February 1, 2024

Top Tips for Mastering Low Cost High Return Events

Events are more than just gatherings; they are powerful tools for businesses. Here’s why they matter:

Creating Personal Connections: In the digital age, face-to-face interactions remain invaluable. Events provide a unique opportunity to meet, converse, and build relationships on a personal level.
Leveraging Lead Generation: Events are a prime avenue for generating leads, especially for your team. They allow you to connect with potential clients and nurture those relationships over time.
Showcasing Your Identity: Each event reflects your culture, values, and team personality. It’s a chance to showcase who you are, what you stand for, and what sets you apart.
Adding Value: Events offer a platform to deliver value to your audience. Whether it’s informative workshops, engaging discussions, or entertainment, you can enhance attendees’ lives and leave a lasting impression.

The Power of an Event System

Hosting events can be incredibly rewarding, but without a well-structured system in place, they can become chaotic and less effective. A well-defined system not only streamlines event planning but also ensures that each event serves its purpose effectively. Here’s how to create a successful event system:

Why – Defining Purpose: Your event must have a clear purpose. Are you aiming to strengthen client relationships, boost brand visibility, or attract new talent? Defining the “why” sets the direction and goals for your event.
What – Measurable Success: Success should be measurable. Determine specific outcomes you want to achieve, such as a certain number of leads generated, positive client feedback, or recruitment inquiries. Having defined metrics ensures you can evaluate the event’s impact.
Who – Target Audience: Identify the target audience for your event. This not only helps with planning but also opens doors for potential partnerships. Consider who can partner with you to enhance the event experience or broaden its reach.
When – Timing Matters: Plan the event timeline carefully. How far in advance should you start? How often will you host events? Are there existing events you can leverage or align with? Timing plays a significant role in maximizing attendance and impact.
Where – Continuous Improvement: After each event, assess its success and identify areas for improvement. Where can you do more with less? Is there a specific aspect of the event that could be optimized to maximize its impact? Continuous improvement is key to refining your event system.

Event Ideas for Meaningful Connections

Looking for inspiration to host engaging events? Here are some creative ideas to consider:

Volunteering Event: Organize a community service event where your team and clients come together to give back. Partner with a local food bank or charity and invite participants to bring non-perishable food items. Make it a fun and rewarding experience by offering prizes for the most donations or creating a friendly competition.
Photos in the Park: Host a photography event in a picturesque park or natural setting. Invite a local photographer to take family photos for your clients and provide refreshments. Use this opportunity to nurture relationships and ask for referrals.
Spring Giveaway: Celebrate the arrival of spring with a giveaway event. Offer valuable prizes like tickets to the first baseball game of the season with a cooler packed with goodies. Promote the event on social media and encourage attendees to share with a friend for an extra entry.
Educational Workshop: Plan an educational workshop or seminar related to your field of expertise. This could be a valuable resource for both clients and potential clients. Cover relevant topics, offer practical tips, and provide materials that attendees can take home.
Family Fun Day: Plan a family-friendly event with activities for all ages. This can include games, face painting, a bounce house, and more. It’s an excellent way to connect with clients and their families in a relaxed setting.

Cost-Effective Event Planning through Partnerships and Sponsorships

Events don’t have to break the bank. With a little creativity and strategic thinking, you can host memorable gatherings without draining your budget. Here are some cost-effective event planning strategies that leverage partnerships and sponsorships:

Off-Peak Timing: Consider scheduling your events during off-peak times. Venues and service providers often offer discounts for events held on weekdays or during less busy seasons. Take advantage of these cost-saving opportunities.
Partner with Local Businesses: Collaborate with local businesses for sponsorships or in-kind contributions. They can provide catering, venue space, or promotional support in exchange for exposure at your event. It’s a win-win partnership that cuts costs and enhances your event’s offerings.

Tracking Event Success

Hosting an event is just the beginning. To ensure its success and determine its impact, you need to track results. Here’s how to do it effectively:

Define Measurable Goals: Before the event, establish clear, measurable goals. Decide what success looks like for your event, such as a certain number of leads generated, positive client feedback, or recruitment inquiries. Having specific goals helps with evaluation.
Gather Feedback: Post-event surveys and feedback forms are essential. Ask attendees about their experience, what they liked, and areas for improvement. This feedback helps you refine future events.
Measure ROI: Calculate the return on investment (ROI) for your event. Compare the costs incurred with the benefits received. Did the event generate leads, strengthen client relationships, or achieve its intended purpose?
Follow-Up Strategically: After the event, send personalized thank-you emails to attendees. Use this opportunity to continue nurturing relationships and gather additional feedback.

