The Event Planners Workshop

I recorded this episode from a car park, and it turned into one of my favourite little chats to myself about something we all experience but rarely think about: arrival timing at events. In this episode I share my personal philosophy on when to show up, what's really happening inside the venue before doors open, and, most importantly, how to think about your specific audience's arrival habits when you're planning your own events. Here's what I cover: * Why 30 minutes early is too early, for attendees and organisers alike * My personal sweet spot: the 15-minute early arrival and why it works * How certain audiences will almost always arrive well ahead of schedule, and what to do about it * The simple trick I use to manage early arrivals without disrupting my setup * Why building buffer time into your program is always worth it, even if it feels unfair to the punctual ones If you're planning an event and want to think more strategically about how it all comes together, I'd love to see you at SPONSORSHIFT on Tuesday 21 July. Head to www.sponsorshift.com.au to find out more and grab your spot.

In this episode, I speak with Sarah Eaton, Manager Major Events and Sport at OneMusic Australia, about when events and businesses need a music license and the copyright risks of playing music without permission. Sarah explains what OneMusic is, how it combines APRA AMCOS and PPCA rights, and how licensing and royalty distribution work for venues and events, including set lists and reporting. We discuss common scenarios like awards nights, DJs in cafes, live performers at activations, stadium music at AFL games, and misconceptions such as “my event is free,” “I have Spotify,” or “the venue covers everything.” Sarah outlines typical fee structures and minimums, turnaround times, and how to check coverage and apply via onemusic.com.au. 00:00 Meet OneMusic Sarah 00:55 Why licenses matter 02:37 Music feels free 03:57 APRA AMCOS PPCA 05:25 How royalties get paid 07:05 Sports stadium music 10:20 Awards night checklist 13:38 What it costs 18:07 Find the right license 20:39 Compliance and consequences 22:04 Why licensing helps artists 23:24 International equivalents 24:50 After event responsibilities 25:22 Reporting Unlicensed Events 26:22 Spotify Playlists and Liability 27:44 Cafe DJ and Live Music Licenses 29:25 Event Licensing and Setlists 32:22 Common Licensing Myths 35:17 Spotify for Business Explained 36:19 Venue Coverage and Turnaround 38:16 Enquiries and Dob-In Fears 40:42 Why Royalties Matter 42:49 Final Takeaways and Resources Direct link to OneMusic website for music licenses for events - https://onemusic.com.au/licences/events

Authenticity vs. Vulnerability in Event Marketing with Cat Matson You can find Cat Matson at www.linkedin.com/in/catmatson In this episode of 'The Event Show,' host Sally and guest Cat Matson, a speaking and communication coach, delve into the nuances between authenticity and vulnerability in event marketing. Cat, who works with business owners, public servants, and corporate professionals, shares her insights on finding one's voice and the importance of delivering key messages effectively. The discussion is prompted by an experiences watching a poorly executed event marketing campaign toll out over 12 months. Cat stresses the importance of maintaining the 'magic' or persona in professional settings while being genuine and relatable. They also explore the effectiveness of behind-the-scenes marketing, sharing do's and don'ts for creating compelling pre-event content. No-one wants to see how the sausage is made, nor do we want to see the theme park character without their head! They close with a discussion on what makes events appealing to attendees, emphasizing the significance of offering a holistic experience rather than merely focusing on ticket sales. 00:00 Introduction to Cat Matson01:07 Authenticity vs. Vulnerability02:18 The Mascot Rule: Keeping the Magic Alive02:56 Cat's Journey with Bobby McGee's06:21 Balancing Authenticity and Leadership07:29 The Fine Line Between Authenticity and Vulnerability19:35 Marketing and Authenticity23:01 What Are People Buying in Events?27:11 Understanding Audience Experience28:17 Behind the Scenes of Event Planning30:37 The Importance of Authenticity in Events31:17 Challenges and Experiences at South by Southwest39:09 Effective Marketing Strategies for Events44:19 Fusion Lunches: Sparking Ideas and Connections47:18 Final Thoughts on Authenticity and Vulnerability

