Transcript
0:00 Welcome to your first onboarding video. Today, we're going to talk about the three decisions that determine whether you get 15 to 25 people in your event room or you end up with five. 0:11 These decisions are pretty simple but they do make a huge difference. They are where you host your event, what you offer attendees, and how you follow up before your event. 0:21 Let's go ahead and walk through each one. Now, the first decision is your location. This includes your market, your venue, and your time slot. 0:29 you want a market size with at least 50,000 people. Here's the reason. When we run ads, we're targeting a very specific demographic. 0:38 Smaller markets often don't have enough people to consistently fill a room. Now some smaller markets can work, you'll just need to visit them less often. 0:47 But if you want the best chance of consistently bringing in 15 to 25 attendees, then 50,000 plus total population is your sweet spot. 0:56 Even in larger markets, you still need to rotate locations, but we'll cover that more next. Your venue should be a place people feel comfortable visiting. 1:05 Good reviews, easy to find, and easy parking. Somewhere they would choose to go on their own. Because if the venue feels rundown, confusing, or hard to access, people aren't going to show up. 1:16 Yes, even if they RSVP. This matters even more with older audiences, like retirees, pre-retirees, or anyone exploring Medicare or financial planning. 1:25 Now, one common mistake is using the same venue every single month. Instead, rotate between at least three different locations. They should be roughly 15 miles apart, and you shouldn't return to the same spot within a 60-day time frame. 1:39 This keeps your audience fresh. If you stay in just one area, the same people see your ads over and over. 1:45 They've already decided if they're coming. Having a good rotation of different venues keeps your rooms full and at a good cost. 1:52 The best event days are going to be Tuesday, Wednesday, and Thursday. The best times to host are 11 a.m. or 6 p.m. 2:00 Monday is just too close to the weekend. Friday through Sunday, people are already in weekend mode. Tuesday through Thursday is your perfect window. 2:07 11 a.m. works well for retirees, 6 p.m. works well for still working households. Both work, but 6 p.m. usually performs the best. 2:15 Let's talk about the meal portion. Across thousands of events, one thing is consistently true. Offering a meal drastically It basically increases RSVPs and show rates. 2:25 Now you don't need anything fancy. About $15 to $20 per person is plenty. You can use a restaurant with a meeting room or even bring in catering at another venue. 2:35 Here's why the meals work. Simply put, more people RSVP and more people show up. And the event feels more valuable and welcoming. 2:44 Now some people are really worried about attracting free meal or plate liquor attendees. And yes, you will get a few of those. 2:51 But you also get more qualified prospects than you would without the meal. The math works heavily in your favor. Now your ads still target the right demographic, and most people simply won't sit through a full presentation for a small meal unless they care somewhat about the topic. 3:07 Now you can run events without food, but definitely expect fewer RSVPs and fewer attendees. If you want the consistent 15 to 25 person rooms, offering a free meal is the easiest way to get there. 3:19 Your final decision is the one that truly separates full rooms from empty rooms. Those people severely underestimate how important a simple phone call can be. 3:28 An RSVP shows interest, but their interest can fade quickly. Without personal phone calls, show rates can be anywhere from 10 to 30%. 3:36 But with consistent calling, you can hit 50 to 60% or even higher. That alone is the difference between five people attending and 20. 3:45 Now there are two windows that matter the most for your personal phone calls. Windows 1 is right after the RSVP, meaning you get your email notification, you should call them right away, within minutes if possible. 3:57 They're still thinking about the event, they're still in yes mode. This call is what builds that early commitment. Now Windows 2 is the day before the event. 4:06 Now this call serves as a reminder and removes any last minute hesitation. Using a simple line like I just need a final headcount for the venue, can really give Leave this call a clear purpose and reinforce their plans to attend. 4:19 Make sure you call until you actually connect. Many people only call once. They leave a voicemail and then they move on. 4:26 That will not get you results. Need to push to have a live conversation. This is what's going to build rapport and commitment. 4:33 This doesn't mean just endlessly calling people. It does mean calling multiple times across both windows that I mentioned earlier until you reach them. 4:42 Morning, afternoon and early evening. Sure, to track your calls using the eventful phone number. Track how many times you called, when you called, whether you reach them or not, and even what they said. 4:54 Also, we'll keep you accountable. And it allows us to troubleshoot if your show rates drop. Only help you when the data is there. 5:02 Here's your checklist for consistently getting 15-25 attendees. Use a market of 50,000-plus total population, a well-reviewed venue, easy accessibility, rotate between three different areas that are at least 15 miles apart, no repeat location within 60 days, host on Tuesday, Wednesday, or Thursday, at 5:23 11 p.m. or 6 p.m. offer a free meal, call immediately after they RSVP, call again the day before the event, call until you have live connection, and then document everything in eventful. 5:35 If you follow these consistently, I promise you you'll consistently see 15 to 25 people in your event rooms.