Event Management 101

In a past blog I said the first part of planning an event is to choose a date and a venue. But that’s not entirely accurate. Before you can choose your date and your venue you need to understand why you are organizing your event. What are the event objectives?

It’s important to define your event objectives because that will shape what kind of event you produce. The event objectives are important to understand because they help you choose the proper event style.

Event Styles
  • Award shows
  • Board meetings
  • Business meetings
  • Client appreciation events
  • Concerts
  • Conferences
  • Conventions
  • Corporate shows
  • Employee appreciation events
  • Executive retreats
  • Fairs
  • Festivals
  • Gala fund-raising events
  • Incentive travel
  • Pop-up events
  • Product launches
  • Product placement
  • Seminars
  • Special events
  • Sporting events
  • Tasting events
  • Teleconferencing
  • Trade shows
  • Webcasts
  • Weddings
  • Workshops

You can design the event once you have set your objectives and determined the best style to meet those objectives.

The next step is to determine the scope of the event, which is dictated by money and objectives.

In my next post I’ll discuss more about defining event objectives, budget, vision, and more.

More Billy Gene notes

The G.E.N.I.U.S process

G – get information

What does your company do? Explain it to me like I’m in the fifth grade.

How long have you been in business?

How many employees does your company have?

What products/service do you sell?

What are the prices?

DJ example

Birthday parties

Sweet 16

Bar Mitzvah

basic price is 1,800

comes with all sorts of stuff

4 hours of performance times

2 dancers, engage to crowd. Keep people moving.


Do you have any videos that you can show?

Everybody says they are the best DJs

Do you have videos?


Is it a community where everybody knows everybody?

How long have you been in the game?

6 years

How many jobs have you done?


What kind of… competitively speaking… where is your price compared to your competition?

I’m on the lower-end of the higher-end?

Do you have an event upcoming?

My next event is New Years.

Does this happen a lot? You are DJing at one party and one of the mom’s asks you to do their party?

Yes. I get a lot of word-of-mouth and referrals.

OK, so. This is 1000% of what I recommend. A strategy for your New Year’s promotion. So that we can kill.

One thing. We want to stick around… Im thinking in the future. Making a course about how to do Facebook ads for DJs… you want to understand that most the people you work with only work with people and businesses they know.

We need to get the email addresses of every single parent that come to this event. We need to come up with a way to do this right now!

How many people are going to this NYE event?

75 kids and 200 adults.

Are you capturing data on any of them?


You mention you do raffles. Lets leverage that. Lets say you go to this thing and you can get all 200 of those people and you can get the email address they log into FB with. You can run advertisements – video ads -to them on IG and FB. And you can reach all of them on $5 per day.

Have a raffle. Like my pages. So you can advertise you can to your followers. Then ask what email they log into Facebook with. Using Lead Pages and creating landing page. Insert the raffle here. Re-direct them back to the same page.

The dancers, make sure it their job to get every person that shows up. Don’t be salesee. But, “Dude, you gotta be a part of this raffle. It’s the cool thing.”

Current offer: two $50 off giveaways. Lighting package.

What I recommend is: don’t seperate anything. You can sell them whatever you want on the backend. What we don’t want to do with people that don’t know you very well is “Damn, I need a DJ and now this person is trying to up-sell me.”

At the New Year’s event, have a raffle. Want me to DJ your next event? 50 percent off. Once we have their email address, we are going to get them. And every time they come on to FB from this point out, they are going to see you.

Also, hit up your previous customers. Run an ad directly to them and their friends.

But, I don’t want you to discount your prices. I don’t think you need to. Let’s just ask them. When’s your next party…

Opt-in page… we need name, email, phone number, and month of child’s birthday. Now you are going to understand how to prioritize your follow-up. If you get a bunch of leads, but half the leads bday is in November, which might be 11-months away, you want to focus on the nearest months.

Recap these steps:

Jan 1, you go there. You get every single person in that raffle. Period. They can win what hook you are offering. I would raffle a prize.

Then as soon as you leave there you are going to run an ad to the people on IG and FB. We are going to make a 30 sec clip of the event they were at. You need to get somebody who is gonna film the New Years event. Then use that footage to make a 30 second short. “Wanna do your’s too?” Send me a text. I say text because it’s a small community.

Once you do this strategy in Jan, then do it at every one of your events. Have somebody film it. Have people join the raffle. Have them like your FB page. Market to them at $5 per day with FB and IG video ads. Do it at every single one of your events and you have a repeatable process every time. This will get you more business than ever before.

Use a software called Camtasia – it’s free to download.

The video only goes on the ad.

For this strategy, I wouldn’t have a landing page. We already have their data. I want them to text us. I’m not sending them to a landing page. For this call-to-action is to have them text you. That’s how you make your sale.

