The Joe and Todd Show

Joe And Todd talk with Meredith Commender, owner and Lead Event Coordinator & Designer at Significant Events of Texas. They discuss the similarities between planning corporate events and planning weddings and why event planners should be open to doing both. Meredith also gives a little background on her start in the event business and how she went from a school teacher to event planner.

70 random questions (kinda), 140 answers. In this episode, we get to know more about our hosts and some of their personal likes and opinions. 

Joe and Todd sit down with entrepreneur and retailer Mary Beth Babcock. Mary Beth is well known for her love of Tulsa and creative retail endeavors. In 2018 she brought one of her biggest dreams to life when she transformed an empty 1950s PEMCO gas station into Buck Atom's Cosmic Curios, a must-see retail stop on Tulsa's Route 66. Adding to her Route 66 roadside attraction is Buck Atom, a 21-foot-tall space cowboy Muffler Man.

Joe and Todd discuss Fundraising with with one of the experts, Kent Stroman. Kent is a Certified Fund-Raising Executive and the author of Asking about Asking: Mastering the Art of Conversational Fundraising and The Intentional Board: Why Your Board Doesn't Work and How to Fix It.

Many new creatives find it difficult to determine what to charge a client based on the time and expense that goes into a project. Follow along as Joe and Todd explain some of the tools and methods creatives can use to determine what to bill and how to bill it.

Short of a client telling you you're doing a good job; how do you know? During this session of the podcast, Joe and Todd talk about the many ways you can analyze experiences and information to reach a conclusion. They also discuss why it's essential that creatives feel good about what they are creating and the work that they are doing for their clients or customers.

Joe and Todd emphasize the importance of sharing experiences, creating trust and expectations, as well as rock solid communication when collaborating with other creatives. Learn what you can do to live within an inspirational atmosphere during the process, what kind of things can cause friction and how to make it all come together.

Have you ever thought of a cool design concept in your mind but haven't been sure how to bring it to life? This episode of the Joe and Todd Show explores several methods you can use to take your creative ideas from paper to reality. The creative duo shares one of their favorite projects, The Hyatt Luggage Tree, an endeavor that took 16 months of planning and evolved from imagination to art installation!

In this episode, Joe and Todd share the importance of learning what types of things give your client a headache. “We want to take away our client's headaches,” says Todd. “Curing the headache allows you to find opportunities to be of service to your clients.” Creatives need to develop skills to take measure of a client's capacity. Listen in as Joe and Todd talk about how to really listen and respond to client needs big and small.

Everything, including information, moves faster these days and messages bombard us from all angles. So, how do you cut through the clutter and what do you say when someone asks you what it is that you create? Experienced creatives Joe Mathis and Todd Wade teach you how to develop a perfect natural and memorable elevator pitch. The Joe and Todd Show - Podcast Are you a creative, or in a creative business and want to make more money? Do you crave professional tips and knowledge about how to grow your creative business? The Joe and Todd Show podcast is the place where creative collides with business. Hosts Joe Mathis and Todd Wade have a passion to share their experience so creatives of all types can dream big and achieve their goals.  As RumbleDrum's Chief Creative Officer and Chief Executive Officer, respectively, Joe and Todd have 30 plus years of experience in guest experiences, environments, and identity. Learn more about RumbleDrum at https://www.RumbleDrum.com

One of the hardest things about being a creative is determining which ideas or elements have merit in your concept or design and which can be put aside. How do you know which elements to keep and which ones to eliminate? New creatives can benefit from methods that improve their ability to achieve the best balance. Listen as Joe and Todd list ways to curate your ideas and give focus to your product or event. The Joe and Todd Show - Podcast Are you a creative, or in a creative business and want to make more money? Do you crave professional tips and knowledge about how to grow your creative business? The Joe and Todd Show podcast is the place where creative collides with business. Hosts Joe Mathis and Todd Wade have a passion to share their experience so creatives of all types can dream big and achieve their goals. As RumbleDrum's Chief Creative Officer and Chief Executive Officer, respectively, Joe and Todd have 30 plus years of experience in guest experiences, environments, and identity. Learn more about RumbleDrum at https://www.RumbleDrum.com

