Host a PLUS

Ever noticed there aren't any Christmas tradeshows? At least there aren't any convenient to where you live? The PlanetChristmas community has noticed and now we've taken matters into our own hands.

Whether you're a pro, serious enthusiast or just someone that loves decorating, there's nothing better than going to a specialized event and being around people that love Christmas as much as you do.

Putting on a real Christmas themed tradeshow is a complex and expensive undertaking. Over the years PlanetChristmas has produced national events but there are so many more opportunities to have something closer to where you live. We need your help.

Now you can host a gathering of passionate decorators in your area. We call these events PlanetChristmas Lights Up Symposiums (PLUS). It's our way of bringing together the like-minded, share ideas and help us towards our goal of making millions of lifelong memories and family traditions.

Think you want to sponsor some sort of Christmas gathering any time during the year? We're here to help and provide you tools to be successful.

There are several PLUS event types to consider:

Home-PLUS	Mini-PLUS	Full PLUS	Mega-PLUS
up to 25 people 50 mile radius held at a home.	25-100 people 100 mile radius held at a home/hotel, etc.	100-500 people 250 mile radius held wherever they will fit.	Our Worldwide Event

PLUS Guidelines

First, the basics. PlanetChristmas requires your PLUS event to follow our three fundamental rules of being positive, family friendly and Christmas centric. We don't have pages and pages of requirements but we do have some suggested guidelines that will help your planning and execution of a successful event. Remember, our goal is to make millions of lifelong memories and family traditions around the world.

In 2004 a few generous enthusiasts decided they would have local gatherings of serious Christmas decorators and invite people in the immediate area to their homes... and the Home-PLUS was born. Over the years more and more people wanted to participate and larger events evolved, now called mini-PLUS's and just PLUS. These gatherings can be any time, any place and almost any size, depending on how much effort you want to invest.

So what's preventing you from having your own PLUS? Few things can be as rewarding as bringing together wonderful people, talking, learning and getting ready for Christmas. The challenge becomes how in the world do you do such a thing?

Learn from the Experts

PlanetChristmas brought together several enthusiasts that have hosted and attended more PLUS events than you can count. Through their collected wisdom we teased out the magic principles that make for a successful event. These aren't hard rules but suggested guidelines that are proven. Ready?

Home-PLUS guidelines Mini-PLUS guidelines PLUS guidelines Resources

Some Simple Guidelines for Home-PLUS and Mini-PLUS events

For a small Home-PLUS event with less than 25 people attending, think of it like throwing a small party. This isn't a once-in-a-lifetime wedding but instead a gathering of people with the same interests. A simple Home-PLUS shouldn't involve much more effort than what's required to host a birthday party for a five year old or a small family reunion. Think of it as you're providing the venue and maybe a little food. Don't worry because the attendees will have a good time no matter what!

Home-PLUS gatherings seem to range in size from 5-25 people though having more than 25 really does increase the planning and over-all workload of the host. The general consensus is to keep it small so you can enjoy the fun, also.

Mini-PLUS gatherings typically range in size from 25-100 people and require much more planning and a significant workload for the host. The rewards are great but you'll get a tad stressed. Check with your friends for a venue to hold the number of people you think will be attending. One trick is to talk to your local restaurants with meeting rooms. They’re happy to provide the space if attendees will buy lunch. If your event is any day but Sunday, a local church is an excellent possibility. Be flexible and a great venue can always be found.

The biggest key to a successful home-PLUS or mini-PLUS is having a loose agenda. You are the host and the facilitator. Having back-to-back presentations in a very structured environment is a recipe for frustration. People are there to socialize, associate names to faces and if they're lucky, pick up a few pointers from others. Don't worry about inactivity because people will fill in the gaps for you. Your job is to simply provide the place for people to come together.

Finding presenters shouldn’t be much of a problem. Refrain from topics that only appeal to a few but instead target your broad audience. Electrical safety tips is always a popular subject as well as how to build mega-trees or great ways to save money. The chances are your presenters are not professional educators but more than eager to share their knowledge with others. Work with them to find the best way to present their material and everyone will be impressed with the results.

Once you're committed to sponsoring a Home-PLUS or Mini-PLUS, check the community calendar in our forums. Pick a date several months in advance that works for you. Be mindful of other events in your area and don't over schedule. People don't like it when there are multiple PLUS gatherings in their area on the same dates.

Decide early if you want to charge a fee to cover your hosting expenses. If serving food, people don't expect to eat for free. Be careful of pot luck meals because it's not practical for the people coming from out of town. Attendees realize putting on PLUS events costs money and they're more than willing to chip in and defray your expenses. Simply post the fee ahead of time and allow people to pay you via PayPal or slip you some cash at the door.

Depending on the size of your event, a registration system might be in order. These systems will handle gathering the names and addresses of attendees as well as other vital information you might think is necessary. If you have a PayPal account, some of these systems will collect your registration fees directly and deposit them in your account. Other registration systems can collect the money and send you a check every 30 days. See the Resources section below.

It's not unusual to have a pre-gathering the night before your PLUS. Although certainly not a requirement, many people will just naturally congregate at a local restaurant to get a head start on talking. Some enthusiasts are calling these "Red Cup Socials" but you can view them as just another way to bring people together.

