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Host a Workshop with These 7 Crafty Practices

Why host a workshop? Well, for some, there is nothing more thrilling than sharing their love of a personal craft.

If you’re tired of trying to teach scared neighbour children about the joys of painting exotic fruit, a voluntary workshop may be your best bet. But once you have planned and promoted your workshop, you may have questions about what to actually do on the big day.

We’re going to cover these seven simple practices for stellar workshops:

  • Preparing the space
  • Greeting the guests
  • Beginning the workshop proper
  • Staying flexible
  • Zipping your lip
  • Creating the right social atmosphere
  • Wrapping up

1. Gearing up

Workshops may be small-scale things in the wide world of events, but it’s always a good idea to show up early and set up your space.

Equipment

Maybe you need to stream a tutorial video for masterful clay sculpting. Or perhaps you’ll need a projector to display your Internet browser as you show your attendees where to buy superior crafting materials.

Allow plenty of time for things like equipment setup and troubleshooting. You don’t want to be that old teacher who couldn’t get the VCR audio/video input to the dome-screen TV.

Some venues have technicians or other personnel who can help with this process. Test it all out and get your cogs grinding before the attendees show.

Run a little a demo for an invisible audience if you have to. If it doesn’t get fixed now, you’ll be fixing it in front of a live audience.

Organised workshop supplies
Don’t sit around sniffing paint–organise your workshop supplies!

The feng shui way

Pronounced “fung shway,” this concept is an old Chinese practice. In the modern sense, feng shui usually just means ergonomics.

You want your workshop location to be physically arranged for maximum productivity. There isn’t exactly a hard science here, so you’ll have to do your best to create a comfortable environment. Some factors to mess around with might include:

  • Temperature
  • Lighting
  • Chair, desk, and table spacing
  • Noise levels from the surrounding area
  • Art or posters on the walls (are they in line with the tone of your workshop?)
  • Cleanliness

Supplies

Whatever materials you need for the workshop content to flourish, be sure they are accessible and organised. Whether you are running a sewing workshop with loads of spare yarn or a board game design meetup, get all the bits and pieces laid out where they can be picked up.

And bring more than you think you’ll need. That’s always better than not having enough.

Get to the goods!

You’re lying if you say you don’t love goodies. Set the right tone for your workshop and lend a few dopamine boosts by handing out goodies at the start.

Alternatively, you can set them on desks or tables for attendees to pick up as they get seated.

These can be anything from snack bags to fun workshop tools like mini-journals or little commemorative coins. Workshops are just the right size for this kind of thing. You don’t have to launch custom T-shirts out of air cannons. Unless you want to, which we do not advise in a small space.

Tip: Have a look at this list of over 100 creative ideas for event giveaways.

2. “Greetings, earthlings”

Simple personal touches like a nice-to-meet-you are surprisingly important when you host a workshop. If you showed up early to get things nice and orderly, you can use the arrival period as a chance to issue warm welcomes.

Chit chat with the group and get a rapport going! Larger events make this a challenge, but if you host a workshop, good relationships are a centrepiece.

The formal intro

Once the ball gets rolling and the workshop begins, be sure to officially introduce yourself to the group. Your intro should cover some of the following:

  • Your credentials: How did you become the miniatures-painting pro or the local juggling giant?
  • The end goal of your workshop: What will you accomplish?
  • What sort of progress the attendees can expect to make and what their skill levels should be at the outset.

Tip: Take a look at this guide on properly introducing yourself to a small group or class.

Breaking ice

Not everyone is a fan of the evil icebreaker, but it can serve a useful purpose as you host a workshop. The point of the icebreaker is to get people talking.

Small workshop group doing an icebreaker.
Icebreakers for small groups are a powerful way to get collective creativity flowing

Icebreakers can be a great way to lower inhibitions and get the social element of the workshop really flowing. And where there is comfort, creativity can blossom for everyone to see.

Sometimes, an icebreaker can be as straightforward as asking participants what they hope to gain from the day’s session.

Tip: Not all icebreakers are strictly informative. Some are actually quite amusing.

3. Go time

This is it!

Time to put that plan to work. Make sure you outline the plan to everyone involved. Printing out a workshop schedule is essential here. Either that or share one digitally, assuming everyone will be able to access it.

Read the schedule aloud and tell your guests what they’re in for. This really isn’t so different than a teacher covering a syllabus. It can also help to explain to guests why you have chosen to order the workshop as you have.

Tip: A workshop schedule doesn’t have to be Shakespearean— aim for simple and easy to parse.