You do this three times, and you can begin marketing this stuff to other DJs.

Remember, you have their name, email and phone number. You can send a weekly email. You can send the email follow ups based on when their birthday is. 6-months out, once per week. 3-months out, two times per week. Here is the lighting show we did at “John’s” party. Here are the games we played at “Joe’s” party.

Retarget people who have seen your video. Gather the data. Pixel them. “Hey, you’ve seen our parties, how come you haven’t booked us yet?” You are tracking these folks through FB analytics.




Billy Gene advertising video notes

Day 1, Skill 1

The fortune is in the follow-up

You have to understand how the sales process works

most people who visit you the first time will not purchase

where people drop the ball with follow up is – you follow up with the same crap

Everything you follow up you need a new reason

All of the sales will not be made in that first intro

They will be made in the follow up

Using technology, we found a way

BLAB – allows you to web chat with people

We hosted a live Q/A for people who haven’t signed up for our webinars

We followed up using BLAB

Here is how it went:

How do I get my first client?

What size budget do I need for FB?

$5 per day.


Thoughts going into the week of July 17

Every day is a big day for me as I continue to figure out what I am going to do to make money and support my family.

I started a digital marketing company called buzzGIANT.

buzzGIANT’s first client is the Cannabis Classic. Here is the plan for the Cannabis Classic:

The first thing I need to do is upload our email list into FB so we can begin showing our ads to this group. This group will like and comment on the content. At that point, the ad will be primed to begin showing to a broader audience.

  1. get www.wintheclassic.com
  2. design the landing page
    • create video
    • offer – “enter name and email for 50% off your first entry”
    • highlight value for breeders and growers – “differentiation, recognition, brand awareness”
  3. build a FB ad
    • video?
  4. run ad on FB and Instagram
  5. click-through to landing page
  6. visitors are offered “coupon for 50% off their first entry.”
  7. insert pixel on the landing page to re-market to visitors who don’t enter their emails
  8. insert pixel on the “thank you” page to re-market to the visitors who enter their emails but don’t register
  9. consider having an expiration to the 50%-coupon offer.

Complete the same sequence for the judges.

  1. get the domain name judge the classic dot com, classic jury duty dot com, etc.
  2. design the landing page
    • video – include footage of past judges kits, entries, etc.
    • offer

And then, follow the steps outlined above.

OK, that’s the role of buzzGIANT. To manage the digital marketing for the Cannabis Classic.

In the meantime, I’m also teaching myself some new languages: programming languages. Here is the order in which I’m learning the new languages:

  1. HTML5/CSS
  2. JavaScript
  3. C++
  4. Python
  5. Ruby

I anticipate each language is probably going to take me 10-12 weeks to learn. It’s a marathon. Not a race. I need to continue to learn new skills. I think programming skills are important to have.

I’ve spent July getting certified in Google AdWords. I’m in the process of finishing up my course study guides. Once I’m done with the course guides then I can take the exams, which are 100+ questions per topic. Upon completion, Google offers certifications. Those are the skills I’m honing currently.

Anyways, my goal is to spend an hour per day studying and working towards my Google certifications; an hour to two hours per day learning computer programming language(s); and two hours per day writing my event management guide. Admittedly, I’m a little behind on that project right now. But I’m thinking about the content each day. I’ve been adding to the book little-by-little each week. But I need to do more. And I will.

In addition, I need to continue to exercise and eat properly. Eating right is the most important thing for me to do, yet, it’s one of the hardest. I love eating chocolate and drinking pop. It makes me feel good at the time, but makes me feel terrible directly afterwards.

It sounds like a lot to do, but it’s no more than any other person is working on. Life is hard. Life is busy. Life is full of choices and options. It seems my biggest weakness and threat to my success is being divided; not focusing in on one thing and becoming an “expert” at that one thing. I hope I find that “thing” soon. I don’t know if it’s finance or real estate or flipping properties. I’m not sure what it’s going to be. But I think the key is to keep grinding. Keep trying. Keep networking. Work hard. Be opportunistic. And keep moving forward. I know I can do better on all of those things. And I will. Change is near. Change is near.

D.I.E.T – Doing It Every Time

I hate dieting. The idea of it makes me sick. I’d rather adopt a new lifestyle. If I’m dieting, the only thing I’m thinking about is when the diet ends.

That’s why eating right is a daily thing. It’s something you have to commit to. It’s not dieting. It’s a lifestyle.

For me, I avoid certain foods. Not always, but I do my absolute best not to consume any of the following foods:

  • bread
  • cheese
  • milk
  • potatoes
  • grease
  • mushrooms
  • peanuts

I’m not perfect. But I do a really good job of not eating much bread or dairy.

