r/EventPlanners

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I live in a small city, and run a matchmaking service. There appeared to be interests in single's events. I'm attempting to sell a single's event for ages 30-50. I had to cancel the first one due to lack of sales.

I'm getting dangerously close to having to cancel this one. We need at minimum 6 men and 6 women.

I've got videos on FB, IG, Tiktok and small ads running. The cost of advertisement on Meta hasn't gotten me more than 2 sales, and the cost has made the event a wash for me financially. 2 is still total sales at this time.

I'm making more videos and carousels. I'm partnering with another local business for this event and I'm so scared that having 2 canceled events in a row will make my new business fail.

Okay enough ranting here are my questions:

What do I need to say in my videos regarding the event?

Is scarcity marketing a good tactic at this point? For example: along these lines... "this will be the last public event we have for this age group, the rest will be members only."

I have given out some flyers... this never brings in many people.

Are there any other no-cost options?

I'm not willing to invest anymore money into advertising otherwise I'll be losing money.

Hey all. I am an associate for HelmsBriscoe and like to send my top clients a gift of appreciation every so often. Problem is, I am running out of ideas and want to keep gifts relevant, useful and memorable. As planners, what are your favorite things to receive as gifts of thanks and/or what are your attendees loving these days? Price range $75-$100.

I’ve been set an interview task for an events/guest experience role: design an immersive guest experience built around either a music or sports brand asset. The brief wants me to cover who the guests are, the guest journey start to finish, what makes it immersive rather than just “good hospitality,” how it’s practically delivered and replicated across multiple events, internal stakeholder management, use of a guest/event portal, and how success gets measured.

Would love outside perspective from people who’ve actually built these

I experienced a program at a hotel that positions itself as a luxury property, and it left me thinking about what luxury actually means from an event planner’s perspective.

Beautiful property? Absolutely. But when the planning process includes inconsistent responsiveness, repeated follow-up for answers, lack of timely follow-through, details remaining unresolved far too close to the event, and having to escalate concerns just to get the level of attention the program requires, the planner ends up carrying a tremendous amount of unnecessary stress.

The frustrating part is that once the events arrived, the team became visible, accessible and responsive, and the events ultimately went very well. So the capability was clearly there.

But shouldn’t luxury service include the planning experience, not just what the guest sees once they walk through the door?

I recently took a position as a Sales and Event Coordinator for a historic mansion after a long career in luxury retail. I'm new to the events industry, but with years of sales experience under my belt, I'm noticing that client behavior is pretty consistent across industries.

My question: is it normal for venues to comp add-ons after the contract is signed?

I have a client who received a significant discount on her contract price for a beer, wine, and champagne wedding — 50 guests, 5 hours. Since signing, she's increased her guest count, added two hours to her event time, and added signature drinks (two of which include alcohol), none of which were part of her original contract.

We notified her of the additional costs, as expected, and she wasn't happy about it. However, a recurring line from couples is some version of "other venues would have just included all of this."

So I'm curious — is that actually normal practice? If anyone in the industry is willing to weigh in, I'd genuinely like to know what's standard versus what this couple might be assuming.

Hi everyone! I’m 22 and I’ve been really wanting to get into event planning, but I’m honestly not sure where to start.
I’ve worked in hospitality for years and currently have experience in sales, customer service, and social media. I also don’t have a degree which is a big part of my lack of direction.
For those of you who work in events, how did you get your foot in the door?
Did you start at a hotel, venue, catering company, event agency, etc.?
Did you assist another planner or just apply for coordinator positions? And realistically, what would you recommend someone like me do FIRST?
I’m in San Diego if that makes a difference. I’d really love to hear how you got started.

What hotel or convention center contract clause has saved your organization the most money or prevented an unexpected expense?

I am looking beyond room rate. Think F&B, AV, Internet, labor, service charges, shipping, attrition, staffing coverage, or something most planners do not think to ask for.

Today, I reached out to Eventbrite staff through their chat to see if I can figure out why some people cannot publish more than one event without their account being automatically "suspended" within 24 hours. Here's a copy of my conversation with one of their staff members. Note the text I highlighted in light blue and yellow. I'm Mike and the staff member's name is Kenneth.

https://preview.redd.it/kkfn2ybdinjh1.png?width=543&format=png&auto=webp&s=ac5db23048f3356121b7c2d1f2cc8c2d265c47e4

What's crazier is they always want answers from their internal team. Despite Ken claiming their internal team consists of humans, I never receive an answer from them.

So if you use Eventbrite to plan your events, publish no more than one event and take that one down if you want to put up another one.

Every year I volunteer at the AFSP out of the darkness walk. In the past, we have taken donations for a pet costume contest entry to raise funds for the AFSP. This year, we want to do something different to hopefully bring in more donations. I considered a bake sale with homemade baked goods, but I won’t get the license from the state Department of health in time. I need something that is easy to plan, and will still interest people.

It takes place in September. It can be fall related or anything of the sorts, but I am out of ideas. I’m overwhelmed trying to think of something lol. It’s a small town so participation is usually fairly good but minimal compared to larger cities.

There are already silent auctions, shirt sales, and this year there is a raffle for a Harley motorcycle that someone donated. I am close friends with the walk coordinator, so I am hoping to help her raise as much as possible.

It's quite unreal.

I aim to run events focused around the same idea but the only thing different is the age group, venue, and date.

If I post just one event and don't touch my eventbrite account for a while, they have no problem. But If I post more than one, then within the same day, they delete my account without notice to me. How do I know? because I try to login several times a day and when the account is deleted, they state its "suspended".

