Learn what you can do as an event host to encourage higher turnout at your events and make those RSVP’s match the number who actually show up.
What’s Attrition Rate?
“Attrition rate,” in this case, is the percentage of people who don’t show or who cancel after initially RSVP’ing for an event. If 10 people RSVP but only 4 show, that’s a 60% attrition rate. For most events the attrition rate is typically around 30%. What a lot of hosts and presenters don’t realize is that they can have a huge impact on the attrition rate by taking some key actions leading up to an event.
As an event host, you can sit back and watch the typical attrition rate affect your event, or you can take charge and motivate people to show by taking some of these simple actions. You don't have to use all 16 suggestions: Adding one or more of these techniques to your pre-event strategy is sure to have a positive impact on your attrition rate.
1. Overbook the Flight
Before posting an event, get clear on how many people you want at your event and then add 30%. That total is the real number of RSVP’s you need to account for normal attrition rates. Airlines account for attrition rates and that’s why planes tend to be full. Of course, you don’t want to have to “bump” anyone, so make sure you would have room if everyone does show up.
2. Time to Marinate
Post your event with enough advance notice so people have time to see it on the schedule and marinate in the idea of attending. Offer plenty of lead time for people to notice, consider, and commit to the event—most people don’t look at event posts and community calendars every day. For biznik events, post at least 2 weeks in advance.
3. Trick or Treat
In your event title or description, tell people what they will come away with—something valuable or tangible and something they really need or want. If you do not include a statement or bulleted list of what the prospective attendee is going to get, learn, or walk away with (and in their language) then your event may not have enough sticking power to encourage people to follow through on their RSVP, or sign up in the first place.
4. Remove the Invisible Cloak
People are more likely to show up if they feel important and visible to the group. Remove anonymity by sending an email to attendees as they RSVP and welcome them to your event. This elicits a feeling of importance and tells attendees that they are visible. They’ll have a sense that not showing up will indeed be noticed. By replying soon after they’ve RSVP’d, you reinforce their commitment while it’s fresh in their mind.
5. Be Specific and Personal
In your welcome email, don’t just say “Glad to see you signed up…” but instead look at each RSVP’s profile and acknowledge a specific contribution you know they will offer at the event, such as: “Jeff, I am really interested to hear your deconstructionist take on website design. You’ll be adding a lot to this discussion. I’m psyched you’ll be attending!”
6. Pre-Party Introductions
Again, look at profiles or think of what you know about the attendees. Then, introduce individual attendees to each other prior to the event and let them know why you are excited for them to meet each other. When you build relationships between individuals, you strengthen the group dynamic and encourage people to feel connected and invested in the community and excited to show up. By connecting attendees in advance, it also makes meeting strangers less intimidating—a reason some people drop out last minute.
7. Get Their Feet Wet
Another way to get the pre-party going is to send something to your attendees in advance—some questions to answer, some items to gather, or brainstorm a list of concerns they have on the topic. On the biztalk thread that inspired this article Barry Hurd said he has attendees do some homework before his events to encourage their investment. It’s a great idea.
8. What Can I Win?
Remember those games at the State Fair, the feeling of scratching a lottery ticket? People get excited about a chance to win. Offer a give-away at your event and include that in your event description. Something like “All attendees of this event will receive my step-by-step guide to doing your own PR.” or “I’ll draw names at the event and one lucky attendee will get a 2 for 1 session to hone their skills on this topic.” You can make this fun and not schlocky. Find a way to be authentic in your offering and make it something valuable to attendees.
9. Feed Two Birds
An even smarter giveaway that feeds two birds with one worm (I hate the “kill two birds” metaphor) is to ask one of your attendees if they’d like to market themselves by offering a give-away at your event. This will cause the donor of the item or service to feel even more invested in attending as well as provide an incentive for the other participants to show up for a chance to win. Again, make it something valuable. 10% off a service is not incentive enough to motivate people. Better to offer something more substantial like a 2 for 1 deal or a free item or a complimentary evaluation.
10. Mystery Thriller
Create some suspense. In your description and follow-up emails, allude to something that will only be revealed at the event. This could be a secret, a tool, an answer to a burning question you know your attendees are interested in, etc. It should be compelling—not an obvious answer. Leave people wondering what it is and wanting to find out. See how Howard Howell did this for his Toot Your Own Horn event). People are drawn in by suspense and mystery.
