL. especially if you are doing this a) yourself, b) for the first time.
i would plan this for 2022. in the mean time:
1) gauge interest via social media or industry publications
2) get RFPs from at least 3 venues, with detailed information about the space they can provide, what f&b is included, staffing they provide, etc.
3) what kind of set up will be involved? it works very differently in different locations depending on union rules (or if there even is a union)
4) if you do not have the money to up front pay the deposit or cannot afford to lose it, do not proceed
also, fedward is 100% correct about this. right now is an awful time to be planning events.
posted by misanthropicsarah at 12:17 PM on March 11, 2021 [1 favorite]
i would plan this for 2022. in the mean time:
1) gauge interest via social media or industry publications
2) get RFPs from at least 3 venues, with detailed information about the space they can provide, what f&b is included, staffing they provide, etc.
3) what kind of set up will be involved? it works very differently in different locations depending on union rules (or if there even is a union)
4) if you do not have the money to up front pay the deposit or cannot afford to lose it, do not proceed
also, fedward is 100% correct about this. right now is an awful time to be planning events.
posted by misanthropicsarah at 12:17 PM on March 11, 2021 [1 favorite]
Four months out just doesn't seem at all feasible, even during way less stressful times. I'd expect the planning process for a conference like you're describing to be a year at minimum.
posted by augustimagination at 12:22 PM on March 11, 2021 [1 favorite]
posted by augustimagination at 12:22 PM on March 11, 2021 [1 favorite]
Response by poster: Not to threadsit, but could someone explain why 4 months isn't enough time when I have very few structural parts to the overall event (one meal, two half day meetings)? Can I not just find a hotel, book the space, market the event and call it a day provided I have planned the day-of flow adequately? Especially if I anticipate no more than 25 people. How is this an unmanageable endeavor?
Thank you for the idea of concern about credit but no refunds. I'll have to research that further.
posted by crunchy potato at 12:29 PM on March 11, 2021
Thank you for the idea of concern about credit but no refunds. I'll have to research that further.
posted by crunchy potato at 12:29 PM on March 11, 2021
I suppose I would give a credit towards a future experience in lieu of a refund
Since AFAICT since you don't have a proven history or track record of holding these events, I think this alone is gonna scare people away, especially if you're charging anywhere near $1900.
People have been - understandably - freaking out about getting "future show" credits instead of refunds for $50-$150 concert tickets (on preview - jinx! sagc); and that's for bands and venues that have been around for 20 years. A credit for an event that may never happen if the first one doesn't go astoundingly well will get a hard "NO" from a bunch of people.
Especially if I anticipate no more than 25 people.
Where are those 25 people coming from? Do you know or have contact with them personally?
posted by soundguy99 at 12:32 PM on March 11, 2021 [3 favorites]
Since AFAICT since you don't have a proven history or track record of holding these events, I think this alone is gonna scare people away, especially if you're charging anywhere near $1900.
People have been - understandably - freaking out about getting "future show" credits instead of refunds for $50-$150 concert tickets (on preview - jinx! sagc); and that's for bands and venues that have been around for 20 years. A credit for an event that may never happen if the first one doesn't go astoundingly well will get a hard "NO" from a bunch of people.
Especially if I anticipate no more than 25 people.
Where are those 25 people coming from? Do you know or have contact with them personally?
posted by soundguy99 at 12:32 PM on March 11, 2021 [3 favorites]
I think it would be helpful to have clarified - are you expecting that people will mostly fly from mainland US to Hawaii for this, or are you expecting locals to sign up?
posted by augustimagination at 12:40 PM on March 11, 2021
posted by augustimagination at 12:40 PM on March 11, 2021
Are you proposing just 2 1/2 day training sessions? Then not really a conference - that terminology might be hampering you here. It's more like a meeting, thus more manageable.
If you already know your 25 people personally, and they all are agreeing to this now informally, you MAY have a chance. But, if you're hoping to FIND attendees and you have NO IDEA if anyone will actually register...this could be a disaster.
And if you're self-funding this? Yikes.
posted by tristeza at 12:47 PM on March 11, 2021 [3 favorites]
If you already know your 25 people personally, and they all are agreeing to this now informally, you MAY have a chance. But, if you're hoping to FIND attendees and you have NO IDEA if anyone will actually register...this could be a disaster.
And if you're self-funding this? Yikes.
posted by tristeza at 12:47 PM on March 11, 2021 [3 favorites]
(Part of my job is training and event planning for healthcare providers).
