5 Ways to Get Help for Your Next Event

How do you get engagement from owners and community partners for your event?

Whether your district has a deep marketing budget or operates on a shoestring when it comes to marketing and events,you don’t have to finance the entire cost of your events yourself! While it may seem very obvious to some, there are many districts out there that have never even thought about simply ASKING for participation from their property and business owners or even their community partners.

People WANT to be a part of change!

What you and your team are doing has a HUGE impact on theeconomicsuccess of all the businesses in your district, as well as the community at large. Whether they voice it or not, everyone wants to be a part of something that is making things better. When you simply ASK, you are giving them the opportunity to do just that. Some of the ED’s and staffers that I have spoken with don’t like asking because they don’t like being rejected. My take on this is that —it isn’t personal.It’s not as if I am asking them to donate to my dress fund – they aren’t saying no to me! It’s one of two things: either they don’t have enough information about your event, or you haven’t sold them on the sizzle, the vision of what your district is doing that is making a difference. (Check out the example below the video!)

They are spending advertising dollars somewhere. Have them spend it with you and you help them get the word out in exchange for their goods services.

Here is an example of 5 ideas that you can implement to get cost covered for your next district luncheon:

1. Get signage and event programs printed by your local printers in exchanged for sponsorship.

For our first district luncheon, I asked a printer in our district to print all of the programs and signage. I gave her event sponsorship in exchange for the value of the printing. She had heard about the great things we were doing and was more than happy to help. I mentioned her work multiple times throughout the event and then sent her a thank you card after the event was over. I sold it as an inexpensive way for her to advertise her services to local business that would eventually need her services.

Have your local churches donate the centerpiecees for your tables.

Engaging local churches to help at your events is a great thing to do. Churches not only want opportunities for their congregation to volunteer, but they often times have super creative people in their midst. You are simply giving them a way express their gifts and talents. For our luncheon, I simply offered them the option of putting their business cards at our “Community Connections” and Sponsors’ table at the event or mentioning them in our program. It was a win-win for both sides.

3. Have your local entertainment folks donate their audio-visual services.

I am simply amazed at how much districts spend on audio and visual services for their events! It is often times one of the larger ticket items of their budget.& Find a way to get your local business that specialize in projection screens and projectors to donate the rental in exchange for sponsorship. Get your local Disc Jockeys and other AV companies to utilize their set ups for your event in exchange for promotion on your district website or mention in your program.

I had a company that wasn’t even in the district donate a huge projector for us to use at our event and all I had to do was mention them on our event landing page. I got someone who was technically savvy to donate their time to set up and tear down the projector in exchange for lunch.

4. Negotiate your rate for your meals and venue.

When it comes to your options for the meals and venue, don’t just settle for their standard “Banquet Rates”. I firmly believe that you should ALWAYS negotiate on this. Look at it this way, you are bringing in other businesses into their venue who could very well use their services for their own events. Always ask for their “5th Column” pricing, the one they have for special people :)! Have I been told no before, yes, however I have used this pitch more than once for multiple events and have been able to get a significant break on their pricing. Remember you simply have to ASK!

5. Get A local photographer to capture your event.

Bartering with photographers is a no brainer. Offering them promotion on your website as well as during your event equals advertising and huge exposure for them. You are giving them the opportunity to showcase their work to a group of movers and shakers in their community. Do the asking for this service early, as good photographers are scheduled out way in advance. My recommendation is to post the “Looking for A Photographer” post as soon as your event date is concrete.

Utilize your connections and sell the sizzle!

These are just five ideas. If you think it through, there are probably a dozen more ideas that you could come up with yourself when it comes to making your event happen. Break the event down into bite-sized pieces and then you will see that you and your staff don’t have to do everything yourselves.

Figure out the best way to tell the story of your district and cast the vision. I guarantee that you will not have a problem with people wanting to be part of your story!