Guidelines for Events

EVENT COORDINATION

Our goal is to make the Event Hosting process as smooth as possible for everyone involved. Experience has taught us that having these Event Hosting Guidelines makes everyone’s role clearer and teamwork much easier. We hope you find these Guidelines give you the info you need, and help you know what to expect from us.

We want your time with us to be a memorable success. If you have any questions concerning anything on this page–or if you need clarification on issues not listed on this page, please contact your Event Coordinator. We are here for you.

YOUR EVENT COORDINATOR

Each Host Company will be assigned an Event Coordinator who is well-trained in the Event handling process. Your Event Coordinator is your go-to person every step-of-the-way for managing the details. Please refer to your Event Coordinator for all questions associated with your Event.

EVENT TIMES

Due to preparation requirements, we ask that no Event start before 11:30 AM, unless there are circumstances requiring an earlier start.

dotJenna and her team will arrive between 15-30 minutes in advance of the Event, depending on the venue, the size of the Event and other factors. The Event Coordinator and a helper will sign-people in or start passing the sign-up sheet around the room (if there is no sign-up table).

Barring an emergency, the actual start-time will be 15 minutes after the Event is officially set (per the invitations). Late arrivals can sit quietly.

EVENT DURATION

The duration of all Events, Workshops and Classes is two hours. This gives time for initial seating, as well as an extended question-and-answer session.

TOPICS

dotJenna speaks on numerous topics related to Web Marketing, Search Engine Optimization, Social Networking and Lead Generation. She also offers sessions on motivational topics that are inspirational in nature. Click here for a list of Event Topics.

Event Topic Selection
dotJenna may or may not be able to speak on any given topic, depending on a number of factors. Please obtain topic approval from us prior to publicizing the Event.

Custom Topics
We also offer custom-topic options if you need special issues addressed within your organization.

FEES

Fees are due on the date of scheduling the Event. We recommend that you schedule your Event as early as possible before the actual date to give adequate time for preparation, marketing and coordination.

The Fees are based upon anticipated Attendees. The Host Company is not charged for Attendees invited by The Marketing Shop.com. Each Attendee will be asked how they found out about the Event upon signing-up at the start of the session. If the number of actual Attendees is over the estimated Attendee amount, additional fees will be assessed according to our Hosted Event Fee Schedule.

There will be no refunds if the number of Attendees is less than those initially estimated. No refunds will be given of Hosted Event Speaker Fees if the Host Company cancels the date, unless the Event is canceled by The Marketing Shop.com / dotJenna. If necessary, we will do everything possible to accommodate emergency cancellations by rescheduling an Event at the earliest date possible.

AGREEMENT

The must be signed and faxed to us at 972-335-9929 prior to saving the date on dotJenna’s calendar.

TERMS & CONDITIONS

The Host Company must also agree to the Event Hosting Terms & Conditions prior to Event processing.

HOST COMPANY RESPONSIBILITIES

Hosted Events are conducted by the Hosting company either at their offices or at some other location. When conducting a Hosted Event, The Marketing Shop.com, dotJenna and her team at The Marketing Shop.com are not responsible for the following:

  • Marketing to Your Desired Attendees
  • Food & Drinks
  • Set-Up & Clean-Up
  • Audio / Sound System
  • Video / Projector / Screen
  • Seating Arrangements
  • Event Venue / Location

MARKETING

Marketing to Your Desired Attendees

The Marketing Shop.com will conduct its own marketing of the Event by various means through our targeted network (if you desire), however, we are not responsible for officially marketing the Event, or taking official RSVPs. Overall attendance to a Hosted Event rests solely on the Host Company.

Upon request, our staff will work with your Marketing Representatives to provide you with graphics, logos and complete information and support for properly marketing the Event, however, we are not responsible for the following:

  • Creating the Event Flyer
  • Sending the Event Email or Invitations and Reminders
  • Tallying the RSVPs of Your Desired Attendees

We will provide you with boiler-plate forms for using in the flyer and email newsletter (if you wish). The Marketing Shop.com will need to approve by signature any and all marketing collateral that goes out with our logos and information, prior to distribution.

If the Venue is hard-to-reach using traditional GPS tracking, please provide your Event Coordinator with a map and/or any special instructions for the Event.

