Planning Your Next Chapter Event: Venue, Registration & Sponsorship
The process of planning and hosting an event can seem a little daunting at first, but you’ll soon get the hang of it if you follow our guide.
There are a few things that are worth bearing in mind if you’re to run a successful chapter event or conference. You’ll want to think about the purpose of your event, first and foremost. Your event budget too is hugely important. Not only that, you’ll need to keep logistics in mind, as great organization is key to the success of any large event.
Note: You might find that national has guidelines on running chapter events and conferences already. If so, these will provide a great starting point for you.
How To Manage Your Event Budget
When planning the budget for your event, the first task you’ll need to do is check your chapter’s yearly allotment, as well as any funds that the chapter has incoming, and any policies your association might have in regards to event budgets. This will help you forecast the budget and consider the money you will earn from ticket sales, registrations and sponsorships.
Establish a system of prices for members and nonmembers in order to promote your organization’s membership. Event tickets or registration prices should differ for members and nonmembers.
Questions to Ask Your Conference Venue
If you’re not sure where to start, we’re here to help! The following questions provide a great starting point when it comes to discussing your event with your chosen conference venue.
How can you help me generate more sponsorship revenue?
Many venues offer promotional services at events, so they should be able to assist you in promoting your sponsorship program through platforms such as digital displays, video walls, WiFi logins and mobile apps.
What should I know about moving in and out of your venue?
Ask for exact measurements in addition to height and weight restrictions of loading docks and elevators. You’ll definitely need all the facts and figures here.
Can you help us design our event space?
Your event manager should be able to help you design the space to optimize networking. Speak to your event manager about what you’re looking to achieve from the event, and ask them how you can make this event different and unique to pique your members’ interest.
What type of shipping assistance can you provide our exhibitors?
If your event includes outside vendors or booths, it is important to offer a smooth experience. Verify the shipping logistics of the venue and share them with your exhibitors and members.
Think about whether or not you’d like to promote activities in conjunction with your chapter event.
You could promote:
- Tours
- Social hours
- Networking receptions
- Speakers
- Panel discussions
- Community service projects
Event Registration
Many organizations offer a common event registration tool, which is used by all chapters for events. Typical registration services include EventBrite, which enables event managers to take easy at-the-door payments via card reader, as well as services like SignUpGenius, which gives you the option to include payment and donation tools for guests. If you use BrownPaperTickets you won’t face any fees when selling tickets, either. Other tools which are worth looking into include RegOnLine, a great tool for building and promoting events and HTML form builder WuFoo.
Tools like these can prove invaluable as they make registration a breeze, and provide complete visibility on attendance for the entire organization. However, if your organization does not provide this, you’ll need to think about how you’d like to manage registration at your event.
Consider the following:
- Is there a national-hosted event registration solution available for you to leverage?
- Are there best practices and processes that you should be adhering to in an attempt to optimize registrations and attendance?
- Do you, as a chapter leader/volunteer have access to email templates for event invites, reminders and follow-up? How can you access those templates?
- If someone registers on-site, how should those registrations be handled so that they’re secure/compliant and properly documented?
- How should you be tracking event registration data in your member databases? What are the minimum expectations?
- How should you be sending event registration data and dollars to national, if it’s requested or required?
Event Sponsorship: A World of Opportunity
Sponsorships are a wonderful thing. Not only can they help defray costs, they’re also a great way to grow membership and support your chapter. Some organizations have a standardized sponsorship program for chapters’ use, so make sure you ask national whether there is one in place for you to utilize.
Unique Sponsorships
Don’t be fearful of offering unique sponsorship opportunities, such as sponsoring the entertainment, or a lounge or an experiential element such as a coffee bar where the sponsors logo can be stenciled out on top of a latte.
Lunch $2,000
Provide a catered lunch, all-inclusive
10-minute presentation during lunch, including sponsor-provided collateral at each attendee seat
Scholarship $500
Sponsor registration for up to 10 students enrolled in related programs at higher education institutions local to the event
Scholarship named after the sponsor
Sponsor’s logo will be on all material promoting the scholarships
Sponsor’s representative may recognize recipients at the event
Promotional Table $250
Display sponsor materials and interact with attendees
Tables may be located inside the event room
Number, location and size of tables will vary with venue
Welcome Reception $1,000
Provided catered breakfast, all-inclusive recognition at the service areas and from the podium
Badge Sponsor $250
Full-color logo printed on all attendee and speaker badges
Badges presented in a magnetic badge holder or on lanyard
WiFi (Cost varies accordance with event venue)
Recognitions in the Event Program with WiFi login credentials
Gold $2,500
Display collateral at the regional meeting ($1,000 value)
Podium recognition at the regional meeting chapter lunch
Opportunity to host the regional meeting welcome reception ($850 value)
Host a promotional table at the regional meeting ($400 value)
One complimentary event registration at the regional meeting ($25 value)
Place your branded collateral or swag at each regional seat or in bag given to attendees
Silver $1,500
Host a promotional table at the regional meeting ($400 value)
One complimentary event registration at the regional meeting ($25 value)
Place your branded, provided collateral (one piece) at each regional meeting seat or in bag given to attendees
Bronze $500
Recognition in all chapter marketing collateral (emails, newsletters etc.)
Recognition at all chapter events and chapter sessions at the regional meeting
Recognition at all chapter webinars
Recognition on the chapter webpage
Included in the chapter email signature line
All Event Sponsors will receive:
- Recognition in all marketing materials and program
- Recognition on a cover slide of the event’s presentations. PDF versions of the presentations could later be published on the chapter’s website.
- Pre and post-conference registration list in electronic form
- One complimentary event registration