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Event Heroes Training Program

You’re interested in starting your own event planning business and you’ve decided to start looking into a training program. There are several on the market to choose from so how do you decide which one is the best for you. Or perhaps, you’ve taken event planning classes in school and feel confident that you have mastered the lessons and technical information required to plan an event. But what do you do with all that information now? How do you take everything you’ve learned and turn it into an actual business with paying jobs?

This is where the Event Heroes stands out from other event planner learning systems. The Event Heroes coaching system was developed by Tracy Fuller-White, owner of InnovativEvents a successful 7-figure event planning business based in the mid-west as a way to help budding entrepreneurs move from conceptualization to actualization.

With over 30 years in the business, and years of training and mentoring interns and students, Tracy and her staff at Event Heroes have developed a program that takes the traditional training program a degree further by providing step-by-step directions beginning with taking the first phone call from a potential client all the way through producing an event. And it doesn’t stop there! As part of the Event Hero program we also focus on customer service and retention. And we’ll discuss the importance of following up with your client several months to a year after their event is over.

“We’ve added extra features to the Event Heroes program to make it a complete coaching package for those interested in becoming an event planner and starting their own business.” says Fuller-White.

So, what do you get when you enroll in Event Heroes? Not only do you get full step-by-step coaching on how to plan an event that will provide the WOW! factor all event planners hope to achieve but we also include a full library of downloadable, supporting documents you will use to create your own personalized event planning guidebook.

In addition to the lessons and the library of specialized forms, worksheets and templates we also provide our members with access to our invaluable, curated list of Black Book Partners. These industry professionals are fully vetted and trusted vendors who have agreed to support our Event Hero graduates and offer them additional assistance and guidance as they begin their careers.

As every seasoned event planner knows, finding trustworthy partners and vendors is key to producing a successful event. Being able to start your business with an already established team of partners can save hundreds of hours of shopping and comparing and the nerve wracking hit and miss trials most new business owner experience as they grow their company from the ground up.

Event Heroes also includes 20 Do-It-Yourself Theme Packages. These packages feature detailed overviews for creating the atmosphere and step-by-step instructions and checklist for successful themed parties that will impress even the most discerning clients.

And, perhaps the most valuable part of the Event Heroes coaching program is the live support we offer all of our members! One day per week, we host a live webinar available to all active Event Hero members. These in-depth session will provide additional targeted training on special subjects and an open question and answer session. They will also provide a ‘think tank’ venue for Event Heroes to share ideas and learn from others in the industry.

At Event Heroes, your coaching doesn’t stop the minute you finish our course. We are here to support you as you get started in the business, and as you build your client base and your reputation. We believe that learning is a lifelong activity and the more we share with others, the more we learn. Following that philosophy, our webinars will be dynamic in nature. In addition to targeted topics, we will look to our members for input on ways we can further support them as they grow from new business owners to established, reputable Event Hero planners.

Please feel free to reach out to us here with any questions and we look forward to teaching the Event Heroes way!

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Texting During An Event

We know that texting when we are driving, when we are in face-to-face conversations and during church is not acceptable, but what about texting during an event between the meeting planner and the provider?

Of course I keep my phone on silent, but the ability to communicate with my client during an event has been extremely helpful. This line of communication between you and your client during an event can make sure your guests are comfortable, update on the location of your keynote speaker, and let them know just when the VIPs are ready to enter the stage. Not only that, but texting can keep the catering company on track, allow you to know when to release guests for dining, or get the temperature adjusted in the room to keep the guests comfortable.

Therefore, I’ve gathered my top tips for maintaining your professionalism while using the great tool of texting to communicate with your client and vendors during an event:

1. Mimic your client’s communication style

Make sure you know the best way to frame things for your client. Be sure to keep the text professional and keep the slang words and emojis for your personal text.

2. Make your texts clear

Texting is for short messages. Because they are short, they can at times be misunderstood. Instead of shooting off a quick message that wasn’t well thought out, take a minute to make sure your message can be easily read and understood without creating any hard feelings or misinterpretations.

