Disclaimer: The following information is a guide to help ensure the safety of your event, but it is not a substitute for professional risk assessment or legal advice. Always work with local authorities and experts to meet safety regulations and protocols. NE6 assumes no responsibility for incidents occurring during your event.

Hey, it’s Johnny! Safety is one of the most critical parts of any event, whether you’re hosting a huge festival or a small community fair. Ensuring your attendees, vendors, and staff stay safe is not just about complying with regulations—it’s about creating a fun, worry-free experience. Whether you’re hosting a bustling festival in downtown Boston or a cozy fair in rural Vermont, this Safety and Risk Management Guide will help you identify risks, plan for safety, and handle emergencies. Let’s dive in!

Overview

Safety and risk management go beyond just following rules—they’re about preventing problems before they arise. This guide walks you through creating a comprehensive safety plan, managing unpredictable New England weather, coordinating with local authorities, and preparing for emergencies. With a solid safety plan, you’ll be ready for anything!

Step 1: Conduct a Risk Assessment

Before anything else, assess the risks specific to your event. This step will help you plan for safety and identify areas that need special attention.

1.1 Identify Event-Specific Risks

• Event Location Risks: Each venue has its own risks—whether it’s an outdoor festival, an indoor convention, or an event near water. Identify any hazards related to the location.
  Example: A waterfront festival in Portland, ME, may require extra barriers or lifeguards, while an outdoor event in Vermont might need extra lighting to prevent falls on uneven terrain.
• Weather-Related Risks: New England weather is famously unpredictable. Consider the possible impact of snow, rain, wind, or heat on your event.
  Pro Tip: For fall or winter events, plan for sudden temperature drops or snowstorms. In summer, prepare for heatwaves and humidity, especially for coastal events.
• Crowd Management: Large crowds can increase risks. Think about how to manage movement through narrow spaces, provide enough exits, and prevent overcrowding.

1.2 Evaluate Health and Safety Hazards

• Food Safety: If your event involves food vendors, make sure you assess the potential risks of food contamination or mishandling.
  Example: At a seafood festival, work with local health authorities to ensure that seafood is stored and prepared at the correct temperatures.
• Physical Hazards: Keep an eye out for tripping hazards, electrical equipment, and temporary structures that could cause injuries.
  Pro Tip: Ensure that tent stakes, electrical cords, and equipment are secured, especially for outdoor events.

1.3 Assess Security Risks

• Security Concerns: Depending on the size and type of event, consider risks like theft, unruly behavior, or potential threats. Will you need extra security or bag checks?
  Example: A large concert in Boston might require security personnel, crowd control barriers, and bag checks.

1.4 Plan for Medical Emergencies

• Emergency Medical Care: Know where the nearest hospitals or urgent care facilities are located, and have first aid stations clearly marked and staffed.
  Pro Tip: For large events, consider having paramedics or trained first responders on-site.

Checklist for Risk Assessment:

• Identify risks specific to the event location.
• Consider weather, crowd management, and security.
• Plan for food safety and physical hazards.
• Ensure medical emergency procedures are in place.

Step 2: Work with Local Authorities

Collaborating with local police, fire departments, and other authorities ensures that your event is compliant with local regulations and prepared for emergencies.

2.1 Coordinate with Local Police and Fire Departments

• Notify Authorities in Advance: Contact the police and fire departments early in your planning process, especially for large events. They can assist with security, traffic control, and emergency response plans.
  Example: If you’re organizing a parade in Boston, coordinate with the police for road closures and ensure EMS teams have access to the route.
• Traffic Management: For events that require road closures or generate high traffic, work with local authorities to create a traffic management plan. Police can help redirect traffic and ensure pedestrian safety.

2.2 Secure Necessary Permits

• Fire Safety Permits: If your event uses temporary structures (tents, stages) or involves cooking on-site, you’ll likely need a fire safety permit and inspection.
  Example: A food truck festival in Providence, RI, needs to meet fire safety standards, particularly if propane or open flames are used.

2.3 Emergency Planning with Local Agencies

• Emergency Plans: Work with local emergency services to create a plan for severe weather, medical emergencies, or other crises. Ensure clear communication channels are set up between your team and emergency personnel.
  Pro Tip: Equip your staff with walkie-talkies or radios to maintain communication with local authorities on-site.

Step 3: Prepare for Weather-Related Issues

New England weather is famously unpredictable, so it’s essential to be prepared for anything, whether it’s heavy rain, snow, or extreme heat.

3.1 Prepare for Inclement Weather

• Rain Plans: For outdoor events, have a backup plan for rain. This might include renting tents, moving activities indoors, or setting up covered areas.
  Pro Tip: Use heavy-duty stakes to secure tents, especially in windy areas like Newport or Cape Cod.
• Snow Contingencies: Winter events require planning for snow removal, heaters, and walkways that are cleared and salted to prevent slips.
  Example: At a holiday market in Burlington, VT, clear snow from vendor areas and walkways to keep everyone safe.

3.2 Manage Heat and Cold Exposure

• Heat: For summer events, provide shaded areas and hydration stations to prevent heat exhaustion. Keep an eye on weather forecasts and be prepared for heatwaves.
  Pro Tip: If it’s hot, set up fans, misting stations, and distribute water bottles.
• Cold: For fall and winter events, ensure attendees stay warm by offering blankets, space heaters, and hot beverages.

Step 4: Develop a Crowd Management Plan

Managing the flow of people at your event is crucial to avoid overcrowding, bottlenecks, and potential safety issues.

4.1 Control Access Points

• Entrances and Exits: Ensure there are enough entrances and exits to prevent overcrowding. Post clear signs directing attendees to these points.
  Pro Tip: Set up security checks at designated entry points, especially for larger events like festivals or concerts.

4.2 Create a Site Map

• Signage and Markers: Create a clear site map and post it around the venue. Mark important areas like restrooms, food vendors, exits, and first aid stations.
  Pro Tip: Make sure paths are wide and accessible, with clear directional signs. Ensure your event is ADA-compliant with ramps, accessible restrooms, and wide enough pathways for wheelchairs and strollers.

4.3 Monitor Crowd Behavior

• Security and Staff: Place staff or volunteers at key areas to monitor crowd behavior and direct traffic. Hire security personnel for larger events to manage the flow and address any issues that arise.

Step 5: Have an Emergency Response Plan

Despite the best planning, emergencies can happen. Here’s how to be prepared for them.

5.1 Medical Emergencies

• First Aid Stations: Set up first aid stations with clearly marked signs. For large events, consider having paramedics on-site to respond to emergencies.
  Example: A marathon in Boston might require first aid tents and medical professionals stationed along the route.
• Know Your Hospitals: Identify the closest hospitals and urgent care centers, and have transportation ready in case of serious medical emergencies.

5.2 Severe Weather or Natural Disasters

• Weather Monitoring: Assign a staff member to monitor the weather forecast throughout the event. If severe weather like thunderstorms or hurricanes is predicted, be ready to postpone or evacuate.
• Evacuation Plan: Have a clear evacuation plan in place, with designated exits and communication channels for alerting attendees and vendors.
  Pro Tip: Make sure your team is trained on how to handle different types of emergencies, from fire evacuations to severe storms.

5.3 Emergency Communication

• Announcements: Use a PA system or similar tools to make emergency announcements, guiding attendees to exits or shelters in case of emergencies.
• Staff Communication: Equip your team with walkie-talkies or phones for fast communication in case of an emergency.

Step 6: Post-Event Safety and Wrap-Up

Even after your event concludes, safety remains a priority during breakdown and teardown.

6.1 Manage Event Tear Down Safely

• Vendor and Equipment Breakdown: Ensure vendors and staff follow proper breakdown procedures, especially when heavy equipment or crowded areas are involved.
  Pro Tip: Assign staff to monitor and assist with teardown, ensuring that it’s done safely and efficiently.

6.2 Address Post-Event Safety Issues

• Check for Injuries or Lost Items: After the event, check with your staff to ensure there were no injuries or accidents. Set up a system for lost and found items.
• Post-Event Reports: Document any safety incidents that occurred and use this information to improve safety protocols for future events.

Pro Tips for Safety and Risk Management

• Plan for the Worst, Expect the Best: Always have backup plans in place for weather, medical issues, and crowd control, even if you expect everything to go smoothly.
• Work Closely with Local Authorities: Keeping police, fire departments, and emergency personnel informed helps ensure your event is safe and compliant with local regulations.
• Make Safety Visible: Attendees feel more comfortable when safety is evident. Post clear signs, make first aid stations easy to find, and ensure staff is trained in emergency protocols.

And there you have it—your Safety and Risk Management Guide for New England events! By following these steps, you’ll be prepared to handle whatever comes your way, from unpredictable weather to unexpected emergencies. Got any more questions? I’m here to help you keep your event running smoothly and safely! Let’s make sure your event is fun, safe, and unforgettable.

The post Safety and Risk Management Guide (New England Edition) appeared first on New England Connect USA.

Disclaimer: The information provided in this NE6 guide is for informational purposes and is designed to assist event organizers in capturing media and photography for promotional use. NE6 assumes no responsibility for the accuracy of media coverage or any legal requirements related to photography or videography. Always secure proper permissions and legal releases from participants.

Hey there! It’s Johnny, and I’m here to help you document your event like a pro and secure the media coverage it deserves. High-quality photos and media attention can turn your event into a must-attend affair and build excitement for future gatherings. Whether you’re hosting a lobster fest in Portland, ME, or a colonial reenactment in Concord, MA, this Event Photography and Media Coverage Guide will walk you through capturing every moment and gaining valuable exposure. Let’s dive in!

Overview

Event photography and media coverage are essential for spreading the word about your event, increasing visibility, and creating lasting memories. This guide will cover everything from choosing the right photographers and creating a shot list, to securing media coverage through local press, blogs, and influencers. Whether your event is a small fair or a large festival, let’s make sure it’s beautifully captured and widely covered!

Step 1: Plan Your Event Photography Strategy

Good photography can be the difference between an event that’s forgotten and one that lives on through visuals. Here’s how to plan your event photography.

1.1 Hire Professional Photographers

• Find Local Talent: New England is home to many talented event photographers. Research photographers through local websites, portfolios, and recommendations from other event organizers.
  • Pro Tip: Hire photographers whose style aligns with your event’s vibe—whether it’s outdoor, food-centric, or music-heavy. Review their work and ensure they’re skilled at capturing both candid moments and the finer details like food, décor, and interactions.
• Example: For a seafood festival, you’ll want someone who can capture the vibrant colors of the food and the lively atmosphere. For a Vermont craft fair, a photographer skilled in nature and outdoor settings might be ideal.
• Freelancers vs. Agencies: Freelancers can be flexible and affordable for smaller events. For larger events, consider agencies that offer multiple photographers and videographers for comprehensive coverage.

1.2 Create a Photography Shot List

Make sure you capture all the important aspects of your event with a detailed shot list.

• Must-Have Shots:
  • Event Highlights: Document key performances, important speakers, and headlining acts.
  • Crowd and Atmosphere: Capture the energy of the crowd, wide-angle shots of the venue, and candid moments of attendees enjoying the event.
  • Vendor and Sponsor Booths: Show vendors in action, particularly food vendors and sponsors. These shots are valuable for your partners and future promotion.
  • Details and Décor: Close-ups of food displays, craft tables, decorations, and unique elements like local crafts or nautical themes.
  • Behind-the-Scenes: Capture the hard work that goes into your event—volunteers setting up, performers preparing, or chefs at work.
• Pro Tip: Communicate any special requests with your photographer ahead of time. Make sure they know who the VIPs, performers, or key sponsors are, and focus on these.

1.3 Event Videography

Consider hiring a videographer to create promotional videos for future events.

• Video Highlights: Short videos (30-60 seconds) work best for social media platforms like Instagram or TikTok. Capture the energy of musical performances, vendor interactions, and crowd reactions.
  Pro Tip: If your event has specific moments like a fireworks display, musical headliner, or cooking demonstration, make sure to capture these on video for promotional use later.

Checklist for Photography Planning:

• Hire local photographers or videographers based on your event’s needs.
• Create a detailed shot list, including event highlights, crowd shots, vendors, and behind-the-scenes moments.
• Consider using a videographer for future promotional content.

