Wendy Porter Events, LLC

28/05/2024

Incredible Fact: In 2024, events are the best way to build trust among consumers—outperforming all other marketing channels! But there's a catch...

Are you ready for it? A whopping 74% of employees in the tradeshow sector are stepping into their roles for the first time, with 65% completely new to the live events industry (Freeman 2024). This influx of new talent poses significant challenges:

📉 Decreased ROI: According to EventMB, events managed by junior marketers alone can see up to a 20% drop in ROI.

👥 Lower Attendance Rates: Bizzabo reports that such events typically attract 15-20% fewer attendees.

🧠 Limited Strategic Vision: Cvent found that approximately 70% of businesses report a lack of strategic vision in events run by junior staff.

🎉 Ineffective Engagement: Analysis by Eventbrite shows that events lacking senior marketing expertise are 30% less effective at engaging attendees.

💼 Missed Sponsorship Opportunities: SponsorMyEvent notes that junior-led events are 25% less likely to secure high-value sponsorship deals.

📉 Brand Dilution: Forbes highlights that events managed solely by junior staff can lead to a 10-15% decrease in brand perception.

💰 Difficulty in Budget Management: Deloitte revealed that poor budget handling often leads to overspending or misallocation of resources, resulting in up to a 25% increase in costs.

Facing these hurdles, how can you ensure your marketing dollars are achieving the best possible return?

✨ Introducing Wendy Porter Events' Fractional Head of Events service. With over two decades of live event industry experience, I am here to guide young professionals through the complexities of event management, ensuring every dollar spent is a dollar earned. We don’t just plan events; we create magical experiences that captivate, convert, and yield measurable returns.

Let Wendy Porter Events help you overcome these challenges and ignite the magic of your next event, ensuring it’s not only memorable but monumentally effective.

👉 Ready to transform your event strategy and harness the full potential of your marketing investments? Connect with us today! Click the button in the profile section at top to schedule a FREE 30 minute consultation today and make every event dollar count!

27/05/2024

Honoring my favorite veteran today. Lt. Col. John G. Porter. 1/17/32 - 1/18/23.

'54 West Point Graduate
Army Ranger
Guard of N**i criminals at the Spandeau Prison in Berlin
Army Corp of Engineers
2 Vietnam Tours
Head of ROTC at UWSP
21 years of service

Thank you, Dad. Miss you every day. 💖

25/05/2024

Look who is 5 today! Where does the time go? Happy birthday to our baby girl, Sophie!

23/05/2024

Excited to share some from the latest piece from Claire Hoffman in BizBash, where I had the chance to discuss how transforming event transitions can create unforgettable moments for guests! 🌟

In the article, I share how we at Wendy Porter Events, LLC approach transitions not just as a necessity but as an opportunity to amplify the event theme and engage attendees more deeply. For example, imagine turning a simple walk from a meeting to a dinner into a dynamic, interactive journey that keeps everyone entertained and connected to the event's narrative. That's exactly what we did for an event in New Orleans.

🚶‍♀️➡️🎭 From strategic use of decor to surprising attendees with performers, every element is an opportunity to "Ignite the Magic of Events"!

Read the full article for more insights on crafting these seamless transitions.

➡️ Link to article in comments!

11/05/2024

Northern Lights over my parents house in Stevens Point, WI. I took these because we could see the rays in the sky (but not color) and the shots came back like this!

10/05/2024

Today's garden photos. The azalea has popped!

27/04/2024

The garden is finally popping! Spring cleanup happens this week... and we got my 6 new windowbox liners put in today. It was time to replace the 20 year old liners that were literally rusting through! It was my Christmas gift from Steve this year. GREAT gift!! He knocked it out of the park with that one. Next weekend... plant purchases start! Whoo hoo! Here we go!

22/04/2024

Happy Earth Day, Champions of Change! 🌍✨

As spring unfolds in MN, my excitement grows for planting my personal garden in just a few short weeks. This beloved space, cultivated over many years, serves not only as a haven of beauty and relaxation but also as a unique venue for business meetings, where nature and professional growth intertwine.