One book I really enjoy is “The Cardio-FREE Diet,” by Jim Karas. In the back of the book, he provides readers with a shopping list and eating plan. Here are some of his specific daily meal plans:

Day 1

Breakfast: Sunrise Omelet

4 egg whites, 1 cup diced tomatoes, 1 cup diced green peppers, 1 cup broccoli cut into small florets. Half-ounce low-fat cheddar cheese, grated. Salt and pepper.

Combine egg whites, veggies, cheese, salt, and pepper. Coat the inside of a nonstick skillet with cooking spray and turn heat to medium-high. Add the mixture. When the bottom side of the omelet is solid, flip over with a spatula and cook the other side until done.

* I’m not going to eat this. I’m just going to eat scrambled eggs. Two of them. And I’m going to do this most every morning. I will mix it up once or twice per week.

Snack: 1 cup 2% cottage cheese.

*I’m not going to eat this as a snack because it’s dairy. I will have an orange though.

Lunch: Kiwi Shrimp Salad

6 ounces cooked shrimp, 1 medium cucumber, sliced; 1 large sliced kiwi, 3 cups mixed greens. Salt and Pepper to taste. 2 tablespoons balsamic vinegar.

Place cooked shrimp, cucumber, and kiwi on a bed of mixed greens. Season with salt and pepper and drizzle balsamic vinegar over the top.

Snack: 25 almonds

Dinner: Grilled Chicken and Squash

4 ounces boneless, skinless breast; 1 large zucchini; 1 medium yellow squash; 2 cups broccoli florets; dried basil and oregano to taste; Salt and Pepper to taste.

Season chicken and veggies with basil, oregano, salt, and pepper. Place directly on grill and cook until veggies are tender and chicken is cooked through.

Snack: low-fat yogurt and 1 cup sliced pineapple.

Day 2

Breakfast: Poached Eggs

2 eggs, salt and pepper to taste, half slice of whole wheat toast, and low fat yogurt.

Poach eggs in three inches of barely simmering, acidulated water (use 1.5 tablespoons of vinegar or 3 tablespoons on lemon juice) until the whites are set, about three minutes, and season with salt and pepper. Toast half a slice of whole wheat toast and dunk it in the eggs if you like. 

Snack: 1 medium-sized orange and 1 packet of plain instant oatmeal.

Lunch: Grilled Chicken and Pear Salad

4 ounces boneless, skinless grilled chicken breast, sliced; 1 medium-size pear; Salt and Pepper to taste; 3 cups mixed greens; 2 tablespoons raspberry.

Slice chicken and pear into strips, season with salt and pepper, and place on a bed of greens. Drizzle the vinegar over top.

Snack: 1 cup 2% cottage cheese

*Not for me. I’ll have an orange.

Dinner: Apple Balsamic Chicken

3/4 cup diced apple; 3/4 cup diced cranberries; 4 ounces boneless chicken breast; Salt and pepper to taste; 4 tablespoons balsamic vinegar.

Pre-heat over to 375 degrees. Place apples and cranberries over chicken in a baking dish. Season with salt and pepper, top with balsamic vinegar, and bake until chicken is done and opaque throughout.

Day 3

Breakfast: Apple Banana Crunch

1.5 cups diced apple; 1 container nonfat or low-fat banana yogurt; 1 cup Wheaties

Combine ingredients in a bowl and serve. You can warm the apples if you choose.

Snack: 1 cup blueberries, 1 cup pineapple

Lunch: Chicken Fajita

3 ounces boneless, skinless chicken breast; 1 cup sliced green pepper; 3 ounces tomoato juice; 1 teaspoon chili powder; 1 teaspoon garlic powder; Salt and pepper to taste; 2 corn tortillas

Coat the inside of a large nonstick skillet with cooking spray. Combine chicken, peppers, tomato juice, chili powder, garlic powder, salt, and pepper. Add to the pan and cook over medium-high heat until chicken is cooked through. Put mixture into warmed tortillas and serve.

Snack: half cup roasted peanuts.

*I’m going to eat an orange.

Dinner: Chicken Kabobs

2 green peppers; 4 ounces boneless, skinless chicken breast; 2 cups whole mushrooms; 1 cup cherry tomatoes; 1 cup sliced zucchini; salt and pepper to taste.

Cut seeded peppers and chicken into one-inch pieces. Place on skewers (soak skewers for 30 minutes first if wood), alternating with mushrooms, tomatoes, and zucchini. Season with salt and pepper and grill until chicken is cooked through.

*I won’t be using the mushrooms with this recipe, but that’s just me.

Snack: 1 cup 2% cottage cheese.