3. KISS – Keep It Simple Sweetheart

Don’t be long winded on your text messages. Save the novel for email communication. Understand that a quick text to have the heat in the room adjusted is just that. No more needs to be said. Make sure your communication is not quip or snarky on text. This can easily be misread.

4. Respond Promptly

The reason I love texting for events is because I don’t have to open my email, comb through all the junk emails and find my client’s correspondence. I can quickly get the message and pass it along to others and solve the problem quickly. I am also less likely to miss something.

5. Be Patient

Yep, I just said quick, quick and quick; now I am reminding you to have patience.The fact is, your text might have come at a bad time and can’t be immediately responded to. Don’t continue to send texts over and over; give your recipient a bit of time. If you don’t get a response in a very long time…Pick up the phone and call.

6. Don’t completely give up on the old-fashioned phone call 

Yes, I love the ease of texting, short messages and quick responses, but sometimes the best way to communicate is still hearing a voice on the other end. You can learn a lot about what is going on with the person by hearing what and how they say it.

7. Finally, don’t text more than necessary, know when to end the conversation

I know sometimes texting ends abruptly, but if the information flow has come to a stop and all the necessary information is exchanged, end the chain. Don’t get stuck with having to have the final word.

Use texting to your advantage with your client and vendors during an event. It will save you from running from location to location to communicate simple requests, or the loud interruption of a radio that comes on at inopportune times. Make sure you have a list of all the cell numbers you need from your clients and your vendors and if you are sending a text to a new number, or haven’t communicated in a while, make sure to introduce yourself again to those you are texting. “Hi, this is Tracy Fuller, ………”Happy Texting!

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You Should Know: Christina Moffatt

Vendors play a big role in what we do as event planners. Without them there would not be a complete event. Because of this we like to take time and highlight some of our favorites.

So this week we’d like to highlight Crème Cupcake. Cupcakes with a twist are what this Midwest cupcake company offers – a cupcake store that pairs drinks and cocktails with specific cupcake flavors during their happy hour.

Being a fellow Entrepreneur, we sat down with the owner of Crème Cupcake, Christina Moffatt. We asked her to share some defining moments in her career and how she became the successful business woman that she is. See what we were able to find out:

After working for 10 years in corporate U.S.A., Christina decided she was tired of seeing people with no happiness in their day. Her mission became to find what makes people happy. The answer, she discovered, was cupcakes and dessert.

A baker since she could hold a measuring spoon, Christina combined her culinary skills with her management and marketing experience to create Crème Cupcake + Dessert, which expanded from a home-operated bakery to a commercial kitchen in less than a year.In May of 2015, Christina partnered to take the dessert lounge concept nationally through franchise agreements.

1. What was the defining moment when you made the decision to go into business for yourself? When I booked 1000 cupcakes for the Bravo Gala I realized this could be a full time career.

2. Did you work another job and run your business at the same time? I worked full time for 6 months while I built my business on the side.

3. If so, at what point did you decide to quit working for someone else and work on your business? After I booked the 1000 cupcakes for Bravo Gala, I ran cash flow projections to figure what I needed to produce every month to cover all my expenses and pay myself.

4. Can you give us a small idea of how that decision changed your business? It became serious with marketing plans, networking with right client/ referrals and thinking as a business rather than a hobby

5. What are some of the most important decisions or aha’s you’ve had in opening a business? You have to use tools and peoples expertise that are available to you. You can’t do everything or you’ll do it all poorly.

6. What are some really surprising things you’ve learned about having your own business that you would have never guessed before starting your business? Something is always going to break or you’ll have an unexpected expense so you have to manage your cash flow wisely.

7. At what point did you finally decide to hire your first employee? And how has that advanced your business? When my days were topping to 18-hour days I knew I couldn’t keep going at that pace. I also had a wise mentor named Tracy Fuller tell me “Be happy where you are with your business or hire people so you can grow”

8. Are there any tips or trips you would like meeting and event planners to know when working with you to get the best outcome for their event? I love Planners! They are a great referral source for us! The more precise on delivery time, directions in the building of where to set up down to the table being labeled is awesome. Saves us time from butting in to their day to ask questions.

