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