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Weight-Management Seminar Check list
DATE: Date selected (at least 21 days in advance of the event) aerobics or other room reserved for at least two (2) hours;
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SET-UP: Determine set-up time of 30-60 minutes; in addition to reserve time of room;
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SOUND: Determine requirements and secure a public address system including speakers, microphone or clip-on lavalier mic, wireless or wired, amplification;
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VISUALS: Determine requirements to project Powerpoint presentation including screen, laptop or notebook projection system, lighting (on, off, dim) placement of screen or wall for projection, etc.
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SEATS: Rent or secure chairs based on number of sign-ups PLUS additional 5-15 for walk-ins.
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POSTERS: Download and print 100 - 500 small posters and handouts. Make at least 10 LARGE posters to be displayed in high traffic areas of facility. Entrance and Exit; all additional rooms including kid care, group program rooms, cycle rooms, pool area, cafe, pro shop, etc.
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SIGN-UP SHEETS: Create sign-up sheets requesting name and emails. Position at front desk or where they are most appropriate and visible.
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FRONT DESK PERSONNEL: Front desk staff to be trained on how to “sell” the weight-management seminar to all existing and new members. Should be instructed on how to sign-up members and capture email addresses. If it’s a “paid” seminar, staff to be trained on handling money.
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For strongest impact and most attendance, your entire facility should be closed for the two hours during presentation.
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Weight-Management Seminar Check list
IN-HOUSE SALES & INSTRUCTORS: All sales staff, trainers and instructors to be trained on how to “sell” the weight-management seminar. Mandatory announcements made at the beginning and completion of all group and one-on-one sessions. -- *** Consider in-house contest with staff. Reward staff member who secured most sign-ups (can be done with a code #). Winner to receive a $50 prize or comparable value. *** Event Attendance should be mandatory for all staff.
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PRIZE LIST: Establish a prize list and how each prize is won. Two lists - One for in-house promotion among staff (earned). The other for attendees of the seminar via raffle ticket drawings. Are trade-outs available with local merchants?
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RAFFLE TICKETS: Upon completion of prize list (t-shirts, training session, nutrition consultation, juice bar, etc.) be sure to puchase generic raffle tickets (Staples, Office Depot, etc.) to be handed out at sign-up.
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WEBSITE: Create homepage make-over or create a special banner link to a “seminar page” with complete information including date, location, features and benefits, prizes, speaker info, free services such as body-fat evaluations, flex-tests, etc. - Be sure to include SIGN-UP form capturing name and email address.
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E-MAIL CAMPAIGN: Create a minumum of six (6) different email announcements -- with pre-determined “send” dates promoting the Weight-Management Seminar including bulleted date and time as well as bulleted features and benefits. Include link to your “seminar page” on your website. Notes: ______________________________________________________________________________
SOCIAL MEDIA: Daily announcements, blurbs, chatter, photos, quizzes, etc., via Facebook, Twitter, LinkedIn, Craig’s List, Tumbler, Vines, YouTube, etc. depending on proficiency and usefulness. Notes: ______________________________________________________________________________
MERCHANTS: Distrubute 100-500 flyers to neighboring merchants like casual diners, health food stores chiropractors, medical clinics, etc. Be sure to invite the owners as your “personal guests.” Remember to explore tradeout opportunities.
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Weight-Management Seminar Check list
MEDIA: Write special hand-written invitation to local media (newspaper, magazines, radio, TV, local bloggers), to attend. If it is a free event with free body-comp evalutions, then also send a PSA (public service announcement) to all local media with time, date, features, benefits, testing.
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GUEST PASSES: One-week guest-passes made available to non-members who attend seminar
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TELEPHONE “HOLD” ANNOUNCMENTS: Create a special announcement for your telephone “hold” announcements. If system takes messages, request phone number and email address.
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VIDEO: If possible use two video cameras set at different angles to record presentation. Be sure to have a lavalier mic clipped to presenter. **** Consider exit interviews of attendees who are willing to express their reaction to the seminar. Edited videos can be placed on website for future viewing and sales promotion. All videos should be viewed by mgmt. and presenter for critque of presentation. Provide all attendees with a video and photo release form (Google search and download).
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CAMERAS: Staff should be asked to take pictures of the entire evening including attendees, media, staff members, presenter, owners, etc. with provided cameras or their own mobile devices. Provide all attendees/others with a video and photo release form (Google search and download).
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BODY-FAT CALIPERS | TESTING EQUIPMENT: All testing conducted at end of seminar. Be sure to have all testing equipment in perfect working order. All tests should be conducted behind a “divider” or partition in confidence. DO NOT VOICE any results, but rather, write it down and reveal to attendee. Be sure to have duplicate testing equipment in order to handle the heavy traffic flow of attendees. Notes: ______________________________________________________________________________
PRODUCT TASTING BOOTH: If deemed appropriate, set-up a product tasting booth to serve shakes at the end of the presentation. Whey Protein or Metabolic Optimizer are the best. Booth should include 2-3 blenders, cups, ice, fruit, water, non-fat milk, or whatever mixtures you plan to blend.
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Weight-Management Seminar Check list
POST SEMINAR SALES ROOM: Whether its a sales room or a simple table set-up, you MUST be ready to accept payment for any program sales that occur directly after the presentation. This includes credit card machines, petty cash, EFT payment forms, PayPal or however you take payment.
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POST SALES APPOINTMENTS: Assuming you’ve closed 50% of your audience with a special weight- management program at a special one-night ONLY pricepoint - be sure to have program staff available to schedule appointments in as “compressed” a time period as possible. Notes: ______________________________________________________________________________
POST EVENT EMAIL: Create at least three(3) post event emails encouraging program enrollement or value-added memberships among non-member who attended the seminar Notes: ______________________________________________________________________________
POST EVENT VIDEO: Be sure to edit all video and post within two (2) weeks onto your website. This will ensure program momentum as well as to encourage enrollment among those who did not enroll. Notes: ______________________________________________________________________________
POST ANALYSIS: Full staff meeting to gain feedback from all viewpoints as to the presentation, pre- event operations set-up, pre-event promotion,s, etc along with constructive solutions as to what could be done better and how. Also, determine how to duplicate the same type event in a more condensed mobile environment such as corporate health fairs, tradeshows, small business presentations, etc. Notes: ______________________________________________________________________________
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Weight-Management Seminar Check list
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