At Wendy Porter Events, we believe in nurturing our professional environment just as passionately as we do our award-winning gardens. Every event we create is designed with sustainability at its core, ensuring that every detail blossoms in harmony with our planet.

This Earth Day, let’s sow seeds of greener choices. From precise recycling to energy conservation and supporting local talent and businesses, every small step nurtures a healthier, more vibrant Earth.

Ready to sprout new ideas for your events? Book a 30-minute FREE consultation, and let's grow your events together. And yes, I give REAL LIFE PLANT TIPS too! 🌸🌿Link in comments below.

17/04/2024

It's been rainy here in Minneapolis, but I'm looking on the bright side and reminding myself that April showers bring May flowers!

Just like the weather, our professional journey has its ups and downs. Each challenge waters the seeds of our potential, nurturing our growth so we can bloom.

Check out these beauties from my flower box last spring!

16/04/2024

A few weeks ago, I posted about being a corporate Superhero by hosting events!

In this week’s “Superhero Spotlight” we focus on Tradeshow budgets.

I recently had a conversation with a new prospect that was interested in diving into Tradeshows with a brand new 20 x 20 booth that the client wanted to purchase. Unfortunately, the client didn’t know what they didn’t know… and they were quite surprised at the cost to purchase a new booth, as well as the additional costs that are involved to bring a booth to life on the tradeshow floor.

Diving into a tradeshows is a bit like building a superhero’s lair. You need a solid foundation, high-tech gadgets, and a standout bat signal— and each has its own cost. A new 20x20 booth could realistically cost you $250K – $325K right out of the gate for a professional, strategic installation. What? $250K? Or more? YES!

Let’s deconstruct those costs:

1. Booth Structure (Purchase) – 37%: 🏗️ The fortress where your brand stands tall. Expect to pay between $90K – $150K for a new 20x20 booth, depending on how fancy you get. You can also rent a booth for about half that cost.. but know if you are going to rent it more than twice, you should just buy it.

2. Agency Planning Fee / Design – 20%: 🎨 The blueprint that gives your lair its super appeal. Planning agencies generally charge 20% to oversee the entire effort. But professional planners are worth their weight in gold. Don’t skip the . The dollars they will save you by avoiding mistakes, more than offset their fees.

3. Sponsorship / Exhibit Fees – 12%: 📍 Your plot in the expo universe, where you’ll battle for the audience's attention. Sponsorships, including your 20x20 island space fee, can range from $20K – $50K, depending on the package you want to purchase.

4. Labor – 7%: 💪 The team that assembles your booth with precision and skill. A 20x20 booth cannot simply be put up by your internal team. You need to account for a skilled labor team, sometimes union if required by the venue, to assemble your booth. Labor generally runs between $20K – $30K depending on the complexity of the booth and the location. Big union cities like Boston and Chicago are twice as expensive as Orlando. And if you are rigging an overhead sign, that costs even more.

5. Hotel, Travel & Expenses – 6%: 🏨 The hideout where your team regroups and refreshes. Depending on the number of days onsite, and the number of staff attending, this cost can range from $10K – $25K, including air and meals.

6. Shipping / Handling (Drayage) – 6%: 📦 A 20x20 booth weighs a lot. You'll need to cover shipping and then the cost of handling—commonly known as "drayage"—which involves moving your freight from the dock to your space. Drayage costs can soar in union cities, so budget wisely. Expect to pay $18K – $25K for this line item for a 20x20 booth.

7. Booth Activation – 3%: 🎉 The special features that engage and mesmerize visitors. Every booth needs some sort of activity to draw a crowd. Plan for $5K – $10K (or more) for a unique activity in your booth that creates a long-lasting memory and brand impression.

8. Electric / Internet / AV – 2%: 🔌 The utilities that power up your high-tech tools. This cost can also vary by city and often you must have union hands for the labor, even to plug in a power strip! Plan on $5K – $8K for these services in a 20x20 booth.

