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Welcome to All Things Retreat Podcast.
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I'm Holly Porter, your host and CEO of Retreat R and R.
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With over 25 years of experience in designing transformative retreats, I'm here to share insights and inspiration to help you create extraordinary experiences.
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Whether you're a pro or just starting out, you'll find valuable ideas here.
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Enjoy the ride.
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Let's dive in.
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Hello, and welcome back to All Things Retreat Podcast, folks.
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Today I'm giving you a sneak peek at one of the speakers joining us for International Retreat Association, International Come Girl With Us conference on October 22nd.
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And my guest is Brittany Bolin.
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She's a nationally experienced speaker, entrepreneur, racial relationship strategist, and networking expert with more than 12 years of experience helping business owners turn meaningful connections into lasting opportunities.
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Brittany's delivered more than 50 talks, appeared on more than 35 podcasts, led her own retreats, attended more than 25 retreats, and participated in over 100 business conferences.
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She understands events from a lot of different angles.
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So at our conference, Brittany will be speaking about event sponsorship and planning.
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And today we're going to give you a little preview of what that conversation is, including why sponsorships can become such an important part of growing your retreats.
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Brittany, welcome to All Things Retreat Podcast.
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Thank you.
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Thank you for having me.
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I'm so excited and get ready to get everything finalized for my part of the summit.
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And it's been fun to share it online and meet some new people through social media that are excited to join us too.
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I know.
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I am loving seeing all the registrations coming in from all over the world.
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And um, this particular conference, there's no replays on there that you can purchase.
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You just have to be a member inside, and we'll let you know how to do that.
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And it's very inexpensive to do that.
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But I know some of those addresses coming in that are registered.
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I'm like, oh, they're gonna be up in the middle of the night if they come live.
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But we would love to have them there.
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So good stuff.
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All right, it's coming fast October 22nd, right around the corner.
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But with you, you've attended more than 25 retreats and over a hundred business conferences, as we said.
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So you've also led retreat yourself, but from all those experiences, what have you learned separates from a good event to a memorable event?
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Good question.
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So definitely the planning and the pre-planning on the back end, right?
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Um, also as an event planner, or if you're hosting the retreat and you're the retreat leader, making sure everyone involved has clear communications on expectations and what you want to deliver.
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And then really you can, I feel like you can really feel it when you walk into the right room and the right event and they have a good vision.
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Um and they know where they're the whole team knows where that event is leading you down the path, right?
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Yeah.
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Um, if they're organized, I feel like people really appreciate that.
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If it starts and stops when it says it's going to, to respect the time for the people that do show up on time.
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Um, I had a meeting today and I was like, it's 9 30.
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We said 9 30, that's when we're starting it.
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And then people can come in and stick out.
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Um, and then really just paying attention to the details, right?
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So for me as a speaker, especially when I'm in person, I like to print in color.
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I like my handouts in color.
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It's just something unique that makes me stand out.
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I like to walk into an event and see the little details that I know somebody worked on.
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That could be really important and really set the stage for the event.
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Absolutely, yes.
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And I'm a lot like that as well.
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I don't love doing all the details.
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That's why I have assistance.
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I just like the creation part and the presents and the gifts and the color, like you said.
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It's like, yeah, the wow factor and the shock and awe factor is what I love creating so that people like want to come back or they know, oh, she gamifies her events.
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I want to be in that room, and that's my that's my thing.
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And I know you love, you know, matching people, and we've both done that for years.
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So it's it's a superpower, like it really is a superpower.
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Not everyone.
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Yeah, and I love the I love the details.
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So I that's part of what I do in my business is execute the details.
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I love them being done, I just don't like doing them all, but I like a very organized process.
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And I feel like every time I do an event, I'm creating a process for the next one.
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It's that plan D review, right?
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It's like yeah, you figure it out and then it makes it easier the next time because you can go back to your master spreadsheet or whatever and make sure all the boxes are getting checked off.
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And I actually just created um a new major detailed spreadsheet calculator for doing retreats, and it'll be in our toolbox that we give all our members that can go in there, and there's all kinds of freebies in there just for being a member of the association.
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But kind of excited to put that one in because I'm like, there is a lot of stuff in there that not everybody thinks of.
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And so anyway, that's a juicy one.
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Um, but at our conference, you're gonna be talking about sponsorship and planning.
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Oh, there you are.
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And I'm just wondering if you can give us a little preview, like what retreat leaders need to start understanding about sponsorships.