11. Confirmation Calls
As Helen Martin mentions in this biztalk thread, take some responsibility as the event host and call those who have RSVP’ed a day or two before the event to confirm they are coming. Continue the conversation you started in your welcome email and again, be specific about why you are excited this person is attending. Connecting to your attendees in advance not only encourages attendance, it may also help you feel less nervous as a host or presenter.
12. Waiting List
Include in your event description “If the event fills, email me and I’ll put you on the waiting list and will contact you if a spot opens up.” This makes people feel included and taken care of and it gives you an action to take if people drop out the day before the event.
13. Don’t Expect it to Grow Legs
If you want to pack your event, talk it up. Increase exposure and announce your event at other events, on your blog, in your newsletter, post an event description in key locations, tell your customers and clients about it. You have to market an event the same way you need to market your product or services: actively getting it out there for people to consider.
14. Join Conversations
Find or initiate online discussions (like biztalk) on issues related to your event topic and get involved, then invite people to continue the discussion at your event and provide a link. These are people who already have an interest in the topic: Offer a live venue for them to express or learn more about it.
15. VIP Invitations
When you first post your event, or to boost low RSVP rate, send a personal invitation to those who haven't signed up and who you especially want to attend the event, to those who have attended in the past and to those who stayed on the wait list from your prior events. Can’t say this enough: Tell them specifically why you want them to attend or what special quality they have to contribute to your event. “Jen, I’d really like you to be at this event because you are so good at getting people to open up and speak authentically.” Not “I hope you’ll come.”
16. Fee vs. Free
Consider charging for your event. True, sometimes it just feels right or may be strategic to host a free event. But it’s also true that people tend to follow through if they have put some money on the line. Sometimes we devalue things that are free. Depending on your purpose for the event, this could also be a filter to self-select the serious participants and potential clients from those who might not value what you offer. Read a good discussion about fee vs. free events here.
Try some of these techniques before your next event and then return to tell us how it impacts your attrition rate. Looking forward to hearing about it!
Learn more about the author, Karrie Kohlhaas.
Karrie, this article was a wealth of right-on advice for event hosts, especially new ones!
It'd take a lot of trial-and-error to discover all these techniques solo.
Events help build community, and have the potential to be so much more effective with your guidance.
Will definitely have this article close at hand when planning my 2nd event.
Thank you, Janet
Beautifully and thoroughly put, Karrie. Thank you from the point of view of both an event host and an event attendee.
Karrie... Thank you for giving us a positive treatise on this all important topic. I have used a few of these and it is great to receive confirmation plus new ideas. ...Howard
Thanks Karrie,
This article has "cultivator" written all over it! You live up to your title. Not all seeds will sprout, but when we nourish what's in front of us, we're sure to see abundant growth.
See you at Bizjam!
Janet, as the new biznik hub of Whidbey I am glad to hear you will integrate some of these ideas into your pre-event strategy. Yes, events help build communities and by encouraging more people to attend you get more people included in that community. Glad you are on biznik, Janet!
Leila, thanks for the note. I'll be looking for your next event! Maybe a masquerade mixer?
Howard, well, as the man with the most events under your belt, I am not surprised to hear that you use many of these techniques already. You are a wonderful community builder. You do one more thing I didn't mention in this article: you keep the events coming which creates continuity and gets people looking for and counting on future events from you. You definitely have a buzz going!
Pamela, thanks. Right, not all seeds sprout, that's why it's a good idea to have a multi-faceted approach in any type of marketing plan--whether you are looking for new clients or attendees for events. Good point! Looking forward to meeting you at bizjam.
I'll be interested to hear from more of you and to find out what you have done to improve attrition rates at your events--or tell us what you could have done better for an event that flopped.
Thanks so much for the insight. Great article. I have used some of these techniques for other events and you're right on with how to get more to the event.
thanks so much for writing it.
Diane
Great information and so easy to do with the benefit of such positive outcomes of increased attendance.
Do you think these same ideas would apply to other venues such as other groups or organizations that meet regularly? Members are asked to RSVP, but it doesn't seem to make that much of a difference. I am such a believer that you get back what you put into a group or organization that to me it's a no brainer. And when would you consider canceling? I know there could be many variations on this, but gee maybe a whole other article?