Step 2: Maximize Media Coverage

The right media exposure can elevate your event and build its reputation. Let’s talk about how to secure coverage from local newspapers, blogs, radio stations, and TV networks.

2.1 Create a Media Plan

Identify the best media outlets for your event, whether local newspapers, niche blogs, or regional TV and radio stations.

• Local Newspapers: Reach out to major outlets like The Boston Globe, Portland Press Herald, or Providence Journal. Regional newspapers are always looking for local events to cover.
• Local Blogs and Online Platforms: Niche blogs focused on food, music, or New England tourism are great places to gain attention. Look into platforms like New England Today or BostonChefs.com.
• TV and Radio: Local TV and radio stations love to cover family-friendly, cultural, or community events. Contact news stations like WCVB Channel 5 in Boston or NBC Connecticut.
• Tourism Websites: Submit your event to state tourism boards like Visit Maine or Vermont Tourism. These sites often feature event calendars that attract both locals and tourists.
• Niche Media: If your event has a specific theme (like a seafood festival or craft fair), pitch to niche media and influencers who specialize in food, travel, or historical content.

2.2 Write and Distribute a Press Release

A press release is essential for getting media attention.

• Create a Press Release: Include the who, what, when, where, and why of your event. Make it clear why the event matters to the community.
  Press Release Format:
  • Headline: Make it catchy (e.g., “Taste the Best of Maine at the 2024 Portland Seafood Festival”).
  • Body: Describe the event details, key features like performances or vendors, and include a quote from an organizer or sponsor.
  • Contact Info: Make sure to include your contact details and a link to your event page for more information.
• Send to Media Outlets: Distribute your press release about 3-4 weeks before the event. Follow up with a personal email or phone call to confirm they received it.
  Pro Tip: Include high-quality photos or a link to your event page. Offer media passes or interviews with performers to increase your chances of coverage.

2.3 Invite Influencers and Bloggers

Working with local influencers and bloggers can increase your event’s visibility on social media and reach a younger audience.

• Work with Local Influencers: Invite influencers and bloggers who cover events, food, or tourism in New England. Offer free tickets, VIP access, or behind-the-scenes tours in exchange for social media promotion.
  Pro Tip: Look for influencers who have a strong local following or focus on your event’s theme. A food blogger with a regional audience is perfect for a seafood fest.
• Create a Media VIP Experience: For larger events, set up a VIP area for influencers, bloggers, and media representatives. Include perks like special performances, private tastings, or exclusive interviews with performers.

Checklist for Maximizing Media Coverage:

• Create a media list including local newspapers, blogs, radio, and TV stations.
• Write and distribute a press release 3-4 weeks before the event.
• Work with local influencers and bloggers to promote your event on social media.

Step 3: Capture the Event in Real-Time

Capturing real-time content during your event keeps the excitement going and builds engagement online.

3.1 Assign a Social Media Team

Have someone on your team dedicated to live posting and engagement during the event.

• Social Media Manager: Designate a person responsible for posting updates, sharing Instagram stories, and responding to attendee questions on social media.
  Pro Tip: Use NE6’s platform to engage directly with attendees—share live updates, answer questions, and promote key moments like performances.
• Use Event Hashtags: Create a unique hashtag (e.g., #PortlandSeafoodFest or #NECraftFair) and encourage attendees to use it in their posts. Share attendee-generated content on your official social media pages.

3.2 Live Stream Key Moments

Live streaming brings your event to those who couldn’t attend and increases engagement with your audience.

• Go Live: Use Instagram or Facebook Live to broadcast major moments like musical performances, cooking demonstrations, or interviews with vendors.
  Pro Tip: Promote your live stream ahead of time to build anticipation and draw more viewers.

3.3 Capture Attendee Experiences

Set up interactive elements that encourage attendees to share their experiences.

• Interactive Photo Booths: Create a photo booth with props or backdrops that match your event’s theme. Include your event’s hashtag or logo on the photos so attendees share them on social media.
  Pro Tip: Provide event-specific props, like lobster hats for a seafood fest or colonial costumes for a reenactment.
• Interview Attendees: Capture short video testimonials from attendees sharing their favorite parts of the event. Share these clips on social media or use them in post-event promotions.

Step 4: Post-Event Media Follow-Up

Even after your event ends, you can continue generating buzz by sharing photos, videos, and follow-up content.

4.1 Share Event Recap Photos and Videos

Send a post-event press release to highlight your event’s success.

• Post-Event Press Release: Include key highlights, attendance numbers, and high-quality photos. If you broke attendance records or had a notable speaker/performer, make sure to mention it.
  Pro Tip: Post event highlights on social media and tag attendees, sponsors, and vendors. This will increase engagement and encourage shares.

4.2 Create a Post-Event Video

A highlight reel is a great way to recap your event and build excitement for future ones.

• Highlight Reel: Keep the video short (1-2 minutes) and feature the best moments—crowds, performances, and unique details.
  Pro Tip: Share the video across all platforms—YouTube, Instagram, Facebook—and embed it on your event page for future promotion.

Pro Tips for Event Photography and Media Coverage

• Get Permission: Always obtain written consent from performers and VIPs before photographing or filming them.
• Leverage User-Generated Content: Encourage attendees to share their photos and videos. Repost the best user-generated content on your own platforms.
• Measure Success: Track media coverage and social media engagement post-event. Use this data to improve your strategy for future events.

And that’s your complete Event Photography and Media Coverage Guide! By following these steps, you’ll ensure your event is not only well-documented but also widely shared. Need help with photographers, media outreach, or social media engagement? You know where to find me—I’m here to make sure your event gets the spotlight it deserves!

The post Event Photography and Media Coverage Guide (New England Edition) appeared first on New England Connect USA.

Disclaimer: The information provided in this guide is for educational and reference purposes only. NE6 assumes no responsibility for outcomes related to attendee or vendor relationships. Always ensure your communications and contracts are legally sound, and seek professional advice when necessary.

Hey there! Johnny here to guide you through one of the most important parts of event planning—building and maintaining strong relationships with your attendees, vendors, and sponsors. Whether you’re organizing an annual craft fair in Vermont or a one-off charity run in Boston, the way you engage with everyone involved can determine the long-term success of your event. Let’s dive into this Client and Attendee Relationship Management Guide to keep your community coming back year after year!

Overview

Maintaining relationships with attendees, vendors, and sponsors goes beyond the event itself—it’s about creating long-lasting connections before, during, and after your event. This guide covers strategies for engaging your audience, providing a top-notch experience, and building loyalty that will keep your event thriving.

Step 1: Build Relationships Before the Event

Strong relationships are built well before the day of the event. Here’s how to engage with attendees, vendors, and sponsors early on to set the foundation for a successful event.

1.1 Engage Early with Attendees

Start building excitement for your event by engaging with your audience long before the big day.

• Personalized Invitations and Early Communication: If possible, personally invite VIP guests or returning attendees. Sending exclusive early bird ticket offers or personalized invitations shows attendees that you value them.
  Pro Tip: Segment your email list to offer special discounts or promotions to past attendees. Example: “Welcome back! Enjoy 10% off tickets to this year’s [Event Name] for being a loyal attendee.”
• Social Media Interaction: Engage with your audience through social media platforms. Run polls, ask for suggestions, and share sneak peeks to build excitement.
  Example: “We’re finalizing the lineup for the Newport Seafood Fest! What’s the one food truck you can’t wait to see? 🦞 #NewportSeafoodFest”

1.2 Keep Vendors and Sponsors in the Loop

Regular communication with vendors and sponsors ensures they feel involved and valued.

• Vendor and Sponsor Newsletters: Send out newsletters that keep your vendors and sponsors informed about event updates, deadlines, and opportunities for added exposure.
  Pro Tip: Share tips on how vendors can make the most of the event, such as offering exclusive deals for attendees or featuring a new product.
• Offer Co-Promotion Opportunities: Encourage vendors and sponsors to promote the event to their audience. Share branded assets, logos, and hashtags they can use in their own marketing.
  Example: “Excited to have [Vendor Name] on board for this year’s event! Be sure to check out their booth for exclusive products at #NewportCraftFair2024.”

Checklist for Pre-Event Relationship Building:

• Send personalized invitations and early-bird offers to past attendees.
• Engage attendees on social media and build excitement for the event.
• Communicate regularly with vendors and sponsors through newsletters and promotional opportunities.

Step 2: Deliver an Exceptional On-Site Experience

The day of the event is when all your relationship-building pays off. Every interaction should leave a positive impression on attendees, vendors, and sponsors.

2.1 Prioritize Attendee Experience

Making your attendees feel special will keep them coming back year after year.

• Personalized Greetings: Have staff or volunteers greet attendees warmly at the entrance. For VIPs or repeat guests, consider a personalized check-in or exclusive access.
  Pro Tip: Give returning attendees special lanyards, VIP badges, or event swag to make them feel like part of an exclusive group.
• Attendee Assistance Booths: Set up easy-to-find information booths where attendees can ask questions, get directions, or resolve any issues.
  Example: At a large event like a Boston festival, equip volunteers with mobile devices to answer attendee questions and provide assistance on the go.
• Interactive Areas: Photo booths, social media walls, and interactive games help create memorable experiences. Encourage attendees to use your event’s hashtag when posting on social media.
  Pro Tip: Use geofilters or branded hashtags like #NECraftFair2024 to boost social visibility.

2.2 Maintain Strong Vendor and Sponsor Relations

On event day, make sure your vendors and sponsors feel supported.

• Vendor Check-Ins: Regularly check in with vendors to ensure everything is running smoothly. Address any issues quickly and professionally.
  Pro Tip: Assign each major sponsor or vendor a dedicated point of contact to ensure they feel valued and supported throughout the event.
• Sponsor Acknowledgments: Announce sponsors throughout the event and give them the exposure they were promised. Acknowledge them on event signage, during performances, and on social media.
  Example: “A big thank you to our Gold Sponsor, [Sponsor Name], for making today’s event possible! Be sure to stop by their booth for amazing giveaways.”

Checklist for On-Site Relationship Management:

• Greet attendees personally and offer VIP perks for returning guests.
• Set up clear information booths and provide real-time assistance.
• Check in with vendors and sponsors regularly to ensure their needs are met.

Step 3: Follow Up After the Event

Post-event follow-up is crucial for maintaining relationships and encouraging future participation.

3.1 Attendee Follow-Up and Feedback

Keep the relationship going by following up with attendees soon after the event.

• Send a Thank You Email: Within 24-48 hours of the event, send a thank you message to all attendees. Include event highlights and a teaser for next year’s event.
  Pro Tip: Include a discount code or early registration link for next year’s event to encourage attendees to return.
• Ask for Feedback: Gather feedback through post-event surveys. Ask what attendees enjoyed, what could be improved, and whether they’d recommend the event to others.
  Example Feedback Questions:
  • What was your favorite part of the event?
  • How can we make next year’s event even better?
  • Would you recommend this event to a friend?
• Pro Tip: Offer an incentive, such as a chance to win free tickets for next year, to encourage more feedback.
• Engage on Social Media: Post photos and videos from the event and encourage attendees to share their own content. Repost their stories and keep the buzz alive.

3.2 Maintain Vendor Relationships

Keep vendors and sponsors in the loop post-event by showing appreciation and highlighting their impact.

• Vendor and Sponsor Thank You: Send personalized thank-you emails to vendors and sponsors. Let them know how their participation contributed to the success of the event.
  Pro Tip: Send larger sponsors a small token of appreciation, such as branded merchandise or a personalized gift.
• Post-Event Report: Provide sponsors with a detailed report showcasing their event impact, including social media engagement, foot traffic, and media mentions.
  Example: “Thanks to your support, [Event Name] attracted over 3,000 attendees and generated 15,000 social media impressions. We’re excited to partner with you again next year!”

3.3 Plan for Future Engagement

Keep the excitement alive by planning ahead for future events.

• Offer Early Access: Give past attendees, vendors, and sponsors early access to next year’s event. Provide loyalty discounts or VIP perks for early registrations.
  Pro Tip: Offer a loyalty program for attendees who return year after year or vendors who sign up for multiple events.
• Build a Mailing List: Keep everyone in the loop with regular email newsletters that feature updates on future events, early bird discounts, and behind-the-scenes planning.

