How To Do 
IN Studio Events

​What are some examples of In Studio Events?  There are LOTS of RIGHT ways to do events.  It is a fun and creative space!  Test a few different versions and see what works for your studio space and your staff.  Pretty soon you'll find just the right rhythm. 

 

Ideally we are doing a couple of in studio events each month (2) and a couple events outside of the studio each month as well.  Here are some ideas, but get as creative as you like within our brand culture and with approvals :)

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Bring A Friend Day (or Night)

​PRIOR TO THE EVENT DAY:

• Open the Studio Events Planner Sheet in the studio Google Drive, make a copy to work from, and begin thinking through the aspects of the event and filling out the sheet, including event costs and goals.  Skip the items that only apply to events outside the studio.  Share the sheet to your Regional Manager (stretchthislife@gmail.com), and continue to update it to keep communication open as the event comes together.

• Choose a 2-4 hour block of time that is 3-10 days in the future where you have appropriate staffing.  Employees you'll want:

  • someone to set up / take down (could the the SA or SP)

  • a Sales Associate available to run the event flow and do abbreviated Intakes & Recaps

  • 1-4 Practitioners that are stretching clients (depending on the size of your studio)

  • PLUS one (or two) Practitioners whose schedule is blocked so they can do just Friend stretches that day for those that come in with the members.  This should be someone who is VERY good at demo stretches and planting seeds for a sale, since Intake and Recap will be shortened.

• Contact members that are booked for that day (or promote the event as people call in and book) and let them know what we are doing and do they have someone they would like to bring.  They'll want to know:

  • when it is​

  • to bring the friend about 7-10 minutes early before their stretch will start for the Intake and waiver.  SAs will do abbreviated Intake, looking to isolate the problem this person has that Stretch Zone could solve.  Everyone stretched must sign the waiver first.

  • Their friend will get the full half hour stretch that day just like the member will get.  (The friend will also get the Range of Motion assessment as well).  [It might be fun for the friends to compare ROM results at the end!]

  • The member and friend will want to plan to stay a few minutes afterward to go over the results of the ROM and what the practitioner discovered on the table about the friend.  

  • Their friend will be so grateful that the member shared this cool thing and made their body feel so good!

  • We DO need the name and mobile number of the friend that is coming (once the member confirms that they will be there) so that we can enter them in our system and properly reserve their stretch time.  Since it is a full half hour stretch we need to definitely get it confirmed so that the very limited time slots available for the Friend stretcher are reserved for people that will really come in.  Use some urgency here as needed to get a committed time.  We will turn away everyone else from that time slot, so we want to be sure there is really someone to stretch.

  • AS WE ENTER FRIENDS AS PROSPECTS MAKE KEY NOTE AND REGULAR NOTE TO NOT CONTACT AS A NORMAL LEAD WITH OUTREACH.  ONLY SEND EVENT REMINDERS (they will show up in the new leads section).  They should be entered as a Referral and it should be indicated in their Notes who is bringing them in. Remember that when Key Notes get updated, the history goes away, so be sure to keep important info in their regular Notes as well.

• Plan any decorations, food or drink, or special theme items that will be needed.  Make sure that you'll have on hand printed Printable Photo and Media Release Forms the day of event to capture fun to share on social media!  Make sure any printed posters or items needed have been ordered in time to arrive for the event. 

• Promote the event with in-studio flyers, text messages and emails, and have practitioners talk about it as they stretch people.  This gives our regular members the advantage and first choice of event time slots for their buddy!

• Night before event make sure laptops are charged.

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DAY OF THE EVENT (Setup)

• Arrive at the studio with plenty of time to set up, including seasonal or table decor items

• Place the plastic "sandwich board" Free Stretch sign out front (this will be fun for members and their guests to see and will encourage walk in traffic to come ask about it where there is extra staff in studio to help them.  We can use this to fill any remaining time slots, or book demos for upcoming days.

• Have available Tri-fold Brochures and Rack Cards to send with friends that don't sign up that day, and Free Stretch Coupons to pass out to everyone for more friends.

• Gift Certificates to sell

• Clipboard & Pens for the Printable Photo and Media Release Form

• Snacks, games, gifts, scratchers, any fun supplies to add to the event theme (optional)​​​

• Look for moments to take photos / short videos (offer to tag participants) to post on stories, even during setup.  Use it as an opportunity to "give back" to members and guests for joining us by shouting them out on our social media.  This also helps our community see how people that we serve are just like them!

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DAY OF THE EVENT (Event Flow)

• Keep an eye on Club Ready so employees know the names of the members and guests we are expecting and can greet them by name as they arrive.  Use the studio whiteboard to create a welcome sign with the guests name on it, so they feel special as they walk in.

• Direct each person who they will be with and what to expect, much like the normal Meet-and-Greet and then set the stage for how it will go;  "Today we are going to..." so they are put at ease in our studio.  Familiarize them with the studio, including where the restroom is.

• The person working with the guest will then begin an abbreviated Intake, including verifying their info and completing the waiver.