As a new creative, do you compare yourself to what other people are doing? Do you worry about the quality of your ideas or do they feel forced?  According to Todd, "If it's a good creative idea, it should be fun and it should flow."  In this episode, Joe and Todd dig into some of the ways creatives sabotage their efforts. Says Joe, "The comparison game is the most dangerous game out there."  Together, the successful co-founders of RumbleDrum teach you how to think differently about the way you approach the creative process.  The Joe and Todd Show - Podcast Are you a creative, or in a creative business and want to make more money? Do you crave professional tips and knowledge about how to grow your creative business? The Joe and Todd Show podcast is the place where creative collides with business. Hosts Joe Mathis and Todd Wade have a passion to share their experience so creatives of all types can dream big and achieve their goals.  As RumbleDrum's Chief Creative Officer and Chief Executive Officer, respectively, Joe and Todd have 30 plus years of experience in guest experiences, environments, and identity. Learn more about RumbleDrum at https://www.RumbleDrum.com

In this episode, Joe and Todd encourage creatives to remember that sometimes the big dream jobs come from doing the small jobs well.  As Joe says, "If you are a creative just starting out, be willing to do anything: volunteer, work with and meet vendors, and talk with them.That effort alone can lead to new projects."  The duo also explores how offering your services or product at little or no cost to people of influence leads to more opportunities for business and long-term clients.  The Joe and Todd Show - Podcast Are you a creative, or in a creative business and want to make more money? Do you crave professional tips and knowledge about how to grow your creative business? The Joe and Todd Show podcast is the place where creative collides with business. Hosts Joe Mathis and Todd Wade have a passion to share their experience so creatives of all types can dream big and achieve their goals.  As RumbleDrum's Chief Creative Officer and Chief Executive Officer, respectively, Joe and Todd have 30 plus years of experience in guest experiences, environments, and identity. Learn more about RumbleDrum at https://www.RumbleDrum.com

Join Joe and Todd as they interview Tulsa, OK entrepreneur Caryn Arnold, the creative behind 18 Doll Street, a start-up dedicated to making custom dollhouses to fit any 18 inch doll. It's an engaging discussion that includes helpful guidance from the experts on how to transition from doing free creative work for friends to making an income, and how to transition from a "day job" to a fulfilling creative career.   The Joe and Todd Show - Podcast Are you a creative, or in a creative business and want to make more money? Do you crave professional tips and knowledge about how to grow your creative business? The Joe and Todd Show podcast is the place where creative collides with business. Hosts Joe Mathis and Todd Wade have a passion to share their experience so creatives of all types can dream big and achieve their goals.  As RumbleDrum's Chief Creative Officer and Chief Executive Officer, respectively, Joe and Todd have 30 plus years of experience in guest experiences, environments, and identity. Learn more about RumbleDrum at https://www.RumbleDrum.com

Setbacks can be difficult to accept, but they happen to everyone. Some setbacks are out of our control while others may require some soul searching. Joe and Todd dig deep into the ways creatives can successfully navigate setbacks, hit reset, and position themselves to move forward to achieve creative business success. The Joe and Todd Show - Podcast Are you a creative, or in a creative business and want to make more money? Do you crave professional tips and knowledge about how to grow your creative business? The Joe and Todd Show podcast is the place where creative collides with business. Hosts Joe Mathis and Todd Wade have a passion to share their experience so creatives of all types can dream big and achieve their goals.  As RumbleDrum's Chief Creative Officer and Chief Executive Officer, respectively, Joe and Todd have 30 plus years of experience in guest experiences, environments, and identity. Learn more about RumbleDrum at https://www.RumbleDrum.com

Building an authentic relationship with your client is a proven method to earn repeat business.  Invest time and effort in getting to know your clients and be sure to cultivate a “we” culture.  In this episode, Todd notes that, “Joe is so fun to work with, we often have clients that start with one event but end up asking us to do more.” Listen in for expert advice on how to repeat your success and look for opportunity at every event. The Joe and Todd Show - Podcast Are you a creative, or in a creative business and want to make more money? Do you crave professional tips and knowledge about how to grow your creative business? The Joe and Todd Show podcast is the place where creative collides with business. Hosts Joe Mathis and Todd Wade have a passion to share their experience so creatives of all types can dream big and achieve their goals.  As RumbleDrum's Chief Creative Officer and Chief Executive Officer, respectively, Joe and Todd have 30 plus years of experience in guest experiences, environments, and identity. Learn more about RumbleDrum at https://www.RumbleDrum.com

