Thoughts and news from the LMA-MN – Midwest Region – Minnesota Local Group

#LMAMN Guest Post: After the Event

The event is over and you take a deep sigh of relief – but not too fast! There are many things you need to do after an event to get the full value and ensure a successful repeat event, too!

Post-Event Checklist
• Send thank you’s and final payments to vendors – Show your vendors you appreciate them by settling payments promptly and sending them a thank you. Bonus if you can send them photos they can use in their marketing efforts.
• Organize photo albums – Work with your photographers and videographers to organize your photos and distribute to sponsors, vendors, and guests.
• Sponsors – Thank your sponsors and let them know to save-the-date for the next event!
• Review analytics – Did the event increase site visits? Was the attendance what you hoped for? Review your numbers and be prepared to share them as you propose future events.
• Finalize event budget – Review your final invoices and how your actual budget and estimated budget compare. Analyze areas that you could have saved or where you wished you had the ability to spend more.
• Host a debrief – Memory fades quickly, so, try and host a debrief within one week of the event. Invite key players and ask for what they found successful and what could be improved. Don’t forget to bring notes you took throughout the event.
• Create an event binder – Organize your contracts, scripts, floorplans, notes – everything you have – into a binder to be reviewed throughout the following year as you prepare for your next event!

Leveraging the event after it has concluded
• Send guests a call to action – Send guests a thank you for attending email and include a call to action – this might be a post-event survey, link to schedule an appointment, or request to join your social media community. Depending on the size and scope of your event, consider follow-up phone calls to your guests.
• Post on social media – Leverage the event by sharing the hype on social media or extending event offers to your social audience.
• Sponsor social – Consider hosting a social thanking your sponsors after the event. Encourage them to continue building relationships with attendees and offer them resources to do so.
• Blog – Consider writing a blog series that highlights speakers from your event. This is a great way to continue gaining value from the event many weeks after it has concluded.
• Post-event webinar – Stay on your event attendees radar by hosting follow-up webinars that relate to the event topic.

After finishing this list of post-event to-do’s enjoy some well-deserved sleep and relaxation so you can be re-charged and ready to do it again!

Kalsey Beach is president of Do Good Events (www.DoGoodEvents.com), a Twin Cities boutique event planning company specializing in event planning for businesses and non-profits. Join her at the June LMA-MN program!

#LMAMN June Program: Using Events to Elevate Your Business

Legal Marketing Association Minnesota Chapter
LMA-MN June 2015 Program
Wednesday June 17, 2015 from 4:00 PM to 5:00 PM CDT
Faegre Baker Daniels
90 S. Seventh Street
Suite 2200
Minneapolis, MN 55402


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Using Events to Elevate Your Business: 
A 360° View 

It is no secret that external client events take time, money and firm resources. Moderated by Kalsey Beach of Do Good Events, local legal marketers will provide start-to-finish case studies of recent successful events.

You will walk away with knowledge on:

  • Creating quantitative goals and objectives around your event.
  • What should be on the to-do list 30, 60 and 90 days before the event.
  • How to structure the program/event.
  • How to create effective day of event timelines and floor plans.
  • How to create and manage an event budget.
  • How to review contracts with vendors and negotiate what you might need.
  • Pre- and post-event follow-up strategies and best practices.

Please join us for an interactive panel discussion featuring:

Leslie Delfs, Business Development Manager, Stinson Leonard Street LLP

Katie Dockter, Business Development and Conference Specialist, Bowman and Brooke

Kate Lutes, Marketing Strategist, Greene Espel PPLP


Special thanks to our June program sponsor!

Promotion Select

About the moderator:

Kalsey Beach brings years of event experience to her presentation. She has planned, managed, marketed and executed hundreds of events from 30-person lunch and learns to 2,000-person employee appreciation picnics and everything in between. Events are an exceptional way to build brand awareness, create loyalty amongst a team and trust from your clients. Do Good Events specializes in event planning for businesses and non-profits. Our goal is to take the stress of event planning off our clients plates, give them back their time and allow them to be the host at their function.

#LMAMN Guest Post: Handling the Week of Event Details

It is the week of your event, a time that can be stressful, especially if you lack a plan. Lists are crucial during this phase to make sure nothing is missed. Following a list allows you to feel in control instead of chaotic.

Things to Consider – One Week Before The Event:
• Final signage needs – Hopefully you have ordered any large print needs (i.e. banners) but what about smaller directional signage? Will guests know where to go once they enter the space? Should you set-up a sandwich board in the parking lot? Approach the venue space as if it were your first time and plan your directional signage accordingly.
• Dietary needs – Review your guest list for any dietary needs like vegetarian, gluten-free, lactose-free, kosher, etc. Ensure these guests will be taken care of throughout the event and alert your catering vendors.
• Vendor confirmations – Call every one of your vendors and confirm load-in, load-out and timeline details as well as headcount and any other pertinent details. Never assume someone knows what time they need to be there or where they should park.
• Vendor contact list – While doing your confirmations, confirm day-of event contact information and create a spreadsheet for yourself.
• Confirm volunteer/staff schedules – Connect with anyone working the event and ensure they know what time to arrive, what to wear, where to park, if they will receive a meal, etc.
• Seating chart – Distribute the seating chart to key players, upon approval print placecards.
• Finalize timeline – Finalize your timeline and make note of when vendors, key players, staff and guests will arrive.
• Finalize script – Distribute the script to key players and VIPs so they may practice and provide feedback in a timely manner that will not interrupt the event flow.

Things to Consider – One Day Before The Event:
• Take care of the planning team – Make sure you are providing the planning team extra encouragement, meals, flexibility, etc. The team needs to arrive at the event energized so paying attention to personal needs is crucial.
• Final attendee reminder – Send guests one last reminder about the day including details about the timeline, where to park and what to wear.
• Pack an event bin – Include everything you think you may need! Our bins include pens, scissors, zip ties, paper clips, stapler, notebooks, clipboards, tape of every kind, flashlight, wine screw, blank nametags, scripts, extra guest lists, Kleenex, etc!
• Pack your bag – Consider what you need to wear for set-up, during the event, and takedown. Pack multiple shoes!
• Walk through the event – Visualize the day and confirm you have thought of it all!

Things to Consider -The Day Of The Event:
• Check the venue – Confirm the layout is what was discussed and that microphones, signage, centerpieces, etc are all in place. Make sure you agree with the temperature and cleaniness.
• AV Check – At least one hour before the start of the event, check all microphones and presentation materials.
• Confirm vendor arrival – Check-in with your vendors upon their arrival and make a phone call if a vendor is more than 10 minutes late.
• Speaker needs – Place water at the podium, ensure dressing rooms are ready, make sure the speaker has a reserved seat in the audience, etc.
• Check in with VIPs – Make sure VIPs feel comfortable and knowledgeable about the script and timeline.
• Day of Guests – When unconfirmed guests arrive, make sure you record their contact information.
• Feedback – Take notes throughout the event about what is going well, could be improved or comments you are hearing. Ask staff and volunteers to contribute as well.

Kalsey Beach is president of Do Good Events (www.DoGoodEvents.com), a Twin Cities boutique event planning company specializing in event planning for businesses and non-profits. Stay tuned for her guest post next week discussing event follow-up strategies. 

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