• INTAKE: Be comfortable and welcoming as you get to know them;

  • Have you ever heard of assisted stretching before?  Ever tried it?

  • Have you heard of Stretch Zone before today?

  • Playfully: Has your friend been bragging about all their amazing stretches and they finally brought you to try it?  or So your friend really thinks you need some stretching huh?

  • Continue with as much of the normal Intake as time allows, mainly trying to get to the reason they might want to come back and what they are suffering from or what next level goal they have that we could help them with.

  • We can be a little casual here - their friend has probably already been talking all about how great Stretch Zone is and setting the stage for us.  The member will be watching how we treat their friend, and may have concerns that we might be pushy with their friend.  Keep it curious and conversational so the our member will feel great about bringing another friend to our next event!

  • Transition them over to the practitioner for their amazing stretch!  Make sure to briefly explain our 3/5/7 so they can get familiar with what it would be like to be a member with us, and their 4 jobs.​

• PRACTITIONER: Execute the stretches, making conversation personal, fun, and educational about what's happening in their body.  Keep a close eye on how they are enjoying it and help them understand how this could be valuable for them. Drip in success stories of those who come in, and how we help people like them.  As you conclude, prepare your recommendation for the SA and tell them you hope to see them in studio and you'd love to work with them again :)

• RECAP:  Keep it more simple than usual.  Their friend will already have filled them in on many details, and will be helping you sell.  Be sure to include the member and invite the member to share their results and encourage the friend to get started today.  Still ask do they feel better now than when they came in, if they can see this helping their [insert their pain/goal].  "Great - let's talk about how you could come back in again within the week.  Maybe it becomes your friend time with who brought you / your accountability buddy."  They likely have an idea of pricing from their friend already.  AND if their friend is our member, they are likely in a similar demographic that they could bring regular stretching into their life.  Let the member help you get a committment. 

• (Optional) Offer a Day of Demo bonus stretch!  For anyone that joins on the spot AT our event, we have the option to offer a free bonus stretch to both the new friend AND the member.  This will encourage members to continue bringing their friends in for every event!

  • Note: the free stretches can be redeemed after the 3 day right to rescind has passed and the downpayment is collected for the new member's first month.​

• REMEMBER TO KEEP IT LIGHT.  If the friend is not ready to join today, we want to leave the door wide open for them to join later and make it a pleasant experience for the member that brought their friend and trusted us to make them look good.

• Thank the member for participating with us.  Make sure they are scheduled for their next stretch and they know how to refer friends through their online portal.  Send them out with referral passes and ideally a time to follow up on how the friend is feeling a couple of days after their stretch.

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AT EVENT END:

• Leave the area cleaner than you found it

• Take down any promo posters or materials

• Happy dance for all your new leads and members

• Finish posting on social media

• Put everything back in the studio in good order

• Low five your event partner.  Nice job!

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ALTERNATE FRIEND EVENT: STRETCH POP-BY

• Instead of a friend coming for a full stretch with a friend, this can be open house style where people just come in for a few minutes for a quick intro stretch, with an intention to invite them back for the full hour long consultation experience.  People can come in on their own and don't need their member friend to be with them.  "Just send your friend our way!"

• Stretch them for 5-8 minutes, depending on if there is a line waiting.  Keep in touch with the Sales Associate at the front so you know the proper pace and order.  The goal is to give as many people a taste of stretching as possible... (especially the ones that are interested in the demo!)

• Other ideas:

  • Ask who they know that would love this too

  • Make as many friends as possible!

  • Do a social media live / story etc  if appropriate​

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CORPORATE EVENTS IN STUDIO:

You may have heard of our friends at Toyota that we host in Draper every few months.  They pay up front for a block of stretches (30-40 sessions, see Jennifer for details on how to ring this in).  We plan their day ahead of time and staff the studio so that there are 3-5 practitioners available to stretch at the same time, plus one person to run the front desk sign-in sheet.  Typically this will last 9am until 2 or 3pm.  We plan it weeks ahead and block the time slots for the private event and are not available for member stretches during that time.  Employees enjoy their stretching day and employer takes care of the bill :). This is great to do when you are reaching for a monthly goal to lock in some extra revenue quickly!

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DOWNLOAD AND PRINT: EVENT SIGN IN SHEET by clicking here

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Studio Events Planner Sheet

 

Printable Photo and Media Release Form

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Frequently Asked Questions:  [coming soon]​

How far ahead should we plan? 

Ideally we are planning at least by the start of the month prior to the month of the event.  By the 15th of every month, we like to announce that the schedule for the following month is ready, and by planning events on the 1-15th we can make sure we have plenty of staff ready (versus asking if someone could work those days), and also we can avoid rushing and make events a nice constant flow.

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When is it too late to start an event promo?

Can we use mass texting and emailing to promote?  Yes!

Do we have to get approval for events?

Can my staff leave the studio for events or canvassing? What is the process?

How do we schedule for events?

​Do I need permission to give things away or do trade?

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