Join creatives Joe and Todd as they talk about the ways gifts can create a meaningful “connection point” with clients, employees, or donors. Learn why off-season gift-giving can be more impactful than traditional holiday giving. Joe and Todd discuss the power of the thoughtful, unexpected gift, and why it is often the best gift to give and receive. The duo also shares insights from John Ruhlin's book Giftology: The Art and Science of Using Gifts to Cut through the Noise, Increase Referrals, and Strengthen Client Retention. The Joe and Todd Show - Podcast Are you a creative, or in a creative business and want to make more money? Do you crave professional tips and knowledge about how to grow your creative business? The Joe and Todd Show podcast is the place where creative collides with business. Hosts Joe Mathis and Todd Wade have a passion to share their experience so creatives of all types can dream big and achieve their goals.  As RumbleDrum's Chief Creative Officer and Chief Executive Officer, respectively, Joe and Todd have 30 plus years of experience in guest experiences, environments, and identity. Learn more about RumbleDrum at https://www.RumbleDrum.com

In S2 E10, Understanding Client Identity and Brand, Joe and Todd help creatives incorporate their clients' identity and branding into every project. Learn how incorporating a company's correct logos, corporate colors and style guide can give your work more an individual touch for each client. The Joe and Todd Show - Podcast Are you a creative, or in a creative business and want to make more money? Do you crave professional tips and knowledge about how to grow your creative business? The Joe and Todd Show podcast is the place where creative collides with business. Hosts Joe Mathis and Todd Wade have a passion to share their experience so creatives of all types can dream big and achieve their goals.  As RumbleDrum's Chief Creative Officer and Chief Executive Officer, respectively, Joe and Todd have 30 plus years of experience in guest experiences, environments, and identity. Learn more about RumbleDrum at https://www.RumbleDrum.com

In S2 E9, Planning Professional Proposals, Joe and Todd help creatives understand the preparation necessary to submit successful proposals, including what types of information to include. Learn about different types of proposals, how to gather information and ways to stand out from the crowd in presenting your proposals. Most of all, hear why a proposal must represent you well and what that means. Join them as they share professional tips about: types of proposals, why it's important to do your research, and answer questions such as: How do you know what to include in a proposal? Do digital proposals replace paper proposals? What are some unique methods to present proposals?  The Joe and Todd Show - Podcast Are you a creative, or in a creative business and want to make more money? Do you crave professional tips and knowledge about how to grow your creative business? The Joe and Todd Show podcast is the place where creative collides with business. Hosts Joe Mathis and Todd Wade have a passion to share their experience so creatives of all types can dream big and achieve their goals.  As RumbleDrum's Chief Creative Officer and Chief Executive Officer, respectively, Joe and Todd have 30 plus years of experience in guest experiences, environments, and identity. Learn more about RumbleDrum at https://www.RumbleDrum.com

Joe and Todd talk about the importance of hiring the right people to fulfill the roles for your project.

Joe and Todd discuss different methods used by creatives and vendors to leave a signature touch that will have a personal impact on their clients.

Joe and Todd discuss the importance of vendor relationships and how those relationships can benefit your business.

Joe and Todd go over billing, price structuring and placing a value on the work of a creative.

Joe and Todd discuss the importance of setting a schedule for everyone involved with a project.

Joe and Todd discuss how and when collaborating with a client works best. Just don't say "brainstorming" around Joe.

Joe and Todd discuss the importance of planning for each project.

Joe and Todd are back for Season Two and they are discussing when outsourcing is the best option.