This episode is for you if you're trying to figure out how or if to use AI when building your personal brand.  It's also for you if you're in a workplace that is holding you back and we discuss ways you can get out of your employment bubble and start building your own personal brand.  The future of your work will depend on it. << Join me for an interactive online workshop Wednesday 29 October at 12pm (AEST).  Sign up here >> In this engaging podcast episode, the host introduces Petra Zinc, a brand and business growth strategist, keynote speaker, and author. Petra specializes in helping executives and founders turn their expertise into authority assets that scale. The conversation delves into Petra's career journey, the importance of seizing 'sliding door' moments, and the evolving landscape of AI and its impact on work. Petra shares insights on the necessity of building a personal brand and using AI tools ethically. The discussion highlights the importance of agency, skill development, and the value of authenticity in personal and professional branding. The episode also addresses the challenges and opportunities presented by AI in the job market and offers practical advice for professionals at all levels to stay relevant and indispensable. 00:00 Introduction to Petra Zinc00:56 Acknowledging Traditional Owners01:33 Reconnecting After Years02:49 Career Shifts and Sliding Door Moments06:44 The Importance of Human Connection in Storytelling09:31 Embracing AI in Branding and Marketing13:35 The Essence of Brand Promise19:52 Adapting to Market Changes20:46 Overcoming AI Fears and Ethical Considerations22:35 Concerns About the Labor Market23:24 The Role of AI in Workflows24:08 Challenges in Education and Skill Development27:21 The Importance of Mindset and Agency31:22 Building Authority and IP37:16 Encouragement for Side Hustles39:27 Final Thoughts and Key Advice You can find Petra's podcast here - https://www.impaccct.com/trusted-authority-the-podcast

I challenge you to rethink how you create events and experiences for your audience. Currently, people are eager for in-person connections and engaging interactions. I recall a conversation with someone celebrating both a milestone birthday and their company's anniversary. My advice was to separate the two events to focus on different audiences. This person's business celebration, for instance, could be transformed into a memorable experience by leveraging their passion for photography and empowerment coaching. Instead of a typical cocktail party, imagine a warehouse transformed into a photographic exhibition using projectors to display stunning images and client stories. This approach immerses attendees in your world, creating a lasting impact. I encourage you to think creatively about incorporating your personal passions into your events. Whether it's hosting a corporate event on a pickleball court or including pottery wheels for guests to try, these unique elements make your events stand out and be talked about long after they’re over. Share your creative ideas with me on social media; let’s inspire each other to create unforgettable experiences. 00:00 Introduction: Shaking Up Your Creative Process00:14 The Importance of In-Person Connections01:09 A Story of Milestone Celebrations02:30 Creating Events Around Your Passions03:32 Innovative Event Ideas09:07 Making Your Event Memorable10:54 Challenge: Bringing Personal Passions to Events11:24 Conclusion and Call to Action

When ticket sales fall short, giving seats away can feel like the only option. But done badly, it risks alienating your paying guests. In this episode, I share stories and strategies for papering the room in ways that protect trust and enhance the event experience.

Balancing Authenticity and Professionalism: Effective Event Marketing Tips In this episode, we explore the fine line between being authentic and overly transparent in event marketing. Learn why sharing too much of your struggles and behind-the-scenes planning might actually harm your event's image and deter potential participants. Discover actionable insights on maintaining an appealing persona, leveraging excitement, and following successful marketing structures to boost attendance. If you're organizing an event and want to ensure your promotion strategy is both real and compelling, this video is for you. 00:00 Introduction: Are You Sharing Too Much? 00:29 The Impact of Over-Sharing 01:23 Behind the Scenes: A Double-Edged Sword 02:38 Lessons from Personal Experiences 03:41 Effective Event Marketing Strategies 06:13 Mindset and Messaging 07:06 Building Excitement and Value 09:05 Conclusion and Final Tips