Want to know more about Christina and Crème Cupcake? Follow them on Twitter @cremecupcakedsm

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Event Technology: Snapchat

Social media has become so important to events that some would flop without it. Facebook, Twitter and Instagram capture important event moments and let people know details at the drop of a hat. But what about Snapchat?

Most people think of snapchat as an app that features a disappearing picture, solely used by young adults and teenagers. However, some fail to see the significance snapchat can bring to an event!

According to an article written by Nick Borelli on EventMB “Having a platform that pushes people to watch the content they initially signed up for or forever losing the chance to see it has made Snapchat second only to Facebook in average time spent on the platform by users”.

Snapchat updates can be posted in seconds, in many different forms, including pictures and videos with unique features. This allows events to showcase many different points of view: from other attendees, the band, the event planner and everyone else at the event!

Snapchats can be sent to individuals or the masses! Blast out your event every step of the way and show guests things they normally wouldn’t see! This can be used pre-event, during and post-event.

Use exclusivity to your advantage, only send certain content to VIP guests and let them know it! Unlike a Facebook event, others will never know, and those receiving it will feel extra special.

If you plan far enough ahead, make your own snapchat filter and encourage others to use it. This will be uniquely yours and anyone in the area will be able to use it! Talk about capitalizing on FOMO (Fear of Missing Out) – only those who attended the event are able to use the filter to share with their followers.

A filter is an extension of the photo or video. For instance once the picture is taken different features can be added. From a black a white photo to the time you took it! Locations or event names can also be added and show where/what that person is doing. The branding opportunities using these filters are not to be missed and can spread very fast!

The best part about Snapchat is that once your event gets enough attention, the attendees will be doing all the work! They will be sharing your event with everyone and you can sit back and admire a job well done!

Snapchat is still underrated in some circles, but you can use this as an opportunity to show the amazing experiences you create for attendees at your events!

Share your thoughts and experiences with snapchat with us as well!

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The Importance of Taking a Break

We all have those moments during work when we should be doing our tasks but are just blocked. You know there is a deadline, but nothing is coming to mind. You are… stuck.

Being in the event industry clients are always expecting more. What happened last year just isn’t good enough! During these times one of the best things is to just take a break!

Now you might be thinking that taking a break is wasting time, but studies have found that short breaks throughout the day are actually pretty good for you!

Think about it: after a heavy workout we rest our bodies, but after an intense meeting? We usually head back to work. But our minds need rest too!

Here are some ideas:

  • Take a short walk. This can be in your building or around the block. Fresh air can do wonders!
  • Get some coffee! Caffeine will give you that jolt of energy you are craving!
  • Go to the break room. Catch up with co-workers or grab something to eat to re-energize!
  • Watch a funny video. Laughter will take away some of the stress of the workday for a few minutes!
  • Check your social media. See what people are up to today! Just make sure you don’t get lost in your phone.

After these breaks go back to your desk a new person! You got a little perspective in your time off and maybe that sparked an idea!

It is hard to continue to be cutting edge, but in the event world it is expected. That is a lot of pressure! So next time you can’t think of the next best idea, relax and take a short break, and a couple minutes later your mind will be clear and focused!

And don’t forget the ultimate work break: A vacation!

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Cold Calling: Relevant or In the Past

Cold calling. We’ve all been there. Wanting to get our name and brand out there for the world to see our talent. Most of the time these calls are frustrating and take forever to reach someone to make an impact.

Sometimes all the effort leads to nothing and we are back to square one. But in today’s world of technology and social media, do we really need cold calling?

There are so many different ways to get your career as an event professional to the next level without cold calling. First you need to know who your audience is. Are you planning weddings, corporate events, charities?

The first way to advertise your business is LinkedIn. There are millions of professionals available to you, just by the click of a button. It is completely normal to message a professional you do not know personally. Make sure you write your own message – not the pre-written one LinkedIn provides.

Another idea is simply emailing the person you are trying to contact. Most websites provide that information if you look close enough. It is acceptable to write another email a few days with no response, just be respectful of their time.