9. Furniture – 2%: 🛋️ You booth is the command center where plans are hatched and alliances are formed. Make it comfy! Every booth needs some furniture. It’s often more cost effective to rent it than to ship it and pay for drayage to move it. Some people will purchase the furniture and then donate it after the event to avoid shipping costs. Plan on $5K – $10K for furniture costs for a 20x20 booth.

10. Miscellaneous / Apparel – 2%: 🤹 For the unforeseen twists that every expo inevitably brings. Allocate some money for “stuff that will come up” or for branded shirts for the team. Plan on $5K – $7K for miscellaneous expenses.

11. Carpet & Cleaning – 1%: All industry shows require that you to have a floor covering. And you will want to have it vacuumed and the garbage removed each day. Allow another $5K for this expense in a 400 square foot booth.

12. Giveaways – 1%: 🎁 The memorable tokens that visitors take back to their world. Branded giveaways are still important on the tradeshow floor, but make sure they are useful or memorable for attendees. And if you can’t come up with a good idea, set up a donation plan to give this money to charity. Giveaway costs can vary wildly. I prefer to go with a small, branded pen for the masses and then do a larger giveaway for a few winners to keep costs down. Allow $4K – $10K for giveaways.

13. Lead Retrieval – 1%: 📈 The intel-gathering gear to keep tabs on potential allies. Don’t skip the lead retrieval machines. Each show uses different technology, and you will need to secure Lead Retrieval through show services. You generally pay by device. For a 20x20 booth, you will want at least 3 devices in the booth, if not more. Allocate a minimum of $3K for this expense.

14. Show Services Coordination – 1%: 🎧 The behind-the-scenes coordination that ensures a smooth mission. There are plenty of forms to fill out to get your show services lined up. Generally the Exhibit House that you purchase the booth from will handle the forms for you. Allow at least $2.5K for a 20x20 booth for this service.

Every cost has its role, whether it's a show-stopping booth or the giveaway that turns a visitor into a fan. Know where your money goes, and make your expo budget work as hard as you do! 🦸♂️💼

Key Takeaways:

Invest Wisely 🤑: Whether renting or buying, choose booth elements that offer the best return on investment over time.

Plan for the Unexpected 🔮: Always allocate a portion of your budget for unforeseen costs to avoid surprises.

Value Expertise 🎩: Professional planners can save you more than they cost by avoiding common pitfalls of navigating the tradeshow industry.

Need help planning your next tradeshow booth? Use the bat signal and contact me today to schedule a FREE 30 minute consultation. Schedule your call on our home page. https://www.wendyporterevents.com/

08/04/2024

The Sponsorship Sweet Spot: Revolutionizing Trade Show Engagement

The landscape of the trade show industry is evolving, and it's clear that just showing up is no longer enough. To truly stand out, sponsorships must evolve beyond the basics (like brands on lanyards, badges, and bags) to deliver intentional experiences that create memories, forge lasting connections and drive business.

Think of it as a Venn diagram with three distinct audiences that all have different needs. Effective sponsorships hit the “Sweet Spot” that address the needs of all three groups.

🔹 Show Management: Innovate beyond traditional models to create experiences that captivate. Use sponsorships to introduce interactive exhibits, tech showcases, and immersive activations that elevate the event into a must-attend industry event that creates impact, memories, and brand “stickiness”. ASK your exhibitors what they need and create sponsorships accordingly that don’t break the bank. 🎪✨

🔹 Exhibitors: Leverage sponsorships to go beyond the booth. Create interactive demos, host thought leadership sessions, and offer unique branded experiences both on and off the trade show floor that leave a powerful imprint of your brand on attendees' minds. The more personalized, the better. 🏢🌟

🔹 Attendees: Look for more than just information; seek experiences that engage and inspire. Sponsorships that provide interactive learning, entertainment, and networking opportunities enhance the value of attending and create memorable moments. Show up when you RSVP. Exhibitors who paid for those Sponsorships will thank you! And you never know who you might meet at that exhibitor hosted reception. It may lead to your next million dollar deal!🙋‍♂️🔍

🎯 The Sweet Spot: Designing sponsorships that intersect the needs of Show Management, Exhibitors, and Attendees creates a vibrant marketplace of ideas and connections. Craft experiences that not only draw attention but also build meaningful engagement and brand loyalty.