FOOD & DRINKS

The Marketing Shop.com does not provide food and/or drinks for Hosted Events. Typically Hosted Events are given over lunch which is provided by the Host Company. If Lunch will not be provided, it is important that there be refreshments available, especially water for the Event Attendees.

SET-UP / CLEAN-UP

The Marketing Shop.com is not responsible for the Set-Up and/or Clean-Up of Hosted Events. The Event Host is expected to provide the venue, as well as set-up the location for food, seating, sound and audio. The Event Host will also be responsible for the take-down and clean-up of the venue.

AUDIO & SOUND

Please let us know if there will be a sound system available for use. We may need to use sound for the Powerpoint, Introductory Music and for voice amplification. The Marketing Shop.com has a mic and amplifier available if you do not.

VIDEO PROJECTOR / SCREEN

We use a MAC laptop with a VGA power cord. If a PC is required, please let us know. Please make sure the projector is placed far enough away from the screen so as to give a large view of the PowerPoint Slides.

EVENT VENUE / LOCATION

Hosted Events are hosted by Companies interested in having dotJenna speak and impart her knowledge and expertise to specific groups, clients, sales staff and/or trainees. As such, the venue and/or Event location is not our responsibility. All correspondence with the Event location staff should be handled by the Host Company.

A FEW ITEMS WE NEED

dotJenna and her team need the following items for conducting an effective Hosted Event:

  • Sign at Entry Directing People to Correct Room
  • Sign-In Table
  • Place to hang 3′ x 5′ Banner
  • Seat Near Sign-In Table if there is Room
  • Pre-Tested and Set-Up Audio / Video
  • Sound System (if room calls for it)
  • Internet Connection for MAC
  • VGA Receiver for Powerpoint Slides
  • Adequate Lighting for Photographs

SPEAKER INTRO BY HOST

We ask that someone from the Host organization introduce dotJenna to the group. The verbiage for use in the introduction can be as follows:

dotJenna is a web personality, and the President & CEO of The Marketing Shop.com, based in Frisco, Texas. She is a Writer, Speaker, Trainer, Consultant and Coach to real estate industry and small businesses. Her company offers web development services, web design, branding, lead generation, buzz generation, search marketing, social networking, training and coaching nationwide. She also helps clients with monthly duties such as hosting, website maintenance, content development, blogging and SEO. dotJenna partners with companies through Sponsorships and Event Hosting programs to conduct special Events, Workshops and Seminars across the United States. You can obtain a free copy of her E-Book, Facebook Marketing for Real Estate Agents, by visiting her website at http://www.TheMarketingShop.com/.

dotJenna is a sought-after speaker, talking before thousands on relevant topics such as Social Networking, Facebook, Twitter, SEO, Blogging, Lead Generation, Online Sales, Direct Sales, Motivation and Inspiration. Find her on Facebook.com/dotJenna and Twitter.com/dotJenna.

ROOM & SEATING ARRANGEMENTS

The Marketing Shop.com is not responsible for the Seating Arrangements of the Event. We ask that the Host Company use its best judgment when arranging seating. We do, however, suggest that the following be considered.

Chairs
Have fewer chairs in the room than you think you’ll need. If more are needed, they can be added. This will keep the room from looking bare if fewer people show up than expected.

Room Arrangement
We have found the Classroom Seating arrangement (either parallel or diagonal to be most effective, so long as there are no extra seats around the table once the Event gets underway.

We ask that there not be too much room between the screen and the audience. If the room to be used is particularly large, the set-up should be such that the speaker (dotJenna) is closer to the audience, as opposed to far away. This of course, depends on the overall set-up and balance of the room. We just ask that there be no more than a 5′-10′ max spread between dotJenna and her audience.

Tablecloths are recommended if a meal is being served, though not required.

SEATNG THE ATTENDEES

We ask that Seminar Attendees be instructed to sit closer to the front so as to eliminate empty chairs throughout the middle of the room.

DURING THE EVENT

During the Event we ask that movement be kept to a minimum, and that exterior doors be closed so as not to disrupt the flow of the speaker and her audience.

Please let us know if there is anything not covered here that you need to know. We’re available for you and want to make your Hosted Event with dotJenna a huge success!

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