A less direct approach is Facebook advertising. Your company may do many different events, but with Facebook you can narrow down who you want to advertise to. Be specific in your words and after awhile those people you have been trying to reach for a year might be contacting you.

Lastly is networking. Join groups with similar interests. Or simply get involved with your community and help out when needed. Volunteer your services and maybe it will catch someone’s eye! A lot of different people act as board members on any given charity. When you put yourself out there good things come back!

There are many other ways to reach executives or the decision makers of companies today. Be creative and do some research on the person. If they are super involved in social media, tweet at them! Maybe it will catch their eye and start a conversation.

Cold calling is in the past, it is time to start moving forward and gain clients without the frustration!

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11 Tips For Great Conversation

Engaging in conversation can be somewhat of a sport: listening to others ideas, collaborating, discussing deep subjects. It is something I love to do and find it to be essential to my wellbeing and the health of my mental state. I have learned to enjoy networking and find the new ideas and meeting new people fascinating. During various conversations I learn new things about the other person as well as myself with each and every encounter.

As an entrepreneur and with any social career where you find yourself interacting with others, conversations are bound to happen. Some discussions can lead to career advancement, building relationships within your business community, or just creating a valuable connection or future friendship. Therefore, it is something that cannot be ignored in most instances.

Conversing doesn’t always come easy, but I have found that applying the following tips in my conversations can help get the ball rolling:

1. When introducing yourself, use both your first and last names

When you meet someone for the first time, use both your first and last name. I know there are tendencies to use first names only if the other person does, but sometimes your last name can be a conversation starter or help others recognize what they have heard about you and your business from others. If this is all positive conversation, this will add instant credibility to your conversation. I like to say what company I am with as well. Sometimes others may have heard of your company only, so it’s a great way to put a face with the name.

2. Mirror body language

If the person you are talking to is standing with their arms crossed, cross your arms. Exchange a few sentences and then uncross your arms, see if they do the same. Subconsciously we follow each other’s body language and maybe you can encourage them to open up. If not, offer a pleasant ‘nice to meet you’ and move on to the next person or group. If they don’t open up maybe someone forced them to attend this event and they are just not in the mood to share.

3. Focus on others first

I find it fun to play a little game and watch the conversation. I ask the person I am speaking to what they do for a living, wait for the answer and see if they ask me. If not, I move on to the next subject and ask another question. I am waiting to see if and when they will ask about what I do, about my family, or something to engage the conversation both ways.

4. If you listen, they will think you are smart

The person conceived as the smartest person in the room is the one that is the best at listening, weighing the conversation, and then speaking. Be a great listener and you will project the interest that others are seeking to have fulfilled.

5. Put away the cell phone

This shouldn’t have to be said but a cell phone in your hand that you check often lets the other person know that they fall second to whoever or whatever is on your phone. Turn off the ringer, put it in your purse or pocket, and have a real conversation that you are engaged in with the person standing right in front of you.

6. Don’t interrupt with ideas

I know you may have that great idea that just came to your brain that has to do with what the other person is talking about and if you don’t blurt it out it might disappear. Hold that thought! Literally. Give the person speaking the opportunity to finish their thought before you give them that really awesome idea that will save the world.

7. Know when to dig deeper

Sometimes a person needs to talk things out, so know how to ask questions that keep them talking. Make sure the conversation stays positive and keep asking those questions that can’t be answered with Yes or No. Encourage them to talk through the issue and keep your eyes open for what is really being said. Remove the emotions. This will lead to more productive outcomes for everyone involved.

8. Know when to stop digging

I’m not talking spouses or family members here. We all know how to push buttons of those that are closest to us, but for casual conversation if the content becomes negative, change the subject. If the conversation continues to be negative, politely excuse yourself and find someone else to engage. We all know that person that loves to have toxic conversation all the time!

9. Focus on the person you’re in conversation with

No eye darting, nodding to others, etc. There is no better way of making someone feel insignificant than you looking for your next target for conversation while talking to them.

10. Look into their eyes

When being really engaged with someone, look into their eyes or at least at their face when speaking with them. I know this is a no-brainer, but sometimes it is hard to do. Make sure you are not looking at body parts that make the other person uncomfortable.