The classic adage of focusing on what you want attendees to "know, feel, and do" remains a cornerstone in planning trade shows. But with today’s shortened attention spans, the way we grab attendees' attention needs to evolve. And what is important to exhibitors today has changed as well, with budgets as tight as ever.

Let's focus on creating the next generation of trade shows where personalized experiences are everything, finding that perfect sweet spot in sponsorships that benefits all.

What are some of the most innovative sponsorships that you have seen recently? Sound off below in the comments.

🌐🚀

05/04/2024

Fun to be in the same category with some of these other REALLY big names! Thanks Smart Meetings for the recognition. Can't wait to celebrate at the Smart Woman Summit in August!

04/04/2024

There's something truly magical about how a simple joke can turn my entire day around. Whether it's a witty one-liner, a hilarious meme, or a funny story from a friend, laughter has this amazing ability to lift my spirits and put a smile on my face.

So today, I'm on a mission to spread the joy! Let's share some laughs and brighten each other's day.

Who's with me? 😄

01/04/2024

Know the Value: Hire an Event Pro and go from Chaos to Control

CLIENT – How much will it cost for you to plan and manage our corporate event?
EVENT PLANNER - $28,000 dollars.

CLIENT – That’s too expensive for planning an event!
EVENT PLANNER – What budget did you have in mind?

CLIENT – $8,000 max! It’s a simple event!
EVENT PLANNER – I can’t organize the event you’re envisioning for so little.

CLIENT – People in your line of work just want to make a huge profit!
EVENT PLANNER – I’m sorry you feel that way. Why don’t you plan the event yourself?

CLIENT – But, but… I don’t know the first thing about event planning, and I already have too much on my plate at work. But, I’ve done my kid’s birthday party, so I should be okay, right? I guess I can just do some Googling on my phone during my work break to figure out what I need.
EVENT PLANNER – For $8,000, I can guide you through the entire planning process. You can invest the other $20,000 into the event. Plus, you’ll gain all the knowledge and experience for next time.

CLIENT – Deal!
EVENT PLANNER – Great! To start, you'll need to secure a venue in the city you want to go to that has the amount of space you need for the meeting, including sleeping rooms for your guests. You’ll also need to line up catering, entertainment, and decor. You’ll need event insurance, and permits for that outside party in the street that you mentioned. You’ll need to create the invite with all the key questions about guest limitations, food allergies, etc. and manage the registration and RSVPs, too. Plus you’ll need to read up on contract language like mutual indemnity, force majeure, and subrogation. Oh, and don’t forget about AV. With that giant stage presence you envisioned, you’ll need a professional AV company. Watch out for extra fees. Those AV companies can be sneaky. Each of the vendors you hire will have a contract to review and sign.

CLIENT – But, I don’t have any contacts in the city I want to go to, and I can’t organize all that by myself for just one event! And AV? Um, I know how to hook up my TV. Will that be enough? And I’m not a lawyer!
EVENT PLANNER – Ok. I can provide you my list of contacts and vendors for another $3,000. My AV partner is on that list. And you can contact your own attorney. You’re still saving $17,000 (minus your attorney fees.)

CLIENT – That’s cutting into my savings, but I’ll take your contacts.
EVENT PLANNER – Perfect! Let's meet Saturday to start planning.

CLIENT – Wait! I can’t this Saturday. I won’t have time for several weeks. Besides, why do we need to start now? It’s 3 months away!
EVENT PLANNER – I’m sorry, I only consult on Saturdays. I have to prioritize my full-service clients during the week. And 3 months in “Eventland” is like tomorrow. Most large events like the one you want to do start planning at least a year out!

CLIENT – Ok then. I will rearrange my family’s plans for Saturday.
EVENT PLANNER – Right, me too! Oh, here’s one more thing! You’ll also need to manage day-of event coordination. That means directing vendors, handling last-minute issues, attending to the AV if there is a glitch, and ensuring everything runs smoothly. Plus you will need to get there at 6am for setup. Oh, and don’t forget to script the program for the Confidence Monitor. And the show flow for the AV techs. And the rehearsals. Rehearsals are super important.

