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Make 2019 the most memorable year ever with our hashtag printer

If one of your #2019goals is to boost your event reach and visibility, a great place to start is the event hashtag. The right event hashtags can increase visibility of your event, making it easier for attendees to share their experiences on social media and for non-attendees to find and view content from your event. Organizations of every type are leveraging hashtags to improve their reach and make an impact, and it’s arguably one of the easiest and cheapest ways to promote your event across multiple platforms.

That being said, what does an event hashtag do for the people that actually attend your event?

If you want a unique tool that helps promote your event hashtag, boosts your audience engagement on-site, and provides a literal keepsake your guests can take home with them (other than the fond memories), look no further than our Hashtag Printer.

The Hashtag Printer combines the instant gratification of a photo booth with the marketing edge of a social wall. Guests are encouraged to share their photos on Instagram or Twitter using the event hashtag of your choice in exchange for a photo print. Your social reach gets amplified just like it would if you promoted the use of your hashtag, but your guests also get prints of their favorite photos to take home with them. It’s a real #win for everyone!

Just like our charging stations and tables, your Hashtag Printer can be customized to include a unique wrap promoting your branding.  We’ll also program the touchscreen display to include custom branded frames for your pictures.  The refillable, high volume printer can hold up to 300 full color prints, perfect for an event of any size.  The unit also stands roughly 3.5 feet high, making it accessible for all guests who want to share their photos and join in on the fun!

The Hashtag Printer can be used for any type of event. If you’re planning a wedding, ditch the expensive photo booth that takes up valuable floor space and go for a Hashtag Printer instead!  Your guests will #love posting their photos using your wedding hashtag anyway, so why not give them a keepsake to remember your special day forever?

Looking for a way to expand the reach of a concert series? Want to encourage your attendees to engage with your channel rather than directly with the artist? Utilizing a well-placed Hashtag Printer is a great way to show off how much fun your concertgoers are having while providing them a fun way to communicate directly with the organization hosting their favorite artist.

There are so many fun, creative ways to implement a Hashtag Printer at your next event.  Call us today for pricing options or to talk through the ways your event can benefit from a Hashtag Printer or any one of our event tech options!

How To Build Meaningful Relationships with Event Sponsors

If your events rely on sponsorships, you know just how important it is to foster a relationship with your sponsors so they continue to provide financial support.  Even if you’ve secured a sponsor in the past, there are no guarantees that they’ll sponsor the same event next year if they feel detached from your event or organization. 

Sponsorships aren’t an item you can simply check off of a list.  If you want to keep your sponsors coming back time and time again, you’ll need to create strong, lasting relationships with them through a well-defined process, great communication skills, and significant attention before, during, and after your event.

Here are 4 simple ways you can connect with your sponsors.

Initiate Top Notch Communication
Business relationships are no different than personal relationships. The key to keeping them healthy is to maintain an open line of communication.If you make an effort to initiate conversation with your sponsors at any time possible, even if it’s just checking in with updates, your sponsor will glean a sense of your commitment to their brand and will feel more comfortable reaching out to you.

When in doubt, always keep your sponsors in the loop about any changes to your event that could potentially affect their engagement with your event.  This goes for both positive and negative changes.  If something isn’t going well or you need your sponsor’s help, don’t hesitate to reach out to them.

Be Humble and Courteous
When you strip away the branding, the jargon, the goals and the metrics, you’re left with one thing- people. You have to remember that you’re communicating with another person or group of people, and they will have an impression of you as an individual. Don’t let your positive attitude and politeness fall by the wayside once you’ve secured the sponsorship.

Make sure you say thank you when someone does something nice, be patient with them throughout the entire process, and do your best to personalize your communication.  Making contact with your sponsors in a timely manner throughout the entire process is crucial, so make sure you connect with them and provide them enough time to gather any materials you’re questing from you without making them feel rushed.  You’ll also want to follow up with them in a timely manner after your event has ended.  Just remember, sending them a boiler-plate thank you is impersonal and does nothing but show that you don’t really value your relationship.

Prove Your Worth
Sponsors care about one thing: results.You need to prove that their choice to support your event has paid off and that you’ve delivered on everything you’ve promised. If you can take initiative and show them how successful their sponsorship was thanks to your event (and vice versa), you’ll have the foundation for a fruitful and lasting relationship.

During your initial conversations with a potential sponsor, you should nail down exactly what they’re looking to gain.  Whether it’s an increase in social traffic, lead generation, or some type of actual purchase, knowing what their goals are makes it much easier to know which aspects of your event you need to focus on and the technology you need to track those items.  With enough planning, you’ll have hard data to show how successful your event truly was at meeting your sponsors’ goals.

Provide Real World Connections
Your sponsors should always be treated like VIPs. Think about it- if sponsors had to buy tickets to your event, they’d be paying a price much higher than any VIP tickets or packages you sell to attendees.

