How to organise your Angel group meeting

You’ve agreed to put together a meeting for a group of people you know of who match the profile of Angel investors who may be interested in learning more about Angel investing.

Now you’re thinking… how do I actually do that?

Here is the answer.

This guide has been put together by a professional event organiser and—like a Betty Crocker cake mix—it has everything you need. It will dissolve your stress and help you plan and run a meeting that’s as good as a bought one.

Why?

The primary purpose of your meeting is to introduce those people to Angel investing and the objective is to persuade them to join a group or network and become Angel investors.

To achieve that, here’s what the meeting must do:

1. Provide information. Obviously, one purpose of the meeting is to explain what Angel investing is, and answer questions prospective Angels will have. With the right information, presented in the right way, your prospective Angels will be able to decide if this is something they want to do.

2. Provide confidence. As important as the information presented will be the way the meeting is run. Your prospective Angels will be looking for reassurance that Angel investing is legitimate and serious. A professionally run, business-like meeting will give them confidence.

3. Provide credentials. Prospective Angels will also be looking for reassurance that they are in good company: that the people involved in Angel investing are people like them. You’ll be able to demonstrate this by ensuring you have the right people at your meeting (existing and potential Angels).

A secondary purpose of your meeting is the opportunity it creates for generating a story about Angel investing in your local newspaper or other media: coverage that might attract the attention of other potential Angel investors in your community. This pack includes a section on how to take advantage of that opportunity.

Overview

These are the different elements of a successful meeting:

· Budget
· Invitees
· Speakers
· Venue selection
· Hospitality
· Room layout
· Audio Visual
· Meeting logistics
· Follow-up

This guide provides a chronological checklist and tools, templates and advice at every step:

· Six weeks out
· Five weeks out
· Four weeks out
· 48 hours out
· On the date
· Pre-event
· Post-event

 

Six weeks out

Pick your date: Avoid Mondays, Fridays and weekends. Avoid public and school holidays (and remember – people will extend either side). Avoid clashes with other significant events – national and local (All Blacks’ games!). Establish proposed calendar of events for year.

Host: The person who will ensure event will proceed and will oversee administration, and hosting duties at function. The pivotal point of contact for event. Are you the host?

Invitees: Decide how many will attend this meeting and compile target investor invitation list – your eventual database. Compile Media and VIP list you wish to attend

Question: Do the people on your list meet the criteria for a potential Angel?

Speaker: Who is going to make the presentation about Angel investing?

Question: Do you think this person will be of interest to prospective Angels? Identify any related costs – fee/ travel/accommodation/staff. Request brief bio and photo.

Initial Budget: Income vs. Expenditure = Profit / Loss (Expectation is that all meetings break even.)

Income: Opportunity – Angel Association or other?

Costs: Venue / Hospitality – food and drink / AV

Speaker costs: Fee / Travel / Accommodation. Administrative time / travel / expenses. Thank you gift for speaker

Venue: Check availability and view venues to choose most appropriate. Look for ambience, facilities and cost. Ensure they can cater for your audience, speaker & hospitality requirements

Confirm all costs (GST Inclusive or exclusive?)

Pencil Book venue

 

Five weeks out

Venue: Confirm venue. Clarify seating plan and discuss AV requirements and preferences. Understand any restrictions at venue – media etc. Complete relevant booking papers and submit. Pay deposit if required.

Hospitality: Food – Choose according to style of function. Ensure quantity is sufficient for time of event. Drink – Ensure water is always supplied. Stipulate alcohol to be served according to budget. Set bar tab requesting consultation before this is reached.

Audio Visual (AV): Depending on the nature and size of the event it is important that this runs seamlessly to ensure maximum impact of the speaker. Venues will often stipulate their preferred AV supplier. Obtain quote, negotiate and confirm.

Notes on Audio requirements:

  • 0-30 people: Minimal
  • 30-50 people: Lectern and microphone, sound system
  • 50-100 people: Lectern and microphone, larger sound system, stage, roving mic for questions, technician to set up
  • 100 +: as above, plus additional roving mic and technician throughout

Visual will usually involve the above and additionally

  • Projector, Screen (or two depending on viewing range),
  • laptop, remote, additional technical support

Budget: Update according to venue, AV and hospitality costs

Event Proposal: Begin to compile the ‘go to’ sheet outlining detail of the event with information you have gathered so far. When completed this will be the roll out document for the event.

Notes on what to include on your event proposal now:

  • Date
  • Time (Start & Finish)
  • Venue: Address, Room, Contact: Cell Phone, Email
  • AV: Agreed services, Contact: Cell Phone, Email
  • Speaker – Contact: Cell Phone, Email
  • Schedule for the day
  • Logo
  • Price (GST Inclusive or exclusive) or not applicable

Speaker Brief: Send your speaker a brief to align your intended outcome.