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Like if they're just starting out, maybe they don't need to be thinking of that.
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But as you build and you're doing more and more retreats, why is that important to have and be thinking about sponsors?
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Yeah, so I think that there's a couple of reasons why sponsors are really important.
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One, a lot of times we might be doing a retreat in like a new area or a different city or country that we haven't been to or that we haven't networked in well, but there's a key sponsor or key relationship in that area, and they have guests and they have clients in um that arena.
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So let's say you picked, you know, North Carolina, for example, and maybe you don't have a lot of direct contacts down there, but there's this couple key businesses or key sponsors that could really get you in front of your ideal client and get you in front of people that live in North Carolina and those surrounding cities.
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So I think it's really powerful for that.
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It adds an extra lay of credit of credibility to us, right?
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Having a sponsor on our social media and our marketing.
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Um, they help leverage us.
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We leverage them through the marketing process.
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So I think that's very important with AI and all the new technologies and all that cross-collaboration online before the event.
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And then it also helps with costs, right?
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Because, like you said, you have a spreadsheet.
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I'll be excited to see that.
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There's a lot of little costs that retreat owners and event owners don't think about.
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And so when they start adding up, it's like if you didn't sell enough tickets or if you didn't sell enough tables or you know, have enough revenue, then as the leader, you're responsible for that.
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But the sponsors can really help offset that cost, and especially those initial costs when you're putting down deposits and security and things like that.
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So I'm excited to share all of those things with you.
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I love that.
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And you know, I'm super transparent, probably.
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I don't know if you ever can be too transparent, but that's just who I am.
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So it's like I'm always gonna pull the curtains behind anyone that needs to know any information because as we're building this never done before International Retreat Association, it's it's kind of like I like not having any rules because we can make up our own.
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And it's like I want to make sure I know I'm gonna do it with integrity, but I want to make sure whatever I say I'm going to deliver that I over-deliver.
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And that includes sponsorships.
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Like if you lock arms with us as a sponsor, or you're a sponsor like for the whole year and all our events and marketing, it's whatever I I say I'm gonna do, I'm gonna do.
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Like, and I hope that people will know that from me more than anything, because that is such a trigger when people say something they're going to do and they don't do it makes me crazy.
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Because it it's like if you need to renegotiate the contract or the words or the conversation and go to someone and talk to them about it beforehand, that's one thing.
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But to just like not deliver on what you say, just yeah, that is not okay for me.
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So, people, if you're like that, like I'm not for you.
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So it's okay.
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Exactly.
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Yeah, and if it's your and if it's your first event and you don't know exactly what it's gonna be like, right, you have to really kind of help project what you expect and what you you know are working towards.
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Yeah.
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Um, and sometimes it's not always perfect, but you know, if you actually sit down and project the numbers or project the turnout or give them some idea of what you're doing.
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And if they've worked with you before, somebody that you know they appreciate that, right?
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But I think, yeah, on the flip side, sponsors want to see that we're delivering what we said and we're delivering a room and the right people.
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And um, then they'll renew every year too, or every event if you have a recurring event, and then that half that work is done for the next time.
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Well, and I understand that things things change.
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Like, let's talk about the online conference.
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For instance, I said to everybody I was gonna work on the schedule last weekend, and you got it.
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You got it first thing Monday because I said I'd do it.
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And I was very transparent in everything because there's no wiggle room on time.
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Like it's like, yeah, I didn't realize when I got that many speakers in five hours.
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I was like, oh, whoa.
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So again, lesson learned for the next one.
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I probably won't have that many speakers if I keep it in that five-hour window.
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But I didn't want to take a lunch break and I want to make sure we had a couple 10-minute breaks in between.
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Somebody was always like, when am I gonna go to the bathroom?
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And the fact that they even asked that made me so excited that they were like so zoned into wanting this education that they're gonna get and we're delivering to that they didn't want to take, like, when do I go?
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I'm like, we have two breaks, but you have 10 minutes.
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I mean, for me, where my computer is, if I need to run, I can still hear it.
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So it was just funny.
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Yeah, I love that kind of stuff.
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I love that kind of excitement from people because I think anyone that knows me knows I'm gonna bring value to them.
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Like it's just yeah, we're I mean, there's so many reasons of the why.
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There's a reason behind every little thing we're doing behind the scenes, including being complimentary.
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Like, really, we want people to understand this is a great place to get education.