4. Bending the rules

As helpful as plans are, you can’t forget to be flexible. A rigid experience that doesn’t accommodate guests can make for a crummy workshop.

If one exercise isn’t going as planned, switch gears. Or if your attendees can’t get enough, don’t be afraid to extend the initial time allotted. Go with the flow and make the experience fun.

5. Be quiet!

There may be a tendency to over-explain and lecture, but this is rarely a good idea.

Let those baby birds flop out of their nests. You should always be available to answer questions and provide help, but if you host a workshop, it’s really about the attendees.

These folks are having fun. You want to host a workshop--not micromanage it.
You want to host a workshop–not micromanage it.

Let them experiment, make mistakes, and really dig into the content. That’s the fun part of the workshop, anyhow.

Tip: Of course you have a beautiful speaking voice, but remember that even the best attention spans wane before too long.

6. Even-handed evenings

When you host a workshop, your guests should feel like equals. If you do small-group work that requires leaders, balance this by rotating leadership roles.

And just because some guests don’t speak much on their own doesn’t mean they have nothing to say. Make sure you hear from everyone at least a couple of times throughout the day.

This is not to say you should force commentary from your guests, but it’s really helpful to simply ask individuals how they feel about the topic or current project. Small group work can also be very helpful for getting everyone to contribute, as it is easier to open up and be social in a small crew.

Tip: Trello is a simple way to get everyone on board with project goals in real time. You can keep a visual tab of how things are going throughout the workshop, and everyone can contribute.

7. Be summary

Wrap things up by covering everything your workshop did. Make sure that your attendees realise they got their time and money’s worth from your session.

This can leave guests with a sense of accomplishment (and a desire to recommend your workshop to their friends). Don’t forget to remind everyone where they can get signed up for the next workshop!

Tip: End on a fun and memorable note with this workshop-finishing routine.

Closing shop

What are some of your favourite strategies when hosting a workshop? Let us know in the comments below!

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14 Ideas for Creative Event Signage

Event signage is great for giving directions, promoting a brand, or simply providing guests with some entertainment.

In this guide, we’ll go over…

  • Why you need event signage
  • What to think about before you order signs
  • The different types of event signs available
  • Some tips on sign placement

Read on to learn about how you go about branding your next event effectively.

Why do you need signage at events?

Chances are that you’ll need at least a sign or two no matter what event you’re organising. Smaller events will naturally need fewer signs than big conferences and festivals.

Here are some of the areas you’ll typically require signage for at an event:

  • Entrances
  • Registration area
  • Queues
  • Food and drinks
  • Toilets
  • Stages
  • Information points
  • Mobile charging stations
  • Smoking areas
  • Exits (both regular and emergency)
Event signage: Directions are always appreciated by your guests.
Directions are always appreciated by your guests.

You might also want to use signage to supplement the following:

  • Event branding
  • Event schedule
  • Venue map
  • Health and safety warnings
  • Social media handles and hashtags

Tip: Canva has a lot of free event signage templates you can use and customise for your event.

What to think about when it comes to event signage

Because there are so many different kinds of event, there will also be different requirements for event signage. Here are some of the things you should consider for your event.

1. What is the aim of the event?

The purpose of your event will largely determine what signage you’ll need. A business conference will need sponsor signage, whereas a fundraiser will need signs promoting the charitable cause.

2. Where will the event be held?

Whether your event is held indoors or outdoors (or both) will also determine the kind of material your signs should be made from. Outdoor signage needs to be durable and weatherproof.

3. When can you access the venue?

It’s great if you can access the venue and put up signs before the event. If that’s not an option, then ask for a map of the venue so you can plan where to hang signs on the day of the event.

4. Who will be attending your event?

You should always keep your audience in mind when you plan your event. That goes for signage, too. If you’re inviting business clients, then they should be wowed by the branding. If you’re inviting the press, then they’ll need all the necessary information.

5. How long is your event?

If you’re hosting a music festival, a business conference, or a trade show, it might last more than one day. In that case, you should consider digital displays that can show different information every day of the event, such as the daily programme.

Digital displays are great for longer and recurring events.
Digital displays are great for longer and recurring events.

6. Is your event recurring?

On the same note as events that run over several days, you should consider whether you’ll organise or attend a similar event in the future. If you are, then it can pay off to invest in durable signage that’ll stand the test of time.

7. Is it a shared venue?

Trade shows and conferences are shared spaces where everyone is competing for attention. If you’re sharing the event venue with others, it’s important you place emphasis on signage that helps set you apart from everyone else.