Ready to Elevate Your Event Game?

If you’re eager to master the art of planning and executing events, then our upcoming class, “Low Cost High Return Client and Recruiting Events” is tailor-made for you! Join us on March 6th from 12:00 PM to 3:00 PM EST for a live, one-of-a-kind class that will transform your event planning skills. Info and Tickets for “Low Cost High Return Client and Recruiting Events,” HERE.

In this exclusive session, led by Jerrica from Ops Boss® Coaching, you’ll gain invaluable insights into event systems, lead generation strategies, tracking techniques, sponsorship plans, and more. Whether you’re a seasoned event planner or just getting started, this class will equip you with the knowledge and tools to make your upcoming events not only budget-friendly but also highly impactful.

Related Posts

From Customer Service to Customer Experience: 6 Lessons for Ops Bosses® and Agents In the world of business, the difference between customer service and customer experience can often be subtle, yet profound. Understanding this distinction is crucial for fostering lasting relationships with clients. Recently, I had the opportunity to experience both aspects firsthand when I visited Alimond Studio to record a podcast and get new headshots. Here’s a glimpse into my visit and the valuable lessons I learned about the opportunities to elevate customer interactions. The Backstory: A Referral and a Brilliant Strategy My journey to Alimond began with a referral from a wonderful coaching client who had previously been a guest on their podcast “The Alimond Show”. The podcast, which has excellent info for entrepreneurs, also serves as a lead generation tool for the studio. (Brilliant, right?!) Guests are invited to be interviewed for the podcast, then offered the opportunity to take headshots. If they fall in love with the photos, they can purchase them. Additionally, the studio provides video clips for social media use, making the entire experience a win-win for both the studio AND the podcast guest. I greatly appreciated the referral and was eager to see what this unique approach had to offer. Lesson: Leveraging referrals and creating win-win scenarios can significantly enhance client engagement and business opportunities. The Warm Welcome: Setting the Stage for a Great Experience From the moment I booked my appointment, the photographer’s team demonstrated exceptional systems and processes. (You KNOW we love systems here at Ops Boss® Coaching!). Each step of the journey—from inquiry and interview, to appointment setting and appointment reminders, and post-photo shoot follow-ups—included scripted texts, videos and emails. Prior to my arrival, I even received a video that showed where to park and how to find their office on the second floor. This thoughtful touch made my visit stress-free and set a positive tone. The messages ensured 100% clarity around what was happening at each stage AND set the stage for great expectations of what was to come. Lesson: Clear communication that leaves nothing to chance significantly enhances the overall customer experience. Personal Touches: Enhancing the Customer Journey Upon reaching their studio, I was greeted by a personalized welcome sign at the top of the stairs. Seeing my name on that sign instantly made me feel valued and special. This small but significant detail exemplifies the difference between standard customer service and a memorable customer experience. The team guided me to an adorable private dressing room with full length mirror, great lighting, places to hang my outfits and an adorable “quote” wall. Signs encouraged selfies and Instagram posts. They offered me a cold drink, which was especially appreciated on a scorching hot day. These thoughtful gestures highlighted their commitment to creating a comfortable and fun experience. Next, we went downstairs to record the podcast. While they mic-ed me up, two people explained what we’d be doing and I was made to feel as comfortable as possible (well as comfortable as you can feel as an introvert with TWO cameras on you – HAHA!) However, recording the podcast was a breeze thanks to their clear explanations of the process. This level of preparation ensured I felt confident and at ease