Diane, glad you are using some of these techniques already. Try out some new ones and let us know how it goes for your upcoming event on "do-it-yourself graphic design". Looks like a good one!
I can see you include a takeaway for attendees: a pamphlet of the "10 Most Common Mistakes Small Businesses Make When Designing Their Own Marketing Materials.” Nice. That adds substance to the description and it's just always good to offer something helpful or valuable for attendees to go home with.
You also tell readers what they will walk away with: Design feedback that will help them improve the appeal and representation of their business. Could you even be more specific? “You’ll learn what colors work best for your business” or “You’ll know what associations people make when looking at your logo” or “What graphics programs are easiest to use when you want to do it yourself.” Etc. I would bullet some of these so readers see them at a glance.
You do another thing that I didn’t mention: In your description of your event, you state the actual value of the event. This can work well, as long as people really believe it. Glad I noticed that as it’s something I forgot to include in my article and it can work very well.
Thanks and good luck with your event!
Roberta asks a good question: Can these techniques work for events that meet regularly?
Yes, I think you can use most, if not all, of these techniques. Just watch out on making people feel you are emailing too much (spamming) to keep in touch between events.
If you are not getting consistent turn-out at your events that meet regularly, consider changing the format.
Ask people why they are not showing up. You may want to use an anonymous, free survey like Survey Monkey to get really honest feedback. Sometimes people don’t show for events because they are not convinced of the value. Find out what’s missing for them so they’ll make it a priority to attend.
To increase investment, you may want to give different members of your group roles or important tasks that rotate for the different events. Nothing huge or time consuming, but giving people roles makes them sense that they matter and that not showing up would affect the group.
You may also consider a fee for a series of events so people will feel more invested and only have to decide once to commit for the series.
If you try any of these, tell us how it goes!
Thanks Roberta!
Wow- Great article, Karrie. This info can be used for all kinds of events. And it's great marketing information in general. Too often people put together a great event and then wait for people to simply show up. If you invest your time into creating a great event, invest your time in getting people there. Thanks!
Very comperehensive list of tips, Karrie. Thanks for bringing it to my attention. You walk your talk about cultivating realationship, which is the key success factor to any marketing, sales, or service activity. Well done!
Filling events is something you, Mikelann, are very skilled at! You host amazing events through the Women’s Earning Institute and people show up for them! You do a great job of A. valuing and charging for your events and B. letting people know what tangible benefits they will get from the event. You are a great model for those seeking to have sold out events and also to value their events more and even make them a source of revenue.
Fran, thanks for the note. I do try my best to do everything I teach. It's challenging to keep up with all of my own advice! I am speaking at bizjam but I could really be hosting a lot more events myself, to tell you the truth!
Looks like Fran's got a great event coming up that has a lot of buzz around it: Calling Forth the Extraodinary. And you’ve included door prizes, refreshments and a good sense of what people will come away with. Come back and tell us how your RSVP sticking techniques worked!
Great article Karrie, thanks for writing this.
The whole article was very helpful to me but I specifically appreciated the responsibility you put on the event host for things they have to do in order to keep the attrition rate low. I find that the more accountability I have for my life, the less angry I feel at others for not meeting my needs! :)
You're also demonstrating to us how to keep the ripple effects of a great article going by inviting us to share results and experiences by using the techniques you're suggesting! Awesome! :)
Terrific article, Karrie! What a wealth of information. These tips are useful in so many situations.
Clearly communicating expectations reduces misunderstandings and frustration. This article should have a "Print This/Save This" tag on it. Is there such a thing on Biznik?
I appreciate your personal and thoughtful comments to each respondent here, as well, Karrie. You walk your talk and show us how to do it well!
Cheers!
Banu, thanks for the kudos. I would like to see you, the social bug you are, hosting a lot more events! I am glad the article was helpful to you.
Yes, I do hope people will try these things and return to this page to post what worked for them and what lowered their attrition rate. I am specifically interested in hearing what combinations of these actions work for event hosts.
Great ideas, thanks! Your enthusiasm certainly makes me want to host an event…soon!!
Good article, Karrie...and all of them excellent ideas. We have been using all of these...and a few others,... thank you for your reminders. Kind Regards, Jane Bakken
Your tips encourage hosts to re-evaluate their offerings and ask more questions about the purpose of the event.
