Whether you’re only in the first few months of your event planning journey or you’ve been planning exclusive events for decades, you probably know that efficiency is key. We usually don’t have time to wait around because there’s often a deadline to put everything together! 

The same thing goes for building your network. Having a solid group of dependable contacts can mean the difference between success or failure in the event space. 

Thankfully, there is a way to grow your network fast if you’re green in this field or if you’re expanding your event business in new territories. Let’s help you build a strong foundation of trustworthy individuals so you can worry about other things, like the color palette of your flower arrangements!

Work with what you have

Every private event host needs adequate service providers to cater for their distinctive groups of guests. Some planners have a vast and diverse network they can tap into. Others have a smaller group of contacts. 

No matter where you are in the process of building your network, each individual is valuable and can expand in value exponentially. 

The truth is that the value of your contacts depends on how you interact with them. A contact is nothing more than a name, number or email address in your phone book or spreadsheet if you aren’t making the most of that relationship. 

So how do you upgrade contacts into potential partners, collaborators, and target guests?

Step 1: audit yourself

The following four questions are fundamental:

• How do you communicate with these people? 

• How often or appropriately do you reach out to them? 

• How sincere are your interactions? 

• Are you well positioned to be of value to them as you want them to be of value to you?

Here’s a quick scenario:

Suppose you have top-notch caterers, DJs, and seasoned emcees in your contact list. Maybe you found them via online searches and had a quick intro chat, or perhaps you crossed paths at a function and gladly exchanged contacts. 

Now, you fancy their quality services for your next (or first ever) event. You know they’ll spice it up because they are THAT good. However, you find out that their payment terms don’t work for you and their prices are above your budget. What should you do? 

For sure, do not pressure them for discounts. They’re trying to run a business for a living, just like you. 

Even worse: Don’t lie about paying them later when you know you can’t afford them at all. And don’t try to make friends with them in order to exploit them. Seriously, just don’t do any of these things, darling. 

Instead, prep up your event planning business before approaching them. You want to confidently meet your suppliers’ requirements or at least get into respectful negotiations with them to strike fair deals. Respect yourself so they can respect you, too.

Step 2: audit your contacts

Next up, run an audit on your contact list. There are two major questions to ask yourself when building (or rebuilding) your event business network.

1) In what industries are your contacts operating?

One of the greatest parts of being a private event host is meeting people from all walks of life and varying industries. You probably know talented performers, five star chefs, charismatic educators, and influencers. 

Take time to research some of their respective industry’s norms. It doesn’t have to be super in-depth if you don’t have time. However, knowing at least a thing or two about market rates and how professionals in their sector operate will save both parties time during inquiries. Such knowledge will also come in handy during events when delegating tasks or chatting with guests. 

2) Who in your network can you learn from? 

Conversely, who in your network can learn from you? Reciprocity is important in any relationship, especially when it comes to networking. 

Think of it like a game of ping pong between two training partners: the game is more dynamic if you can teach each other new skills as well as bring your unique talents when you play! 

See? Mutually beneficial relationships between peers is possible if you just open yourself up to help and be helped.

A hidden treasure: your network is worth… 

…how much work you put into cultivating it! That’s it.

Believe it or not, your network as an event planner can and should be your greatest asset. If you want your private events to be successful, you’re going to have to source your stakeholders from your pool of contacts – from suppliers and staff members to patrons on your guest list.

You may think your greatest asset is your ability to innovate or your profit margin. But the truth of the matter is, without the ability to grow a trustworthy team and a loyal, fun event following, you won’t be seeing much sustainable profit or personal inspiration. The people you serve and work with make it all happen (quite literally).

Okay, now you’re wondering: 

“How can I leverage my network to the maximum as an event host?” 

We think a great place to start is to look at the capacity for expansion within a single network. What this will do is wire you with an optimistic mindset as you find organic ways to pull in more talent and value into your existing cluster of contacts. 

Want to know how to do it? Read on.

Big or small, your network leads to other networks!

Sometimes, it’s hard to remember that every individual has their own priorities and selection of close contacts. And —wait for it— your name may not be part of their list! If you can accept and respect that, you stand to grow your network faster. 