Checklist for Post-Event Follow-Up:

• Send thank-you emails to attendees, vendors, and sponsors.
• Gather feedback from attendees through post-event surveys.
• Share event highlights on social media and continue engaging with your audience.

Step 4: Leverage Data for Long-Term Relationships

Use the data collected from your event to improve future attendee experiences and vendor engagement.

4.1 Analyze Attendee Feedback

Take the feedback you gather seriously and use it to improve your next event.

• Review Survey Results: Look for common themes or issues, and make improvements based on attendee input.
  Pro Tip: If certain problems arise repeatedly (like long lines or limited parking), address them in your next event’s marketing to show attendees you’ve taken action.

4.2 Track Engagement Metrics

Social media and ticket sales data can provide valuable insights for improving future events.

• Monitor Social Media Engagement: Track how many people used your event hashtag or interacted with your posts. Use this data to refine your content strategy for future events.
  Pro Tip: If certain types of content (like behind-the-scenes posts) performed well, plan to include more of that in future social media strategies.

4.3 Build Personalized Attendee Profiles

Personalize your approach to engagement by tracking attendee behavior.

• Personalized Engagement: Create attendee profiles based on event participation, engagement, and feedback. Offer VIP perks or exclusive discounts to loyal attendees.
  Example: “As a valued attendee, we’re giving you early access to tickets for next year’s event! Use code LOYALTYVIP for 15% off.”

Checklist for Long-Term Relationship Building:

• Analyze feedback to identify areas for improvement.
• Track social media and ticket sales data to refine your marketing strategy.
• Create personalized attendee profiles to enhance engagement and loyalty.

Pro Tips for Building Lasting Relationships

• Follow Up with Purpose: Post-event follow-ups keep your audience engaged and help build lasting relationships. Don’t let attendees, vendors, or sponsors fade away after the event—reach out and keep the conversation going.
• Personal Touches Matter: Whether it’s a handwritten note for sponsors or a personalized thank-you email for attendees, these small gestures go a long way in fostering loyalty.
• Year-Round Engagement: Keep your audience engaged year-round through newsletters, social media updates, and special offers.
• Show Appreciation: Regularly thank your attendees, vendors, and sponsors through social media shoutouts or small tokens of appreciation.

And there you have it—your Client and Attendee Relationship Management Guide! Building and maintaining strong relationships with your event community is key to long-term success. From personalized invites and social media engagement to post-event follow-ups and loyalty perks, these strategies will keep your attendees, vendors, and sponsors coming back year after year. As always, if you need help fine-tuning your approach, I’m here to lend a hand. Let’s keep those connections strong!

The post Client and Attendee Relationship Management Guide (New England Edition) appeared first on New England Connect USA.

Disclaimer: The information provided in this NE6 guide is for informational purposes only. While it provides valuable tips and strategies for post-event follow-up, it does not constitute professional advice. NE6 assumes no liability for any outcomes related to event management or follow-up activities.

Hey there! Johnny here, and I’m excited to help you with everything you need to do after your event. You’ve just wrapped up a successful event, but the work isn’t quite done yet! The follow-up phase is essential to creating lasting relationships with attendees, vendors, and sponsors. This Post-Event Success and Follow-Up Guide will show you how to gather feedback, promote future events, and keep that momentum rolling!

Overview

Post-event success doesn’t end when the last guest leaves. It’s all about capitalizing on the energy and excitement to drive future opportunities, collect feedback, and build relationships. From sending out thank-you emails to evaluating your event’s performance, I’ve got you covered with every step you need to take.

Step 1: Send a Post-Event Thank You and Follow-Up Email

1.1 Send a Thank You Email

Timing is crucial here—send out a thank-you email to attendees, vendors, and sponsors within 24-48 hours after your event ends. A simple “thank you” helps build goodwill and keeps people engaged.

• Email Content: Keep it short and enthusiastic! Recap the highlights, share how much their participation meant, and leave them excited for next time.

Example Email: “Hey [First Name],
Thank you so much for joining us at the [Event Name] this past weekend! We had an amazing time and hope you did too. From the incredible live music to the delicious food (who else loved those lobster rolls?), we couldn’t have done it without you.
We’re already planning next year’s event, and we’d love to have you back! Stay tuned for more updates.
Cheers,
Johnny & the NE6 Team”

1.2 Include Event Highlights and Photos

• Share Highlights: Add a recap of the event’s best moments. Did you have a record turnout? Feature key highlights with a few great photos to remind people of the fun they had.

Pro Tip: Encourage attendees to share their favorite memories from the event on social media using a designated hashtag (e.g., #NewEnglandFestMemories).

1.3 Offer a Feedback Survey

Gathering feedback is essential for improving future events. Send a brief survey asking attendees what they loved and what you could improve.

• Survey Questions: Keep it simple and relevant. Ask what attendees enjoyed most, what could have been better, and what they’d love to see next year.

Pro Tip: Offer an incentive, such as a discount on future event tickets or entry into a raffle, to encourage more people to complete the survey.

Step 2: Share Event Photos and Videos

Your event might be over, but that doesn’t mean the buzz has to stop! Use photos and videos to keep the excitement going and engage your audience post-event.

2.1 Post Photos and Videos on Social Media

• Share Highlights: Within 1-2 days after the event, start posting photos on social media platforms (Facebook, Instagram, TikTok). Include shots of the crowd, performances, vendors, and any special moments like awards or contests.

Pro Tip: Tag vendors, performers, and sponsors to boost engagement and encourage them to share the posts with their audiences.

2.2 Create a Post-Event Video Recap

• Highlight Reel: Compile clips into a short, engaging video recap. Share it on social media, your NE6 event page, and via email.

Pro Tip: Keep the video under 60 seconds for maximum engagement on platforms like Instagram and TikTok.

Example: “Thanks for joining us at [Event Name]! Check out the highlights and relive the best moments of the day. Can’t wait to see you next year! 🎉”

2.3 Use Event Photos for Future Promotion

• Plan Ahead: The photos you took this year can be used in next year’s promotional materials, giving future attendees a glimpse of what to expect.

Pro Tip: Build a media library of photos organized by event type (e.g., food festivals, music events, craft fairs) for easy access in future marketing campaigns.

Step 3: Collect Reviews and Testimonials

Positive reviews and testimonials are invaluable for marketing future events and attracting attendees, vendors, and sponsors.

3.1 Ask for Attendee Reviews

Ask attendees to leave reviews while the event is still fresh in their minds. Include a link to review platforms in your thank-you email, or send a follow-up email specifically focused on gathering reviews.

• Example Email:
  “We’d love to hear from you! Let us know what you thought of [Event Name]—your feedback helps us improve and make next year even better!
  Leave a review here: [Link]”

3.2 Get Vendor and Sponsor Testimonials

Reach out to vendors and sponsors for testimonials about their experience. These quotes can be featured on your website or promotional materials.

• Pro Tip: Offer vendors and sponsors early access or discounted fees for next year’s event in exchange for their testimonials.

3.3 Use NE6’s Review Feature

Encourage attendees and vendors to leave reviews directly on your NE6 event page. Positive reviews on the platform will help build credibility for future events.

Pro Tip: Showcase these reviews on your event page or in future marketing materials.

Step 4: Evaluate Your Event’s Success

Now it’s time to reflect on the event and assess how well everything went. Use data, feedback, and team input to figure out what worked and what can be improved for next time.

4.1 Review Ticket Sales and Attendance Data

• Check NE6 Analytics: Review ticket sales and attendance numbers using NE6’s dashboard. Compare the data against your original goals to see if you hit your targets.

Pro Tip: Break down attendance by ticket type (general admission vs. VIP) to understand what pricing strategies worked best.

4.2 Analyze Marketing Performance

• Review Metrics: Look at how your social media posts, email campaigns, and paid ads performed. Did certain platforms (e.g., Instagram) do better than others (e.g., Facebook)?
• Track Engagement: Analyze how many people shared your event, commented on posts, or used your event hashtag.

Example: If Instagram engagement was high but Facebook engagement was lower, shift more of your marketing efforts to Instagram next time.

4.3 Gather Internal Team Feedback

Schedule a debriefing session with your core team to discuss what went well and what could be improved.

• Pro Tip: Use a shared document where everyone can add their thoughts so no detail gets missed.

Step 5: Plan for the Future

Now that you’ve reviewed your event’s performance, it’s time to start planning for the future. Keep the momentum going!

5.1 Lock in the Next Event Date

If your event was a success, lock in next year’s date as soon as possible. Start promoting the next event early to capitalize on the current excitement.

• Example: “Save the Date! The 2025 Fall Foliage Festival will be back next October—don’t miss out!”

5.2 Pre-Sell Tickets for Future Events

Encourage attendees to buy tickets for next year’s event by offering early bird pricing or exclusive discounts.

Pro Tip: Use a promo code like “EARLYBIRD25” to offer a discount for returning attendees and boost early ticket sales.

5.3 Set Goals for Future Events

Based on this event’s performance, set new goals for your next event. Whether it’s growing attendance, improving logistics, or attracting larger sponsors, now is the time to strategize.

5.4 Keep in Touch with Attendees

Stay connected with your audience throughout the year. Send updates, newsletters, or event-related news to keep them engaged and excited for future events.

Pro Tip: If your event is seasonal, remind attendees of related events in your area to keep them involved and connected with your brand.

Pro Tips for Post-Event Success:

• Time Your Follow-Up: The sooner you follow up, the fresher the event will be in attendees’ minds. This increases the likelihood of getting reviews and feedback.
• Engage on Social Media: Keep your social media channels active after the event. Respond to comments, share photos, and continue to engage with your attendees.
• Leverage FOMO: Use photos, videos, and testimonials to create “FOMO” (fear of missing out) for those who didn’t attend. This can encourage more people to attend next year.

And there you have it—your complete guide to post-event success and follow-up! By following these steps, you’ll build strong relationships, gather invaluable feedback, and keep the momentum going for your next event. Got more questions? I’m here to help! Let’s keep the excitement alive and get you ready for your next big event!

The post Post-Event Success and Follow-Up Guide (New England Edition) appeared first on New England Connect USA.

Disclaimer: This guide provides general financial advice and tips for event planning. It does not replace professional financial advice. For detailed financial management and tax-related concerns, please consult a financial advisor. NE6 assumes no responsibility for the financial outcomes of your event.

Hey there, Johnny here! Let’s dive into the world of event finances, where managing your budget is just as crucial as organizing the fun stuff like food and entertainment. Whether you’re throwing a lobster festival on the coast of Maine or hosting a winter market in Vermont, this Financial and Budgeting Guide will help you stay on track with your budget, avoid financial surprises, and ensure your event is financially successful.

Overview

The financial health of your event depends on how well you plan and manage your budget, from setting your initial financial goals to handling ticket revenue and paying vendors. This guide will help you create a detailed event budget, monitor expenses, and ensure your event finishes in the green.

Step 1: Start with a Realistic Event Budget

A solid budget is the backbone of any successful event. Let’s start by setting up a clear, realistic event budget.

1.1 Set Your Budget Goals

• Determine Your Goal: Are you looking to make a profit, break even, or raise money for a cause? This will shape how you price your tickets, handle sponsorships, and manage your expenses.
  Example: A nonprofit fundraising event might aim to break even while maximizing donations, while a paid festival would focus on profitability.

1.2 Identify Major Cost Categories

To stay organized, break down your event’s costs into clear categories:

• Venue Costs: Venue rental is likely one of your largest expenses. Make sure to include any security deposits, cleanup fees, and additional costs like heating or tent rentals for outdoor spaces.
  • Example: A historical building in Boston may have a higher rental fee compared to a rustic barn in Vermont.
• Permits and Licensing Fees: Don’t forget to budget for permits! Costs for permits can vary by state, so check with your local city hall. (Refer to our Legal Compliance Guide (New England Edition) for more details.)
• Marketing and Promotion: Include costs for social media ads, printed flyers, and any other advertising expenses.
• Staff and Volunteer Costs: Include wages for paid staff or stipends for volunteers, as well as thank-you gifts or food and drink for volunteer teams.
• Vendor and Entertainment Fees: Whether you’re booking food trucks, musicians, or speakers, make sure you have a clear idea of how much these services will cost.
• Miscellaneous Costs: Always set aside a budget for unexpected expenses—things pop up, especially with outdoor events!