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We're not a retreat, we're in a retreat association.
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You're gonna come here, you're gonna network, you're gonna learn, you're going to meet people that you would that are in your own realm of geniuses, right?
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But live somewhere else.
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You're not competition to each other.
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There's a whole world of people to bring to your retreat.
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So, um, okay, we'll get off that soapbox.
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That'll take me down a rabbit hole real quick.
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Um, so sponsorship doesn't always have to mean somebody like writing you a big check.
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What are some other creative sponsor ways that sponsors can add value to retreats?
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So they can be, let's say you're having a special event or like a VIP dinner or a cocktail hour, they can sometimes just be the sponsor of that activity and help with the cost of that um or provide um items that are needed.
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Um, I've had print sponsors before where they do all the print, all the colored printing and the brochures and the programs.
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And um, so we've had that.
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If you're serving food and um cocktails and drinks, and add an event space or a retreat center where you are not on that's not on site, they could sometimes just be, you know, of the best local caterer and they're sponsoring the food to help with that.
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So sometimes it's gonna be in their services, sometimes it'll be what they deliver.
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Sometimes they just want to sponsor, like I say, one night or one piece of the event and really have that highlighted for them.
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So you can get really creative with them too on different budgets and levels of working with you, um, especially as you're growing, kind of, you know, creating the event and the the atmosphere.
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Well, and and when you're also giving them credit for sponsorship, make sure somebody that paid you a thousand dollars and someone that paid you maybe 250 that they're not getting the same stuff.
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Like you want to make sure they shine more than the other because they paid a fourth of the price.
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And I think a lot of people just think, oh, they're my sponsor, I gotta put them on everything.
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And just be very specific in what you're offering and then make sure you do it.
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Exactly.
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And give them and don't be afraid to have some higher levels because there are sponsors that want to pay for those higher levels to get maybe more visibility, or maybe they get some time in front of your event, you know, members.
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So don't be afraid to have a high, a low, and a kind of a medium range.
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So different sponsors can come in at different levels too.
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Yes, I agree.
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And I didn't think that out before this conference, it's because it's our first one and the timing, and there's so many things in January I'm gonna do different now.
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It's like this one is so much education and it's so pactful that like it's gonna be great.
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It's gonna be great recordings for people to have and get back later.
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So I am excited about that.
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But relationship for you and I, I know is like top, top, top.
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And it's a great part of your work when you're working with people and building things.
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But how should someone approach a potential sponsor without making it feel like, hi, will you give me money?
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Okay, like you want to be my sponsor.
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Um, so because relationships I love that.
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Um, because relationships are important, I always say start with the relationships that you already have because sometimes like they might not be the key directly to your um as your sponsor, right?
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But they might have a key that unlocks a sponsor.
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They might know somebody that they have a really great relationship with and they could recommend them and connect you.
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So I always say start with your relationships in your network and see who they know.
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If you're gonna approach cold, let's say we're gonna cold market a sponsor that you don't have a relationship with, definitely do your homework.
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Do your homework on their website, on AI.
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What is their mission?
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What is their value?
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What do they want to deliver?
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And figure out how that aligns with your event and your retreat and present it in that way, right?
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And share with them what are you also gonna do for them and how are you gonna help them?
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Because sponsors help us, but we also help those sponsors, right?
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Like you said, the better you deliver that and the more you deliver that above what they're expecting, the more that just builds to other sponsors.
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So definitely do your homework and research or reach out to people you know and get those key relationships introduced to you because there's at least a little bit of a warm trust in the environment there.
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Yeah, for sure.
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Um, okay, so October 22nd is coming very shortly.
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We have a five-hour conference.
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If you're just catching this in the middle or towards the end, and Britney's gonna be one of our speakers there talking about sponsorships and what was the other thing?
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Events.
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Planning.
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Events planning.
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Yeah, I'm like, yeah, the word left my brain.
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Um, what's one thing?
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Can you give us one thing that you're gonna teach us about that they could maybe go and immediately start using?
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Yeah, so um I have a like power partner passport that I like to use.
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Um it's a you know, I've always used a power partner like relationship tool, but this one's a passport to see who you already know in the event space, who you're gonna meet on the aline online, who you're gonna meet in the association, and then together we're gonna be able to share some connections and resources and try to find sponsors within the associations and I guess the people that are attending this event.
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Awesome, awesome, awesome.
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Okay, well, that's exciting.