Also - is this a CME/CNE event?
posted by tristeza at 12:48 PM on March 11, 2021 [3 favorites]
Also - is this a CME/CNE event?
posted by tristeza at 12:48 PM on March 11, 2021 [3 favorites]
ALSO also - do you already have the speakers committed?
posted by tristeza at 12:56 PM on March 11, 2021 [2 favorites]
posted by tristeza at 12:56 PM on March 11, 2021 [2 favorites]
Not to threadsit, but could someone explain why 4 months isn't enough time when I have very few structural parts to the overall event (one meal, two half day meetings)? Can I not just find a hotel, book the space, market the event and call it a day provided I have planned the day-of flow adequately?
Sure, if you have a high budget ($5000+) that you can put down up-front and afford to lose, you can find a hotel conference room for this. I think your biggest risk is that you will get 0-5 attendees and not make your money back. If you don't care about that and want to take on the other stress of planning an event, that's your decision. I wouldn't do it.
posted by Snarl Furillo at 1:09 PM on March 11, 2021
Sure, if you have a high budget ($5000+) that you can put down up-front and afford to lose, you can find a hotel conference room for this. I think your biggest risk is that you will get 0-5 attendees and not make your money back. If you don't care about that and want to take on the other stress of planning an event, that's your decision. I wouldn't do it.
posted by Snarl Furillo at 1:09 PM on March 11, 2021
could someone explain why 4 months isn't enough time
1. Attendees. Who would attend this meeting? Who will pay for their registration, travel, and lodging expenses? If that's expected to be paid for by their employers, how will they get budget approval on such short notice? If they're paying individually, will they have the money lying around for a popup meeting only two or three months from when they find out about it? What if people just aren't comfortable traveling yet? What if your audience of healthcare workers still can't get away from work?
2. Marketing. Will your marketing even reach potential attendees in time for them to make the decision to attend a event on such short notice? Even if it does reach them in time, will it be good enough that they want to act on it?
3. Value. What is the value proposition for attendees? Will they earn continuing education credits? Do you have enough of a reputation for them to want to attend a one-off without that? Are two half day sessions worth the expense and hassle?
4. Logistics. What if the vaccine rollout takes longer than estimated? What if quarantine requirements haven't been lifted? What if airlines aren't running enough flights for people to be able to book the dates they need to travel for the prices they're willing to pay? What if restrictions are tightened and you have to cancel last minute?
5. Expectations. What will you be able to provide people who have to cancel? Would you have the skills and expertise to stream the content to paid attendees who, say, had their flights canceled, or who would be required to quarantine and thus don't travel? Can you afford to give everybody refunds?
The two things working in your favor are excess hotel inventory and pent up demand for travel. But there are many, many things working against you.
posted by fedward at 1:12 PM on March 11, 2021 [12 favorites]
1. Attendees. Who would attend this meeting? Who will pay for their registration, travel, and lodging expenses? If that's expected to be paid for by their employers, how will they get budget approval on such short notice? If they're paying individually, will they have the money lying around for a popup meeting only two or three months from when they find out about it? What if people just aren't comfortable traveling yet? What if your audience of healthcare workers still can't get away from work?
2. Marketing. Will your marketing even reach potential attendees in time for them to make the decision to attend a event on such short notice? Even if it does reach them in time, will it be good enough that they want to act on it?
3. Value. What is the value proposition for attendees? Will they earn continuing education credits? Do you have enough of a reputation for them to want to attend a one-off without that? Are two half day sessions worth the expense and hassle?
4. Logistics. What if the vaccine rollout takes longer than estimated? What if quarantine requirements haven't been lifted? What if airlines aren't running enough flights for people to be able to book the dates they need to travel for the prices they're willing to pay? What if restrictions are tightened and you have to cancel last minute?
5. Expectations. What will you be able to provide people who have to cancel? Would you have the skills and expertise to stream the content to paid attendees who, say, had their flights canceled, or who would be required to quarantine and thus don't travel? Can you afford to give everybody refunds?
The two things working in your favor are excess hotel inventory and pent up demand for travel. But there are many, many things working against you.
posted by fedward at 1:12 PM on March 11, 2021 [12 favorites]
I have my own meetings and events business and have plenty of time on my hands as my in person events through spring 2022 have all been postponed.
I was picturing a much larger audience on first read than what you’ve followed up with, so I’m less concerned than initially. I would only move forward with a traditional room block, if you can include a clause for full cancellation up to the first day of the event. For an event without initial buy-in, I’d lean more towards a wedding style block where the rooms are available for your attendees to book so many weeks out at a preferred rate so that you aren’t on the hook.
Feel free to me mail if you want to talk through a few things. Most of my work is corporate, but I’ve worked on conferences that relied on conference fees and sponsorship, although with your attendance figures sponsorship revenues will likely be harder to attain.
posted by icaicaer at 1:18 PM on March 11, 2021 [1 favorite]
I was picturing a much larger audience on first read than what you’ve followed up with, so I’m less concerned than initially. I would only move forward with a traditional room block, if you can include a clause for full cancellation up to the first day of the event. For an event without initial buy-in, I’d lean more towards a wedding style block where the rooms are available for your attendees to book so many weeks out at a preferred rate so that you aren’t on the hook.