throughout the recording. Lesson: Thoughtful, unexpected touches (even when systematized) set a positive tone, make clients feel valued and turn customer service into an EXPERIENCE. The Photo Session: Balancing Efficiency with Personalization After the podcast, it was time for the photo session. While the process was efficient, there was one aspect that could have been improved: personalization. They didn’t ask why I was getting the headshots done, which resulted in generic poses and advice. It was only after I requested more fun shots in a second outfit change that I truly felt the photos reflected my personality. During the photo selection process, the person assisting me did ask personal questions (like when my birthday was). I’m sure this information will be incorporated into their follow-up touch program—a smart move for fostering long-term client relationships. Throughout my visit, I interacted with three different employees. (I already felt like I knew them because I had received an intro video prior to my visit.) Each one explained their role and seamlessly handed me off to the next person. Their approach made me feel like I was with an expert at each stage rather than being passed around. One person handled check-in and check-out, another recorded the podcast and took the photos, and a third interviewed me for the podcast. All these elements combined to create a cohesive and special experience, offering a welcome break from my day-to-day routine. Lesson: Personalization, questions and expert handoffs ensure clients feel understood and cared for at every stage of their journey. The Departure: A Lesson in Customer Care After making my photo selections and settling the payment, I was sent home with a lovely gift. However, as I left with my hands full of clothing, shoe changes, my laptop, and the fragile gift, I faced a small challenge. Navigating two flights of stairs with all these items proved difficult. I made it down safely and placed the gift on the roof of my car so I could juggle loading everything else. Unfortunately, two streets later, the gift was still on my roof and smashed in a million pieces as I accelerated. An offer to help carry my belongings down would have been a simple yet impactful way to conclude the experience on a high note. Lesson: Small things matter. Your final interaction is a great opportunity to do something simple and appreciated to set you apart. Conclusion: Striving for Excellence in Customer Experience This visit underscored the importance of going beyond good customer service to create an exceptional customer experience. The systems and hospitality at the photographer’s studio were impressive. There were areas for improvement that could have made my visit even more memorable. AND overall, they really did knock it out of the park. For real estate agents (AND their real estate administrative professionals, executive assistants, small business Ops Bosses® and directors of operations), the key takeaway is to pay attention to every detail of the customer journey. Personalized interactions, proactive assistance, and thoughtful systematized touches transform a routine service into a remarkable experience. ACTION ITEM: We all experience poor, good and great service in the interactions we have daily. Reflect on those experiences. What have you learned as a customer that you can implement in the business you work in to drive excellence, customer loyalty and REFERRALS?! An Example: A Personalized WOW Touch for Real Estate Teams Here’s an example of personalization that I implemented when I was DOO of a real estate team. When you list a home and send the photographer out, ask them to be on the lookout for pets. If the sellers have pets, have the photographer snap some candid shots of them. You can then take the best picture and order a canvas wall print to present to the sellers. This surprise gift often results in a “WOW” moment that is both personalized and deeply appreciated, showcasing the extra mile your team is willing to go to make clients feel special. I guarantee you that pet owners LOVE their animals like part of the family. When you do this, they will tell everyone they know about their amazing Realtor®. THAT results in referrals! And THAT is bossy!