Checklist for Major Cost Categories:

• Venue
• Permits and Licensing
• Marketing
• Staff/Volunteer Compensation
• Vendor/Entertainment Fees
• Miscellaneous Costs

1.3 Estimate Revenue

Now that you’ve outlined your costs, it’s time to estimate your income. Consider potential revenue sources:

• Ticket Sales: This will likely be your primary income source for paid events. Estimate how many tickets you’ll sell and at what price points.
  Pro Tip: NE6’s ticketing system makes it easy to set up ticket prices, track sales, and offer discounts for early-bird buyers or group rates.
• Sponsorships: Many New England events rely on local businesses for sponsorships. Reach out to small local shops or regional businesses for support in exchange for branding opportunities.
• Vendor Fees: Charge booth or table fees for vendors at your event. Be sure to calculate how many vendors you can accommodate and set your fees accordingly.
• Merchandise Sales: Selling branded merchandise like T-shirts, hats, or mugs can provide an additional income stream.

Pro Tip: Create multiple revenue streams (tickets, vendors, merchandise, sponsorships) to maximize your income.

1.4 Calculate Your Break-Even Point

Your break-even point is the number of tickets (or total revenue) you need to cover all your costs.

• Break-Even Formula:
  Break-Even Point=Total Fixed CostsTicket Price−Variable Costs per AttendeeBreak-Even Point=Ticket Price−Variable Costs per AttendeeTotal Fixed Costs​

Example: If your total fixed costs (e.g., venue, permits) are $10,000, you’re charging $50 per ticket, and your variable costs per attendee (e.g., food or giveaways) are $10, you need to sell 250 tickets to break even.

Step 2: Set Up and Manage Ticketing Revenue

Ticket sales are likely your event’s primary income source, so managing ticketing is key.

2.1 Use NE6 for Ticketing

• Set Ticket Prices Based on Costs and Demand: Research similar events in your area to determine what people are willing to pay. Balance your costs with what attendees will find reasonable.
  Example: A lobster bake might price tickets between $40 and $60, while a high-end wine festival in Newport, RI, could charge upwards of $100 for VIP tickets.
• Offer Multiple Ticket Tiers: Create different pricing levels (e.g., general admission, VIP, group rates) to appeal to a broader audience.

Pro Tip: VIP tickets with perks like early access or exclusive seating can add extra value while increasing revenue.

2.2 Track Sales and Adjust Marketing

Once tickets are live, monitor sales through NE6’s real-time dashboard. If sales are slower than expected, adjust your marketing strategy or consider offering last-minute discounts.

• Track Ticket Sales in Real Time: Use NE6’s tools to monitor how many tickets have sold and how much revenue you’ve generated.

Pro Tip: If early sales are strong, consider raising prices closer to the event date or offering last-minute VIP upgrades.

2.3 Collect Ticket Revenue Safely

NE6 securely manages ticket payments, with revenue deposited into your NE6 Wallet. After the event, transfer the funds to your bank account.

Pro Tip: Regularly check your NE6 dashboard to monitor your cash flow and prepare for post-event payouts.

Step 3: Manage Vendor and Staff Payments

Your vendors, performers, and staff need to be paid on time and in full.

3.1 Pay Vendors Promptly

• Vendor Contracts: Have contracts in place outlining payment terms. Some vendors may require a deposit upfront, with the remainder due after the event.
• Post-Event Vendor Payments: Keep track of what’s owed to each vendor and ensure payments are processed promptly.

Pro Tip: Negotiate flexible payment terms to spread out costs over time if possible.

3.2 Staff and Volunteer Compensation

• Paid Staff: Ensure that wages or stipends for staff are included in your budget. For volunteers, offer perks like free event tickets or thank-you gifts.

Pro Tip: Volunteers who return for future events are invaluable, so reward them generously.

Step 4: Monitor Cash Flow and Adjust as Needed

Keep an eye on your cash flow throughout the event planning process to avoid financial strain.

4.1 Track Expenses Throughout the Planning Process

• Use a Budget Tracking Tool: Tools like Google Sheets or specialized event management software can help you keep track of expenses in real time.
• Track Vendor Payments: Maintain a payment schedule to ensure all vendors are paid on time.

Checklist for Tracking Expenses:

• Budget Tracking Tool (e.g., Google Sheets)
• Vendor Payment Schedule
• Regular Cash Flow Check-Ins

4.2 Plan for Contingencies

Always expect the unexpected! From last-minute equipment rentals to unexpected weather-related costs, having an emergency fund is crucial.

• Set Aside an Emergency Fund: Reserve 5-10% of your total budget for unexpected expenses.

Pro Tip: Overestimate costs and underestimate revenue to give yourself a financial cushion.

4.3 Adjust as You Go

Check your budget regularly, and if you find yourself overspending in one area (e.g., marketing), adjust other parts of your budget (e.g., entertainment) to stay on track.

Step 5: Post-Event Financial Wrap-Up

Once your event wraps up, you need to settle accounts and assess your financial performance.

5.1 Collect Remaining Payments

Ensure that all outstanding fees (e.g., vendor or sponsorship payments) are collected promptly after the event. Use contracts to follow up on any late payments.

5.2 Review Profit and Loss

• Analyze Revenue and Expenses: Compare your total revenue from ticket sales, sponsorships, and merchandise against your final expenses. Did you hit your break-even point? Did you generate a profit?

Pro Tip: Use NE6’s financial tools to review your overall revenue, vendor payments, and ticket sales in one place.

5.3 Calculate Your Return on Investment (ROI)

Measure the success of your event by calculating your ROI.

• ROI Formula:
  ROI=(Net ProfitTotal Costs)×100ROI=(Total CostsNet Profit​)×100

Example: If you spent $15,000 and earned $20,000 in revenue, your net profit is $5,000, giving you a 33% ROI.

5.4 Save for Future Events

If your event was profitable, set aside a portion of the proceeds to fund future events. Building a reserve fund will help cover upfront costs next time.

Pro Tips for Financial Success:

• Offer Early Bird Tickets: Early ticket sales can boost your cash flow and cover upfront costs.
• Secure Sponsorships Early: Lock in sponsors to offset costs early in the planning process.
• Prepare for the Worst: Always budget conservatively—New England weather is unpredictable, and last-minute expenses are common.
• Use Data for Future Planning: After each event, analyze your financial data to improve your budget for next time—adjust ticket prices, reduce unnecessary spending, or ramp up marketing where it had the most impact.

And there you have it—your complete Financial and Budgeting Guide! Whether you’re organizing a massive festival or a small community fair, these steps will help you stay financially on track and ensure a successful event. Got more questions? You know where to find me—I’m here to help you keep those numbers in the green and plan a wicked successful event!

The post Financial and Budgeting Guide for Event Hosts (New England Edition) appeared first on New England Connect USA.

Disclaimer: The information provided in this NE6 guide is intended to assist event hosts in managing vendors and sponsors. It does not constitute legal or contractual advice. For specific legal or financial matters, always consult a professional. NE6 assumes no liability for any issues related to vendor and sponsorship management.

Hey there! Johnny here to help you navigate the ins and outs of working with vendors and sponsors for your event. Whether you’re putting on a lobster festival on Cape Cod or a farmers’ market in Vermont, the vendors and sponsors you bring on board can make your event shine. Let’s dive into everything you need to know to secure the best partnerships and ensure a smooth event!

Overview

Vendors and sponsors are crucial for your event’s success. Not only do they provide food, goods, and entertainment, but sponsors can also help cover costs and boost your event’s credibility. This guide will walk you through finding the right vendors, securing sponsorships, and managing these partnerships before, during, and after your event.

Step 1: Finding and Booking Vendors

Finding the right mix of vendors is key to creating a vibrant, enjoyable event. Whether you need food trucks, craft vendors, or entertainment, here’s how to secure the best vendors.

1.1 Decide What Type of Vendors You Need

Start by determining the types of vendors that will best suit your event. Consider food, craft, and entertainment options that match your event’s theme.

• Food Vendors: Think New England specialties like lobster rolls, chowder, maple syrup treats, and apple pies.
  • Example: For a fall festival, local cideries, food trucks serving clam cakes, and dessert booths with donuts and pies would be perfect.
• Craft Vendors: Handmade goods are a New England staple. Reach out to local artisans who specialize in pottery, woodworking, jewelry, or fine art.
  • Pro Tip: Check out craft markets and artists’ guilds in Vermont, Maine, or Massachusetts to find unique vendors.
• Entertainment Vendors: You may need bands, DJs, or performers. Large events might also require interactive entertainment like carnival games or inflatable rides.

1.2 Find Local Vendors

New England has a rich network of local vendors. Here’s how to find them:

• Attend Local Markets: Visit craft fairs, farmers’ markets, or food festivals to scout potential vendors and network with local businesses.
• Contact Local Chambers of Commerce: These organizations can connect you with local businesses interested in participating as vendors. This is particularly useful for larger events like concerts or festivals.
• Use Online Directories: Platforms like Etsy or local Facebook groups can help you discover New England-based vendors if you’re having trouble finding them in person.

1.3 Vendor Application Process

Use NE6 to streamline your vendor application process:

• Create a Vendor Application Form: Set up an online form where vendors can apply to be part of your event. Include details like booth sizes, fees, and permit requirements.
  • Pro Tip: Ask vendors to upload photos of their setups and products to ensure they match your event’s vibe.
• Review Applications: Choose vendors based on criteria like product quality, local relevance, and how well they fit the event theme. Make sure to offer a diverse selection of vendors to appeal to a broad audience.

Checklist for Finding and Booking Vendors:

• Determine vendor types (food, craft, entertainment).
• Attend local events to scout vendors.
• Contact local chambers of commerce.
• Set up a vendor application form on NE6.

Step 2: Vendor Contracts and Agreements

Once you’ve selected your vendors, it’s time to secure them with proper contracts that protect both sides.

2.1 Draft a Vendor Contract

A good vendor contract should outline all the key details:

• Booth Space and Setup: Specify booth size, location, setup times, and breakdown procedures.
• Fees and Payment Terms: Clearly state the total fees, payment deadlines, and refund policies.
• Equipment Needs: Outline any vendor requirements for power, water, or special equipment.
• Insurance: Ensure that vendors carry liability insurance, especially if they’re selling food or providing interactive services.
• Cancellation Policy: For outdoor events, include terms related to cancellations due to weather.

2.2 Collect Vendor Payments

Decide when and how vendor payments will be collected:

• Payment Schedule: Vendors typically pay a deposit upfront, with the remaining balance due before the event.
• Use NE6 for Payments: Allow vendors to pay their fees through NE6’s platform for easy tracking and management.

Pro Tip: Offer early-bird discounts for vendors who sign up early. This can help with your cash flow and ensure vendor commitment.

2.3 Insurance and Health Permits

Vendors, especially food vendors, must have proper insurance and permits:

• Liability Insurance: Require vendors to carry liability insurance. For those who don’t have it, partner with a local insurance provider to offer short-term coverage.
• Health Permits: Food vendors will need health permits from the local health department. Make sure they’re aware of these requirements and apply in time.

Example: In Boston, temporary food service permits must be submitted to the city’s health department at least two weeks before the event.

Checklist for Vendor Contracts:

• Draft a vendor contract covering booth space, fees, setup/breakdown, and insurance.
• Establish a payment timeline and collect payments via NE6.
• Ensure all vendors have proper permits and insurance.

Step 3: Managing Vendors on Event Day

Your vendors are set, and it’s event day! Here’s how to make sure everything runs smoothly.

3.1 Vendor Setup and Breakdown

To avoid chaos, carefully manage vendor setup and breakdown:

• Stagger Vendor Arrivals: Have food trucks and larger setups arrive early, with smaller vendors following later. This reduces congestion.
  • Pro Tip: Send a clear event map to vendors in advance, showing booth locations and setup instructions.
• Assign a Vendor Manager: Designate a staff member as the point of contact for all vendor-related issues. They should handle setup logistics, troubleshooting, and be available throughout the event.

3.2 Vendor Check-Ins

As vendors arrive, ensure a smooth check-in process:

• Vendor Check-In Process: Have each vendor check in with your manager upon arrival to confirm booth locations and equipment needs.
  • Pro Tip: Use a printed or digital checklist to keep track of which vendors have arrived and completed setup.

