Ask the Right Questions: Inspherio's "Know Your Event" Form

As an event professional, you know better than anyone the time-consuming process of gathering information from clients. You take detailed notes during your meetings with clients, but every so often you forget to ask something. So you make phone calls, you draft emails, you meet up in person -- and then you accidentally throw away the notes you took. Hair torn out.

And despite calling, emailing, and meeting to get all of that information back again, come event day you are told you provided the wrong kind of flowers, or that you should have had this and that but didn't. You could've sworn you asked, but you lost your notes! Hair torn out again.

Then you realize you never asked them their preferences for table skirt colors, or whether or not they need refreshments. You're going to go bald! (If you're already bald, you're beautiful...but you still don't need the stress!)

We know you're not careless. We know you're professionals. But accidents happen, and when they do, you're stuck playing time-consuming (and hair-ripping) catch-up.

With Inspherio's Know Your Event (KYE) form, you can avoid spending too much time corresponding back and forth; planners and clients are able to ask and answer preliminary questions so that all necessary information is available from the start.

With the KYE form, you can:

• Create, save, edit, and reuse your own questions for different types of events
• Use convenient template forms for different types of events (i.e. weddings, parties)
• Edit questions and information for future events
• Ensure all potentialities are covered and all parties are on the same page before planning begins.

And the best news is that it's all cloud-based, so you'll never lose your information (or your hair!). Visit Inspherio.com and get started on that KYE form with our free 30-day trial.

Read More »

Quality Communication Tips

We all know the saying “Time is money.” The most successful event professionals know how to manage time efficiently, wasting no movements, cutting down on mistakes, and eliminating otherwise wasteful uses of time.

However, when considering this tried-and-true tenet with regard to writing, one should remember that efficient use of time is not always a matter of quantity but rather of quality.

Remember: It is not how much time you spend but how you spend your time that truly matters when it comes to corresponding with your clients.

Here are a few tips when it comes to drafting emails to clients:

• Nothing says “I don’t have the time to think of you as a human being” quite like extreme succinctness. Succinctness can be good, but not at the expense of making a connection.
• If you exhibit no awareness of your target audience, it’s going to look like you view these clients as mere transactions and not as valued customers.
• Don’t waste time being overly verbose. Overwrought writing can seem insincere or contrived, which makes your connection with the client seem forced and maybe even desperate.
• Don’t be afraid to get to the point. Be sure to write enough to indicate you've put a little time into your email, but remember: nobody wants to read an email loaded with text.
• Avoid really obvious business phraseology -- it makes you seem unoriginal and lazy, and can even possibly offend your clients.
• Try to be as original and sincere as possible. If you’re selling something, don’t say what you think you a salesperson should say--just explain in your own words why your product or service is superior and worthwhile to the customer. They will find your candor and originality refreshing.

At this point you might be saying to yourself, “All this is well and good, but there’s no way I can sit down and write the perfect email to each and every client.”The good news is you don’t have to!

With the Inspherio.com email marketing feature, you can create email templates that target specific audiences, and read detailed reports pertaining to those emails. Be sure to visit Inspherio.com for all of your event planning needs!

Read More »

5 Marketing Phrases To Avoid

Generally speaking, a good rule of thumb is to avoid catchphrases when marketing to potential clients. Some common phrases are fine -- “for a limited time” for instance, is a useful stand-by.

However, if you've heard the phrase over and over, chances are it is a cliche that you should absolutely avoid.

Here are some phrases that just plain ol’ don’t work:

• “State-of-the-art” - Unless your product is the only of its kind in the entire universe (other than being the best of course) don’t say this. It’s hyperbolic and really makes it seem like your product doesn't sell itself -- if it needs a firework show to get attention, then people are going to immediately question its inherent quality.
  Instead: Just say what is so great about it. Say what it does, what you offer, why it’s useful, why it’s worthwhile. Using cliches is lazy and a disservice to all of the hard work you've put in thus far. Don’t phone it in on the advertising level!
• “Once in a lifetime opportunity” - Again, a touch too hyperbolic. I’m sure your product is stellar, but when I read “once in a lifetime” I immediately assume I’m being spammed or scammed.
  
  Instead: What exactly makes your product and service so unique? Why should people pounce on this opportunity?
• “Look no further” - Use with extreme caution. Use only in the midst of a phrase, and then only when absolutely at a loss for words. If you want to stand out then you’ll need to do better than this!
  
  Instead: Say why your product or service is superior and why. No need to be verbose or long-winded, just pitch it to them as you would to a (professional) friend!
• “Best of the best” - Super cheesy and super lazy. Not only is this phrase redundant, it also doesn't convey any real information.
  
  Instead: Simply be the best. (You know you are!) You’re better off saying “We are the best ____ you will find, and here’s why.”
• “The one and only” - See “Once in a lifetime…” Use this phrase with discretion. If you sell the only hot dog with ice cream toppings in your general vicinity, then go right ahead and use this.
  Instead: You have a very unique and quality service, so don’t cheapen it with circus-ring fanfare.

Now that you know what phrases to avoid, why not check out the email marketing feature of Inspherio.com? Check out Inspherio’s free 30 day trial and see how the email marketing feature can help boost your sales!

Read More »

Protecting Your Intellectual Property: A Quick Guide

If you’re in the event industry, chances are you have some intellectual property worth protecting. Whether it be a logo, a motto, an image, song, or video, you have the right to ensure that your brand is not reproduced unfairly by those pesky competitors.

Copyrighting is not nearly as big an issue or process as you might think. In fact, protecting your work requires very little time, money, and effort on your part.

Here are 6 quick and basic tips about copyrights and intellectual property:

Natural Copyright. All works have a “natural” copyright. The minute you share your creation with the world it is protected by natural copyright. There is no need to register it to own the rights to it.

Public Domain. You may release your work into the public domain if you wish. Public domain works are available for users to adapt or reproduce your work in any way they see fit.

Better Safe Than Sorry. It is important to know that just because your work is protected by natural copyright doesn’t mean there isn’t the potential for confusion.

All Rights Reserved. It’s best to go ahead and indicate that your creation is copyrighted, either by the word “Copyright,” the copyright symbol, or the phrase “All Rights Reserved.”

Copyright Registration. If you’re really serious about protecting your intellectual property, you can register it with the online copyright office. This is the most surefire way to ensure that you are protected in the case that you are challenged for evidence.

Remember to check before using any media that you didn’t create -- be absolutely sure that the creator has released the media into the public domain, or has set specific permissions for sharing.

It’s just one of those little things that gets lost in the tide of more important, pressing matters. Yet it is worth knowing that with the smallest of effort you can avoid a big-time hassle down the road. Protect your information, we know it’s worth it!

And once you’re ready to get that logo, motto, song, or whatever into the marketplace, visit Inspherio.com for all of your event planning needs!

*Disclaimer: This is not official legal advice. This advice is not legally binding. If you want to know more about copyright law, visit:

Copyright Office
More Information

Read More »