Crafting Cohesive Event Branding with Amber Chalus: The Power of Canva Templates In this insightful episode of the Event Show, we welcome Amber Chalus, founder of Biz Sister, to discuss the importance of consistency in event branding. Amber, a self-taught graphic designer and digital marketer, shares her journey from being a yoga teacher and holistic life coach to creating exclusive Canva templates for entrepreneurs. The conversation explores how consistency in branding, from social media posts to website design, can enhance event delivery and create a cohesive experience for attendees. Amber also provides practical tips on using her Canva templates for various event-related tasks, including promoting events, creating lead magnets, and maintaining a seamless brand experience. Additionally, the episode delves into how to build and sustain an active online community and the importance of learning through doing. The podcast wraps up with an inspiring discussion about the transformative power of in-person events and Amber's upcoming business plans. To explore BizSister templates go to https://www.bizsister.com/ 00:00 Welcome and Introduction to Amber Chaus00:41 Amber Chaus' Background and Journey01:56 The Importance of Branding in Events04:26 Interview with Amber Chaus Begins05:39 The Impact of COVID on BizSister08:06 Online Education and Event Planning09:57 Challenges and Strategies for Online Events15:15 The Value of Templates in Event Planning26:38 Building and Maintaining a Community47:15 Using Canva for Event Promotion47:51 The Importance of Consistent Branding48:59 Challenges of Event Planning52:16 Learning Through Experience54:16 Creating and Selling Templates57:14 Marketing and Event Planning01:01:38 The Value of Testing and Feedback01:09:43 Personal Stories and Experiences01:17:50 Future Plans and Final Thoughts

In this episode, I am joined by Mel Loi to discuss the critical role of event management in communication, the importance of focusing on the audience, and common challenges in organizing events. I share my journey into event management and offer practical advice, including leveraging AI tools and balancing costs and sustainability. We also touch on creating memorable audience experiences and strategic event planning. Whether you're a professional communicator, team leader, or project manager, this episode is packed with insights to help you host impactful events. 00:00 Introduction to Event Management 01:01 Meet Sally Porteous: Event Management Extraordinaire 01:33 Sally's Journey into Event Management 07:24 The Importance of Quality Event Management 09:52 Common Challenges in Organizing Events 12:10 Organizing Internal Events: Key Considerations 17:31 Balancing Costs, Optics, and Sustainability 20:03 Leveraging AI in Event Management 23:40 Final Thoughts and Key Takeaways 23:56 Sally's Communication Insights 

Creating Successful Collaborative Community Events: Tips and Strategies This webinar, hosted by Sally Porteous, focuses on creating effective and engaging community events. It offers a comprehensive guide based on her handbook 'Building a Vibrant City Events Plan', which she used to encourage local councils to support community events. Key topics include volunteer engagement, collaborative planning, and marketing strategies. Porteous discusses the importance of community buy-in, collaboration, and communication for successful event planning. She also introduces the '8 Week Event Plan' program and offers various downloadable resources like a volunteer engagement strategy, sponsorship worksheet, and a comprehensive event management checklist. The aim is to provide community members and organizers with the tools, strategies, and mindset needed to create vibrant, well-organized events. 00:00 Welcome and Introduction00:47 Acknowledging Traditional Owners and Workshop Overview00:58 The Handbook: Building a Vibrant City Events Plan02:56 Volunteer Engagement Strategy05:42 Current Community Event Landscape12:26 Three Themes for Successful Community Events24:51 Five-Part Framework for Event Success26:42 Procurement Strategy and Administration26:56 Event Strategy Overview28:11 Designing Your Event29:56 Marketing Your Event33:23 Operations and Implementation41:29 Contract Negotiation and Risk Management45:53 Final Thoughts and Resources Here's the link to grab the handbook  https://www.eventplannersworkshop.com.au/handbook

Jen Blandos is an international entrepreneur with decades of global business experience. Female Fusion is the exceptional membership that Jen has cultivated to support women globally to own and run successful businesses. In this episode, share the value, importance and the know-how on creating live events for your business including how to market, what to program, and how to connect with your audience. You can find the entire Women on the Rise podcast series at www.femalefusionnetwork.com/podcast. Links to resources discussed in this interview: * www.eventplannersworkshop.com.au/ideatolaunch Quick reference guide to the episode: 2:50 – biggest challenges in organising events 3:00 – what works well for a first event 4:00 – environment and quality over quantity 5:00 – how Jen grew her very first business 6:45 – AI and events 7:40 – key points to consider when choosing a venue 10:40 – how to make a difference on your event 13:45 – what to consider with food at your event 14:30 – how to fix a menu when you get it wrong 17:10 – critical programming elements 17:45 – how to connect your audience, without icky tactics 22:00 – making your audience dance 25:30 – red dots on name tags 27:40 – what to do when your speaker pulls out of your event 30:00 – when is it appropriate not to use a microphone 33:50 – 21st Century MBA 36:00 – the value of having an international business 41:40 – free download info

