Need some advice for running a successful workshop/seminar

[TheAngelGuy]

Hey, there,

From what people have been telling me, and from what the evidence is showing, I am about to break out as an expert in my field and could possibly have high demand for weekend workshops and seminars.

This is a little embarrassing to reveal...

I can handle the whole thing successfully from the speaking part, even the "call to actions" involved, etc.

The thing that I need some help with is the logistics of running it. I can't think of the best ways for some of the following:

* How to manage sign-ups - do I use a web-based event or ticketing service? What about walk ups? How do I keep from overselling and what if I need a bigger room on short notice?

* How do I take Payment? I'm already in the set up stages of a merchant account and I have authorize.net as a processor, but I don't know what I should use to take the payment. Do I bring my laptop and do it wi-fi? What about receipts?

So could anyone point me to anything that gives more "set-up and running" advice rather than "how to give a successful presentation"-type advice?

I have the latter down cold, but the former I'm clueless.

Have a good day, everyone, and thanks a million for all of your ideas, support, and insight.

- Paul

[Mark Andrews]

This isn't everything you need but I think nevertheless it will still help you a great deal Paul...

Free Web Conferencing Software, Free Online Meetings, Free Webinar Service Providers

Best,


Mark Andrews...

[TheAngelGuy]

Thanks.

That looks very valuable for webinars, which I am planning to run, also.

What I am needing, though, is for a live event.

Thanks, though, Mar - that's valuable stuff.

- Paul

[colll999]

Hi, I would suggest you outsource the event management to a company and watch closely how they do things and learn for your future events.

I'm not sure of your location but there are companies out there that will take care of everything for you, here is an example of a company here in the U.K.

JLP Events - Creative Event Management Company UK

Or you could try searching for events management followed by your location.

Hope this helps,
Colin

[magentawave]

Originally Posted by Mark Andrews

This isn't everything you need but I think nevertheless it will still help you a great deal Paul...

Free Web Conferencing Software, Free Online Meetings, Free Webinar Service Providers

Best,


Mark Andrews...

Have you actually used Anymeeting.com? Any feedback? Are they as reliable as GoToWebinar?

Thanks
Steve

[Suthan M]

Hi there,

Let me share some of my own experiences running seminars and workshops. Do that on a regular basis where I am from.

But mind it though that I do it more often from my office here, rather than at hotels outside -so you might have to modify some of it below

* How to manage sign-ups - do I use a web-based event or ticketing service? What about walk ups? How do I keep from overselling and what if I need a bigger room on short notice?

I usually do the events from my own office- and such have the flexibility of knowing how many numbers I can put in, and can easily source for venue whenever I like.

You might face problems if you outsource to a hotel, as they might be booked, or they might charge you more if you need to get a bigger room or more tools. Plus, some hotels will charge you extra when you use their stuffs such as projector, wireless t shirt mic etc.

Try to network with some local business who has meeting room, or seminar room available, and use them instead. They are usually cheaper. Not only that, you can also enquire at local edu institution or business chambers to see if you can find cheaper venues if you are going that route.

Word of advice, if you are doing a business for the first time with a hotel, they will charge you a mark up rate, but when you do events there regularly- they will usually give you a huge discount. Example: I used to pay $2500 for a 1 day event (with x projector) at a hotel, but nowadays I am paying only $980 (full features).

This is what I do:
Usually, I will sell the numbers and see the amount I get. If the numbers are small- I usually just host them at my office. But if the numbers are huge, I will take a hotel.
I don't see a problem with overselling (unless you state in the offer that its supposed to be limited tickets) as the more you sell, the more profit you make. Moving venues are quite easy.

I also sell using my website, and normally provide early bird discount if they book early. This helps to cover the cost (if any) for me to do the event. I rarely suggest the "pay when you come" model, as you will encounter loss when people don't turn up

* How do I take Payment? I'm already in the set up stages of a merchant account and I have authorize.net as a processor, but I don't know what I should use to take the payment. Do I bring my laptop and do it wi-fi? What about receipts?

You can take payment by getting a credit card merchant account and getting the CC machine for your biz. Get the wireless one if possible as you don't have to be running around to find for a power socket.

If you are taking payments at venue, you can also designate someone you trust to handle cash payments and providing receipts. If possible, try not to do it yourself, as you need to handle other important things such as mingling with the crowd, and managing the event.

[richgrad]

I ran two workshops in the past and I'm really blessed that I had friends help me organize everything... I just had to show up and speak...

I'm going into full-scale seminars now and have decided to team up with someone who already has 12 years of experience in the business.

Instead of "trying" to figure everything out on your own, why don't you considering LEVERAGING too bro? =)

[mackrj]

it is really a good post

[MikeViney]

adam and russ created a good wso on the logistics of free webinars from anymeeting.com. For payments go for square if you are in the US. It's a quick, easy way to accept cards on your iPhone...technology these days!!

[magentawave]

Who is "Adam and Russ" and do you know where I can find their WSO?

Originally Posted by MikeViney

adam and russ created a good wso on the logistics of free webinars from anymeeting.com. For payments go for square if you are in the US. It's a quick, easy way to accept cards on your iPhone...technology these days!!