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I'm looking forward to that myself.
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So let's do some rapid fire.
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Are you ready?
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I'm ready.
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These are just top of mind, first sentence, first word that comes to mind.
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Don't give it a lot of thought, just whatever.
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Okay.
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So cash sponsorship or in-kind sponsorship.
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Oh, I like in-kind.
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Okay.
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One big sponsor or several smaller sponsors.
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I like several smaller sponsors, local companies or national brands.
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Oh, I would say it depends on your event.
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Absolutely.
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But if you're gonna be local and you're gonna be um, if you can do it local, it's even better.
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Yeah, especially if it's a community event.
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I like that.
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Yeah.
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Uh cold outreach or warm introduction.
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Warm introductions.
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I knew you were gonna say that.
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Uh biggest sponsorship mistake.
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Oh, I say not delivering what you say you're gonna deliver and having the same level for every sponsor.
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Ding ding ding.
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Most overlooked sponsorship opportunity.
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I would say printing.
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Printing or swag, getting that sponsor, the giveaways, things like that.
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People love stuff.
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They but not just junk, like right?
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Yeah, good swag.
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Nice stuff.
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Um, one thing every sponsorship pitch needs.
00:16:38.159 --> 00:16:39.759
Ooh, a good close.
00:16:40.799 --> 00:16:41.360
How are you?
00:16:41.600 --> 00:16:45.519
Even if they say no, if you don't have that close, yeah, you're missing it.
00:16:45.759 --> 00:16:47.360
Yeah, don't close the door.
00:16:47.919 --> 00:16:51.039
Maybe just maybe it's a no not now, right?
00:16:51.120 --> 00:16:52.159
But don't that door.
00:16:52.559 --> 00:16:55.360
Early, how early should you start looking for sponsors?
00:16:55.600 --> 00:17:00.240
I would say as soon as you're right before your ticket sales or as soon as you're starting to sell tickets.
00:17:00.559 --> 00:17:04.160
You've got the venue, you've got a couple key things planned and ready to go.
00:17:04.319 --> 00:17:07.039
Now you need the sponsor to kind of correlate with that marketing.
00:17:07.279 --> 00:17:09.119
Networking, quality or quantity?
00:17:09.359 --> 00:17:10.640
Oh, quality.
00:17:11.119 --> 00:17:13.920
Follow up within 24 hours or within a week.
00:17:14.240 --> 00:17:14.799
24 hours.
00:17:15.440 --> 00:17:16.240
Sometimes same day.
00:17:16.960 --> 00:17:19.440
Go into retreats, retreat house or hotel.
00:17:19.680 --> 00:17:20.960
Ooh, I like houses.
00:17:21.119 --> 00:17:21.359
Yeah.
00:17:21.519 --> 00:17:23.680
I think it depends how many you we're talking about.
00:17:23.839 --> 00:17:24.160
Yeah.
00:17:24.400 --> 00:17:27.039
Uh small intimate retreat or large conference?
00:17:27.279 --> 00:17:28.400
Small intimate retreat.
00:17:28.640 --> 00:17:30.559
Relationships or strategy.
00:17:30.799 --> 00:17:31.519
Relationship.
00:17:31.680 --> 00:17:32.319
Ah, I love it.
00:17:32.400 --> 00:17:32.720
Okay.
00:17:32.880 --> 00:17:40.000
So you talked a lot about recognizing connections and opportunities that other people might just overlook and not think about.
00:17:40.079 --> 00:17:47.519
But for the retreat leader listening today, what's one relationship or partnership that they should probably be paying more attention to right now?
00:17:47.759 --> 00:17:49.119
More of a relationship?
00:17:49.359 --> 00:17:51.920
More often or partnership.
00:17:52.079 --> 00:17:52.880
Or partnership.
00:17:53.119 --> 00:18:00.160
I would say someone that's really good with technology, um, whether it's AI, a ticketing platform you're going to use for your event.
00:18:00.400 --> 00:18:12.240
There's so many great technologies out there, and we need some good partnerships and maybe some good sponsorships in with those partners to really help uh maximize and build your retreat or your event even on a bigger scale.
00:18:12.480 --> 00:18:13.359
Yeah, totally.
00:18:13.599 --> 00:18:20.160
Well, okay, so this is a taste of Brittany and a little bit of what she'll be talking about at the conference.
00:18:20.319 --> 00:18:22.880
Come grow with us on October 22nd.