3.3 Vendor Experience

Keeping your vendors happy is key to building long-term relationships:

• Check in Regularly: Visit vendors throughout the event to ensure they have what they need—power, water, or even just a break.
  • Pro Tip: Set up a vendor lounge with refreshments for longer events.

3.4 Post-Event Vendor Feedback

After the event, follow up with vendors to gather feedback:

• Vendor Satisfaction Survey: Ask vendors about their experience, including the setup process, event traffic, and whether they’d participate in future events.

Example Survey Questions:

• How would you rate your overall experience at the event?
• Was the vendor setup process smooth?
• Would you consider joining future events?

Step 4: Securing Sponsors for Your Event

Sponsorships can cover costs and add credibility to your event. Here’s how to attract and manage sponsors.

4.1 Identify Potential Sponsors

Look for sponsors that align with your event theme:

• Local Businesses: Reach out to local businesses that can benefit from the event’s exposure. For example, a brewery might sponsor a fall harvest event, or a seafood restaurant could sponsor a coastal festival.
• Corporate Sponsors: For larger events, reach out to regional or national companies that align with your event’s goals. Many companies have community outreach programs for sponsorships.

Pro Tip: Research companies that have sponsored similar events in your area.

4.2 Create Sponsorship Tiers

Offer sponsorship packages at different levels to accommodate various budgets:

• Gold Sponsor: Top-tier sponsors get maximum exposure, like logo placement on event banners, social media promotion, and mentions in press releases.
• Silver Sponsor: Mid-level sponsors get logo placement on programs and flyers.
• Bronze Sponsor: Entry-level sponsors might get a booth or a mention in event emails.

Pro Tip: Offer in-kind sponsorships, where companies donate goods or services instead of cash. For example, a print shop might sponsor your event by donating flyers or banners.

4.3 Pitching to Sponsors

Customize your pitch based on the sponsor’s goals:

• Customize the Pitch: Tailor your sponsorship pitch to the sponsor’s brand and explain how they’ll benefit from supporting your event.
  • Example Pitch: “We’re thrilled to invite [Company] to sponsor the 2024 New England Lobster Festival! With over 5,000 attendees expected, your brand will receive prime exposure in front of a passionate local audience.”
• Include Data: Provide potential sponsors with data on past events, including attendance numbers, social media engagement, and audience demographics.

Checklist for Securing Sponsors:

• Identify potential sponsors that align with your event.
• Create tiered sponsorship packages.
• Tailor sponsorship pitches to potential partners.

Step 5: Managing Sponsors on Event Day

Once you’ve secured sponsors, it’s important to deliver on your promises and ensure they get the visibility and exposure they expect.

5.1 Sponsor Setup

Ensure sponsors have everything they need on event day:

• VIP Sponsor Areas: If sponsors have a booth or VIP area, make sure these are set up in high-traffic areas.
• Sponsor Branding: Display sponsor logos on banners, digital displays, and promotional materials. Create branded photo ops or stations for additional exposure.

5.2 Sponsor Check-Ins

Maintain regular communication with sponsors:

• Check In Regularly: Assign a team member to check in with sponsors and ensure their expectations are being met.

5.3 Event Shoutouts

Give your sponsors extra recognition:

• Event Announcements: Announce sponsors over the PA system or during key moments of the event, such as contests or performances.

Step 6: Post-Event Sponsorship Follow-Up

After the event, follow up with sponsors to show them the value of their investment and secure future commitments.

6.1 Sponsor Thank You and Report

Within a week of the event, send sponsors a detailed report showing how their sponsorship contributed to the event’s success:

• Example Report: “Thanks to your support, the 2024 New England Food Fest drew 5,000 attendees, with over 10,000 social media impressions. Your brand was featured prominently throughout the event.”

6.2 Offer Pre-Registration for Next Year

Encourage sponsors to commit early for the next event by offering early-bird rates or additional perks.

Pro Tip: Secure returning sponsors early to lock in guaranteed funding for future events.

Pro Tips for Vendor and Sponsor Success

• Build Relationships: Treat vendors and sponsors like long-term partners. Regular communication and a positive experience will keep them coming back.
• Be Transparent: If something goes wrong (e.g., bad weather), be upfront with your vendors and sponsors to maintain trust.
• Maximize Sponsor Exposure: Go above and beyond with branding and visibility opportunities for your sponsors.

And that’s your complete Vendor and Sponsorship Management Guide! With the right vendors and sponsors, you can bring your event to life and ensure its success. Need help fine-tuning your vendor or sponsor plan? You know where to find me—I’m always here to help! Let’s make your event a wicked success!

The post Vendor and Sponsorship Management Guide (New England Edition) appeared first on New England Connect USA.

Disclaimer: The information in this NE6 guide is intended for informational purposes only. It does not constitute professional advice in managing events. Always consult with relevant professionals (e.g., security, vendors, local authorities) and create contingency plans for your event. NE6 assumes no liability for any issues arising during your event.

Hey there! Johnny here, and today we’re focusing on the big day—the event itself! You’ve planned and prepped, and now it’s time to make sure everything runs smoothly. This On-the-Day Event Management Guide will walk you through check-ins, vendor coordination, troubleshooting, and wrapping up the event. Let’s make sure your event is a wicked success, whether it’s a small-town fair or a major concert in Boston!

Overview

Your hard work is about to pay off, but on event day, unexpected things can still pop up. This guide will take you through everything you need to know to ensure smooth operations, from setting up to closing down. Let’s dive in!

Step 1: Start the Day Early with Final Setup

1.1 Arrive Early

You’ll want to be the first one on-site to make sure everything’s in order and ready for the day.

• Get There Before Anyone Else: Aim to arrive several hours before your event begins. For a 12 PM start, plan to get there around 7-8 AM to allow ample time for setup and troubleshooting.

Example: For a 12 PM festival in Portland, ME, get there by 7 AM to oversee tent setup, vendor load-in, and power checks.

1.2 Conduct a Final Walkthrough

Walk through the entire venue to confirm that everything is set up according to plan.

• Outdoor Events: Check that tents, tables, and weather protections (like umbrellas or heaters) are properly in place.
• Indoor Events: Make sure signage, seating, and vendor setups are ready.

Checklist for Final Walkthrough:

• Signage: Visible and weatherproof for outdoor events.
• Seating/Stages: Arranged according to the event layout.
• Facilities: Restrooms and handwashing stations stocked.

1.3 Set Up Signage and Entrance Points

Ensure that all directional signage and entrance points are clearly marked.

• Directional Signage: Use large, weather-resistant signs to mark parking areas, check-ins, restrooms, and vendor locations.

Step 2: Manage Check-Ins and Ticket Scanning

Check-in is the first interaction your guests have, so let’s make sure it’s smooth.

2.1 Set Up Check-In and Ticket Scanning Stations

Your check-in area is key to a successful start.

• Prepare the Area: Make sure your check-in stations are fully stocked with essentials like pens, wristbands, and hand sanitizer.
• QR Code Scanning: Use NE6’s built-in QR code ticket scanning system. Each station should have a device (like a phone or tablet) ready to scan tickets.

Pro Tip: For large events, create separate check-in lines for VIP or general admission to avoid bottlenecks.

2.2 Train Staff and Volunteers

Make sure your check-in staff knows the process and can troubleshoot basic issues.

• Brief Your Team: Gather your staff early to explain the check-in process, NE6’s QR code scanning, and how to address basic attendee questions.

Pro Tip: Train staff on using the NE6 ticketing app to ensure a smooth process, even if there’s a tech glitch.

2.3 Troubleshooting Check-In Issues

Things don’t always go perfectly, so have backup plans ready.

• Offline Mode: NE6’s ticketing system does not work in offline mode if the Wi-Fi goes down, so you can keep checking people in with a Backup Attendee List.
• Backup Attendee List: Keep a printed attendee list on hand in case of major tech issues.

Checklist for Check-In:

• Set up QR code scanners at each check-in station.
• Brief staff and volunteers on the check-in process.
• Have a physical attendee list as a backup.

Step 3: Coordinate with Vendors and Performers

Your vendors and performers are crucial to the event’s success. Let’s make sure they’re set up properly.

3.1 Vendor and Performer Check-In

Have a dedicated person to handle vendor check-ins and address their needs.

• Assign a Vendor Manager: Designate a staff member as the point of contact for vendors. They’ll handle check-ins, setup locations, and questions.
• Confirm Vendor Needs: Double-check that vendors have everything they need, like power, water, or special setup requests.

Pro Tip: Give vendors staggered load-in times to avoid congestion during setup.

3.2 Coordinate Setup Times

Stagger vendor arrivals to ensure a smooth setup process.

• Staggered Arrivals: Have food trucks arrive early, followed by artisans or other vendors. For example, food trucks should arrive 2-3 hours before the event begins to avoid congestion with other vendors.

3.3 Ensure Health and Safety Compliance

Make sure food vendors comply with local health and safety regulations.

• Health Inspections: If your event involves food, make sure vendors have passed health inspections and meet local requirements.

Example: At a seafood festival in Maine, vendors will need special health permits due to the temperature-sensitive nature of the food.

Step 4: Managing Guests and Crowd Flow

As guests arrive, keeping the crowd moving and ensuring safety is key.

4.1 Maintain Crowd Control

Make sure you have enough staff to guide attendees and prevent bottlenecks.

• Staff for Crowd Flow: Assign staff to key areas (restrooms, food stalls, performance stages) to ensure smooth crowd movement.

Example: For a Boston Harbor concert, ensure exits are clear and staff are directing guests to minimize crowding near food or merchandise stalls.

4.2 Handle Customer Service Issues

Be prepared for on-site questions and customer service needs.

• Information Booth: Set up an information booth with clearly identified staff to answer questions (e.g., vendor locations, schedules, or restroom directions).

Pro Tip: Equip customer service staff with mobile devices connected to NE6’s dashboard to access ticketing and event information quickly.

4.3 Restroom and Facility Maintenance

Ensure facilities are maintained throughout the event.

• Restroom Attendants: Assign staff to regularly check restrooms and ensure they remain clean and stocked with supplies.

Example: At a lobster fest in Maine, keeping restrooms clean is crucial since guests stay for long periods.

Checklist for Guest Management:

• Assign crowd management staff.
• Set up an information booth.
• Regularly maintain restrooms and trash bins.

Step 5: Deal with Weather and Unforeseen Issues

New England weather can change fast—here’s how to be prepared for anything.

5.1 Weather Contingencies

Always have a backup plan in case of rain, snow, or extreme heat.

• Backup Plan: Consider renting tents, heaters, or fans to protect against sudden weather changes. Be ready to move activities indoors if needed.

Pro Tip: Keep extra umbrellas, ponchos, or fans on hand for guests, especially at outdoor events.

5.2 On-Site First Aid and Safety

Prepare for minor injuries or health issues.

• First-Aid Station: Set up a first-aid station with trained staff to handle injuries or health concerns.

Example: For a charity run in Vermont, have paramedics on standby to handle any potential injuries from participants.

5.3 Manage Lost and Found

Set up a designated lost and found area for guests to report or collect missing items.

• Lost and Found Announcements: Periodically announce lost and found items over the PA or include information in event materials.

Checklist for Contingencies:

• Prepare for bad weather with tents or indoor spaces.
• Set up a first-aid station and staff it with trained volunteers.
• Create a lost and found area with clear signage.

Step 6: Monitor and Adjust Throughout the Event

Keep track of everything during the event and adjust as needed.

6.1 Track Ticket Sales and Attendance

Use the NE6 platform to track check-ins and adjust staffing based on attendance.

• Monitor Attendance: If the crowd is larger than expected, increase staffing at food stalls, restrooms, or stages.

6.2 Check in with Vendors and Performers

Periodically check in with vendors and performers to ensure they’re satisfied and on schedule.

• Performance Schedule: Ensure performers are ready and tech is in order to prevent delays.

6.3 Make Announcements and Updates

Keep attendees informed about key events, weather changes, or special announcements.

• PA System: Use a public address system or digital signage to keep guests updated throughout the day.

Checklist for Monitoring and Adjusting:

• Use the NE6 dashboard to track ticket sales and check-ins.
• Check in with vendors and performers regularly.
• Use the PA system to make important announcements.

Step 7: Event Wrap-Up and Teardown

The event may be ending, but there’s still work to do!

7.1 Manage Guest Exits

Guide guests out of the venue in an orderly fashion.