Feel free to me mail if you want to talk through a few things. Most of my work is corporate, but I’ve worked on conferences that relied on conference fees and sponsorship, although with your attendance figures sponsorship revenues will likely be harder to attain.
posted by icaicaer at 1:18 PM on March 11, 2021 [1 favorite]
Response by poster: Answering more of the questions.
I have already had 13 people express interest in what I'm trying to do, some local to the islands and most planning to travel from mainland U.S. I have not actually marketed it yet. I know some of them personally. They all make their own schedules.
Yes this involves CME. Most of these are self-employed professionals who have a standing budget for this type of thing, and would if anything have more to spend than normal because so much has been shut down.
Speaker/logistical concerns - that's just me. I'm a subject matter expert on the topic. I already have included in my inquiries to venues whether they have the capability to stream my presentation into a meeting space if my own travel process has a snafu that requires quarantining in my own hotel room, and yes I have my own Zoom type of platform for those that want to attend but had flights cancelled or other barriers (GREAT question by the way, as I can include that as reassurance to potential participants). I am including a 2 day buffer partly for travel-related mishaps, time zone adjustment, and initiation of the preliminary actionable information which can be communicated in an alternate manner for those that are not physically present for that initial meeting.
Value - a self-employed person who travels for business is permitted to extend their stay slightly and still write off the trip, and there's a lot of self employed healthcare professionals that appreciate this. See medical CEU cruises, for example.
posted by crunchy potato at 1:34 PM on March 11, 2021
I have already had 13 people express interest in what I'm trying to do, some local to the islands and most planning to travel from mainland U.S. I have not actually marketed it yet. I know some of them personally. They all make their own schedules.
Yes this involves CME. Most of these are self-employed professionals who have a standing budget for this type of thing, and would if anything have more to spend than normal because so much has been shut down.
Speaker/logistical concerns - that's just me. I'm a subject matter expert on the topic. I already have included in my inquiries to venues whether they have the capability to stream my presentation into a meeting space if my own travel process has a snafu that requires quarantining in my own hotel room, and yes I have my own Zoom type of platform for those that want to attend but had flights cancelled or other barriers (GREAT question by the way, as I can include that as reassurance to potential participants). I am including a 2 day buffer partly for travel-related mishaps, time zone adjustment, and initiation of the preliminary actionable information which can be communicated in an alternate manner for those that are not physically present for that initial meeting.
Value - a self-employed person who travels for business is permitted to extend their stay slightly and still write off the trip, and there's a lot of self employed healthcare professionals that appreciate this. See medical CEU cruises, for example.
posted by crunchy potato at 1:34 PM on March 11, 2021
Other people have covered logistical, financial and marketing concerns, but I keep thinking about about the child accompanying you. I did events and group travel arrangements for 20+ years, and barely had time to attend to my own needs while they were underway. Those 25 people are going to to be on your case 24/7 (even in a hotel they will come to you first, I guarantee), so I would make sure your child care plans are 1000% ironclad. Are you planning to arrange care through the venue, or do you have private arrangements already made? If it were me, I might consider paying for someone I could trust to come with me expressly for babysitting, rather than having the additional stress of hoping the local person shows up while you are trying to manage your event. I realize that eats into your profit margin, but peace of mind is worth something too.
(I'll also add that I once planned a continuing ed event for lawyers and ran into delays with the body that needed to approve the curriculum and CLE plan before I could even start marketing - hopefully that is on your to-do list as well.)
posted by Sweetie Darling at 3:01 PM on March 11, 2021 [4 favorites]
(I'll also add that I once planned a continuing ed event for lawyers and ran into delays with the body that needed to approve the curriculum and CLE plan before I could even start marketing - hopefully that is on your to-do list as well.)
posted by Sweetie Darling at 3:01 PM on March 11, 2021 [4 favorites]
Sweetie Darling I was assuming that her continuing Ed was already FULLY APPROVED- that is basically Step 2 after “pick a date.”
If not, find out their timelines - my CME office takes like 3 months to REapprove things.
posted by tristeza at 3:17 PM on March 11, 2021 [4 favorites]
If not, find out their timelines - my CME office takes like 3 months to REapprove things.
posted by tristeza at 3:17 PM on March 11, 2021 [4 favorites]
On top of everything else, I'm deeply uncomfortable with your description of the value proposition:
Value - a self-employed person who travels for business is permitted to extend their stay slightly and still write off the trip, and there's a lot of self employed healthcare professionals that appreciate this.
