Today we're gonna do something slightly different.
I wanna go through how to book a venue for an event,
but not just teach you how to do it,
I want to do it live on video,
so we're gonna coordinate an event in New York City
coming up for Experiment 27
and we'll go through all the steps.
Here we go.
So the first thing I'm gonna do
is set up an Eventbrite page for the event.
I've got this one from an event
we were gonna do in St. Louis at the T-Rex Coworking Space,
4 Strategies for Agency Growth
That Brought in $4 million a Year.
I also did this one recently at a Digital Agency Summit.
So we'll take these bullet points
and we will create Eventbrite.
Alright guys, it's ready, let's make it live.
Let's create an email script for this as well.
Subject, question about event,
would love to discuss the possibility of using
space name, would you be open to talking further?
Thanks, Alex.
Simple cold email to get their attention.
The other place to find venues
are searching for coworking spaces,
so we search coworking spaces nyc,
we should have a decent amount of spaces come up.
(techno music)
20 should be a good start.
Okay, we have the list of venues, we've got the websites.
Let's see if this is enough info
to pull some email addresses from Email Hunter.
Okay, list is done, let's export as a CSV
and get it into Yesware to send these emails.
So this'll go out and then I'll report back
with what's going on.
So we got two responses so far, it's been a couple hours,
one from Bond.
Hi Alex, thanks for taking an interest in Bond Flatiron.
Your event looks great, I'd love to learn more about it.
How many people do you anticipate coming?
Then the other one.
Hi Alex, yes why not.
What's your budget?
I'm gonna try to get the space for free,
and this is kind of how I'll frame it here.
So hey Christophe, would it be possible
to have you donate space in exchange for a sponsorship?
Should be able to bring 100+ new people in to see Spark.
Does that sound interesting?
Thanks, Alex.
Spark's been pretty nice so far.
He agreed to $300 just to cover his base costs
for an event space that can hold about 100 people
in New York City.
So I've got a few meetings lined up now
with these event spaces, one with Spark, one with We Work,
a few others in New York City.
I'll show this call with Spark,
and then we'll end part one of organizing the event.
- [Rebecca] Hello, this is Rebecca.
- Hey Rebecca, it's Alex.
- [Rebecca] Hey Alex.
Alright, so actually, just tell me a little bit
about what you want to know,
because actually to be honest with you,
I don't have a lot of information on your event,
to be honest.
- Sure, yeah, so the event,
it's called 4 Strategies for Agency Growth
That Brought in $4 million in a Year.
Basically, I run this company called Experiment 27.
We're about 14 people,
we're a marketing company for agencies,
and we just did this event as like a virtual event recently,
and it's been getting some pretty good feedback,
so yeah, I was wanting to do a live version,
if Spark will have us.
I mean, it looks like a pretty good spot.
Yeah, so I wanted to get some more info,
see if there was interest on your side.
- [Rebecca] Basically, let me tell you a little bit
about the event space we have here.
So we don't usually host any events during the daytime,
so it's usually after 6 P.M.
So 'cause during the day, we're a coworking space,
we have to respect all the members.
So from usually 6 to 9 P.M.
Is that a time that works for you guys?
- Yeah, that's exactly what I was thinking.
- [Rebecca] Gotcha, okay.
How many people do you expect
to come to the events or one event?
- So we did one at We Work about a year ago,
and it got about 100 people,
so I think it depends on how big the space is.
What's your capacity usually?
- [Rebecca] Seating will be around 70-75,
- Yeah, that's perfect. - some standing,
no more than 100 people, yeah,
standing no more than 100 people.
Is it more of a talking event
or it's more of a networking event?
- It's a presentation, so basically 45 minutes
of a presentation, 15 minute Q&A,
and then maybe an hour on each side for networking.
- [Rebecca] Gotcha, gotcha, makes sense.
What else, what else do you wanna know
about the event space.
Have you seen any of the pictures before?
- I've seen the pictures,
I haven't been out to the space though.
Do you have a projector and a microphone
and things like that?
- [Rebecca] Yes we do,
yeah we do. - Awesome, that's fantastic.
- [Rebecca] We have speakers, a projector,
two microphones, we have the standard stuff basically.
- Cool, I think that's everything on my side.
If it sounds good to you, it sounds good to me.
- [Rebecca] Oh yeah, absolutely, absolutely.
So basically, the event space is $350 per hour,
three hours minimum, and also we do require
50% of the deposit, like, 50% of the whole payment
to be deposited to be able to reserve the date for you.
- Okay.
- [Rebecca] Also the rest of the 50% will be required
24 business hours prior to the event,
and that's basically it.
There's no security deposit or anything like that.
The 50% you paid in the first place
goes directly into the rest of the whole payment.
There's no security deposit that you get back
in like ten days or something.
There's nothing like that.
- Christophe was saying that you guys could sponsor
and that it would only cost us $300.
If we put the logo on there and that sort of stuff,
it'd be like a sponsorship.
He said you have costs, incompressible costs for staff,
so $300 was the amount that would cover all that.
- [Rebecca] Yeah, alright so that's a whole different story.
So basically yeah, you can use whatever,
all that stuff that I just told you,
and $300 will be covering two staff members.
So one will be sitting at the check-in desk
to open the door at all times.
'Cause the door, it locks itself.
Basically, when you close it, it locks.
So there has to be someone sitting in the desk
at that time during the event.
And that's one person, and also an event manager
basically just hanging out, just checking,
just be around before, just in case something happens,
just in case you guys have questions,
the projector doesn't work.
I mean, not like doesn't work.
Like, there's some small issue that needs to be fixed
at all times, troubleshooting and that kind of stuff.
So that's the two event staff members.
So yeah, there's no $350.
- Great.
Yeah, I think all that sounds good.
- [Rebecca] Yeah sure, do you want me to reserve
the date for you already?
June 15th?
- Yeah, let's aim for June 15th.
Sounds perfect.
- [Rebecca] Alright, can you just email me
a little bit about the event
so that I can just make a note on the calendar
so everybody can know what it is,
so if I was there today, it would ask me what is this for,
so I just need a little bit of information about the event.
- Sure, I can send you the Eventbrite too.
- [Rebecca] Yeah, sure.
Alright, then just let me know if you have any questions
of any kind, just shoot an email or call me.
- Sounds great.
Alright, thanks Rebecca.
- [Rebecca] Alright, yeah no problem.
- Bye.
That's it for part one.
Stay tuned for the second part
where we'll drive 100 paying customers
to this event.
If you like this video, feel free to like it
on YouTube, subscribe for more B2B sales training,
and if you need marketing support for your digital agency,
check out Experiment27.com.
I'm Alex Berman, thanks.
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