In my article, Asking the Right Questions (visible on my profile), I talk about purpose in our business writing. This is relevant to an event, as well. Asking ourselves, or each other, what we really want out of an event or other creation, can make a huge difference in how we present ourselves and our skills.
Cheers!
(Still figuring out how to insert a link to my article)
This is a really useful article, Karrie. In addition to the excellent ideas, I love the headings because they spark my curiosity!
Elizabeth
Suzanne, Thanks. In fact, there was a whole discussion about ways of rating articles a while back. I like your idea of tagging articles that will be useful in the future as reference. Good insight. I hope Dan and Lara are listening. You can currently tag an article or thread that you want to follow, but I like your idea, as some articles can be absorbed all at once and some are the kind of thing you’ll want to reference later. You may want to start your own biztalk thread about this or add to the thread I just mentioned.
As for commenting after people post, I normally wouldn’t have time to do this but I didn’t schedule any clients today so I could work on my bizjam presentation! You all are helping me procrastinate! But it’s productive, positive procrastination!
I'll send you a PM to show you how to create a link.
Katie, I’ll be looking for your events! Click here to get started. Events are a great way for you connect with potential real estate clients in Spokane. Even if you just host a mixer and don’t try to “sell yourself” this will get you known in the community—a great way to build word-of-mouth. Since it would be the first Spokane event, it might start small, but keep hosting, that’s how it started in Seattle and now we’re over 5500 members! Contact Lara and Dan for ideas.
Jane, looks like you have been hosting a lot of events. Great to have you on biznik and hope you continue hosting!
Elizabeth, Yes, I find that headlines and strategic use of bold really helps a large amount of material seem digestible—people glaze over a large chunk of text. Thanks for noticing. When I come down to LA later this year, let’s host an event together!
Now that I think of it, Suzanne, the bookmark feature to the left of any biznik article you are reading serves the same purpose as the "print/save" feature you were wishing for. As is often the case, the smarties who founded and run this site already thought of that!
Wowsers, great advice Karrie. Motivates me to set up an event ASAP so I can test putting all this into action! -Leifstr
Here's a link to my article, Asking the Right Questions
Testing my aptitude here. Thanks for the concise instructions, Karrie!
Thanks for the Timely reminder of some things that I will need to do for my Circle of Healing group beginning July 1st. I found that asking for an extended commitment, longer than the typical 8-10 weeks for group, self-selected people who were invested in doing their healing work. This factor really increased group cohesiveness.
Thanks Leif. Looking at your event Something Completely Different which happened back in September, I notice some really smart stuff you did to promote the event that we could all learn from. Here are some points that stand out to me:
*You included a link to a video teaser of your event. Clever! Leave it to you to find this smart way to integrate video in your marketing!
*You relieve any anticipated fears. By saying “you will not be made to do anything you don’t want to do” you open the door wider to people who might feel shy or anxious about doing improvisational acting or group games. Great anticipatory thinking!
*You state who should come to the event. This may seem obvious, but by doing this, people get another chance to “hear themselves” as I say, in the description.
*You use testimonials about past events you hosted. I meant to include that in my 16 points above! I am so glad to pull that back into this conversation: Getting other people to speak to your audience about what they got out of your events in the past is even more believable than if you say it.
I recall that after this event, you commented on this biztalk thread that maybe you should have charged for the event. I think you could have!
Thanks for your input, Leif, and for being such a great example! I am going to add these things I gleaned from your event description into my own event descriptions!
Suzanne, good job learning how to link! I recommend finding other articles or threads on biztalk that are more related to your topic—that way you’re tapping into an already interested audience.
Noreen, great to hear how you were able to encourage more serious participants by requiring a longer commitment. Here’s a link to Noreen’s Circle of Healing Group so people can easily check it out.
So nice to hear from someone who really "gets it"! Thank you for your inputs and insights and your really great enthusiasm. I truly believe that when we reach out and help each other with "Solomonic" words of wisdom, that this article contains, we are all enriched. Thanks for writing this article and teaching and reminding us what we want and need to know. I hope to meet you soon! All the best, Anne Zastko
Anne, so nice to be read by so many who "get it" too! Anyone who wants to enjoy some good outdoor networking should check out the July 1st event you are hosting with Stephen Bidgood.