Show notes for this episode here: https://rumbledrum.com/020-at-your-service-rentals-brett-fuller/

Show notes for this episode here: https://rumbledrum.com/019

Episode 18 - Working with Audio/Visual Teams Show notes for this episode here: https://www.rumbledrum.net/podcast

Episode 17 - Securing the Business Part 2: Contracts Show notes for this episode here: https://www.rumbledrum.net/podcast

Episode 16 - Securing the Business Part 1: Proposals Check out the show notes for this episode here: https://www.rumbledrum.net/podcast

Episode 15 - How To Handle Emergencies  Check out the show notes for this episode here: https://www.rumbledrum.net/podcast

Episode 14 - Being Intentional About Building Relationships Check out the show notes for this episode here: https://www.rumbledrum.net/podcast

Episode 13 - Never Waste a Good Crisis Check out the show notes for this episode here: https://www.rumbledrum.net/podcast

The 5 Different Types of Events Check out the show notes for this episode here: https://www.rumbledrum.net/podcast

 Top 5 Things To Remember When Working In Someone's Home Check out the show notes for this episode here: https://www.rumbledrum.net/podcast

Episode 10: Choosing Entertainment For Events Check out the show notes for this episode here: https://www.rumbledrum.net/podcast

Episode 9: Venue Types Check out the show notes for this episode here: https://www.rumbledrum.net/podcast

Episode 8: 10 Ways To Get More Business Check out the show notes for this episode here: https://www.rumbledrum.net/podcast

Episode 7: Choosing Food For An Event Check out the show notes for this episode here: https://www.rumbledrum.net/podcast

Episode 6: Helping Clients See Your Value Check out the show notes for this episode here: https://www.rumbledrum.net/podcast

Episode 5: Site Visits We recommend site visits be done as part of the contracting process. Check out the show notes for this episode here: https://www.rumbledrum.net/podcast

004. Graphics and Colors || The Joe and Todd Show Podcast

Episode 3: How do we charge? Different Charging Philosophies: Percent of the total budget – some wedding planners charge 10% of the total cost of the wedding Fee based – Lump sum fee for example for $10,000 for planning an event Hourly Rate – Dangerous because neither party knows how much this is going to cost. What happens when you get to the client's limit. It also take self discipline to keep track of your time. Commission Base – Where the planner receives a commission from vendors to use their product or venue. Always be open with the client when vendors are paying you a commission and offer a discount to the client for receiving that commission. For example: BBJ Linens provides an option to pay a commission when we bring an order to them Planner points or commissions from a hotel Consider asking vendors for an exclusive agreement that prevents your clients from booking direct with your vendors Determining a fee: If you have experience with a similar event, consider basing your fee on the number of hours it took to produce that event. Think about what your hourly rate is. Base this on your experience level. The more experience you have, the more you can charge. People are paying you for your experience, your relationships with vendors etc. Your time becomes more valuable as you become more efficient and effective at planning. Pro Tips: Don't charge a low amount this year thinking that next year you will be able to charge double or triple. Don't ever discount yourself. If the client needs to reduce your fee, then take away services but don't just reduce your fee. Limit how much you trade for services. This can be very risky and costly. Proposals: Sometimes it's helpful to divide out fees for categories of services such as registration, planning and graphics. Then the client can choose which services they need you to provide. Turnkey Fee: Some event planners will take a lump sum for the entire event and upcharge for everything in exchange for assuming liability for all the expenses and contracts. Charging for Décor: Remember to upcharge for décor items you sell to a client. This covers your time to source and purchase an item for your client. It also covers for mistakes in ordering. We typically upcharge between 20-100%. Think about décor – is it a rental or are you creating it and selling it to the client? Are you keeping it for the client? Think about if you are agreeing to keep a décor item for a client and how you will charge them to store it. Plan for getting rid of items after an event. Consider donating décor to non-profits. If you buy décor items such as vases or easels, think about buying something that can be reused for other events. Charging for limited expenses like travel, copies, samples: These are part of the cost of doing business and are usually included in our fees. But you should make that clear in your contract if they are not included and how you will charge for them. Marketing expenses: As a rule of thumb we try to spend about 5-10% of our fee on a meal, gift or treat for our client as a marketing expense. Payment Schedules: We like to get at least a portion of our fee up front up on signing of an agreement. Pay half up front and half the month of the event Pay monthly – spreads out the fee more. We like this option a lot. Pay quarterly Pay 100% up front – this one is a little more risky as it is tempting to use this money before the event happens and could leave you short on cash when it's time for the event. Some clients will want to pay some or all the fee after the event. In this case we might recommend that to have the client put money in an escrow account to pay for fees at agreed upon planning milestones. Batmitzvah: Funny story… Know who you are working with. Beware of scams. If someone wants to put a deposit on a credit card or wire you money – be wary. Be sure new clients are reputable and legitimate. Know who you are working with. Send your questions to todd@rumbledrum.com or joe@rumbledrum.com Next time – How do we engage graphics and color in an event? Like us on Facebook: https://bit.ly/3aL1OWZ Follow us on Instagram: https://bit.ly/34aKRTi Subscribe on YouTube: https://bit.ly/2ReZ5gw  