Types of signage

Now that we have an overview of what signs you’ll need and you should consider before ordering them, it’s time to look at the types of signage available.

1. Hanging banners

A hanging event banner is one of the simplest and most effective forms of signage you can put up. You can get them in durable and weatherproof vinyl, and they’re very affordable, too.

2. Banner stands

If you’re not able to hang a banner, then a banner stand is your next best option. They’re portable and easy to set up, so you can move them around from one event to another.

3. Floor graphics

Floor graphics can add another dimension to your event. They’re also excellent as a way of providing event guests with directions to important parts of the venue.

4. Table signs (and throws)

If you’re short on space, then why not let the furniture double as your signage? Table signs are great for weddings and conference registration tables. You can also use branded covers as an alternative.

5. Hanging ceiling display

How often do people actually look directly at the ceiling. Well, if you’ve put up a massive ceiling display with a branded message stretched out over everyone’s head, then they might just take a look.

6. Digital signs

We’ve covered digital signs earlier in this article, and with good reason. They’re expensive upfront but look very impressive and can be reused for any occasion.

7. Exhibition booth

Although an exhibition booth is not a sign per se, it hasn’t stopped numerous exhibitors from using it that way. Booths are a great way to carve out a small corner for your business when you exhibit at a conference.

8. Backdrops

If you’ve ever been to a concert with your favourite band, then you’ll likely have seen some impressive backdrops. They’re not just good for music events but work as selfie walls too.

9. Vinyl wraps

Anything can be turned into a sign with vinyl wraps. You’ve probably spotted a vehicle or two using them, but they can adhere to pretty much any smooth surface you can think of.

10. A-frames

If you’d like something a bit less wavering than a banner stand, then try the good old A-frame. It takes more than a gust of wind to knock down, and it’s got plenty of room for information.

Event signage: A-Frames are still cool.
A-Frames are still cool.

11. Graffiti wall

A more unique way to promote your event is with a graffiti wall. Partner up with a local artist and have them create some custom art. Remember to include any social media tags in the artwork.

12. Balloons

You’d be hard-pressed to make balloons stay still and face the same direction. But they still make for a great event branding opportunity. Stick your logo on them and up, up we go.

13. Projections

If you’re not allowed to print on the walls and furniture and don’t have the budget for a digital sign, then go for a projector. All you need is a big flat surface like a wall, floor, or ceiling.

14. Handwritten signs

Finally, you can go completely old school and write your sign by hand. It has a certain charm to it, which is why this method is used by so many restaurants, bars, and live venues.

Additional tips for event signage placement

Some of the signage we’ve gone through can only be used in certain ways. You can’t hang an exhibition booth from the ceiling. (Well, you can try…)

Here are some additional tips for event sign placement:

1. Use nature

Hang signs from trees or lean them up against rocks rather than set up wooden or metal poles.

2. Think big

Use big signs so they can be seen from a distance and grab people’s attention.

3. Foot traffic

Place signs where people walk or have idle moments, such as stairs, escalators, and elevators.

4. See-through graphics

Use see-through graphics to turn windows into signage and help block annoying glare from the sun.

5. 360 graphics

Use a bottleneck point like the entrance hallways to place a sign that surrounds your guests completely.

6. Barriers and queues

Help your guests pass the time by providing them with useful information when they’re waiting to get in.

Make queuing more interesting.
Make queuing more interesting.

That’s a wrap

There’s plenty of scope for creativity when it comes to event signage. Everything can be turned into a sign with a bit of imagination and experimentation.

Do you have any experiences you want to share with fellow event organisers? Drop your ideas in the comments below!

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15 Creative Ideas for Exhibition Stands (+Design Templates)

Exhibitions and trade shows are typically very busy and crowded. That’s why companies are always scrambling to come up with creative ideas for exhibition stands.

If you’re also wondering how to attract visitors to your exhibitions stand, you’ve come to the right place.

We’ve put together a list of 15 exhibition stand tips that’ll help you stand out.

1. Offer free Wi-Fi

You’d be surprised how many exhibition centres still don’t have good Wi-Fi. That’s bad news for them, but great news for you—because now you can use it to draw people to your stand.

Tip: Read this article on how to offer free Wi-Fi to people visiting your exhibition stand.

2. Provide refreshments

You don’t have to reinvent the wheel when you design your exhibition stand. Nothing can draw people to your exhibition stand like the smell of freshly made coffee and tasty cookies.

Creative ideas for exhibition stands: Offer refreshments.
Offer refreshments.

Tip: You can rent a coffee machine specifically for exhibitions. Some of them even come with their own barista!