I hope you’ll use some of the suggestions here to boost your numbers! I’ll keep it penciled in but will only RSVP if I can definitely come!
If I don't make your event, let's meet at bizjam 08! I’ll be speaking on day 2 in the afternoon. Send me a PM if you’ll be there so I can look for you.
Dang, Karrie! Love the specificity and breadth of this list (and you keep adding as you go along). I want to experiment with a bunch more of these to figure out which ones feel energizing and which ones feel onerous. And which ones give the most bang-for-my-buck, in terms of time investment. Your emphasis on community takes everything to the next level. I recently completed a series of 5 job search workshops, and encouraged participants to keep their momentum and connection by continuing to meet on their own at the same location. Also, I'll be sending out a contact list so all the people who want to share contact info and keep supporting each other can stay in touch.
Thanks Laila. Last time I talked with you it was clear you had some great events in the works to help people sort out career path, resumé writing, job seeking, etc. Anyone in the career path confusion or needing a new resumé can click here to find out about Laila’s FREE events.
I hope you’ll let us know, Laila, what kinds of things you do to fill your events. This thread could serve as a great place to report back and help each other!
You're right Karrie. Hosting more events is something I would like to do as well. :)
I printed out this article. It's so valuable and I wanted to have a hard copy! When you do something, you do it really well! :)
You really are the sweetest member of biznik, Banu. Leila Anasazi has this idea to add descriptive badges to people's profiles. If we could, I would nominate you for:
Sweetest biznik and for Biznik Welcome Wagon badges, if they existed! I told Leila A. I would nominate her for the Biznik Enthusiasm Badge!
Lots of good people here! So proud to be a part of such a supportive business community.
Karrie, I loved reading your article. I always love reading what you write. These tips are sharp and practical skills to use not only for business events, but also for hosting friendly gatherings, too. I've used some of these and attended events where the host has made extra effort to make contact with me. It's true, I felt like my presence mattered and they were looking forward to my contribution.
Jenna,
Even for personal events such as parties or weddings, I highly recommend using this set of suggestions.
I recently attended a destination wedding in Mexico where I only knew one person. The bride and groom set up a website to introduce all of the guests to each other, then followed up with weekly emails including teasers about what was to come...places we should visit while in Mexico, a surprise they were planning for us (suspense!), teaser photos of the venue...and people loved it.
By the time we all arrived we felt like we knew each other and the party had already started! Their efforts sealed the deal for me when I was deciding whether or not to attend.
I think you would host some killer events. You are so entertaining and fun as a presenter! Any events in the works, Jenna?
Oh my god Karrie! What an honor to be the sweetest!All these years of eating sweet Turkish delight actually paid off! :))))
Karrie. Dude. You don't sleep, do you? :-)
When a woman calls me dude and asks if I don't sleep, I take that as a cue to log off for the day!
I did actually get some work done today between posts. This was the only day I set aside not to meet with clients and to prepare for bizjam, so wish me luck!
Karrie, thanks for the feedback on my event description, I really appreciate it. I want to be sure I communicate the way I feel about helping small businesses design their pieces using professional tricks of the trade. I will definitely take your comments and do something with them.
thanks again for the wealth of info.
Aside from my urge to wrestly Banu for the title of Sweetest Biznik Member, I want to compliment you on your judgement and style of writing. You are an exemplar of writing as a means of giving. (I wish you would teach my clients about this.) It's JUST the facts, written with the reader in mind, and enough personality to be very friendly.
Everyone else has commented on your writing skills as well as your oh-so-well-thought-out content. And I hereby (sweetly) join that chorus.
Wow, Karrie; you hit a home run.
You provided excellent content that rings true based on my experience. You practice warm and inclusive communication that acknowledges others and encourages them to join the conversation. Your words and behavior are congruent.
We are fortunate to have you in our Biznik community.
OK, Karrie,
Now that you've got three articles with an average rating approaching NINE points, it's about time for you to write an article about how to write a kick-ass article. You've given us some awesome examples.
This article should be a must-read for all event hosts or wanna-be event hosts. Thank you for a) setting the bar so high, and b) giving us truly valuable insights and information. You inspire me.