In this episode I am interviewed by Dr. Monique Beedles, a multi passionate entrepreneur whom I have had the pleasure of working with, producing her events, for about ten years. Monique and I toss around the idea of the true worth of events, and the true worth of your audience. Monique is a super talented Coach who has worked her way through no less than four post graduate degrees, consults on asset management, originally studied and graduated as a pharmacist and a creative writer. She is the author of several books, the latest one entitled Leadership Assets, a book that provides you with a framework to create a whole-of-life plan for your asset management career. Monique describes nine essential leadership assets for you to develop as you journey from the workshop to the boardroom. You can follow Monique and explore her work at https://www.moniquebeedles.com/

In this chat, Mel and I talk about touring as a performing artist, booking your own shows and creating your own events. We talk about the fear of getting on your own stage, and a few ways you can avoid the resistance and get out there and share your own message on your own stage. You can find out more about Mel and her programs below. https://www.fearlesssinger.com/

We're okay about having a business as a side hustle while we have a job - it's almost noble and admirable. But for some reason, we beat ourselves up when we have to get a job to supplement our business income. In this short bonus episode, I give you an an affirmation talk about how having a job as a side hustle is an okay optionn.

Sigrid is a book writing specialist with a very unique program for coaches and consultants. As a successful book coach, Sigrid is involved in many many book launches, so we sat down and talked about the elements that make an interesting, engaging and audience centric event, that drives interest in your book! You can find out about Sigrid's programs and follow her here. https://stickybeakmarketing.com/

The amazing Mel Lathouras has an incredible program where she not only teaches people how to sing, but she is an amazing stage and life coach, breathing entertainment brilliance into everyone who is lucky enough to be in her presence - myself included! And i if you want the downloads I mention at the end of the episode, drop me a line and I'll send them to you. You can listen to Mel's podcast here. https://www.fearlesssinger.com/podcast

I was a guest on Leanne's podcast and you can find her show here. https://www.firsttimefacilitator.com/podcast Leanne Hughes is the Author of the game changing book the 2-Hour Workshop Blueprint, and her work in Public practices transforms organisations and unlocks a culture of innovation. She is the enigmatic creator of The First Time Facilitator Podcast and Facebook group The Flipchart that has more than 2000 members. We chatted all things workshop and audience experience, as well as taking from other environments like shopping malls, and bringing their expertise into our own event environments. And if you don't have it already, here's the link to the free download - Pre Event Checklist https://www.eventplannersworkshop.com.au/pre-event-checklist

Listen to this audio twice a day from the moment you start planning your event, until doors open. Believing in your event is half the battle.

I recently exhibited at the Australian Festival Industry Conference. I found a creative way to engage with delegates that had them coming back time and time again over the course of more than 3 days! I needed to find an activity that would * Highlight my stand amongst all of the others (with much bigger budgets) * Look like so much fun they can’t help but come over and see what it’s all about * Provide an experience that is fun and engaging * And keeps them coming back Listen in to hear my process and the results of my activation. If you would like some creative solutions to your promotional strategy, get in touch.

Creating an environment that gives Presenters and Performers the opportunity to do their best work, is paramount to creating a successful event. In this video, I give you a checklist of more than 20 items to ensure your Presenters, Performers and Speakers have the best chance to bring success to your event.

This episode describes three easy ways to get your audience invested in coming to your event. With so much competition for your guest's attention, it's important to make your event so compelling, they don't want to miss out.

In this episode I discuss the idea of creating an exceptional welcome experience for your guests at parties, weddings, events and conferences.