Notes on what your speaker brief should contain:

  • Explanation of Angel investing
  • Criteria of prospective Angels
  • Examples of the work Angels’ have undertaken
  • Presentation content expectation and duration
  • Timing, resource available at proposed event
  • Anticipated invitation content and audience

Invitation: Contains details of opportunity / speaker / hospitality and event detail – date / time / place. (If applicable: Ticket price – noting if GST inclusive or exclusive). Ensure you gain approval from speaker.

Collateral: Design handouts for event

Notes on what your Collateral should contatin:

  • Reaffirm purpose
  • Outline opportunity
  • How they can participate in opportunity
  • Next steps

 

Four weeks out

Invitations: Proof read and send email invitations adhering to Email protocol. Update database as these are sent. (If an income generating event, use an on line registration and payment system like: www.lilregie.com. This has a cost associated with it so must be built into the budget.)

Registrations:

If accepting: Send a confirmation acknowledging receipt of registration

If not: Send a confirmation acknowledging contact and option to attend in future

Database: As replies are received, ensure your database is update

Speaker: Follow up on brief and clarify and issues speaker may have

Host Brief: Prepare introduction for event:

Notes on what your host brief should include:

  • Welcome to Angel Association
  • Key advocacy issues
  • Venue housekeeping (toilets, fire exits)
  • Introduction to speaker
  • Prepare brief close for event
  • AV Header: Set up opening, Q & A and thank you screen if visuals are used.

 

72 hours out

Venue: Confirm attendee numbers and arrangements

AV: Ensure they are organised. Blend Header and thank you slides with speaker’s presentation ensuring you retain speaker’s format

Attendees: Send reminder to attendees. Confirm with all VIP’s and media

Collateral: Review and print handouts

Seating plan: Create seating plan (if required). Print labels (from database if required. Include table numbers on labels if allocated). Sort in alphabetical order

Speaker: Obtain presentation from speaker and supply to AV people

Update speaker on:

  • Audience number and demographic
  • Media participation
  • VIP’s attending
  • Clarify timing

Speaker gift: Purchase a token (or other) to thank speaker to be presented at event. It’s great if it reflects the region and image of organisation and the people. Package accordingly.

 

On the Day

4 hours out: Print event schedule – copies for venue, av, speaker, host

1 hour out: Check venue set up – ensure hospitality as specified

Test Visuals: Ensure PowerPoint and remote operates as intended. Test Sound system

Set up registration table: Ensure all collateral available

 

Pre-event

Greet speaker and attendees

Brief speaker on AV system

Final host brief:

  • Facilitate Q & A
  • Thank speaker and attendees
  • Close event
  • Facilitate conversation afterwards
  • Ensure timing is adhered to throughout

 

Post-event

Venue: Verbal review of event. Payment of venue costs

Speaker & attendees:  Send thank you’s and follow up information. Enlist membership

Review the event: Attendee numbers. What worked, what didn’t? P&L – actual.

Set date of next proposed event: Rinse and repeat!

 

Invitation email

There are protocol’s around emailing invitations for any event. Below you’ll find an outline of those protocol’s and some suggested wording for an email to potential Angels, inviting them to the meeting.

Email Protocol: When sending a ‘broadcast’ email to a group of people who don’t know each other, type their addresses into the ‘BCC’ section of your email message. That way, the people who receive your email won’t be able to access the email addresses of the others. You’ll be protecting their privacy. Put your own name in the “To” section.

Example email: Subject: An invitation to learn more about Angel investing

As you know, over the past forty years, New Zealand’s per-capita income relative to other OECD countries has been going backwards. No wonder so many of our bright young people are living and working overseas.

Angel investors want to see New Zealand do better. They understand that what we need is more innovative New Zealand businesses competing internationally.

We invite you to join a small group of successful business owners and professional like you who are keen to learn more about Angel investing.

You’ll hear [first name, last name] of [company or organisation] explain what it is and how it works. You’ll hear some inspiring stories about extraordinarily successful New Zealand companies that are prospering today thanks to Angel investors. You’ll learn about the potential rewards and about the support provided by the more than 300 Angels who are part of the New Zealand Angel network.

There’ll be no pressure and there’s absolutely no obligation. But, as Sir Stephen Tindall says, “We have to help New Zealanders achieve their full potential”. Come along and discover how you can be part of that.

Date: [Event Date]

Time: [Event Start Time] to [Event Finish Time]

Place: [Venue]

Please let me know if you will be able to join us and come back to me with any questions.

We’re looking forward to a very interesting session.

Kind regards

[First name] [Last name] [Organisation]

 

Good luck with your event. If you have any questions or require some help with your event please contact us here at the AANZ. We are always happy to help to increase the number of Angels ‘lifting New Zealand higher’.