CLIENT – ON THE DAY OF THE EVENT? That’s too much for me. I can’t manage all that and enjoy the event! And show flow? What’s that? And a Confidence Monitor???
EVENT PLANNER – It seems like managing the event yourself might be more than you bargained for. It's often more cost-effective and less stressful to have a professional handle it.

CLIENT – You know what? I’ve been thinking. It’s probably better for you to manage the event. It’s worth paying for your expertise to ensure the event goes smoothly, and I don’t have to deal with the hassle.
EVENT PLANNER – Wise decision. Let’s get started on making your event memorable and hitting all of your goals and objectives. Sign here, and I’ll take care of everything.

THIS is the reality of producing a professionally organized event. You are not just paying the event professional for the physical aspects of an event; you are paying for knowledge, experience, connections, time, family sacrifices, and peace of mind.

Hire an event professional to produce your event, and go from chaos to control.

~Adapted by Wendy Porter from Unknown

Need help to organize your event chaos? Schedule a FREE 30 minute consultation today! https://www.wendyporterevents.com/

28/03/2024

💡 Superhero Strategies: Unleashing the Power of Event Solutions! ✨

Hey there, problem-solvers! 👋 Is your company facing challenges that need a Superhero? Fear not and cue the bat signal on EVENTS – your secret lair of solutions!

Here's how we can join forces and save the day, superhero-style, with an epic event:

📈 Skyrocket Sales: Not making enough noise in the market? Launch a product showcase or sales demo event that'll have customers lining up around the block! It's time to turn leads into loyal fans.

💥 Ignite Your Brand's Presence: With AI prevalent in every corner, communications have become more uniform, leaving consumers unsure about whom or what to trust. Trust me when I say that events are your super power to differentiating your brand and fostering relationships that build loyalty and trust.

💬 Crush Communication Barriers: Tired of missed connections? How about an industry conference where ideas flow freely, partnerships are forged in the fires of collaboration, and common communities are built?

💼 Crack the Innovation Code: Stuck in a creative rut? Let your peeps brainstorm at an innovation workshop or hackathon. Or build a customer advisory board retreat, where your customers tell you what they need most and share best practices with each other. With fresh perspectives and collaborative vibes, we'll crack that code wide open, hulk style!

🚀 Boost Employee Morale: With so many employees still working from home, are your teams feeling disjointed or lacking connection? Get engagement and productivity back on track with a large-scale employee meeting that'll ignite their passion, motivate and create team bonds better than Batman and Robins’!

Ready to transform challenges into triumphs and be the Superhero at your organization?
Don your cape, and let's harness the power of EVENTS to take your brand to heights even Superman couldn’t reach.

What is the biggest problem you’d like to solve for your company? The world is holding out for a hero! 💥 Sound off in the comments!

22/03/2024

🚀 Wendy Porter Events: Where Events Get Schooled 🚀

Digital's great, but have you ever seen the magic of "3D Marketing"?

It's like VR, but with actual reality. At Wendy Porter Events, we’re making events unforgettable, one epic memory at a time.

Introducing: The Fractional Head of Events Service - because full-time is so last season. The acronym? FHOES (We thought that was funny too.)

Why Us?

🎲 Decades of Smarts: 22+ years in the game means we know events better than we know our Netflix password.

💰 ROI, not "Oh Why?": Events without us? 20% less ROI. It’s math (and I was a math major). Scary, right?

➕ Attendance Booster: Our events pack venues like it’s a free iPhone giveaway.

🐎 From Meh to Yeah: We turn “just another event” into “did you see that?!” We once had horses in a trade show booth. Yep, we did.

What’s in the Box?

🧠 Strategery (it’s a word now): Custom plans that make sense like pineapple on pizza. (Trust us, I used to live in Hawaii.)

✍ Vendor Whisperer: We negotiate so well, vendors might just throw in a pony. (You saw the note above about the horses, right?)

😊 Engagement Overload: Attendees glued to the event, not their phones. (Unless they're tweeting how awesome it is... or intentionally on our engagement platform.)