3. Make a presentation

Your exhibition stand is not just some pretty visuals and a logo. It can quickly be turned into a platform for you to present the latest industry knowledge or showcase a new product you’re offering.

Tip: Read up on the best practices for hosting a presentation at your exhibition stand.

4. Live stream it

An exhibition centre can only fit so many people inside of it. But that shouldn’t stop you from sharing what’s happening at your exhibition stand with the rest of the world: Live stream it!

Tip: Read our guide on how to live stream your event (also works for exhibitions).

5. Host a competition

Gamification is a buzzword you’re likely familiar with. The best exhibition stands should invite interaction or friendly competition. Attract more people to your stand by hosting a contest. Why not make the prize one of your products or services?

Tip: Check out these exhibition stand competition ideas to get some inspiration for your own.

6. Live tweet the exhibition

If you don’t have the equipment to live stream the exhibition, why not live tweet it instead? Use your own hashtag and have you offsite team engage with tweeters if you’re too busy at the stand.

Tip: This article goes through everything you need to know to live tweet from the exhibition.

7. Provide a workstation

Another feature exhibition visitors will appreciate is a workstation. Provide them with a space to send some quick emails and organise their schedule. (And don’t have your sales team approach them until they’re leaving.)

Tip: You can find some very affordable exhibition workstations at Discount Displays.

8. Offline likes and tweets

You can use the exhibition as an opportunity to boost your presence on social media. Provide visitors with a QR code or NFC tag and have them like or tweet your product or service.

Creative ideas for exhibition stands: Use QR codes for offline social media engagement.
Use QR codes for offline social media engagement.

Tip: You can quickly and easily create your own QR code by using an online generator.

9. Bring a tablet

Tablets are handy at exhibitions for several reasons. You can give a product demonstration, ask visitors to fill out a survey, or use the tablet to collect contact details.

Tip: Install one of these apps to help you capture leads at exhibitions and trade shows.

10. Use VR and AR

If a tablet seems a bit too yesteryear and you’ve got a big budget, why not try some virtual or augmented reality? These can give you a whole new way to showcase your product or service. Make yours one of the cool exhibition stands.

Tip: Read this guide on how to use VR at exhibitions the next time you’re setting up.

11. Give away free swag

It’s no secret that people like free stuff. Branded swag is an excellent way to make visitors remember you, as well as make them promote your brand to other people. Just don’t give away pens; it’s cheap and outdated.

Tip: Find some inspiration in this list of over 100 different exhibition giveaways.

12. Set up a photo booth

Although everyone has a camera in their pocket, photo booths still have a certain appeal. You can keep them modern by using technology to enable live posting and streaming from your booth.

Creative ideas for exhibition stands: Set up a photo booth.
Set up a photo booth.

Tip: Look at these creative ways of setting up selfie walls and photo booths at exhibitions for inspiration.

13. Donate to charity

Why not combine the trade show with a charitable cause? You could donate a certain amount of money to a charity for every visitor that checks in at your exhibition booth.

Tip: You can search the government’s charity register to find the ideal good cause to support.

14. Launch a product

Exhibitions are an excellent opportunity for you to launch a new product or service. After all, that’s what the attendees are there for: to see and hear about new things they didn’t know existed.

Tip: Read this in-depth guide on how to launch a new product at an exhibition or trade show.

15. Host a Q&A session

An exhibition is also a good way for you to engage with the public and answer any questions they might have about you, your company, and your offering. Host a session where visitors can ask you anything.

Tip: This guide details how to host a Q&A session at a conference, but it can also work for an exhibition stand.

Exhibition stand design templates

“This is all well and good,” you may think, “but how do you design the booth itself?” Glad you asked.

We’ve pulled together some websites where you can download free exhibition stand design templates in Photoshop, Illustrator, and PDF formats.

Check them out below:

You can use these to craft your own design. Alternatively, you can hire professional designers to help create your exhibition stand. Here are some designers to get you started:

Exhibition stand examples

If you’re looking for purely visual inspiration for designing your exhibition stand, here are a few great places to start:

The above should give you plenty of exhibition stand examples to spark new ideas for your own stand.

Conclusion

There are many ways you can stand out at exhibitions and trade shows. But no matter how cool your design is, and how fancy your technology is, nothing beats human interaction.

Make sure your staff are energetic, welcoming, and engaging. A personal touch will go a long way to make people remember you, your company, and what you’re offering.

Happy exhibiting!

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The 10 Best Event Apps (And How They Can Augment Your Event)

Event apps are becoming increasingly popular, and consumer expectations are greater.