11. Open yourself up to others

When networking, don’t stand in the corner with your arms crossed and a scowl on your face. Smile, drop your arms to your side, and stand flat on your feet. This is a power position and an invitation for others to approach you. You never know who your next client is going to be!

Next time you are out networking use these tips and you will converse like a pro!

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10 Customer Service Skills Essential For Event Planners

Event planning is stressful. This is a well-known fact. CareerCast lists event planning as the fifth most stressful job in the United States in 2016. The role of an event coordinator falls directly below Military Personnel, Fire Fighters, Airline Pilots, and Police Officers. Wow! Now, I agree that events are stressful; after an event, I often feel like I’ve been hit by a truck, but I wonder if event coordinators actually deserve that high of a ranking.

You might be wondering what makes event coordinators rank so high on the scale of stress. Well if you can imagine, keeping a crowd of 500-500,000 people happy might cause a bit of that stress, or all of it.

As coordinators and planners, we deal with budgets, tight timeframes, satisfying human comforts, food allergies, hot and cold rooms, transportation issues, talent hiring, and the list goes on and on. Of course we are stressed! To top it off, we have to plaster a smile on our faces as if we don’t have a care in the world.

I put together a list of 10 customer service skill to help you pull off that “not a care in the world, and you are my only concern in the world” attitude:

1. You were born with 2 ears and 1 mouth

Were you ever told this growing up? Well it turns out that it is a skill set worth knowing – more so than your times tables. Listening is a lost art. Every event planner needs to be a pro at listening to what their client wants to achieve, how they want the event to lay out, and the ultimate goals of the overall event.

It has also been said that if you listen and keep quiet, people will think you’re the smartest person in the room. So, stop talking for the sake of hearing yourself talk and try active listening to get those clients to love you.

2. Be organized!

How is this a customer service skill? Well as the planner, you are in charge of the details and keeping your clients on track for a successful event. Knowing your timelines and having important information available at your fingertips will give your client confidence. It will also help keep them relaxed and reduce their stress.

3. A CAN DO personality

It can be tricky to change a client from a bad idea or idea that doesn’t work to a great event-saving idea. Because “NO” is not in our vocabulary when working with our clients, we have chosen phrases like “That’s an idea, but what about this?” or “I wonder if this wouldn’t work better.” We also give them reasons WHY we feel an idea has merit and what the difference might be.

4. Great negotiation skills

Clients hire you because you have the know-how to work with vendors and get the best pricing available. Understanding what needs to be in the program, working with your vendors to cut the fat and deliver what is need on the event, and helping your client by developing your vendor team are all great customer service skills. Don’t forget that treating your vendors like customers will go a long way in relationship building as well.

5. Radiate energy

Okay, nobody like a lazy, tired, less-than-enthusiastic event planner. You’re in the best industry out there, so don’t be surprised that there are thousands of people ready and willing to replace you. Get that cup of coffee and do your jumping jacks before you greet your client – whatever it takes to pump up your energy levels. Upbeat and energetic attitudes go a long way at an event.

6. Be a super-secret problem solver

Keeping your eyes and ears open and having cat-like reflexes to watch for any impending problems is what you do as an event planner. You are agile, quick, and smart as a whip; nothing gets by you! Solving problems before they become apparent or before you need to inform the client makes the event feel stress-free for your clients.

7. OK TEAM, it’s go time

Having the ability to gather people, delegate, and send the right players in are all the elements of being a great coach. Getting people to achieve tasks effectively and efficiently along with being thrilled to help you out are skills every event planner should have in their back pocket. So get out those playbooks and SCORE a great event!

8. Skin like an armadillo

Armadillos have a tough outer layer of skin and can curl themselves into balls, leaving no soft tissues exposed. Therefore, things can roll right off their back. Nothing negative can get through that tough skin to throw them off their game.Be like an armadillo by developing tough skin and protecting your “soft tissue” so you can’t get thrown off your game. The event world is fast-paced with live action and not everything is going to go right every time… develop your outer armor!

