Wednesday, May 2, 2012

Planning a Successful Event - Part 5: Places Everyone (It's Showtime!)

Whew....it has been a minute since I've been able to post one of these. The truth is, I've been busy getting ready to debut our spanking brand new television show to a potential audience of 2.8 million viewers. We've been reviewing a lot of talent and literally looking at videos from sun up to sun up (that would be 24 hours). But I have to get back to this final installment of the event planning so we can get into some other things on the blog.

Please make sure you have enough hands on deck when it comes time to have your event. Not having enough people in their proper place can cause the start time of your event to be pushed back, making you look rather unprofessional. Don't go there! Call Momma, Sister, Brother, Cousin, whoever you can to help you pull it together.

Before you get to your venue on the day of, throughout the week, you should be putting together a checklist of what you need for your event. I put together a checklist every time I go out of town, and when it's time for me to come back home, I look at my checklist to make sure I don't leave anything. Unless you have someone coming out to shoot your event, it would be crazy to put all of this together and then mess around and not have your video camera or just a plain camera to take shots of your event.

Get Your Money
Look...first and foremost, you want to make sure you have someone at the front door that can count and remembers to put the money in the cash box and not their pocket. If folks have purchased their tickets online in advance, make sure you have a print out of the names so you don't get taken. Also, please have some wristbands to identify those who have already paid. If you have vendors at your event, make sure you have their fees squared away before they show up. (We recently had an event where one of the sponsors promised to give the balance of what she owed later. I personally am not waiting on that to happen because it was our responsibility to collect before it all went down.)Trust me, when your event starts to get packed and you have 10 or 12 people calling your name at the same time, it is easy to get caught up and forget about THE M-O-N-E-Y.

Announcements
Make sure you have a banner with your logo on it behind you on the stage the whole  time the event is taking place and anywhere else you feel might be a good placement where it can be seen. (Maybe even on the Bathroom Tissue if possible.)Whoever is hosting should definitely remind the audience/attendees that there are vendors at your venue who came out to make money, so they need to go on over and make a purchase. Any events you have coming up, you want to make  sure your audience is aware.

Mic Control
Okay, I have no problem with the holy spirit taking control, but would it be possible for the spirit to grab you after you have passed the mic back to the M.C.? You know how you usually get out of church at 1:30 P.M., but when Ms. Hattie gets happy, and the organist starts playing that tune that gets her fired up, it winds up being 2:00 or 2:15. Then Ms. Hattie comes to your event. Do not be ashamed to pull the plug or dim the lights. Whatever is clever. We must be mindful of the fact that if we are using a venue and only have a limited amount of time, we will have to make sure we are in charge of the microphone at all times.

Stick to Your Schedule
Unless you want to get some people upset, please make sure your event starts as close to schedule as possible and ends on time. This one can really tie in with the former sub-heading of Mic control as well. No one should have to suffer through the impromptu remix of your album if you are not the featured artist.

Acknowledgments
During your event and after, you need to make it a point of acknowledging everyone who had a hand in making your event a success.

Email/Contact List
Don't be foolish and let your attendees leave your event without gathering their contact information. The people you come into contact with can be very supportive of your ministry and/or future events. They are in the position to help you grow.

This is it for me on the explanation of planning a successful event. We will have to come back to the topic of promotion, because there are so many ways in which this can be done. 

If you are an artist who is seeking exposure on the radio, please contact these DJs. Everytime we close out our posts we try to include information about how to expand your ministry. Right now, I'm including some DJ contact info to you so you can get some spins of your latest project. Jonathan Moore (accepting all genres for WLUV Radio) - j3llc2010@gmail.com , Dunamis Live of the Fishbowl Network - dunamis.live@yahoo.com , DJ Dre - 67865djdre@gmail.com and Gospel DJIsaiah



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