• Well-Lit Exits: Ensure that exits are well-lit, especially if the event ends after dark, and that staff direct people to their cars or public transit.

7.2 Teardown with Vendors

Ensure an organized teardown to avoid chaos.

• Organized Teardown: Coordinate with vendors and stagger their teardown times to prevent congestion.

7.3 Clean-Up and Final Walkthrough

Ensure the venue is left clean and in good condition.

• Venue Clean-Up: Make sure trash and recycling bins are emptied, and the venue is as clean as you found it (or better!).

7.4 Debrief with Your Team

After everything is packed up, gather your team for a quick debrief to review what went well and where you can improve for next time.

Checklist for Wrap-Up:

• Manage guest exits with adequate lighting and staff.
• Coordinate vendor teardown.
• Clean up the venue and conduct a final walkthrough.
• Debrief with your team after the event.

Pro Tips for Event Day Success:

• Stay Calm: If something goes wrong, keep a cool head. Calmly handle last-minute issues and adapt as needed.
• Delegate: Assign trusted team members to oversee specific areas (vendors, ticketing, customer service) so you can focus on the big picture.
• Be Prepared for Emergencies: Always have a basic emergency plan for bad weather, health issues, or tech failures.

And that’s it! Follow this guide to manage your event like a pro and ensure everything goes off without a hitch. I’m here if you need more help or advice—let’s make this event one for the books!

The post On-the-Day Event Management Guide (New England Edition) appeared first on New England Connect USA.

Disclaimer: The information provided in this NE6 guide is for reference purposes only and does not replace legal, logistical, or professional advice. Always consult with relevant professionals (legal advisors, venue coordinators, etc.) for compliance with local, state, and federal regulations. NE6 assumes no liability for any outcomes related to event planning or execution.

Hey, it’s Johnny! Planning a successful event is all about staying organized, and I’m here to help you get everything in order from start to finish. Whether it’s a cozy winter market in Vermont or a summer concert by the beach in Newport, RI, this Pre-Event Checklist and Timeline Guide will keep you on track. We’ll break it down week-by-week so that you know exactly what to do at every stage, and I’ll be sure to highlight important tips specific to New England events.

Let’s dive into the timeline and make sure you’re ready for the big day!

Overview of the Pre-Event Timeline

This guide will help you plan your event step by step, starting from 12-16 weeks out until the day of the event. By following this timeline, you’ll be fully prepared, with no stress on event day.

Step 1: 12-16 Weeks Before the Event (Initial Planning Phase)

At this stage, we’re setting the foundation. It’s time to lock in the basics and start building from there.

1.1 Secure Your Venue

• Pick a Venue: Whether you’re hosting an outdoor food festival in Maine or a ski event in Vermont, secure your venue early. Popular venues book fast, so don’t wait!
• Considerations: Make sure the venue is accessible, fits your expected capacity, and has contingency plans for weather (especially important in New England’s unpredictable climate).
  • Example: If it’s winter, pick a venue that has indoor options or a heated tent.
• Sign the Contract: Once your venue is locked down, finalize the rental agreement and confirm key details like parking, catering options, and setup/teardown times.

1.2 Apply for Permits and Licenses

• Permits: Depending on your event type, you’ll need different permits, such as public gathering permits, liquor licenses, or food vendor licenses. Refer to the [Legal Compliance and Permits Guide (New England Edition)]to determine what’s required.
• Pro Tip: Contact local officials early—New England towns like Newport, Boston, or Portsmouth can have regional-specific regulations that take time to process.

1.3 Confirm Your Event Date and Time

• Check for Conflicts: Make sure your event date doesn’t overlap with other major local events.
  • Example: Hosting an event in ski towns like Stowe, VT, during peak season? Make sure your event stands out among the busy schedule.
• Finalize Your Event Time: Consider the season and daylight hours—especially during the winter months in New England when days are shorter.

1.4 Book Vendors and Entertainment

• Book Early: If you need food trucks, local breweries, or artisan vendors, reach out early. New England is home to tons of fantastic vendors, so grab your favorites before they’re booked!
  • Example: Want the best lobster roll vendor for your coastal festival? Book them 12-16 weeks out.
• Confirm Entertainment: Whether it’s live bands, DJs, or performers, confirm availability and any equipment needs (stage, lighting, sound).

1.5 Create a Budget

• Estimate Costs: Start building your budget. Factor in venue fees, permits, marketing, entertainment, vendor costs, and a contingency fund for weather-related expenses (New England weather is no joke!).
• NE6 Fees: Don’t forget NE6 charges $1 per ticket plus an 8% commission for paid events—make sure that’s accounted for.

Checklist for Initial Planning (12-16 Weeks Out):

• Secure your venue and sign contracts.
• Apply for all necessary permits.
• Confirm event date and time.
• Book vendors, food trucks, and entertainment.
• Begin drafting your event budget.

Step 2: 8-12 Weeks Before the Event (Marketing and Logistics Phase)

This is when you’ll start promoting your event, securing ticket sales, and locking down logistics.

2.1 Launch Your Marketing Campaign

• Create Your Event Listing: Publish your event on NE6 to get it in front of locals and tourists.
  • Pro Tip: Use eye-catching photos of New England landscapes, coastal views, or past events to draw attention.
• Launch Social Media Campaigns: Start posting on Facebook, Instagram, and TikTok, and use targeted ads to reach your audience.
  • Hashtags: Use local hashtags like #ExploreNewEngland, #NewEnglandEvents, or #MaineLobsterFest to maximize reach.
• Send Press Releases: Reach out to local media outlets (newspapers, radio, blogs) to get featured on event calendars or in articles.

2.2 Open Ticket Sales

• Launch Ticket Sales on NE6: Whether your event is free or paid, launch your ticket sales on NE6. Offer early bird discounts or group pricing to drive early sales.
• Monitor Ticket Sales: Keep an eye on sales in your NE6 dashboard and adjust marketing efforts based on how tickets are moving.

2.3 Confirm Logistics and Vendors

• Final Confirmations: Reconfirm vendor details, including delivery times, setup requirements, and power needs.
• Order Supplies: Start ordering event supplies (decorations, signage, tableware) now to avoid rush shipping fees.

2.4 Arrange Insurance and Safety Plans

• Event Insurance: Purchase insurance for general liability and liquor liability if applicable.
• Safety Plans: Make sure emergency plans, first aid, and fire safety measures are in place. Crowd control is especially important for larger events.

Checklist for Marketing and Logistics (8-12 Weeks Out):

• Publish your event on NE6.
• Launch social media and press campaigns.
• Open ticket sales.
• Reconfirm logistics with vendors.
• Order event supplies.
• Arrange insurance and safety protocols.

Step 3: 4-6 Weeks Before the Event (Refining Details)

Now that the event is getting closer, it’s time to refine the details and keep building excitement.

3.1 Continue Promoting Your Event

• Ramp Up Social Media: Share behind-the-scenes content, sneak peeks, and interviews with vendors to keep the buzz going.
• Email Campaigns: Send out reminders or special promotions to anyone who hasn’t bought a ticket yet.

3.2 Coordinate with Local Authorities

• Notify Local Officials: Confirm with local police, fire departments, or public works offices if you have road closures, parking arrangements, or crowd control measures.
  • Example: For large events in Boston or Providence, coordinate street closures well in advance.

3.3 Finalize Vendor and Staff Logistics

• Send Final Instructions: Email or call your vendors, staff, and volunteers with final instructions—setup times, event day procedures, and any last-minute details.
• Check Equipment: Ensure any sound systems, stages, or tents are ready and booked.

Checklist for Refining Details (4-6 Weeks Out):

• Ramp up social media and email marketing.
• Confirm logistics with local authorities.
• Finalize details with vendors and staff.
• Double-check equipment bookings.

Step 4: 1-2 Weeks Before the Event (Final Preparations)

We’re almost there! These are the final steps to make sure you’re ready for the big day.

4.1 Send Final Attendee Reminders

• Email Reminders: Send final details to attendees, including parking, directions, event highlights, and any special instructions (e.g., what to bring, weather considerations).
• Last-Minute Promotions: Run any last-minute promotions (flash sales, group discounts) to boost ticket sales.

4.2 Walk Through the Venue

• Venue Walkthrough: If possible, do a final walkthrough of the venue. Check for power sources, restroom facilities, and logistical setups.
• Weather-Dependent Events: Double-check contingency plans for rain or snow. It’s New England, after all—anything can happen!

4.3 Reconfirm with Vendors

• Final Check-In: Make a last call or send an email to all vendors to confirm delivery and setup times. Ensure everyone knows where they need to be and when.

4.4 Finalize Event Day Timeline

• Create a Detailed Timeline: Make a timeline for the day, including setup, event start times, entertainment slots, and teardown. Share this with your team and vendors.

Example Event Day Timeline:

• 7:00 AM: Vendors begin setup
• 9:00 AM: Food trucks arrive
• 11:00 AM: Event opens to the public
• 1:00 PM: Live music performance
• 5:00 PM: Event ends
• 6:00 PM: Vendor teardown complete

Checklist for Final Preparations (1-2 Weeks Out):

• Send final reminders to attendees.
• Conduct a venue walkthrough.
• Reconfirm logistics with vendors.
• Finalize the event day timeline and share it with staff.

Step 5: Event Day Checklist

The big day has arrived! With all the planning you’ve done, everything should go smoothly. Here’s a final checklist to make sure everything’s in place.

5.1 Check in Vendors and Staff

• Vendor Setup: As vendors arrive, direct them to their assigned areas and assist with setup.
• Staff Check-In: Make sure all staff and volunteers have arrived, know their roles, and are prepared to help attendees.

5.2 Set Up Signage and Decorations

• Signage: Put up signs directing attendees to parking, restrooms, and key event areas.
• Decorations: Add final touches to the venue—banners, flags, or seasonal decorations.

5.3 Conduct a Final Walkthrough

• Final Pre-Event Check: Walk through the venue to ensure everything is in place. Confirm that vendors are set up, tech is working, and guests will have a seamless experience.

Checklist for Event Day:

• Check in with vendors and staff.
• Set up signage and decorations.
• Conduct a final walkthrough of the venue.

Pro Tips for Staying Organized

• Use a Project Management Tool: Apps like Trello or Google Sheets are great for keeping timelines, vendor contacts, and notes in one place.
• Delegate Tasks: Assign specific tasks to your team or volunteers to lighten the load.
• Stay Flexible: If something goes wrong (a vendor is late, bad weather hits), stay calm and adapt your plan.

That’s it! You’ve now got a detailed timeline and checklist to ensure your event runs smoothly, from planning all the way to event day. Stick to the steps, and you’ll be ready to host an incredible New England event without any stress. Got questions or need more help? I’m always here to guide you through it—let’s make this event a wicked success!

The post Pre-Event Checklist and Timeline Guide (New England Edition) appeared first on New England Connect USA.

Disclaimer: The information provided in this guide is intended as an overview to assist with marketing your event. It does not replace professional advice. For any legal concerns or strategic marketing consultation, we advise seeking advice from professionals in those fields.

Hey there! Johnny from NE6 here, ready to help you promote your New England event like a pro. Whether you’re gearing up for a lobster fest on the coast, a craft fair in Vermont, or a charity run in Boston, marketing and promotion are the keys to filling your event with enthusiastic attendees. This guide will take you step-by-step through creating an effective marketing strategy to get your event buzzing. Ready to dive in? Let’s get those tickets flying off the shelves!

Step 1: Understand Your Audience

Knowing who you’re marketing to is the foundation of a successful promotional campaign. Are you trying to attract locals who will stroll down the street to your event, or tourists who are planning their next getaway? Your audience determines everything from your messaging to where you advertise.

1.1 Identify Your Audience

Breaking down your target audience will allow you to craft the perfect marketing message and choose the right platforms to reach them.

• Local Residents: Ideal for town fairs, charity events, and neighborhood get-togethers. You’ll want to focus your efforts on community engagement and local pride.
  Example: A farmers’ market in rural New Hampshire will likely appeal to locals looking for fresh produce and homemade crafts.
• Tourists: For destination events (think Cape Cod festivals or White Mountain fall tours), aim for tourists who are planning trips to New England’s most scenic spots.
  Example: A coastal food festival in Portland, Maine, should target both local food lovers and out-of-town visitors seeking a true Maine experience.
• Age Groups and Interests: Identify the age range and interests of your attendees. Are they young professionals looking for a music festival, families wanting a day out, or retirees seeking a cultural experience?
  Example: A music festival in Boston might attract a younger, college-aged crowd, while an apple-picking festival in Vermont is perfect for families.