From Customer Service to Customer Experience: 6 Lessons for Ops Bosses® and Agents In the world of business, the difference between customer service and customer experience can often be subtle, yet profound. Understanding this distinction is crucial for fostering lasting relationships with clients. Recently, I had the opportunity to experience both aspects firsthand when I visited Alimond Studio to record a podcast and get new headshots. Here’s a glimpse into my visit and the valuable lessons I learned about the opportunities to elevate customer interactions. The Backstory: A Referral and a Brilliant Strategy My journey to Alimond began with a referral from a wonderful coaching client who had previously been a guest on their podcast “The Alimond Show”. The podcast, which has excellent info for entrepreneurs, also serves as a lead generation tool for the studio. (Brilliant, right?!) Guests are invited to be interviewed for the podcast, then offered the opportunity to take headshots. If they fall in love with the photos, they can purchase them. Additionally, the studio provides video clips for social media use, making the entire experience a win-win for both the studio AND the podcast guest. I greatly appreciated the referral and was eager to see what this unique approach had to offer. Lesson: Leveraging referrals and creating win-win scenarios can significantly enhance client engagement and business opportunities. The Warm Welcome: Setting the Stage for a Great Experience From the moment I booked my appointment, the photographer’s team demonstrated exceptional systems and processes. (You KNOW we love systems here at Ops Boss® Coaching!). Each step of the journey—from inquiry and interview, to appointment setting and appointment reminders, and post-photo shoot follow-ups—included scripted texts, videos and emails. Prior to my arrival, I even received a video that showed where to park and how to find their office on the second floor. This thoughtful touch made my visit stress-free and set a positive tone. The messages ensured 100% clarity around what was happening at each stage AND set the stage for great expectations of what was to come. Lesson: Clear communication that leaves nothing to chance significantly enhances the overall customer experience. Personal Touches: Enhancing the Customer Journey Upon reaching their studio, I was greeted by a personalized welcome sign at the top of the stairs. Seeing my name on that sign instantly made me feel valued and special. This small but significant detail exemplifies the difference between standard customer service and a memorable customer experience. The team guided me to an adorable private dressing room with full length mirror, great lighting, places to hang my outfits and an adorable “quote” wall. Signs encouraged selfies and Instagram posts. They offered me a cold drink, which was especially appreciated on a scorching hot day. These thoughtful gestures highlighted their commitment to creating a comfortable and fun experience. Next, we went downstairs to record the podcast. While they mic-ed me up, two people explained what we’d be doing and I was made to feel as comfortable as possible (well as comfortable as you can feel as an introvert with TWO cameras on you – HAHA!) However, recording the podcast was a breeze thanks to their clear explanations of the process. This level of preparation ensured I felt confident and at ease throughout the recording. Lesson: Thoughtful, unexpected touches (even when systematized) set a positive tone, make clients feel valued and turn customer service into an EXPERIENCE. The Photo Session: Balancing Efficiency with Personalization After the podcast, it was time for the photo session. While the process was efficient, there was one aspect that could have been improved: personalization. They didn’t ask why I was getting the headshots done, which resulted in generic poses and advice. It was only after I requested more fun shots in a second outfit change that I truly felt the photos reflected my personality. During the photo selection process, the person assisting me did ask personal questions (like when my birthday was). I’m sure this information will be incorporated into their follow-up touch program—a smart move for fostering long-term client relationships. Throughout my visit, I interacted with three different employees. (I already felt like I knew them because I had received an intro video prior to my visit.) Each one explained their role and seamlessly handed me off to the next person. Their approach made me feel like I was with an expert at each stage rather than being passed around. One person handled check-in and check-out, another recorded the podcast and took the photos, and a third interviewed me for the podcast. All these elements combined to create a cohesive and special experience, offering a welcome break from my day-to-day routine. Lesson: Personalization, questions and expert handoffs ensure clients feel understood and cared for at every stage of their journey. The Departure: A Lesson in Customer Care After making my photo selections and settling the payment, I was sent home with a lovely gift. However, as I left with my hands full of clothing, shoe changes, my laptop, and the fragile gift, I faced a small challenge. Navigating two flights of stairs with all these items proved difficult. I made it down safely and placed the gift on the roof of my car so I could juggle loading everything else. Unfortunately, two streets later, the gift was still on my roof and smashed in a million pieces as I accelerated. An offer to help carry my belongings down would have been a simple yet impactful way to conclude the experience on a high note. Lesson: Small things matter. Your final interaction is a great opportunity to do something simple and appreciated to set you apart. Conclusion: Striving for Excellence in Customer Experience This visit underscored the importance of going beyond good customer service to create an exceptional customer experience. The systems and hospitality at the photographer’s studio were impressive. There were areas for improvement that could have made my visit even more memorable. AND overall, they really did knock it out of the park. For real estate agents (AND their real estate administrative professionals, executive assistants, small business Ops Bosses® and directors of operations), the key takeaway is to pay attention to every detail of the customer journey. Personalized interactions, proactive assistance, and thoughtful systematized touches transform a routine service into a remarkable experience. ACTION ITEM: We all experience poor, good and great service in the interactions we have daily. Reflect on those experiences. What have you learned as a customer that you can implement in the business you work in to drive excellence, customer loyalty and REFERRALS?! An Example: A Personalized WOW Touch for Real Estate Teams Here’s an example of personalization that I implemented when I was DOO of a real estate team. When you list a home and send the photographer out, ask them to be on the lookout for pets. If the sellers have pets, have the photographer snap some candid shots of them. You can then take the best picture and order a canvas wall print to present to the sellers. This surprise gift often results in a “WOW” moment that is both personalized and deeply appreciated, showcasing the extra mile your team is willing to go to make clients feel special. I guarantee you that pet owners LOVE their animals like part of the family. When you do this, they will tell everyone they know about their amazing Realtor®. THAT results in referrals! And THAT is bossy!

Top Tips for Mastering Low Cost High Return Events