It is no longer enough to simply plan an event and sell tickets. You need to augment the experience.

According to an EventMB poll, 46% of companies are already using event apps. (And a further 26% are considering to implement them in the future.)

Read on to find out how you can get involved and start using an event app today.

Why do you need an event app?

The sun is setting on the age of printed media. An app gives you the freedom to react quickly in an ever-changing landscape.

1. Improve communication and interaction

Apps can deliver promotional material and updates directly to the pockets of your attendees. Real-time interaction allows you to react natively.

Plus the thoughts and opinions of your attendees can help shape your event.

2. Foster a loyal community

Open up the conversation with your attendees. Through an app, you can build relationships and shape their journey. Apps can help you:

  • Gather feedback through polls and questionnaires
  • Grow engagement with competitions and games
  • Let people easily connect and network

Tip: Read these tips for some inspiration on how to foster community loyalty.

3. Keep your sponsors happy

You and your sponsors benefit from utilising an event app: You can easily identify your audience, build better relationships, and increase revenue.

Tip: If you’re not already courting potential sponsors for your event, read our guide on how to get started.

Which app developers should you go with?

You’re sold on the concept, and you’re ready to get involved.

But where do you start?

Gone are the days of finding specific apps for specific tasks. Now, apps are all-encompassing and provide everything you need in one place. This benefits attendees, event partners, sponsors, and event teams alike.

There are a lot of companies out there, and they all provide many of the same features. You can expect personalisation, networking, interactive maps, analytics, and more.

That can make it all the harder to decide which app is the best one for your needs. Don’t worry, we’ve done the legwork for you.

Tip: Sign up for the Event App Bible to get a comprehensive guide on all the app developers.

The best one-stop event apps

These apps will be valuable to you regardless of the type or size of event you’re organising.

1. Whova

Whova is the most popular event app on iOS and Android (and the winner of The People’s Choice Award at the Event Technology Awards 2018).

The developers promise to make your attendees ten times happier. Whova aims to help you build your brand by improving interactivity and audience participation at events.

Best event apps: Whova.
Whova tops the list of the best all-round event apps.

They also claim to reduce the time spent on managing event logistics by up to 60%, so you can focus on what matters.

With great additional tools for sponsors and exhibitors, you can’t go wrong with Whova.

2. EventBase

EventBase is the big kid in class and is one of the leading event platforms in the world. It’s positioned as the app for premium brands.

EventBase team works with some of the largest tech brands in the world, including Microsoft and Dell. Their app is in use at the Sundance Film Festival and even the Olympics.

Best event apps: EventBase.
EventBase takes the “premium” route.

EventBase covers the full spectrum of events. Whether you are looking to put on an enterprise event or a festival, EventBase can deliver.

The app offers all the premium event features, so EventBase is another safe choice.

3. Aloompa

Aloompa pride themselves on innovation. They provide products for music, sports, food, conference, and community events.

One of the key selling points for Aloompa is their emphasis on integrations with big names like Spotify, Facebook, Instagram, and many more.

Best event apps: Aloompa
Aloompa covers a broad range of event types

Aloompa comes packed with great features like brand and event customisation and interactive maps. “No Signal Required” is a unique feature that allows people to navigate the app offline.

With a cheaper price tag, Aloompa makes for a great choice for events of all sizes.

The best conference and workshop apps

The conference and workshop space is more crowded, and there are plenty of great providers to choose from.

1. Attendify

Attendify lets you design your very own event app from scratch. You simply follow a step-by-step process to select the features you want in the app. Then you add content related to your event. Their team places an emphasis on gathering and using data to improve your events.

Best event apps: Attendify
Make your own event app with Attendify

Attendify claim to offer unrivalled value. With their flexible pricing for events of any size, they may be right.

2. Pathable

Pathable’s mantra is “Easy to use, even easier to manage”. Their website makes it quick and easy to understand what you’re getting.

Best event apps: Pathable.
Pathable offers a range of features

They separate everyone involved in events into three groups:

  • Attendees
  • Exhibitors / sponsors
  • Event planners

This helps keep the features and benefits clear.

Pathable understands that your brand matters at conferences. That’s why when they create your app, it is yours—with your brand front and centre.

3. Guidebook

Guidebook’s mission is to make it simple to create and manage your mobile app with an easy-to-use event app builder.

Best event apps: GuideBook.
Guidebook offers an easy event app builder

The app allows you to edit content from anywhere in the world and to easily collaborate with your team.

With the Customer Service Department of the Year Award (Stevie Awards 2019), you can count on them to be there to help you out.