Reaching out to them for help makes NO difference because the best response they give is that they'll take it up with their "trust and safety team" and they claim I will get an answer in 3-5 business days which I never do.

If anyone else runs events the way I do (for example: focused on the same idea, but at a different venue for a different age group each week), and manages to keep more than one event up on Eventbrite without their account being deleted within a day, let me know how you did it. thanks.

I work in a membership organization and manage a lot of business-focused events (networking events, workshops, annual meetings, etc.). I've been experimenting with Microsoft Copilot and other AI tools, but I feel like I'm probably missing a lot of opportunities to work smarter. For context, We primarily use M365, Monday.com and Growthzone.

I'm not really looking for generic "write an email" or "create social media posts" examples.

I'm more interested in how you're using AI for the operational side of event planning:

•Managing timelines and project plans

•Building run-of-show documents

•Coordinating vendors, speakers, sponsors, and volunteers

•Tracking event tasks and deadlines

•Handling registration data and attendee communications

•Creating staffing plans and event-day checklists

•Taking meeting notes and tracking action items

•Post-event reporting, surveys, and follow-up

What AI workflows, prompts, automations, or Copilot features have genuinely saved you time?

What task used to take hours that now takes minutes?

I'd love real-world examples from people managing multiple events, programs, and stakeholders at once.

My goal is to find practical ideas I can implement right away to reduce administrative work and improve event execution.

Sincerely,

Events Director drowning in August work

I moved to my current town in November, and have since joined a committee to plan a USA 250th celebration. It’s a VERY small, old town. I have never done anything like this but am giving it my best shot!! The committee members have also never done this, except for the mayor in a smaller scale. We’ll have a small amount of food trucks, vendors, kids crafts and activities, face painting and caricatures, and some prizes to raffle off

I created a coupon “passport” for local businesses in town that is running throughout the summer, leading up to our event in September. For each coupon they redeem, they get a unique ink stamp in the passport, and then turn in their passport for raffle tickets at the event. We also want to sell raffle tickets to those who either want more or those who didn’t participate in the coupon book.

The problem we can’t figure out is how much to price the for-purchase raffle tickets at the event, and how many to give per stamp they receive.

For example, if we charge $1 per raffle ticket, and only give 1 raffle ticket per stamp, that’s unbalanced because some of these coupons, the person had to spend $10-50 to get that stamp

I would really appreciate constructive comments only, I am very aware we are late in the game to be still planning stuff like this and would rather not sort through mean comments

I submitted the grant some time ago with a colleague and we never expected to get it but we did.

Now we realise we did NOT think it through enough. We actually have the 'easy' part down (logistics, participants, etc). Where the problem lies is what happens after people actually get to the event. We can't seem to make it work.

There's a lot more details I could share, so if anyone more experienced felt like sharaing some wisdom I'd be very grateful.

Hello! I was recently at a conference event and there was a live painter. He painted the room scene live at the moment.

I was in awe of his work, and I help a lot of organizations plan events so I really wanted to get his info. but he was so focussed in his work I didn't want to disturb him.

I think if I emailed the person who held that conference event, I could get the live painter's info.

But the thing is, I don't know the conference event's host. I have their email but I've never spoken to them and i've never spoken to the live painter. So, I don't want to come off as creepy or like a scammer.

I'm really new to the event-hosting industry, so is it acceptable to cold email the host to get the contact info of the painter?

Starting to think we’re a rare species. 😂
Anyone else currently studying for the CMP? What’s your game plan?

Hi all, just got here and I don’t know if this is the right thread for my questions! I’m on my towns heritage society and we are planning a town event - food trucks, vendors, kids activities, and raffles - am I in the right place? I’ll make a more specific post once I get some answers

I'm on my university's alumni board for my city, and we have lots of events for alumni. The events are free and are usually for business networking.

Most anyone who comes to us with an event idea and is willing to organize it and either get a sponsor or pay for the costs of it themselves is generally welcome to, within a few limits. In that case, all the alumni association does is send out an email to alumni and set up a ticket registration page. Most events are organized by alumni, and generally they get some business or personal benefit out of it. People who organize events almost never create any issues; we tell them that we'll send out an email and it's up to them to handle the event, and we tell them the alumni association requirements and it's fine.

We had a recent event where the organizer became irate because nobody from the alumni association board attended the event or introduced her at the event, and because the organizer had to operate the Google Meet by themselves. I'm now concerned that more could go wrong at future events.

Question: Would it be reasonable and a good idea to have event organizers and speakers (none of whom are paid for the event) sign a waiver before the event?

For example, the waiver could require them to take all responsibility for the content of the event. It would also say that all the alumni association does is publicize the event and handle online registrations, and that the alumni association doesn't cover any costs. It could also say that the alumni association may in its discretion have a board member attend and give a greeting, and it could also specify, in writing, what the criteria for alumni events are.

I think this would be a good idea, but I haven't heard of anyone doing that.

Thanks.

honestly whoever decided august was a good month for outdoor food and wine festivals needs to be forced to work one in the south

The city permitting office just threw a massive curveball at us 3 weeks out. Because of the recent heat indexes they decided our standard emt pop up tent isnt gonna cut it for a 4k person event. they want a fully climate controlled triage area now

like guys my budget is already stretched thin from the ice delivery surcharges alone. Im basically having to source a legit mobile medical trailer just to appease the fire marshall. Its honestly a super slick setup for what it is, but my client is absolutely losing their mind over the added line item.

She keeps asking "cant we just plug in more mister fans???" no, Susan, a misting fan does not cure heat stroke

Im just so burnt out on summer logistics tbh. Give me a boring indoor ballroom gala any day