If a PlanetChristmas vendor is close to you, feel free to call them and ask if they would like to supply literature or offer a discount to the attendees. We do ask you to no be greedy. Remember, there are lots of events and not so many PlanetChristmas vendors that need to make money in order to stay in business and provide the products we want to buy.

When the big day finally arrives, prepare to roll with the flow because there will be surprises. Ask people to register at the door and capture at least their name and email address plus any other information you think is important (this will be sent back to PlanetChristmas headquarters.) Name badges are a must so people can easily link names to faces while talking. Don’t worry about fancy name badges because peel and stick shipping labels work fine.

Be sure to take lots of pictures. Your event will get some coverage in PlanetChristmas magazine and on the website. Take some great shots and forward the high resolution versions to PlanetChristmas. Include the names of people in the picture if possible.

Some Extra Guidelines for Full PLUS Events

Planning a full PLUS event requires considerable planning and is not something you can throw together one weekend. The logistics involved to make sure everything happens within the right order, on time and within budget can be overwhelming, but the rewards are well worth it.

A large PLUS event will draw decorators from surrounding states. These typically become regional events and PlanetChristmas limits these to just a few per year so please contact PlanetChristmas if you have one in mind. It pays to coordinate the dates with others planning Home-PLUS and Mini-PLUS events in the area. You'll find many times everyone will work together to make sure a large event is successful.

Finding the location to handle 100 or more people can be challenging. Check your contacts and see if a church or school is available. These venues can be rented for very reasonable prices but you're responsible for making sure you leave the space as clean as when you first arrive. Keep in mind lots of people can make a big mess. Don't forget to ask about insurance requirements.

If there is a dedicated conference center or facility available in your area (typically a stand-alone building or part of a hotel), check their prices as far in advance as you can. If the date is flexible, you can usually get the space for a very reasonable rate. Don't forget to ask about insurance requirements, electricity, Internet, etc. and try to get everything bundled into one price. It's easy to be nickel and dimed to death quickly. Also make sure you understand any extra facility service fees or taxes that will need to be paid. Hotels will typically quote a basic price and in the fine print mention an extra 18-22% service/usage fee plus applicable sales tax.

As a convenience for people driving in from out of town and staying in a hotel, find one that's close and has a reasonable rate. Many hotels will offer a discount if you guarantee filling a minimum number of rooms, but be very careful. PlanetChristmas people are pretty smart and can sometimes find deals on hotel rooms cheaper than a room block discount you commit to. Hotels can end up charging you for rooms not filled in the block.

Decide early if you want to charge a fee to cover your expenses. Attendees realize putting on PLUS events costs money and they're more than willing to chip in and defray your expenses. For these event we do recommend a real registration system to keep track of your attendees. See the resources section for more information.

Be sure and include costs for audio and video (A/V). For large groups of people you will need a sound system so the presenters can be heard. You might also need a larger video projector and screen than you're used to. Most venues have A/V services or consultants available to assist but it can get pricey in a hurry. Let them know you're shopping around and prices can drop considerably.

A registration system will definitely be required These systems will handle gathering the names and addresses of attendees as well as other vital information you might think is necessary. If you have a PayPal account, some of these systems will collect your registration fees directly and deposit them in your account. Other registration systems can collect the money and send you a check every 30 days. See the Resources section below.

It's not unusual to have a pre-gathering the night before your PLUS. Although certainly not a requirement, many people will just naturally congregate at a local restaurant to get a head start on talking. Some enthusiasts are calling these "Red Cup Socials" but you can view them as just another way to bring people together.

When the big day finally arrives, prepare to roll with the flow because there will be surprises. Ask people to register at the door and capture at least their name and email address plus any other information you think is important (this will be sent back to PlanetChristmas headquarters.) Name badges are a must so people can easily link names to faces while talking. Don’t worry about fancy name badges because peel and stick shipping labels work fine.

Be sure to take lots of pictures by assigning someone with a fancy camera to be the official photographer. Your event will get good coverage in PlanetChristmas magazine and on the website. Forward the best high resolution pictures to PlanetChristmas and remember to include the names of people in the picture if possible.

Take some great shots and forward the high resolution versions to PlanetChristmas. Include the names of people in the picture if possible.

Still up to the task? PlanetChristmas is here to help. Send an email or give us a call at 615-301-1671.

Resources

It can be overwhelming pulling together a large event. Don't panic. Here are a few resources:

Registration packages:

Stemen Technologies: Our very own Drew Stemen has created an excellent package geared for PLUS style events. Send him an email.

EventBot: Pretty good way to capture basic information about attendees. Free to use if your event is free. Small per-registration handling charge if money is involved. Keeps track of only the most basic information.

RegOnLine: Very customizable package and thus very versatile. They can take care of everything, including collecting money, but they end up charging $4-6 per registrant.

PLUS Logos:

• Home-PLUS (about 2MB)

• Mini-PLUS (about 2MB)

• PLUS (about 2MB)

Think of other resources that might be useful in planning a PLUS event? Let us know!

One Last Request!

Be sure to invite Chuck Smith!