4. Socio

How would you like “an event app your attendees will actually enjoy using”?

Best event apps: Socio.
Create a branded event app with Socio

Socio’s event app builder offers intuitive drag-and-drop functionality, which makes it pretty hot competition.

Socio also prides itself on guiding organisers through the process with world-class customer support.

The best event apps for entertainment

All work and no play makes for a dull day. That’s why we’ve included a few event apps that focus on entertaining the attendees.

1. Festivality

This app is “bringing festivals and events to mobile” and focuses on delivering entertainment to the palm of your hand.

Festivality.
Festivality is for events like…festivals.

The app powered the Tallinn music festival, one of Europe’s largest music festivals. But Festivality supports a range of entertainment events including music and film, food and wine, as well as live sports.

Their team led the way in the use of mCommerce and secure mPayments for festivals. Attendees can buy festival passes and book associated restaurants straight from the app.

2. Blispa

Blispa caters to museums and galleries, games and trails, but also events and festivals—with a focus on the attendees.

A unique selling feature of Blispa is their beacon-triggered app.

Blispa.
Deploy beacons with Blispa

You can deploy low-energy Bluetooth beacons all around your event. When an attendee is close, these beacons will trigger content of your choosing. Blispa emphasises interaction in the form of games and timely content.

This provides a great opportunity to augment your attendees’ experience.

3. App & Map

This is the smallest organisation on our list, but by no means are they worse for it. (And with a price of $39 a month for small events, they are a steal.)

Best event apps: App & Map.
App & Map holds its own against the larger apps

App & Map’s standout features are the custom interactive map and photo sharing. The latter feature is supposed to drastically improve engagement by increasing the amount of shared photos by up to 300%.

It’s a handy app that allows users to share their—and ultimately your—best moments from the event.

Conclusion

A good ticketing platform is not the only app you should consider for your next event. As you can see from our list, there’s plenty of ways to augment the experience for everyone.

Hopefully, you’ve been inspired to try out a few of these. Let us know what you think of them in the comments section below.

Happy app’ing!

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How to Live Stream an Event on Instagram in 14 Easy Steps

There are many reasons you should know how to live stream an event on Instagram. The first one is that Instagram is the social media platform with the largest organic reach.

That means you’ll be able to broadcast to a large audience for no money at all. That’s music to the ears of any event planner with a limited budget.

Instagram is also home to a younger demographic. So if that’s the audience you want to attract, Instagram is a must.

Finally, there is any number of things that could prevent people from attending your event in person. They could be busy, in another country, or—hopefully—your tickets are sold out.

So today we’re going to teach you how to live stream an event on Instagram.

We’ll cover the following points…

  • How to prepare for your live stream
  • How to actually begin the live stream
  • Which Instagram Story settings you can configure
  • Who can view and comment on your live stream
  • How to allow others to share it as a message
  • What to do once you’re live
  • Optional steps like face filters and team members
  • How to share your video once you’re done

Hopefully, your event is highly Instagrammable, so let’s dive right into it.

How to live stream an event on Instagram.
How to live stream an event on Instagram. Image credit: Daily Dot.

1. Check WiFi and phone camera

You should make sure you have a fast and stable WiFi connection before you go live. Nothing can make you lose momentum more than a buggy connection. Check also that there are no smudges on your phone or tablet camera.

2. How to start a live video on Instagram

Open the Instagram app and tap the button with your profile picture that says “Your Story”. Alternatively, you can tap the camera button in the top left corner of the screen.

3. Choose the Live option

You’ll now access your camera where you can choose between several options. We don’t need Normal, Boomerang, Rewind, or Hands-free, so swipe left to the Live setting.

4. Access your Instagram Story settings

You are now able to go live, but hold your horses for a moment. Before you start the stream, you should check the Instagram Story settings. Tap the gear icon in the top left corner to access them.

5. Choose privacy settings

Under the Instagram Story settings, you’re able to change who can see your live stream. You can hide it from specific people, which can be handy for a private event. You can also set who is able to reply to your story: everyone, people you follow, or no one. Tap “Done” once you’ve made the changes.

6. Allow your stream to be shared

Instagram also gives you to option to let other people share your live story. That’s a handy feature because your live stream can be sent as a direct message to others. Because Facebook owns Instagram, you can also opt to share your Live Story on Facebook.

Tip: You should encourage the guests at your event to share the event stream with their friends who couldn’t make it. They’ll be well jel.

7. Go live!

You’re now officially ready to go live on Instagram. Tap the button that says “Start Live Video”, and then you’ll get a three-second countdown. Your followers will automatically be notified that you’re streaming live so they can tune in.