That just seems like tax evasion to me.
posted by leslietron at 4:02 PM on March 11, 2021
Value - a self-employed person who travels for business is permitted to extend their stay slightly and still write off the trip, and there's a lot of self employed healthcare professionals that appreciate this.
That just seems like tax evasion to me.
posted by leslietron at 4:02 PM on March 11, 2021
Wait, you're bringing your child? NO WAY. Even if you proceed, despite the concerns noted above, you will be 24x7 go go go go go with a thousand things you can't even imagine (the conference room next door is hosting a Zumba class! your mike doesn't work! You need a sign language interpreter! There are no chairs! They brought coffee but no cups! The door to the room is locked! Three people are stranded at the airport!) and to do this with a small child is just... insane.
That said, I want to take a sec to acknowledge how cool it is that your passion project has you thinking/dreaming in this direction. You love what you do and want to bring it to others, and have fun yourself along the way. That is admirable and worth pursuing!! Keep exploring this! Just give yourself a lot more time and do additional research, so it meets and exceeds your expectations.
posted by nkknkk at 4:25 PM on March 11, 2021 [10 favorites]
That said, I want to take a sec to acknowledge how cool it is that your passion project has you thinking/dreaming in this direction. You love what you do and want to bring it to others, and have fun yourself along the way. That is admirable and worth pursuing!! Keep exploring this! Just give yourself a lot more time and do additional research, so it meets and exceeds your expectations.
posted by nkknkk at 4:25 PM on March 11, 2021 [10 favorites]
I don't understand what you mean by "involves CME." Offering CME at a conference requires a relationship with an organization (university, professional association, etc.) that has their CME accreditation.
posted by desuetude at 8:07 AM on March 12, 2021 [1 favorite]
posted by desuetude at 8:07 AM on March 12, 2021 [1 favorite]
Response by poster: @desuetude: CEs have been approved by a professional association.
posted by crunchy potato at 10:57 AM on March 12, 2021
posted by crunchy potato at 10:57 AM on March 12, 2021
As someone who has done a lot of event planning, I'd suggest that, before attempting something like this, especially during COVID times, you plan something smaller scale locally, which would be much lower stakes. You would make some spare cash that would help you underwrite a Hawaii event in the future as well as getting the valuable experience you really should have if you want to pull this off.
posted by carrienation at 12:00 PM on March 12, 2021 [5 favorites]
posted by carrienation at 12:00 PM on March 12, 2021 [5 favorites]
Listen to the advice above and give yourself either way more time to plan and market this (it's easy for people to say oh yeah I'd love to go for a trip but much harder to get them to commit cash and time) and budget higher so you can use experienced event planners.
Based on my experience event planning for international small groups, alongside tour companies and on conferences, the amount of work involved is HUGE with many moving parts and problems. The more you can hand off professionally to experts, the easier it is. DIY works only for family holidays where you can expect to suffer together, not for commercial projects.
Carrienation's idea of organising a weekend retreat locally is great and 4 months is enough to plan that.
posted by dorothyisunderwood at 10:08 PM on March 12, 2021 [1 favorite]
Based on my experience event planning for international small groups, alongside tour companies and on conferences, the amount of work involved is HUGE with many moving parts and problems. The more you can hand off professionally to experts, the easier it is. DIY works only for family holidays where you can expect to suffer together, not for commercial projects.
Carrienation's idea of organising a weekend retreat locally is great and 4 months is enough to plan that.
posted by dorothyisunderwood at 10:08 PM on March 12, 2021 [1 favorite]
This thread is closed to new comments.
You have a LOT of moving parts, and they all have to align. ANYTHING falls through, and you can have a crisis on your hands. So you need to cultivate relationships with vendors and with an on-site survey, get to know the people you'll be depending on, and have a "plan B" (and C and D) in case something falls through. Someone may be cheaper, but is she just as reliable as the next cheapest? And so on. There are vendors out there to tries to win with a low-bid, then nickel-and-dime you to death later. This is something that only a local would know, and if it's an exotic location, you may need a local... facilitator.
IMHO, you also have to be able to specify in your contract that some details may be subject to change due to contingencies, like one hotel lost a ballroom due to (event) and we have to get something "equivalent". You also need to talk to someone who are authorized to make changes to the venue, and not a committee which will NEVER get back to you in time if things are moving quickly.
As for liability, contract, and all that, you should run all that past a civil attorney who specialize in business contracts. You don't want something with 2 pages of addendums, but you do need to protect yourself. Also, are you incorporated? Is there any insulation between you and your business? Do you have business general liability insurance? How do you check if your vendors do?
Sorry if these are like Captain Obvious level stuff.
posted by kschang at 8:10 AM on March 11, 2021 [1 favorite]