00:18:23.039 --> 00:18:26.160
But before we go, I have your information that you gave me.
00:18:26.319 --> 00:18:32.640
And so we have show notes, and so that's how they will be able to contact you that they can grab right there.
00:18:32.720 --> 00:18:36.720
And that way you don't have to spill out things people aren't even able to comprehend here.
00:18:36.880 --> 00:18:40.079
They can just go to the show notes and click on it, it'll take them to you.
00:18:40.240 --> 00:18:43.039
But do you have any last words for our listeners?
00:18:43.279 --> 00:18:47.119
I would just say come and join us on October 22nd.
00:18:47.200 --> 00:18:48.480
We're so excited.
00:18:48.799 --> 00:18:57.759
And if you know other people that are in this uh field of retreats and events, make sure they check out the association and everything that Holly's created.
00:18:57.839 --> 00:19:06.559
Um, there's amazing opportunities and it's just some really great ground level um founder opportunities that are not going to be around for long.
00:19:06.799 --> 00:19:07.599
That's right.
00:19:07.839 --> 00:19:12.960
And we will also put the conference link in the show notes so you can grab it there.
00:19:13.119 --> 00:19:15.759
If you haven't seen it, I feel like it's been all over.
00:19:15.839 --> 00:19:21.519
I'm just loving seeing because it dings my email personally when somebody signs up.
00:19:21.599 --> 00:19:22.880
So I'm like, I'm loving it.
00:19:23.119 --> 00:19:23.680
I love it.
00:19:23.839 --> 00:19:26.079
Yeah, I love the colors, the brand.
00:19:26.160 --> 00:19:27.440
Yeah, you spend a lot of time on it.
00:19:27.599 --> 00:19:28.160
It's amazing.
00:19:28.480 --> 00:19:29.920
Well, that that stuff I love anyway.
00:19:30.000 --> 00:19:30.480
That is fun.
00:19:30.559 --> 00:19:33.519
But I just I just in love and seeing just people from all over the world.
00:19:33.599 --> 00:19:35.440
I'm like, oh my gosh, this is so cool.
00:19:35.599 --> 00:19:38.400
So, and we are international, so there you go.
00:19:38.640 --> 00:19:40.960
We we want people internationally.
00:19:41.119 --> 00:19:43.519
Um, sorry, it's in the middle of the night for some of you.
00:19:43.599 --> 00:19:52.720
It's just challenging to I don't do well at night, so I'll never probably do something in the middle of my hours because I'm not, I need my sleep way worse.
00:19:53.039 --> 00:19:55.519
And there's always recordings, but anyway, all right.
00:19:55.599 --> 00:19:56.720
Well, thanks for sharing, Brittany.
00:19:56.880 --> 00:20:03.440
We're excited that you're here and we're excited for everyone to get to know you a little better during the conference.
00:20:03.599 --> 00:20:10.079
And until then, everyone, we will see you next time on the show of All Things Retreat Podcast.
00:20:10.319 --> 00:20:11.359
Thanks, bye for now.
00:20:11.680 --> 00:20:12.559
Thank you.
00:20:14.799 --> 00:20:18.000
Thank you for joining us on this episode of All Things Retreat.
00:20:18.160 --> 00:20:24.640
We hope you're leaving with new ideas, fresh inspiration, and the motivation to take your retreats to the next level.
00:20:24.880 --> 00:20:27.599
Don't forget to subscribe and leave us a review.
00:20:27.759 --> 00:20:30.559
It helps us grow and reach more retreat leaders like you.
00:20:30.640 --> 00:20:38.160
And if you have any questions, topics you'd like us to cover, or just want to say hello, send us an email at infoberetreatrnr.com.
00:20:38.319 --> 00:20:42.559
Follow us on social media to stay connected and catch all the latest updates.
00:20:42.799 --> 00:20:48.319
Until next time, remember, great retreats start with great intentions.
00:20:48.799 --> 00:20:52.400
Let's make them extraordinary one step at a time.
00:21:02.079 --> 00:21:07.039
Find out that you've got everything in place on your purpose and price things in your audience and agenda.
00:21:07.200 --> 00:21:09.039
Don't guess, get clear.
00:21:09.279 --> 00:21:14.799
This quick checklist will show you exactly where you stand and what you need to make your retreat.
00:21:15.759 --> 00:21:20.880
Click the link below in the show notes to grab your guests and take the first step toward hosting.