The point is, you get rid of any sort of entitlement and relationship drama. This eases the flow of communication between you and others who may eventually feel more comfortable introducing you to their close circles, thus enriching your network. 

Building bridges doesn’t have to be forced. With the proper approach, you can fast-track the process organically. 

As mentioned above, as you take more interest in each individual’s background, you will naturally create a space where your trusted contacts are encouraged to get their trusted network involved with your events.

What if you could reward your guests for enriching your guest list?

Speaking of trust, this is another reason to expand your network through existing contacts. Referrals and recommendations are always a great way to ensure that trustworthy individuals are joining your circle of event professionals and attendees. 

One tool you can use as you expand your hand-picked community is the Pay2Stay app. The fact that it is a niche ticketing service for private events allows you to choose members of your network, and empower them as affiliates to invite trusted members of their networks.

You have the opportunity, then, to meet members of your trusted affiliates’ networks. The affiliate feature is not only advanced, it’s highly secure. As showcased in the X embed below (Tutorial 4), simply choose your affiliates from your Pay2Stay network and set their percentage for earnings. 

From there, you can see how your earnings as a host and THEIR earnings as guests are divided in real-time. This allows you to engage in quality networking at your own events through shared profits. With this all-in-one tool, you will be highly efficient, both as an event host and while networking.

And this isn’t just a pipe dream; you will naturally make lasting friendships with people in your network if you take this approach. As broken down by 13 members of the Fast Company Executive Board, building real friendships not only speeds up the process of the expansion of your list of contacts, they are also enriching to you as a human being!

Another great experience within the private events industry is meeting other exclusive event planners. This is the next question you need to ask yourself:

Who in your network is also a host?

Are any of your contacts hosting their own private events? 

Knowing who else in your circle is also a host is priceless. These are individuals who share similar struggles, and, if they are trusted, can offer insights that other members of your network may not. 

If your contacts are also using an app like Pay2Stay for their private events, you can put in a request to attend their gatherings and socialize (knowing the people you are meeting are also hand-picked by people you trust).

Similarly, you can invite hosting professionals from your circle to your events, and your networks can expand together!

OK, so you’ve met amazing new guests, clients, and friends… What now?

Keep your network’s expansion going!

To make sure you keep the momentum going with new contacts, there are some tactics we recommend. The most important action you can take is staying in touch: 

Put your new contacts on your email list, your promotional outreach, and into your social media following. Also, don’t forget to add them to your guest list for your next private event! 

From there, you can make note of the new relationships that excite you and engage with them. 

It’s important to build deliberate working relationships intuitively. Follow your gut! Surround yourself with people who inspire you. Social expansion can happen fast when you’re following the path of sincerity!

Now, what does “deliberate” and “intuitive” mean when you're building your network for guests and collaborators? 

“Deliberate” networking means you are keeping the creation of sincere connections at the forefront. While in the event space, this means using technology that doesn’t distract you from achieving this. 

On Pay2Stay, the peer-to-peer ticketing and payouts reduce the risk of payment and refund conflicts through seamless and secure transactions. Let the event app in your pocket deal with that so you can focus on what matters: warm connections with your growing network! 

Meanwhile, “intuitive” networking for private event hosts means:

1. Listening to the stories of current and potential event stakeholders. 

• Take note of their pet-peeves. 

• Read their body language. 

This helps you hold more meaningful conversations, deepens the respect you have for each other, and opens avenues for further collaboration.

2. Keeping your network in mind when putting together your private events team and your database of third-party providers. When you know everyone in your circle and their stories, you will be more equipped to handpick talents and suppliers for your events.

And what happens when you put all of these tactics together? Your network will grow swiftly and naturally. You will also probably end up having a great time, which is enough reason to try out these methods. Events are supposed to be fun, remember? 

All of this to say… growing your contacts is not a waste of time!

Becoming more efficient with networking and growing your list of contacts doesn’t mean you have to compromise your interactions with others. In fact, quite the opposite! 

When you focus on the people around you, their stories, and building trust, your circle will expand organically. 

Plus, using technology that allows you to take a human approach (like Pay2Stay) will not only speed up the process, it will free you up to enjoy it. Happy networking!