🔍 ROI Magnifier: We measure success like it’s an Olympic sport. (Math people. Math.)

Act Now! Don't let your events be a "should've called Wendy" regret.

Hit us up and let’s make your events the talk of the town (or LinkedIn).

📞 [Beep us] 📧 [Ping us] 🌐 [Stalk us online]

21/02/2024

Allow me to reintroduce myself! 🎵
I’m Wendy Porter, Chief Event Strategist.

Here are three things to know about me:
🛫Avid Global Traveler
🌻 Garden Fanatic
🐶Australian Shepherd Dog Lover

When I’m not travelling around Europe speaking German, I’m leading my team to create extraordinary experiences for my clients in the Healthcare space.

You may have even seen our work last year when we won a 2023 “Conferences that Captivate” award by BizBash. I have spent the last 8+ years supporting my clients like UnitedHealthcare, Elevance Health, NAMI (National Alliance on Mental Illness), VigiLanz, Panda Health, TripleTree, and many others creating unique experiences, for their clients, prospects and employees.

These are the stats I'm most proud of:
🎉1300+ Events Executed
💰 $200M+ Budgets Managed
👯 1M+ Attendees Experienced Our Events
💯 And last but not least, 100% client satisfaction!

I’m sharing my joy, love and passion for this work, even after 22 years of being in one of the top 10 most stressful jobs in the world…event planning!

Did you know that current research shows that Events are the #2 most impactful channel for marketing investments? We like to call it “3D Marketing” for your brand that creates long lasting memories and experiences that move the needle.

This year, we are excited to make this our biggest and brightest year yet. So we are expanding our client roster. We have room to take on 3 more clients. If you're sick of overwhelming your already overwhelmed marketing team with ANOTHER event, think of us. We're your event PARTNER to meet your strategic business goals.

DM me to get in touch today. 🙂

14/02/2024

Valentine's Day Wisdom...

30/11/2023

Dear Facebook Community,

We're thrilled to share that today is Wendy Porter Events’ 8th anniversary!

Not only are we celebrating our eighth year in business, but also our most successful year. Revenues are thriving and we’ve added new clients and team members. I was nominated as one of the 100 Best Events Professionals in the industry, and one of WPE’s client events made BizBash’s “10 Most Innovative Events of 2023!”

Please take a few minutes to read my article on my business journey and lessons I’ve learned over the last eight years: https://zurl.co/qUit

Your support has been our driving force, and we're incredibly grateful. Together we’ll continue to WOW and make event magic happen.

Thank you for being a part of our incredible journey.

Here's to the next 8 years and beyond!

With heartfelt gratitude,

Wendy Porter
Founder/CEO, Wendy Porter Events

26/10/2023

I have been nominated for The Most Influential People in the Events Industry for 2023 index! You can support me by voting at https://eventex.co/people2023

The voting period ends on 27 October, 2023 at 23:59 CET. Thanks for your support! PLEASE VOTE NOW!

These are the people who left a mark on the events world with their creativity, vision, capacity for innovation in 2023. The list recognizes exceptional industry figures from around the globe.

24/11/2022

The Thanksgiving table is set! Thank you for the absolutely stunning centerpiece!

13/03/2021

Before COVID-19, the Live Events Industry employed 12 million people. Today, nearly 80% of us are unemployed. Our industry's businesses urgently need relief. Our lives remain PAUSED.

13/03/2021

Before COVID-19, the Live Events Industry employed 12 million people. Today, nearly 80% of us are unemployed. While you miss attending events, we still miss a paycheck - stability to provide for our families. Our industry's businesses are urgently in need of relief. Our lives remain PAUSED.

We were the first to shut down, and will be the last to return. We are not looking for a handout, we need a lifeline.



Klobuchar Amy Senator U.S. Senator Tina Smith Congresswoman Angie Craig Rep. Dean Phillips Congressman Pete Stauber Congresswoman Michelle Fischbach Congressman Jim Hagedorn Congresswoman Betty McCollum Congressman Tom Emmer Rep. Ilhan Omar