Karrie,
This was a very helpful article. I will start using your tips now for a focus group I am hosting in 2 weeks. Thank you!
Amanda
I didn't read the whole darn thing but one thing caught my eye...
vip invites
if someone I really like personally invites me to their thing... and it doesn't sound all sales-y, they like, really friggin want me there because they just dig me and are excited about me
and its totally genuine...
I'll move heaven and earth to be there.
reschedule stuff
move things around.
make it happen in my schedule.
Karrie,
There isn't much I can say that has not been said already. You rock! You have a way of bringing out the best in all of us.
As an event host I really got used to posting an event and sitting back waiting for everyone to show up. I recently discovered that it doesn't work that way anymore.
Now thanks to you I have the tools that are necessary to host a successful, well attended event.
Thank you for sharing your wisdom and insight.
It's priceless!
Wow! What an informative article and brilliant! I never thought about inviting more to make up for the attrition rate. So smart and well thought out! Great advice for those hosting an event anywhere!
Diane, you are very welcome. Let us know how your do it yourself design event goes!
Chris, your compliments mean a lot coming from such an accomplished writer. If you and Banu want to have a wrestling match, I think we can find plenty of bizniks to be in the audience. Though you are quite sweet, you would get my vote for biznik's Best Satirist.
John, I could definitely say the same about you. I think you’d get the Male Cheerleader vote (and I mean that in the best way). I just looked at your profile and laughed when I saw Experience: Too strange to recount here.
Joe, thanks for rounding up in your analysis. Okay, I’ll take that challenge and write an article on writing articles sometime soon. Love your new interactive gallery of tangible maps. You’ve been busy!
Amanda, do you need any more participants for your focus group? Let us know.
Sierra, you just gave away your weakness! Now we know how to get you to our events! You make a great point that the VIP email must be genuine and cannot go out to everyone.
Mark, how’s the Slam Dunk Realtor? You’ve hosted a lot of events! Would love to hear how you get your event numbers soaring again by trying some new techniques.
Kelsey, Yes, add that 30%, market the hell out of your events, and you may even need a waiting list. Maybe you could host a style event for those of us who need a little help!
Karrie,
Sorry I'm late with this but just had to tell you that your advice here is priceless. I absolutely believe that hosts need to take responsibility for a big part of the success of their event.
Bob and I are doing many of these things , but you have added much more to the conversation. I really like the idea of linking people who might not know each other before the event. A few comments on why you are happy that they will be meeting each other can go a long way.
Another thing I do is check to see if there are any new members in south King County so I can personally invite them to a SoCo Connectors lunch. We have gotten several new sign-ups this way.
Thanks for the time you took to prepare these exceptionally helpful tips.
This is an excellent, concise list of must-do's for hosting any event. For anyone who has not yet hosted an event, I highly recommend following these 16 steps. Those who have hosted events, keep these tactics close!
The more personal connections you make, the more likely you are to meet your event success expectations. Hitting specific points, charging a reasonable fee and keeping the mystery will help your attendees understand the value of their commitment to your event. Focusing on how each person can contribute to the event also gives you a broader perspective of who your target audience is.
Thank you Karrie for taking the time to give us pro insight on how to make our attrition rates shrink down closer to zero!
On a related note, have those of you who host fee-based events noticed that signups have decreased in general?
I follow at least four or five of Karrie's recommendations about how to entice attendees, and usually my event Know Thyself; Know Thy Client fills up. But this month, the interest seems really low.
I know people LOVE this event, and I love giving it. I post it with plenty of notice (#2) and spell out the benefits of coming (#3). I make a point of inviting people (#15) with whom I think it would be a win/win (they'd love coming and I would enjoy having them there). I also notify those who haven't been able to make previous ones but asked for an update. I talk up this event when I go to other events and when I do networking (#13).
So I'm left wondering what's up. Is it something that I need to do differently, or is there a change in the air (perhaps due to the economy)?
Thoughts, y'all?
Hi Rachel,
We haven't been hosting events as long as you have (and they are lunched and happy hours right now, so we don't charge), but our July lunch is down write a bit in numbers (6 compared to 12-15).
We are chalking it up to people scattering a little more in the summer. (And ours is two days away form the 4th).
In the charge-for-events arena, I'm wondering if people are cutting back a little with the economy and gas prices and all. Just a guess.