9. Bounce back quickly

Your clients are counting on your ability to do this. If something happens to go wrong, stay calm, cool, and collected – even when you want to run away screaming down the hall and out the door to never be seen again. Your clients expect you to remain calm so they know that you have it all under control. This enables them to stay calm in return. Remembering to take deep breaths and give yourself a moment to think will produce better results than losing your cool.

10. SMILE!

Yep, this simple act is the best way to do almost anything in your life; the event world is no exception. Having a smile on your face even when you’re clenching your teeth will make your life easier. It will also keep your vendors and clients feeling happy. This is probably the best way to make things happen. It’s really hard to be rude to someone from the hotel staff if you’re smiling when asking them to bring you a ladder, turn down the heat, or a myriad of other things you will need done to make the event comfortable for your attendees.

Remember, you have the best job ever! Not everyone gets to play in the event world like you do. Keep that smile on your face and hone your customer service skills. This will keep your clients coming back to you year after year to plan their amazing events.

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Body Language & Success

In this TED video ‘Your Body Language Shapes Who You Are’, social scientist Amy Cuddy examines not only how your body language affects how others perceive you, but how you see yourself. Simply by changing your posture or stance, chemical levels of cortisol and testosterone in the brain can change. These changes may have an impact on our chances for success.

When defining communication people often think of words and content, but nonverbal communication or interactions are extremely important as well. Do you ever take a second and realize what nonverbal behaviors you are portraying? Next time you are in an important meeting with powerful people, watch as they tend to take up space and show their power.

Next time you are in a situation, whether that be in a meeting or an event, watch closely how you portray yourself to others. Open yourself up, physically. This shows comfort and confidence which will make yourself feel better and in the end have your meeting or event go better.

Amy suggest trying these power poses to make yourself feel better. Fake it until you become it! Portray confidence until one day you just are no longer pretending. She says it is the presence that you bring, not necessarily the content that will make the difference.

To learn more click the link and watch!

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10 Networking Tips For The Self-Employed

Learning to network doesn’t come naturally, which I found out the hard way. When I started my business I was a young entrepreneur that needed to figure out how to make a business work. Very soon, I started to understand the importance of networking to help build my business and connections. This often meant going out of my comfort zone.

When going to networking events I would often pull into the parking lot and sit in the car giving myself a pep talk about what would happen at the event and how I would walk in the door. It was hard for me even though I consider myself an extrovert. It took time, but I have learned many important lessons about networking over the years.

Below are the most important lessons of networking I have learned in my 25+ years of business:

1. Be genuine:

People like knowing you can show your true self and that you aren’t trying too hard or making things up. Share a bit about yourself like your family, what you do for entertainment, where you travel. These things will give you all sorts of connections that you might not have already had.

2. Go with your goals in mind, but don’t be forceful

Have goals like passing out 5 business cards to qualified leads OR to those you can help with their career and connections. Helping others will ultimately lead to success for you.

3. Visit as many groups as you can when you start out

Look for groups with like-mindedness as well as where your clients might hang out.

4. Volunteer

Get involved in community service to lend a hand locally. Find groups or organizations that inspire you.

5. Ask open ended questions when you meet someone

Be a good conversationalist and learn how to pull conversation from others.

6. Become known as a source

If a hotel needs to know where to find a unique piece of furniture, they know you will be able to find it.

7. Know your elevator speech

You have 30 seconds to connect – make sure your speech is no longer than it takes for the elevator to get from the first floor to the 3rd floor. Be sufficient and clear about what you do and who your ideal client is.

8. Know your ideal client and how to tell others who your ideal client is

Being able to identify your ideal client will allow others to help you in your search for the perfect client. They will know exactly who you are looking for and when they come across that perfect client, they can share your contact information. Word of mouth is so much more valuable than that expensive ad you put in the magazine.

9. Follow through with contacts

Now that you have their information USE IT. You never know what will become of the connection.

10. Schedule follow-up meetings

Set up meetings with those contacts that have something for you or have something they need from you that you can provide. Giving first goes a long way to serve you.

A lot can benefit from networking, be yourself and use these tips next time you are out! Let us know, what networking techniques have helped you in your business?

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