8. Interact with your viewers

Once you’ve gone live, you’ll be able to see how many people are viewing your live stream. Comments will appear at the bottom in reverse chronological order. You should do your best to respond to as many as you can—they’re the reason you’re live streaming in the first place.

9. Get real-time insights

If you want more information on how many are watching your live stream (and who), then tap the eyeball icon in the top left corner. Instagram will give you a view-count in real time.

10. Add a face filter (optional)

Tap the smiley face icon to access Instagram’s face filters. Whether or not you use any of them depends on the kind of event you’re hosting. Maybe dog ears and butterflies aren’t appropriate for a business summit broadcast.

11. Add team members (optional)

You’re able to add a friend to your Instagram live stream. In the context of your event, that friend will probably be a team member. It can be useful if you’re hosting a big event and want to cover two separate parts of it at the same time. Tap the icon with two smiley faces and then select who to add from your friends list.

12. End the live stream

You can broadcast your event for a total of 60 minutes. After that, Instagram will cut your live stream. So make sure you end it properly and thank your followers for watching. Tap the End button in the top right corner of the screen to finish the live stream.

You’ll see the final statistics of how many watched, as well as their profile pictures. Use these insights to better target your Facebook and Instagram event ads.

13. Save your video (optional)

Most other social media platforms give you the option to save the live stream video on your phone. Instagram does it automatically. Therefore, you should make sure that you have enough free space on your phone or cloud drive.

Once you’ve saved the video, you can easily upload it to other social media platforms like YouTube. You can also chop up the video into an event highlight reel that showcases the best part of your event.

14. Share your video (optional)

You now have the option to share your live stream video as a regular Instagram Story. That gives people an extra 24 hours to watch it if they didn’t make it for the live broadcast.

You can also turn the Instagram Story into a Highlight, which means it stays on your profile until you remove it. That will be very useful for promoting future events of the same kind — people can already see what they can expect before they buy a ticket!

Get ready to stream

Instagram is a great way to reach a broader audience than you normally would. However, as social media platforms go, it’s a bit more limited than others.

YouTube and Twitter, for example, don’t have a time limit on live streaming. Then again, Instagram allows for much more accurate targeting with ads.

Which platform you choose to live stream on is a matter of taste. A good rule of thumb is to broadcast on the platforms where your target audience spends their time.

Happy Instagramming!

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How to Host a Wellness Event with a Healthy Outcome

When you imagine hosting a wellness event, what comes to mind?

Maybe a crew of meditating monks sit cross-legged in states of pure zen. Or excited guests relish the shock of unbelievably tasty low-calorie vegan burgers.

Whatever comes to mind, we can assure you of this: A wellness event doesn’t host itself!

Even bona fide wellness event gurus can’t sit around waiting for reincarnation. A good event requires good planning and promotion. Not to mention a great host at the centre of it all.

Let’s cover some tips for hosting a wellness event, including:

  • Digital tools
  • Team organisation
  • Venue preparation
  • Guest experience
  • Logistical planning
  • Packing it all up

Digital tools of the trade

You can make life way easier with the help of digital tools. Especially tools aimed at wellness events. Ticketing websites—like Billetto—can be a great resource here.

On the day of the wellness event, you’ll be able to use your ticketing website to help with prep work and guest check-in. This includes:

  • Printing out your guest list and sharing the details with your team
  • Selling tickets at the door with box office software (iPads work great for this)
  • Scanning tickets with your smartphone or tablet (Billetto has an app for that)
  • Reaching out to guests with ongoing updates, if needed

Tip: Here’s a great tool for appointment scheduling during wellness events.

Captain your wellness team

Group partnerships with health organisations are common in wellness events. For that matter, event volunteers are also typically attracted to this sort of thing. That means very few wellness events go off without a strong team effort.

a team like this is a necessary component in hosting a wellness event
It takes many hands to create a truly memorable wellness event.

Shortly before your wellness event begins, it’s important to go over the battle plan one last time. This is an excellent opportunity to introduce the event programme, which all the organisers can reference and discuss.

This meeting can include a recap of various duties and other info:

  • Guest greeting
  • Schedule control
  • Emergency planning
  • Event coverage for social media

Get focused

The team should always be at the ready with information relevant to your wellness event.

For instance, if your wellness event targets healthy dieting, the team should be prepared to answer questions about proteins, carbs, and calories. Or if meditation is the theme, some staff should be prepared to gently assist guests with basic meditative techniques.

Tip: For maximum event prep, consider designing a cool event programme.