Sounds like you are taking all the right steps as you promote it.
Judy, so glad to hear you found this article helpful. You and Bob have rapidly become hubs of this community. Thanks for diving in right away and hosting live events! Very smart to do a search on your area for new or even old members and personally invite them. I did that for the first Austin, TX event and got great results.
I see you've almost filled your SoCo event on July 2nd in Renton. Tell us if you use some of these tips to pack the house.
Rachel, as for your decline in sign ups, I think Judy is onto something with the sudden summer we are experiencing in Seattle. Geesh, I mean it's actually sunny and who wants to be inside when you can be out! I flew a kite yesterday evening at Golden Gardens and it was still glorious at 7pm!
I also want to note that in quickly browsing your events, you've done REALLY WELL when hosting small fee events ($5-$25). I think you have nothing to worry about.
That said, here is some advice... It might be that people have seen the same event title before and feel it's stale now. Those who have attended may feel they have "been there, done that."
I think you'd have a better luck keeping it fresh with new titles. If I saw it before and thought I didn't want to go, I'll probably feel the same way if I see the same title. But a new title makes me want to check it out and consider it newly.
The other thing I think you could do is set up a series of events that people pay for once. Talk to Dan and Lara about how to do this. That way you could take some topic and break it down over the course of 4 or 6 sessions and have people decide once. Hey, you should come to my talk at bizjam because this is something I will get into more in-depth.
I don't think it's the economy. Frankly, I always feel that's a cop out and an easy-seeming answer that answers nothing. People still need help to make money, to overcome fears, to gain new skills, and I say especially during an economic slowdown! I feel another article brewing here! But I'll have to get to that after bizjam.
Thanks to both of you for your great input.
Ingrid, great to hear from you! I think everyone should know about your upcoming Artopia event in Georgetown.
I hope you'll post something on biznik and send out some VIP emails to those you'd really like to see there. The event sounds very cool! You could even host a biznik mixer that night after the event in Georgetown. You have become quite the jetsetter--NY, Alaska...We are lucky to have a few days to see you in Seattle!
Practical and clear. That's the kind of advice that gets a 10.
Karrie, 1.With your inspiration I got 100 % attendance yesterday, by just doing a couple of things. I emailed everyone hours before the event, gave them my phone number and asked them to call me if they were late or had to cancel at the last minute. Two possible late calls came in, and one asking to bring an unregistered person, so abundance was knocking on the door, and my guests showing real caring about being timely, and communicative. Small changes, big rewards! I am gratified. Thank you.
Great communal sharing here, everyone!
Andrew
Excellent article, Karrie.
I always contact my sign-ups at least twice prior to the event, and I give them homework. So far, out of three events, two have been at or near capacity, and I've had no-shows at only one (due to poor weather).
I really like your Pre-Party Introductions. Great idea. I will have to give that a try.
Kelly
Brian, Thanks! Looks like your Schmooze event is almost full!
Andrew, 100% plus courtesy calls! Excellent idea to call all attendees hours before the event to confirm and to request they call you if they are going to be late! You made them visible and let them know they would be missed, that they mattered. I think a lot of people are just convinced that their not showing up won't make a difference. Also, great to hear you offered a door prize of your services at Fran's event. Smart stuff. Glad it worked for you!
Kelly, sounds like you too are doing lots of things right to fill your events. Yes, check back here and tell us how the pre-party intros. go for your next event. I see you just posted an article. I’ll check that out in a bit—looks very thorough!
Karrie,
I admire your energy and effort to nurture the conversation and encouragement for people to do more events.
I echo that when we host events, we get to apply what we have learned and be better at it.
Hsuan-Hua,
So true. I personally learn what I teach at a totally different level when I have to put together a workshop or talk. I am putting together a bizjam presentation on how to package your services and I am finding that I am getting a new depth for myself as I craft my talk. I often forget this, so thanks for the reminder--it's as much for me as it is for them.
As for encouraging people to host events, the more people who host, the more texture and richness we add to the live events. Everyone has something they know about and every member of this community could host some sort of event that would be fun and worthwhile for themselves and for the participants.
If people want ideas on what kind of event to host, drop me a note and I'll do a quick e-brainstorm with you!