Pro Tip: Create audience personas that outline key traits like age, location, interests, and event preferences. This will help you tailor your messaging and promotions effectively.

1.2 Tailor Your Message

Once you know your audience, it’s time to craft your message. Here’s how to cater your language and visuals to different groups:

• For Locals: Highlight community pride, local traditions, and familiar icons to make your event feel close to home. Use phrases like “A hometown favorite” or “Join us for a celebration of local culture.”
  Example: “Come support local vendors and artisans at the annual Vermont Harvest Festival! It’s a wicked good time for the whole family.”
• For Tourists: Emphasize the uniqueness and authenticity of New England, offering visitors a one-of-a-kind experience. “Discover the best lobster rolls this side of the Atlantic” or “Experience fall foliage like never before.”
  Example: “Join us in celebrating the beauty of autumn with a scenic fall foliage tour and craft fair in the heart of New Hampshire.”

Graphic Suggestion: Create visuals that reflect your audience. For local-focused events, use warm, inviting colors and community-focused imagery. For tourist events, showcase picturesque landscapes, local attractions, and high-energy activities.

Step 2: Develop a Comprehensive Marketing Plan

With your audience in mind, it’s time to map out your marketing campaign. A solid plan ensures that you cover all the bases and don’t miss any opportunities to connect with potential attendees.

2.1 Build a Timeline

Your marketing strategy should follow a clear timeline that allows you to build excitement and ensure that your event stays top-of-mind as the big day approaches.

• 6-8 Weeks Before the Event:
  • Announce the Event: Start with a broad announcement on your social channels, event listings, and email newsletters. This is the time to launch early-bird ticket sales or discounted group packages to generate early interest.
  • Tease Key Features: Highlight special performers, activities, or vendors that will be part of your event. Start teasing these elements to give people a reason to save the date.
• 3-4 Weeks Before the Event:
  • Increase Social Media Advertising: Ramp up your social media efforts, posting daily or every other day with sneak peeks, behind-the-scenes content, and reminders.
  • Press and Influencer Outreach: Reach out to local newspapers, influencers, and blogs that cover regional events to get your event on their radar.
• 1 Week Before the Event:
  • Final Reminders: Send final email reminders, including “last chance” calls for tickets. On social media, start countdowns (“Only 5 days left!”) to build excitement.
  • Event Instructions: Provide logistical details like parking information, what to bring, or any special instructions, to ensure everything runs smoothly on event day.

Graphic Suggestion: A calendar with weekly milestones for the lead-up to your event, showing when to launch email campaigns, boost social media posts, and reach out to local press.

2.2 Set Marketing Goals

Define specific, measurable goals for your event marketing. For example:

• Increase Ticket Sales: Set goals for ticket sales at each stage (e.g., sell 25% of tickets during the early-bird phase, 50% by two weeks out).
• Boost Social Media Engagement: Aim to increase social media followers, shares, or post interactions by a certain percentage during the campaign.

Pro Tip: Use SMART goals—Specific, Measurable, Achievable, Relevant, Time-bound—to keep your marketing efforts focused and effective.

Step 3: Leverage Social Media Effectively

Social media is your best tool for building buzz and getting your event in front of a larger audience. Here’s how to craft a powerful social media presence that gets people talking about your event.

3.1 Choose the Right Platforms

Select the social media platforms that align with your event and audience:

• Facebook: Create a dedicated event page for RSVPs, share regular updates, and run Facebook ads to reach your target audience.
  • Best For: Community festivals, charity events, family-friendly outings.
• Instagram: Focus on high-quality visuals and Stories that show off your event’s location, vendors, and unique features.
  • Best For: Food festivals, concerts, art shows, seasonal fairs.
• TikTok: Use short-form, engaging videos to promote fun, energetic events.
  • Best For: Youth-oriented events, sports festivals, or music gatherings.

Pro Tip: Use platform-specific features like Instagram Reels, TikTok trends, or Facebook Events to maximize engagement. Each platform has unique ways to capture attention, so customize your approach to fit each one.

3.2 Craft Engaging Content

Now that you’ve chosen your platforms, it’s time to post content that gets people excited.

• Visuals: Use vibrant images and videos that capture the essence of New England’s seasons, local foods, and community charm.
  • Example: For a fall festival, post photos of fall foliage, pumpkins, and market stands with the tagline “The best fall event north of Boston.”
• Polls and Contests: Encourage your followers to engage by running polls (“What’s your favorite festival food?”) or contests (“Win two free tickets by tagging a friend!”).
• Countdowns: Start posting countdowns (“3 days to go until the best lobster in Maine!”) with eye-catching visuals to build excitement in the days leading up to your event.

3.3 Share Vendor and Performer Spotlights

• Spotlight Key Vendors: Highlight the vendors or performers that will be at your event. Post vendor interviews, product features, or sneak peeks of their booths.Example: “Check out @MaineBakery’s famous blueberry pies at the Coastal Food Fest—don’t miss them!”
• Collaborative Promotions: Encourage vendors and performers to promote your event on their own social media channels. Provide them with social media templates or branded content for cross-promotion.

Step 4: Partner with Local Businesses and Influencers

Working with local businesses and influencers can increase your event’s reach and provide added credibility. This section will guide you through securing these partnerships.

4.1 Build Local Partnerships

• Partner with Local Businesses: Reach out to local shops, restaurants, or breweries that align with your event’s theme. Offer them sponsorship packages or vendor space in exchange for cross-promotion.Example: A local bakery might sponsor a dessert booth at a food festival in exchange for free promotional flyers or social media posts.
• Offer Co-Branded Promotions: Collaborate with sponsors on co-branded promotions, such as giveaways, discounts, or joint social media campaigns.

4.2 Work with Influencers

• Find Local Influencers: Look for New England-based bloggers, Instagram influencers, or YouTubers who align with your event’s theme. This could be food bloggers for culinary festivals or travel influencers for destination events.Pro Tip: Offer influencers VIP access, behind-the-scenes tours, or free tickets in exchange for coverage. Their followers are likely to trust their recommendations, making this a powerful marketing tool.

Step 5: Run Paid Ads to Increase Reach

Paid advertising is a great way to reach a larger audience, especially as you get closer to event day. Here’s how to make sure your ads work for you.

5.1 Set Your Ad Budget

Determine how much you’re willing to spend on advertising. Base this decision on your event size, audience, and marketing goals.

• Pro Tip: You don’t need to spend a fortune. A small ad budget ($50-$200) can make a significant impact when spent wisely on platforms like Facebook and Instagram.

5.2 Use Facebook and Instagram Ads

• Create Facebook Event Ads: Use Facebook’s event ad feature to promote your event directly to your target audience. You can geo-target specific regions like Boston, Providence, or Vermont, or target interests like “festivals” and “local food.”
• Boost Instagram Posts: Boosting your most visually engaging Instagram posts (like shots of vendors or performers) can increase their visibility and help drive ticket sales.

Step 6: Engage with Local Media

In addition to social media, don’t forget about traditional media outlets.

6.1 Reach Out to Newspapers and Radio

• Press Release: Write a press release and send it to local newspapers and radio stations. Highlight the uniqueness of your event, especially if it ties into New England’s seasonal charm or community-focused spirit.Example: “Experience the best lobster rolls in New England at the 2024 Portland Seafood Festival—featuring live music, local vendors, and family-friendly activities.”

6.2 Run Print and Digital Ads

• Print Ads: Take out ads in local newspapers or magazines like Yankee Magazine or The Boston Globe.
• Digital Ads: Run geo-targeted digital ads focused on specific areas or interests relevant to your event. Use Facebook, Google Ads, or local online publications for effective targeting.

Step 7: Post-Event Marketing and Follow-Up

Even after the event is over, there’s still plenty of marketing to be done! Keep the momentum going with post-event content and audience engagement.

7.1 Share Event Highlights

• Post-Event Recap: Post photos and videos from the event to keep the excitement alive and show off what a great time attendees had.Example: “What an amazing weekend at #NE6CraftFest! Check out the highlights and get ready for next year!”

7.2 Collect Reviews and Testimonials

• Ask for Feedback: Send out a post-event survey asking for feedback from attendees. Use this feedback to improve future events.Pro Tip: Offer an incentive, like a discount on next year’s tickets or a giveaway, to encourage attendees to fill out the survey.

Pro Tips for Event Promotion

• Use Geo-Targeted Ads: Ensure your digital ads are targeted to people living within 100 miles of your event for better reach.
• Create Event-Specific Hashtags: Make it easy for people to find and follow your event on social media.
• Offer Incentives for Early Sales: Discounted tickets or exclusive perks for early-bird buyers help drive initial sales.

There you go—your complete Marketing and Promotion Guide for New England events! Whether you need help running social media ads, partnering with local influencers, or crafting the perfect event message, I’m here to help you every step of the way. Let’s make sure your event is a hit from start to finish!

The post Marketing and Promotion Guide (New England Edition) appeared first on New England Connect USA.

Disclaimer: The information provided in this NE6 guide is intended solely for informational purposes and does not constitute legal advice. While NE6 aims to provide accurate and timely information to assist in event planning, it is essential that you consult with legal professionals and local authorities to ensure compliance with applicable laws and regulations. NE6 assumes no liability for any legal issues arising from your event.

Hey there! Johnny here, ready to guide you through the Legal Compliance and Permits process for your event. Hosting events in New England comes with some specific rules and quirks, so it’s important to make sure you have the right permits and follow all the guidelines. Whether it’s securing permits for alcohol, ensuring ADA compliance, or getting fire safety approval, I’ve got you covered!

Let’s break this down step by step and get your event ready to roll.

Step 1: Understand Your Event Type and Location

The permits you need depend on two major factors: your event type and its location. Different types of events, like public festivals or private parties, have different requirements, and the town or city you’re hosting in will affect what’s needed.

1.1 Determine Your Event Type

• Public Events: Festivals, concerts, and charity runs require more permits, especially in larger cities like Boston or Providence.
• Private Events: Weddings or private parties typically require fewer permits but still check with the venue and local authorities.

1.2 Location-Specific Considerations

• Urban vs. Rural: Urban areas like Boston or Hartford have stricter permit requirements compared to rural towns in Vermont or New Hampshire.
• Coastal or Public Spaces: Hosting an event on the coast (like Newport, RI or Cape Cod) or in public parks may require special permissions from local and state authorities.

Pro Tip: Always check with the town or city hall where your event will be held. They’ll have the specifics on what you need.

Step 2: Required Permits by Event Type

Now that you’ve got a handle on your event type and location, let’s look at the specific permits you’ll need based on your event.

2.1 Public Gathering Permits

If your event involves a crowd, you’ll likely need a public gathering permit.

• What’s Required: A public gathering permit from the town or city, especially if your event will have more than 50 attendees.
• Example: For a concert in Boston Common, you’d need a public gathering permit from the Boston Parks Department.
• Application Timeline: Apply at least 60 days in advance for larger cities like Providence or Boston.

2.2 Alcohol Permits

If you’re serving alcohol, you’ll need to follow state and local alcohol laws.

• Temporary Liquor License: Needed in all six New England states. Apply to the state’s liquor authority.
• Example: Hosting a lobster festival in Portland, ME? You’ll need a liquor license from the Maine Bureau of Alcoholic Beverages.

Important: The legal drinking age is 21 in all New England states, and you must have licensed bartenders to serve alcohol.

2.3 Food Vendor and Health Permits

Serving or selling food? You’ll need health permits to ensure everything is safe and up to code.

• Temporary Food Service License: This is required for any event serving food.
• Example: Hosting a seafood festival in Maine? Each food vendor will need to apply for a Temporary Food Service License from the Maine Health Department.
• Inspections: Larger cities like Hartford or Worcester may require a health inspection of the event site.

2.4 Fire Safety Permits

Using tents, stages, or cooking equipment? You’ll need approval from the fire marshal.

• Fire Marshal Approval: Required for events using tents, food trucks, or pyrotechnics (e.g., Fourth of July celebrations).
• Example: In Vermont, if you’re hosting a winter market in a heated tent, you’ll need the Fire Marshal to inspect your site for safety.