*I’ll eat an orange.

Day 4

Breakfast: Fruity Yogurt Delight

1 container low-fat vanilla yogurt; 1 cup blueberries; i cup raspberries; i cup sliced strawberries.

Combine all ingredients and serve.

Snack: 25 almonds

Lunch: Grilled Chicken Salad

4 ounces grilled boneless, skinless chicken breast; 1 cup sliced green peppers; 1 cup sliced tomatoes; 4 cups mixed greens; salt and pepper to taste; 2 tablespoons balsamic vinegar.

Combine the chicken with the vegetables, season with salt and pepper, place on a bed of mixed greens, and drizzle with balsamic vinegar.

Snack: 1 piece of string cheese.

Dinner: Pork Kabobs

4 ounces lean pork chop; 1 green bell pepper; 1 yellow bell pepper; 2 cups whole fresh mushrooms; 2 cups cherry tomatoes; salt and pepper to taste.

Cut pork chop and bell peppers into one-inch pieces. Alternate ingredients on skewers (if wood, soak in water for 30 minutes first) and grill until pork is cooked through.

Snack: 1 cup raw baby carrots and 1 orange.

Day 5

Breakfast: Fruit with Yogurt Dressing

1 cup sliced strawberries; 1 cup blueberries; 1 cup diced honeydew melon; 1 container low-fat lemon yogurt.

Combine the fruit, top with lemon yogurt, and serve.

Snack: 4 graham cracker squares with 4 teaspoons of peanut butter:

Lunch: Mixed Green Salad with Fruit and Nuts

3 cups mixed greens; 1 cup mandarin oranges; 1 cup sliced apple; half cup raspberries; quarter-cup roasted peanuts.

Place mixed greens in large bowl, top with fruits, sprinkle with peanuts, and serve.

Snack: 1 cup low-fat yogurt and one-third cup of raisins.

Dinner: Chicken Tacos

2 ounces boneless, skinless chicken breast; half-cup shredder red cabbage; half-cup red onion; 2 tablespoons salsa; 1 ounce low-fat shredded cheese; two corn tortillas.

Grilled chicken until thoroughly cooked, then add all other ingredients in corn tortillas. 

Snack: 2 fresh pear slices

Day 6

Breakfast: Berry Oatmeal

1 packet plain instant oatmeal; half-cup 1% milk; 1 cup blueberries; 1 cup sliced strawberries; half-cup raspberries.

Mix oatmeal and milk and microwave for 45 seconds on high. Stir in berries and microwave for 15 seconds.

Snack: 20 cashew nuts.

Lunch: Rainbow Salad

3 cups spinach leaves; 1 cup mandarin orange sections; 1 cup sliced pineapple; 1 cup sliced strawberries; 1 cup diced apple; 10 almonds.

Mix all ingredients together in a large bowl and enjoy.

Snack: 1 piece of string cheese

Dinner: Chicken Stri-Fry and Veggies

4 ounces boneless, skinless chicken breast; 1 large zucchini; 1 cup sliced carrots; 1 cup broccoli florets; 1 cup sliced red peppers; half-cup water.

Heat a wok or large skillet coated with cooking spray over medium-high heat. Add all ingredients and cook, stirring continuously until water has evaporated and ingredients are cooked. 

Snack: 1 orange.

On the 7th day I’m probably gonna eat fast food. Actually, I’ll probably eat high-calorie fast food for dinner on Friday. And probably chocolate for breakfast on Saturday.




The Man Bun

The Man Bun. Some people love them. Many people hate them. I wear one. My dad hates it. There are plenty of different man bun styles. The full-bun and the semi-bun. I wear mine as a top knot. My dad still hates it. But my daughters like it. And that matters more to me right now.

The twins were born Feb. 21, 2016. Two-days before that I got my haircut. That’s when I decided to grow my hair out. I remember when I was younger my sister had fun messing with my dad’s hair. Up until that point, I’d always worn my hair short. And I liked it short!

But I thought it was time for a change. And I thought the girls would have fun with it. And they have.

But now my man bun is more of a statement.

Many people hate man buns. Why some people let how other people wear their hair bother them is beyond me. But they do. And they let me hear about it.

I tell them it’s my stand against the man. That the man wants me to have short hair. That the man hates man buns. So it’s my stand against the man. Whoever the man is, lol.

Not everybody can wear a man bun. It takes at least six inches of hair on top for a top knot. That takes time to grow.

Plus, if I don’t like my long hair anymore, I can just cut it off. But if I don’t like my short hair, I’m not about to sport a wig, lol.

But the real reason I wear a man bun is because I like it.

“Care about what other people think and you will always be their prisoner.” – Lao Tzu