To show that you acknowledge their status and that your event has real world value, consider introducing your sponsors to influential or important people involved with your event. If you have a special guest like an artist or speaker, see if you can arrange to have them meet with your sponsors.  You can also introduce them to people associated with your event that have sway in your sponsor’s industry or can act as a potential business contact. 

 

Essentially, you want your sponsors to feel like their sponsorship was valuable in terms of engagement, branding, and sales/distribution goals.  If they walk away feeling like they’ve made powerful business connections on top of meeting their sponsorship goals, they’ll hold your event in high regard and will be more likely to continue sponsoring your event in the future.

 

Smart Ways to Save Money When Planning an Event

If we all operated on an unlimited budget, planning an event would be a cakewalk.  Unfortunately, you’re locked in to a budget and need to stretch it in any way possible to make your event a reality.  If you find yourself running into a financial wall when planning your events, you may be allocating funds to the wrong places or not throwing enough of your capital behind aspects that truly matter.

Knowing your top expenses can help you plan your budget around them.  The following are a few of the most common costly event expenses and ways to avoid falling prey to them.

  1. The Venue
    If you’re not a venue owner, you’re probably throwing a significant portion of your budget behind the venue for your event.Choosing the right venue for your event is crucial, but what if you’re not getting the best deal or could find a similar venue for a lower rate?

Before you go shopping for the best deal, make sure you know exactly what’s included in your rental agreement or contract.  Are things like catering, staffing, security, or cleanup included with your quoted price? Is it more cost effective to rent your audio and video equipment from the venue or do you have a great deal with a separate production company? How long do you have access to the venue before and after your event?  Are there any taxes or service fees you should add on to the quoted price?  A relatively high price for a venue could actually save you money in the long run if the price includes valuable services that are right for your event. 

The services needed can vary from event to event and, depending on the venue, you may have fewer options when working with an included service like catering.  Do your due diligence when contacting venues so you can have a clear picture of what you’re actually getting for the quoted price. You may find that paying a bit more for a venue with included services can help you cut another item out of your budget entirely or can make the management process much easier.

  1. Marketing Tools
    It’s easy to drain your budget if you don’t have a clear marketing plan in place. If you just throw money at social media ads, SEO, and paid sponsorships hoping for results, you could end up overspending on your promotions with no real return.

It seems almost counterintuitive to cut down on your promotional materials, but it can be done without impacting your sales.  You’ll want to lean heavily on your social media channels as these are, without a doubt, the most cost-effective way to reach attendees- just make sure you take a “quality of quantity” approach. 

Posting too often with the same content will feel like spam and can push your audience towards the unfollow button.  Make sure you have compelling, unique content that you can push out on a regular but not-too-frequent basis to keep your followers (aka your possible attendees) engaged.  You can also leverage your sales through social media contests that encourage followers to post, share, and like for the chance to win free or discounted tickets or other event perks.

Your prior attendees are most likely to buy tickets to your event, so make sure you’re also taking advantage of inexpensive email campaigns to keep your past buyers in the loop. Spending a small amount of time and an even smaller amount of your budget on email campaigns can end up boosting your conversions without having to fight for attention across social media platforms.

  1. Print Materials

Your event budget may or may not include a separate item or category specifically for printed materials. If you find yourself allocating too much money for flyers, direct mail content, programs, signage, or tickets, you may be racking up unnecessary expenses.

We live in a time of awareness, so why clutter the earth with paper products that stop being relevant the moment your event ends?  By using digital alternatives to your print materials, you could end up saving the environment while saving yourself money. There are plenty of easy ways to transition to digital and save on printing costs:

  • Using digital and mobile tickets for your event rather than printed tickets are an easy way to save on printing costs, but most ticket platforms come with that as a standard option so there’s a good chance you’re already utilizing digital tickets.
  • If you still use printed programs for your event, consider switching to an event app instead! The cost of building and customizing your app may be less than designing, printing, and shipping paper programs.  You may find that you end up getting a bigger return on investing in an event app because some have the power to capture useful data about your attendees that a piece of paper cannot.
  • Consider replacing some of your signs with beacons or Geofencing technology. If you host multiple events a year, you may want to consider if investing in this technology would end up paying for itself in the long run. Rather than paying to create new signs each time, you can use the same hardware you’ve already paid for and re-allocate it for each venue when needed.

There are plenty of other ways to cut costs, such as building meaningful sponsorships or revamping the pricing for your event, but the big three outlined above have the potential to save you significantly.  Your event may also have some unique budget busters, such as expensive talent, high security costs, or a higher than normal catering budget.  Just knowing which aspects of your event tend to be the most expensive can help you build a successful budget and pinpoint any parts of your event planning process that may need to be revamped.