2.5 Parking and Street Closures

If your event involves closing streets or using public parking spaces, you’ll need permits from local authorities.

• Parking Permits: Required if you’re using public parking for vendors or event parking.
• Street Closure Permits: Necessary for parades, fairs, or any event that shuts down a public road. Coordinate with your city’s Public Works Department.

Checklist for Required Permits:

• Public Gathering Permit
• Temporary Liquor License
• Temporary Food Service License
• Fire Safety Permit
• Parking or Street Closure Permits

Step 3: ADA Compliance and Accessibility

All public events in the U.S. must comply with the Americans with Disabilities Act (ADA) to ensure accessibility for all attendees.

3.1 Ensure Accessibility

• Wheelchair Access: Ensure your venue or event site is wheelchair accessible. Some older New England towns may have venues that don’t meet modern accessibility standards, so confirm this with the venue.
• Example: Hosting a wedding at a historic venue in Newport, RI? Double-check that there are ramps or alternative access points.
• Restrooms: Make sure you have ADA-compliant restroom facilities, especially for outdoor events.

3.2 Service Animals

• Service Animal Laws: You must allow service animals at your event. Have a plan for accommodating them, including designated relief areas.

Step 4: Insurance and Liability Coverage

While not always required, having event insurance is a smart move to protect yourself from any liability issues that may arise.

4.1 General Liability Insurance

• What It Covers: Protection against claims for bodily injury, property damage, or personal injury.
• Example: Hosting a snowboarding competition in New Hampshire? Make sure you’re covered in case of accidents.

4.2 Liquor Liability Insurance

• What It Covers: If you’re serving alcohol, you’ll likely need additional liquor liability insurance to cover any incidents involving intoxicated guests.

Step 5: Environmental Regulations and Permits

New England places a strong emphasis on environmental protection, especially for outdoor events.

5.1 Waste Management Plans

• Zero-Waste Events: Some eco-conscious towns (like Burlington, VT) may require a waste management plan outlining how you’ll handle trash, recycling, and composting.
• Example: Hosting a festival in Vermont? You’ll need recycling and compost bins to minimize your event’s environmental impact.

5.2 Outdoor Events in Protected Areas

• Special Permits for State Parks: Hosting an event in a state park or coastal area (like Acadia National Park or Cape Cod)? You’ll need environmental permits from the state or federal government.
• Example: If you’re planning a festival or hike in Acadia, apply for a permit from the National Park Service.

Step 6: Timeline for Permit Applications

Permits take time to process, so it’s important to apply well in advance. Here’s a general timeline:

• 6 Months Before the Event: Apply for large public gathering permits, liquor licenses, and insurance.
• 3-4 Months Before the Event: Apply for food vendor permits and schedule fire safety inspections.
• 1-2 Months Before the Event: Confirm all vendors have their paperwork and finalize any parking or street closure permits.

Checklist for Application Timeline:

• 6 months: Public gathering permits, liquor licenses, insurance
• 3-4 months: Food vendor permits, fire safety inspections
• 1-2 months: Vendor paperwork, parking permits

Step 7: Stay in Touch with Local Officials

Once your permits are in place, maintain communication with local officials to ensure everything runs smoothly.

• Emergency Contacts: Have contacts at the police department, fire department, and public works in case of any issues.

Pro Tip: Keep all your permits, licenses, and insurance in a folder on-site so they’re easily accessible in case of inspections.

Pro Tips for Legal Compliance:

• Stay Organized: Keep all permits, licenses, and insurance documentation together for easy access.
• Early Bird Applications: Apply early for permits—some towns only issue a limited number and operate on a first-come, first-served basis.
• Prepare for Inspections: Be ready for day-of inspections from local health or fire officials. Have everything in place to avoid delays.

And that’s it! You’re now armed with everything you need to handle the legal side of event hosting. Don’t let the paperwork get you down—once you’ve got these permits in place, your event will be good to go! Need more help? I’m always here to answer your questions and guide you through the process. Let’s get those permits sorted and your event on the map!

The post Legal Compliance and Permits Guide (New England Edition) appeared first on New England Connect USA.

Disclaimer: The information provided in NE6 guides is intended for informational purposes only and does not constitute legal advice. NE6 strongly recommends consulting with a legal professional to ensure compliance with local, state, and federal laws that may apply to your event. NE6 assumes no responsibility for the legal requirements of your event.

Welcome to the NE6 Event Creation and Ticketing Setup Guide, your go-to resource for setting up events that New Englanders won’t want to miss! I’m Johnny, and I’ll be guiding you through every step of the process. From registering for NE6 to managing your tickets, we’ll cover everything you need to know.

Let’s break it down step by step and get your event up and running.

Step 1: Register on NE6

Before you can start creating events, you’ll need to register for an NE6 account. Don’t worry, it’s wicked easy!

Here’s how to do it:

1. Visit NE6 and click “Sign In” at the top of the homepage and then choose “Create Account“.
2. Fill Out the Registration Form: Enter your name, email address, and create a password.
3. Confirm Your Account: After filling out the form, you’ll receive a confirmation email. Click the link to confirm your account and you’re in!

Once you’ve registered, you’ll be directed to your personalized NE6 Profile, which is where the magic happens.

Step 2: Create Your Establishment Listing

Your establishment listing is a crucial part of setting up events on NE6. It ties all your events to your business, making it easier for attendees to learn about you and what you offer.

Here’s how to create your establishment listing:

1. Log into Your NE6 Account: Once you’ve registered, log in using your new credentials.
2. Navigate to “Establishments”: From your NE6 Profile, click “Listings” and select “Establishments” tab. If you have not already created an establishment, you will need to do this first by creating an establishment listing.
3. Fill Out Your Establishment Details: Enter your business name, location, and a brief description. Include your business’s focus, whether it’s an event venue, local shop, or festival organizer.
4. Add Photos: Upload a logo or pictures that showcase your establishment. This could be your venue, products, or past events you’ve hosted.

Pro Tip: The establishment listing helps build credibility and shows attendees what to expect. Make it eye-catching with high-quality images and detailed information.

Step 3: Navigate to the Event Creation Page

With your establishment listed, it’s time to set up your event.

Here’s how to do it:

1. From the main menu, click on the “Add Event” button.
2. This takes you to the event setup page where you can enter all the details about your event.

Step 4: Enter Basic Event Details

This is where you start building the core of your event listing. Here’s what you need to enter to attract attendees:

4.1 Event Title

Make your event title catchy and relevant. Think of a title that grabs attention while hinting at what the event is all about.

Example Titles:

• “Wicked Good Lobster Bake – Maine’s Best Feast!”
• “Autumn Harvest Fair at Apple Hollow Farm”

4.2 Event Description

Here’s where you sell the experience. Give attendees a taste of what they’ll experience at your event, highlighting activities, food, entertainment, and any special guests.

Example Description:
“Join us for the 3rd annual Autumn Harvest Fair, where the crisp New England air meets the region’s best local produce, crafts, and live folk music. With hayrides for the kids, a cider-making station, and the famous Apple Hollow pumpkin pie contest, there’s something for everyone!”

Checklist for a Good Event Description:

• Include highlights: local flair, food, entertainment.
• Keep it descriptive but not too long—focus on the attendee experience.
• Mention any unique or rare features, such as celebrity guests, rare craft beers, or exclusive workshops.

4.3 Event Date & Time

Simply enter the start and end date/time for your event. If it’s a multi-day event, you can list the peak times or special moments in your event description.

Pro Tip: For festivals or multi-day events, let attendees know when the must-see parts will happen (e.g., live performances, contests, etc.).

Step 5: Choose Your Location

Where is your event happening? If it’s a physical location, make sure it’s clearly stated so that attendees know exactly where to go.

• Enter the venue’s address.
• If it’s a virtual event, mention that in the location field.
• NE6 integrates with maps, so attendees can easily find the venue. Pin your event location using the built-in map feature.

Step 6: Upload Photos & Images

Visuals are key to drawing people in. Add images that show off your venue, past events, or highlights that will excite potential attendees.

Best Practices for Photos:

• 1200 x 628 pixels for best quality display.
• Use vibrant, high-quality images that are visually appealing.

Examples of Images to Include:

• Lobster bake: Show lobsters fresh from the ocean.
• Ski event: Capture the snowy slopes and après-ski fun.

Step 7: Additional Event Details (Optional)

Add any extra info your guests need to know, such as parking instructions or event FAQs.

Suggestions for Additional Info:

• Parking instructions.
• What to bring (blankets, sunscreen, etc.).
• Accessibility information (ramps, accommodations, etc.).

Step 8: Review & Preview Your Event

Before your event goes live, it’s a good idea to review everything.

Here’s a quick checklist:

• Preview your event page: Check for typos, missing info, or errors.
• Check your images: Ensure they’re crisp and vibrant.
• Complete checkout: Using discount code “FreePremiumEventListing2024,” you can upgrade your event listing to premium for free! This ensures your event is placed at the top of relevant searches, increasing exposure to your target audience..

Step 9: Ticketing Setup

Once your event listing setup is completed, you can manage your tickets directly from your event listing page by selecting the “Ticket Management” button on the right side of the listing above the sidebar information. Whether your event is free or paid, setting up tickets is easy.

Here’s how to do it:

9.1 Add Ticket Type

• Free Tickets: If your event is free, simply set the ticket price to $0. Great for community events like charity runs, block parties, or festivals.
• Paid Tickets: If you’re charging for admission, enter the ticket price. NE6 charges $1 per ticket plus an 8% commission—one of the lowest rates around!

Example Ticket Prices:

• $25 for a wine-tasting event in Rhode Island.
• $10 for a town harvest festival in Massachusetts.

9.2 Set Ticket Quantity

How many tickets do you want to offer? You can limit ticket availability to control crowd size.

Ticket Quantity Suggestions:

• Large events (festivals, craft fairs): 500–1000 tickets.
• Smaller gatherings (dinners, gallery openings): 50–100 tickets.

Pro Tip: Use early-bird tickets or group discounts to drive sales early. You can even offer special “VIP” tickets for premium access.

9.3 Add Ticket Descriptions

If you’re offering multiple ticket types, be sure to label them clearly. Whether it’s general admission, VIP seating, or a special food-and-drink package, make sure it’s clear.

Example Ticket Options:

VIP Access (includes free drink): $25
General Admission: $10

Step 10: Go Live!

If everything looks good, it’s time to hit that “Publish” button and get your event live for all to see!

• Publish your event: Your event will now be live on NE6 and open for ticket sales or RSVPs.
• Share your event: Use NE6’s social features to spread the word, or share your event on Facebook, Instagram, or Twitter.

Step 11: Manage Your Event

After your event goes live, NE6 gives you the tools to manage everything from ticket sales to communication with attendees.

Here’s how to manage your event:

• Track Ticket Sales: Use your NE6 Event Listing “Ticket Management” dashboard to monitor how many tickets have been sold and access reports.
• Send Updates: Send event reminders or updates to your attendees directly from your “Ticket Management” dashboard via email or through NE6 Social Messaging.
• Check-In Guests: On the day of the event, use NE6’s QR code ticket scanning feature to check people in quickly.

Pro Tips for Event Management:

Consider upgrading your event to a Featured Listing to get more visibility.

Use early-bird discounts to boost ticket sales early.

Once your event is up and running, you might want to dive into more detailed resources. Here are some guides to help you succeed:

Next Steps: Resources to Help You Succeed

1. Vendor and Sponsorship Management Guide (New England Edition): Learn how to attract sponsors and manage vendor relationships.
2. Safety and Risk Management Guide (New England Edition): Plan ahead for potential risks and ensure your event is safe.
3. Event Photography and Media Coverage Guide (New England Edition): Capture the best moments and ensure your event gets media coverage.
4. Client and Attendee Relationship Management Guide (New England Edition): Build lasting relationships with attendees and sponsors to ensure future success.

That’s it! You’ve got everything you need to create a wicked successful event on NE6. I’ll be here every step of the way, ready to help you manage your event, from ticket sales to check-ins. If you have any questions, don’t hesitate to reach out—Johnny’s got your back on ChatGPT!

The post Event Creation and Ticketing Setup Guide (New England Edition) appeared first on New England Connect USA.