How do you set up a scrapbooking crop for scrapbooking fanatics who are madly in love with the craft that they would want to meet up and learn to make more original and informative scrapbooks that will stand out among the crowd? First, realize that a scrapbooking crop from any ordinary party. A scrabooking crop is organized for scrapbookers who are there to learn more about scrapbooking. They are not there at the party just to socialize but to learn new scrapbooking skills and techniques, look up the latest resources for their beloved craft and talk about their own scrapbooking endeavors and achievements.
These are the basics for any successful scrapbooking crop:
~ An established scrapbooking expert to address and teach or demonstrate the latest techniques and tools
An established speaker on scrapbooking is the draw of any large scale scrapbooking crop party. He is the crowd puller, the one whose name will get scrapbook makers rushing for the tickets to the party. Make sure that the speaker knows his stuff and is up-to-date with the latest in the market. Although you may target your party at every scrapbooking newbie, it is better to play it safe and have a knowledgeable and passionate speaker who can reach out to even the most cynical scrapbook maker in town. You definitely do not want any negative review, especially when you are hosting your first large scale scrapbooking crop party. Even if your venue is your home, you may be able to invite any passionate expert to hold an exclusive session for a few of you. There are probably some hidden gems among the crafts and scrapbooking shops in the neighborhood waiting to be discovered.
~ Suppliers for scrapbooking resources and materials who may also donate some goodie bags
Just as an established speaker draws the crowd, so will popular suppliers for scrapbooking resources and materials. Make sure that you have one or two reliable suppliers who deal in a wide selection of materials including computer software for the IT-savvy. The supplier may also be able to suggest a few speakers or hold a demonstration of the latest tools and gadgets for scrapbooking. Your crop will also get to learn to use the new tools and go home with a scrapbook to remember.
In a craft where competition is stiff, suppliers need to be entertaining and your supplier may be able to throw in some surprise games or door gifts for your crop or for just you, to ensure that he gets your support for his company. Hence do your research on the suppliers. Take your time and pick the one who can give you the best deal. A good way to get the best deal will be to invite quotations from the suppliers. Make it known that you are calling for quotations from more than one company. It is a good idea design an official sounding document and send it to your potential suppliers. List the items that you would want them to supply, individual and package deals, for some groups as well as large groups. Make sure too, that you get a preview session with them before you actually invite them to your crop.
~ A location with many scrapbooking enthusiasts
A location with many scrapbooking enthusiasts is important as it is illogical to hold an event where only one or two are interested in. A good way to find gauge the interest level of a community in scrapbooking is to have a survey done, make inquiries at a local crafts shop or garner registration through social networking channels. You will also probably get an idea of the level of interest of a community in scrapbooking by being where the crowd usually gathers, such as a popular supermarket, restaurant or cafe. You are bound to catch some news in the wind even if you do not wish to eavesdrop on conversations.
~ A central location and easy to find venue
A central location and easy to find venue is another common sense issue. It is not a good idea to have a scrapbooking crop party in a faraway hotel even though it offers good and cheap food because a potential party goer may have many other offers that take up his time and energy and having to spend time traveling and locating the venue no matter how great the speaker is, simply is not wise use of resources.
~ A convenient time and comfortable duration
A convenient time and comfortable duration are important factors as well. It is better to have too little of a great event than give people indigestion trying to understand a poorly prepared speaker or supplier who cannot communicate well.
~ Refreshments and door gifts
While refreshments and door gifts may not matter as much as a great speaker to some, bear in mind that others may be rushing from one event to another and a great drink or some healthy and fulfilling snacks may be the saving grace for some upsets in the party. It is also important that you put refreshments away from your stationery and supplies. You may want to have your food served before the tables are laid for the actual scrapbooking activities. Have neat organizers and boxes to hold the supplies neatly by the table or for each person. To round off the session, have a clean-up session whereby the cleanest and fastest group or individual will walk away with a great prize such as a hamper of scrapbooking supplies.
~ A nominal fee to cover some costs
Even though you may not fully grasp why, it is better to charge a non-refundable nominal fee to cover administrative costs than to organize a free event. People are more committed to show up for something they have paid for than a free event. When the fee is small, especially in an economic downturn, but the returns great and guaranteed, people will want to pay that small fee and yet turn up because they would feel the pinch from the payment if they do not turn up.
If you are organizing a scrapbook crop party for the first time and have readily a group of potential attendees, you need not worry about finding a posh restaurant or a hotel ballroom to host your party. A comfortable room with lots of table top and leg room, as well as comfortable seats, will suffice. The fundamentals which include a good speaker or scrapbooking coach, suppliers who can produce the newest, latest and cheapest supplies and scrapbooking tricks, as well as two or three palatable refreshments to restore the energy going into the scrapbooking activities, are sufficient to ensure a successful scrapbooking crop party.