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If you want to host a real estate event that impresses and delivers value, you’re in the right place. With experience from events like Sell with Social and Realtor Prom, I’ve got a framework to ensure everything runs smoothly. 

Here’s a detailed guide to help you get started.

1. Organize Your Event with Trello

Trello is an excellent tool to keep everything organized. Here’s what you should include in your Trello board:

  • Event Budget: Track all expenses.
  • Sponsor Contribution:  Document who is paying for what.
  • Speaker Guidebook: Prepare details and schedules for your speakers.
  • Speaker Confirmation: Confirm and gather information from speakers.
  • Email Confirmations: Send and track emails to speakers and vendors.
  • Invoices: Keep all invoices in one place.
  • Vendor PDF and Email Confirmations: Confirm vendor participation and details.
  • Vendor Logos and Promo Videos: Store logos and videos for promotional purposes.
  • Speaker Headshots: Collect headshots for event marketing.

2. Securing Sponsors

Sending out a vendor guidebook to potential sponsors is crucial. 

Here’s a list of businesses to consider:

  • Home Inspectors
  • Roofing Companies
  • Home Organizers
  • Title Companies
  • Handyman Services
  • Videographers
  • Lenders
  • Moving Companies
  • Home Insurance Providers
  • Pest Control Services
  • Landscapers
  • Stagers
  • Interior Designers
  • Painters
  • Alarm/Home Security Providers
  • Home Warranty Providers
  • Land Surveyors
  • Pool Installation Companies
  • Window Treatment Companies
  • Locksmiths
  • Flooring Companies
  • Appliance Repair Technicians
  • Architects
  • Real Estate Attorneys
  • Radon Companies
  • Appraisers
  • Home Cleaning Services
  • Property Management Companies
  • Waterproofing Companies

3. Event Logistics

When selecting the venue, look into platforms like Peerspace for event spaces or consider free community rooms in office buildings. (On average, we have paid roughly $1,500 for our spaces.)

When considering the budget for the rest of the event, make sure you get quotes from several vendors. Here are some of the average costs of our previous events:

  • Catering and Bar: Catering costs were around $2,200, while open bar was around $1,500 for 100 people. 
  • Audio and Videography: Audio Technician: $200 for mic and sound setup.
  • Videography: Ranges between $500-$700.

4. Vendor Guidebook and Speaker Guidebook Templates

We created guidebooks for vendors and speakers. These guides answer the majority of questions that people may have, and provide event information so they know what to expect.

Use these templates to streamline your communication and organization:

5. Email Templates for Communication

Here’s an email example of what we send out to our speakers. 

Email to Speakers:

Hi superstar,

Kat and I are SUPER excited to host this Sell with Social event and we are so appreciative that you are agreeable to present. We think that you are a social media superstar!

Date: September 22

Time: 12-6pm (4-6pm for a mix and mingle HH)

Place: Trivision Studios: 3856 Dulles S Ct. #M Chantilly VA 20151

Email to Sponsors:

Here’s an email example of what we send out to our sponsors: 

Kat and I are excited to announce our upcoming event in September called #sellwithsocial, and we are actively seeking sponsors to be a part of this opportunity. The event’s main focus is to empower realtors with the knowledge and tools to effectively utilize social media for driving sales in their businesses.

With our last event, we successfully gathered an impressive turnout of 120+ agents! In case you’re curious, we’ve included a video snippet from our previous event below. We have also prepared a Vendor guidebook featuring various sponsorship packages for your consideration.

We truly believe that this event will be even more impactful with the support of sponsors like you, and we look forward to potentially collaborating with you to make #sellwithsocial a tremendous success!

6. Event Schedule

Next is scheduling set up, prep and arrival at the event. Trust me—you don’t want to try jamming everything into one hour before the event. Here’s an example of one of our event schedules: 

Vendors:

  • Banana Bureau (Balloon Wall): Arrive at 9 am; needs access to loading dock.
  • Depiction Pros (Videographer): Arrive at 11 am, no loading dock access needed.
  • Dare & Co (Gift Bags): Arrive at 11 am, no loading dock access needed.
  • Jangueo Mobile Bar (Bartenders): Arrive at 2:30 pm; needs access to loading dock.

Sponsors:

Make sure the space you promised sponsors is set up and ready for them. Greet each sponsor before the event begins to ensure they have everything they need. We found that six sponsors has been a great number for events, and they include local vendors:

  • Dominion Home Inspections
  • Huber & Wilmot Moving
  • Storm Pros
  • Vesta Settlements
  • Epoch VSB Videography
  • Madison Mortgage

Order of Events:

Make sure you get a schedule to all speakers and sponsors ahead of time!

  • 12:00-12:30: Mingle
  • 12:30-12:35: Intro Steven Ferry
  • 12:35-12:40: Steven Ferry Speaks
  • 12:45-1:20: Lindsey intro + Ed Stulak speaks
  • 1:25-2:00: Kat intro + Dustin Fox speaks
  • 2:05-2:15: Introduce 2 Vendors (Epoch & Dominion)
  • 2:15-2:50: Kat intro + Shannon speaks
  • 2:50-3:20: Panel: Kat, Chloe, Ed, Dustin, Shannon (Q&A with audience)
  •  3:20-3:30: Introduce 2 Vendors (Madison Mortgage & Vesta)
  • 4:00-6:00: Happy Hour with Spotify Playlist

7. Marketing

Creating a promotional reel is crucial for the success of your real estate event. This short video highlights what attendees can expect, showcasing key speakers, activities, and the event’s atmosphere. We shoot these videos in the actual event space because Eventbrite reports that 75% of attendees want to see the location before committing.

Additionally, we use ManyChat to drive engagement by asking followers to comment with a trigger word, which then automatically sends them the Eventbrite link in their DMs. 

A well-made reel grabs attention, builds anticipation, and drives attendance by providing a clear preview. It’s a valuable marketing tool for sharing on social media, emailing to your contacts, and including in promotional materials to generate interest and ensure your event stands out.

Here are a few reels from past events:

With these steps, you’ll have everything you need to plan and pull off a successful real estate event. Use the templates and tips provided to keep things organized and running smoothly. Happy planning!