Ensuring profitable and effective events

1. Ensuring profitable and effective events Margin & mission go hand in hand Debbi Rydberg, CFM, IOM Elk River Area Chamber of Commerce

2. Why do we ALL create events? • Funds • Friends • Famous • At least 2 out of 3 must be met • Never lose money

3. Money Drives Everything Non-dues revenue can come from everything except . . . duh . . . Dues! Festivals Luncheons Breakfasts Networking Programs Educational Seminars Advertising

4. Non-Profit is a tax status • Not a business plan! • No margin – no mission

5. Never lose money at a Chamber event • If they have value your members will pay for them. • If your members won’t pay for them, do they really have value? • If we don’t believe our programs have value, then why are we doing them?

6. Never lose money at a Chamber event • Build in margin on every event you charge someone to attend • Luncheons • Educational Events • Networking Events • Leadership programs • The margin IS the mission – the value

7. Never lose money at a Chamber event • Even free events cost staff time • Can you get an in-kind donation • Can you get the venue to offer a door prize • Budget for staff meal costs

8. Never lose money at a Chamber event • Especially with large scale events – you must manage risk through • Sponsorships • Attendees • Insurance?

9. Never lose money at a Chamber event – even if you have to cancel it! cancelling an event, especially a major one is an emotionally draining decision . . . but occasionally it must be done Sadly I’m becoming an expert . . . .

10. If you have to cancel it • Be prepared by knowing when that would be necessary • Weather • Registration minimums • Other reasons • Who is going to make the decision? (Hint it’s not just you)

11. If you have to cancel it • What can you salvage • Be prepared by knowing what is in your contracts about cancellations • Know in advance if you want to or should provide refunds • Participants • Sponsors

12. Communicate Clearly • Who needs to know? • Small events • Medium events

13. Communicate Clearly • Large Public Event • Public Relations starts early • Tell your own story – decide on the why and what by audience • Use the EXACT same message everywhere • It’s easy (copy & paste) • It’s consistent • It’s less confusing • Don’t do this alone (it’s emotional)

14. Communicate Clearly • Large Public Event • Board of Directors • Sponsors next • Registered participants • Public Media • Social Media last • Have someone monitoring your social media through the event time to answer questions

15. Lessons from a 20 year Veteran • Let the professionals do what they do best • People will find porta potties if they want them • While you cannot change the weather, you can plan for it ahead of time. • Keep notes during this year’s event for next year’s event • Start early with planning and next year start earlier • During the event, pace yourself • Many “problems” do take care of themselves • Ask the people involved how to solve the problem • Never forget to say THANK YOU to everyone

16. Personal Confession • No one does everything right every time • Events are never perfect, ask anyone who has done a few • I am still not very good at Thank You Notes! • Every year there is room for improvement • Cancelling an event is not a disaster, even if it is Christmas or the 4th of July • Flexibility is key

17. Questions? Contact information: Debbi Rydberg Elk River Area Chamber of Commerce debbi@elkriverchamber.org 763-441-3110