Venue prep

Wellness events can require a good deal of setup work. If your location isn’t ready, neither are you! Be sure you know when the venue is available for prep. You’ll want to get started as soon as possible.

What to set up

Depending on your style of wellness event, you may need to get certain equipment set up:

  • Health-screening stations
  • Exercise equipment
  • Sports and game accessories
  • First aid stations
  • Healthy food cooking class accessories or buffet tables
  • Wellness merchandise and vendor booths, if any. (Stress balls, anyone?)

Your partner organisations may have also requested that their promotions be set up. Keep those relationships strong by honouring that and helping to make their presence known.

Don’t be shy

Start off the guest experience with good vibes. This is always important, but especially so when you host a wellness event.

It all comes down to—you guessed it—wellness! Make your guests feel good with a hearty welcome. This can be as simple as standing at the door and literally saying, “Welcome.” You don’t have to say it in a weird zen voice, either.

Tip: Here are some sweet ideas for making guests feel most welcome.

What about early guests?

One thing to avoid is waiting times outside the event itself. This can be avoided by opening the doors a little early to allow guests to filter in and start enjoying themselves right away.

Make sure there are things to occupy them, though! Health screening booths are an easy way to keep early guests occupied. Healthy buffets can also bring good vibes and help guests feel at home right off the bat.

Tip: Early or late, guests should always feel welcome during the check-in process.

sign welcoming guests to a wellness event
Always make your guests feel welcome.

Logistics and being in the know

You don’t want anything getting out from under your sharp host awareness.

Always check in with presenters, vendors, and other booth personnel on the day of. Think of that scene in Star Wars Episode IV: “Red 10, standing by. Red 7, standing by…”

Here are a few items you might want to double check before go time:

  • Is all the food fresh and looking good? Ready for serving?
  • Is health screening or similar equipment in working order? (Consider personally testing this stuff)
  • Is there anything lingering around the venue that might clash with the wellness vibe? (Dirty bathrooms, junk food wrappers from somebody’s lunch, and so on.)
  • Do you have backups in place for bad weather? (A lot of wellness events use the outdoors.)

Say cheese!

As you host a wellness event, think in terms of the future. Images and video from this event can be used to advertise future ones.

For fitness-oriented events, you can sign guests up for before-and-after shots. A lot of health and fitness groups use this strategy, revving up motivation by taking two pictures with a year in between.

You can eventually share these images on your website and social media: “My commitment to fitness all started with Healthy Guy Fest 2019…”

Other pics to snap

Make sure you also end up with plenty of images featuring things like:

  • Delicious health food
  • Fun physical activities
  • Kids learning about wellness
  • Smiling staff and guests

The idea is to capture as much joy as possible here. It’s about wellness after all, so make sure you have staff on the hunt for fun to capture!

Tip: Learn more about the art of the before-and-after photos – and share these tips with guests if they want to try it on for size.

All about the audience

As you gear up to host a wellness event, things can get complicated. But in true wellness fashion, it is helpful to meditate on one thing:

This event is about the guests.

Don’t let your planning frenzy get in the way of a great event. All good health and wellness events come from a place of service.

Service to the event goers, whose lives should be improved by attending. Even if just a little bit.

Tip: Don’t just tell your guests they’re important, show them.

Building something truly great

If this is your first wellness event, it can feel pretty stressful. Focus on the basics of bringing in the guests and making them happy. If you can get the hang of this, you will gain experience for the next occasion.

Over time, your annual wellness event can slowly blossom into a wonderful thing.

Tip: Keep some of these ideas for throwing an awesome health fair in mind as you build your perfect health and wellness event over time.

Pack it up, pack it in

You knew this was coming. Cleanup, cleanup everywhere. Just like the old song: Everybody, do your share…

You don’t actually have to sing that.

Once this event ends, though, there is plenty to tear down and spruce up. The last thing you need is a reputation for lazy leftovers. Wellness events are all about inner and outer cleanliness. This applies to the environment, too!

a broken cleaning stand on the floor
Cleaning isn’t a thrill, but it’s an important factor when you host a wellness event.

Be sure you have prepared efficient waste disposal methods. You’ll want to look into compost and recycling options as well. You never know where publicity will come from. A wellness event famous for putting recyclable goods in the rubbish may struggle to deal with that public image.

Healthy bodies, healthy environment.

Tip: Event cleaning services can make things way easier on you.

A host of things to think about

Keep our guide close at hand as you host a wellness event, and you’ll be in solid shape.

Comment below with your own suggestions and experiences…or anything else you have to say about wellness events!