Thanks so much for your comments on my events, Karrie. I admire how much time and research you put into every comment you make to those who reply here. You sincerely care about helping each of us to our best success, and it shows!
I agree wtih your thoughts about my event title and that people will always find money for things they think they can't miss out on. I will put some thought into how to freshen up my event offerings.
Thanks for the reply, Karrie. I'm loving the encouragement you send out to everyone to host an event.
Actually, I do have a few events in the works for other creative, brilliant and amazing women. As you know, I love to make cool stuff with words and images. Everyone who comes to my house loves pouring over my creative projects and visual journals. I frequently hear, "How do you do that? I could never do that." To that I say yes you can and I'll show you how to express your own totally cool self with images, words, books and a host of other intriguing artifacts. I'll be sure to use your 16 tips so folks don't miss out on all the fun.
Thanks for asking, Karrie, and stay tuned...
Thank you, once again, Fabulous Karrie! Several of these have come to me through trial and error, and some easy and dare I say rather obvious ideas that I never thought of before.
As we (Assisted Transitions, I mean) begin formalizing and putting together our informational sessions for many various venues (seniors, Biznik, corporate execs, real estate offices, etc) this article will be referred back to several times, I'm certain!
It's all been said!! Terrific writing Karrie you are not only a terrific guide you are a fantastic inspiration.
Karrie,
Your insight and suggestions remain as valuable within this article as they are in working with you directly as your client.
You never cease to amaze me. Really. You think of everything, thoroughly, and you are such an inspiration to me.
Gratefully...
Jenée
Hi Karrie, Darnell from Girl Power Hour here...I agree with many of your points. At GPH, we employ many of these strategies (including 2, 3, 8, 9, 13 & 14), and, they seem to be working, as we have anywhere from 150-200 women at each event once a month. And although we would love to email or call each RSVP, it would be too time consuming to call 350 RSVP's, as that is about what we get each time - which means our attrition rate is....? Sorry, I'm not good at arithmetic. Either way, maybe if we have a waiting list (#12), that would make a difference? Than again, I don' think we're doing too badly with our current numbers, although there is always room for improvement. At GPH, we believe that if you consider all details and provide something of interest...they will come. :)
All of the above and two comments. From years of teaching parenting in community settings I learned:
Charging gets people engage and increases the chance of them showing up
Don't assume that because parents have low incomes they can't or won't pay- that's insulting
Parents are motivated to learn with their buddies so offer 'bring a friend' discounts.
Feed them, be flexible about child care and ASK what barriers they face. Trouble shoot with the group to solve them- including ride shares.
Be gracious with parents- if someone throws up on me going out the door I arrive a bit stressed
Most importantly, make learning playful and real.
Hey Karrier, Very nice job on hosting events.
I learned a cool tactic in Toastmasters that is helpful. Pick a friend to be a plant in the audience. His/her job is to oprovide feedback on how the event went and where improviement could be made. That extra step will keep you events moving smooth
Nice job
Annie, Loved hearing your ideas the other day for your very cool new event ideas. I won't spill the beans, but you are really onto something great.
Thanks Bianca and are you still looking for people to host events at your community house? You might want to post that on biztalk.
Jenée, can't wait to see you at some live Seattle events after you "expand your business" from Austin to the NW. Let me know next time you are in town.
Darnell, you make a great point that some of these strategies may change as your events get larger--as yours are! You are a shining example of how to build a powerful community that will spread the word and show up to your events.
I think you would grow even stronger/faster if you turned your site into a social media site--talk to Leif Hansen about doing this in which each member had a profile posted. This would allow you to introduce people to each other and get them engaged with each other.
Lee, great idea to offer a "bring a friend discount" and I like the notion of finding out what your attendees limitations or issues might be that would inhibit them from coming--like childcare--and working to solve that issue. What a way to really serve and include people. You always have such good insights, Lee. Thanks.
Kris, asking someone to attend the event and give honest feedback is an excellent idea. Maybe that person attends for free in exchange for ruthless pointers. I'd just be sure to choose someone whose opinions I would value and who could say it in a way that I could absorb it completely. Attendee evaluations are also a good idea, but that was beyond the scope of my article.
Thanks to everyone for your suggestions, kudos and comments. I would love to hear more fresh ideas and also hear from some of you after you try out the ideas in this article and comment thread!
Karrie
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