Episode 2: How to Choose Vendors“Humans are fun” - Michael From Neighborhood Jam with locations in Norman, Edmond and Tulsa. Our favorite location though is Edmond! www.thatsmyjamok.com Our advice on choosing vendors: Choose good ones. - Joe Choose the appropriate vendor. - Todd Not everyone does a great job at everything. You don't need a concert quality AV company to do a basic power point presentation. However, if you are paying half a million dollars for a popular band to perform at a high-profile event, then you need someone who excels at that. Audio Visual: We love AV companies! But we don't want to be one. Here are some of our favorites: In the international market there's PSAV. They are in a lot of hotels.www.psav.com  TES Productions will do anything and go anywhere.www.tesproductions.com Cory's Audio Visual has been around since slide projectors. www.corysaudiovisual.com   How to find quality vendors: When you walk into an unfamiliar town, how do you find a quality vendor? Step one ask around – start with recommendations. Ask the venue or other vendors who they like and use. Ask about their on site inventory. Why does that matter? That helps us know if there is a chance that a product may not make it to the site.    Rental Companies: Tulsa, Oklahoma City, Dallas, Chicago all have some great ones!    Photographers: Fee range for photographers vary widely. From $150 to $10,000. What is it you're looking for? Personalities are a high consideration not just quality. Are they easy to direct? Do they take direction well?   Basic Vendor philosophy Vendors are why we succeed. Without them we would not succeed. Know your vendor's strengths and weaknesses Treat your vendors well. Try to help them succeed.  Consider using a vendor score card. Communicate to the vendor about what is important to you    Production meetings and Production guides We maintain a production guide throughout the planning process. (Ask us for an example!) We invite all the vendors that we can think of that are involved in the event to the production meeting. Review the production manual with the vendors including timeline, flow of the event, set up, tear down and any other expectations.   Joe says: Talk to the owner. Joe learned from his dad to start from the top and work your way down. Find out the driving factor if a vendor is having trouble delivering what they promised.  Maintain contact with your vendors. Keep tabs on how their business is doing.   Secret to success – The golden rule of planning: Always have a backup plan. Think about what happens if someone can't provide what you asked for? Who else can do it? What are your options?   Understand the capacity of your vendors. Give them small chances to start with and then move on to larger opportunities.   Contracts: Strive to have a written agreement and quotes ahead of time from all your vendors.   Vendor Appreciation: Network vendors with other vendors. Send thank you notes. Do Google reviews for your vendors.  We love our vendors! We are in this together. See vendors as your top sales representative. If you're a vendor with new products or technology, we'd love to hear from you!   Who is the mystery vendor that was contacting us every day about their services? Sugarwish is a fun event gifting company that will send someone a link that allows them to choose their own candies. Then they ship them in a fun box. Check them out. (And for the record when Todd asked them politely to take him off their email list, they did it kindly and promptly)  www.sugarwish.com    Contact us with your questions: www.rumbledrum.com, todd@rumbledrum.com, joe@rumbledrum.com   Coming up: How do we determine how much to charge?   Like us on Facebook: https://bit.ly/3aL1OWZ Follow us on Instagram: https://bit.ly/34aKRTi Subscribe on YouTube: https://bit.ly/2ReZ5gw

Dealing with COVID-19 Bonus Episode || The Joe and Todd Show We take a break from our regularly scheduled programming to have a quick chat about the COVID-19 pandemic and it's impact on the live event industry.  Jump in and enjoy this quick episode as Joe and Todd discuss positive news from others in the industry and how to help those around you.  Like us on Facebook: https://bit.ly/3aL1OWZ Follow us on Instagram: https://bit.ly/34aKRTi Subscribe on YouTube: https://bit.ly/2ReZ5gw    

Welcome to the Show! Meet Joe & Todd: Todd Todd took Geometry and French 1 in 9th Grade which inspired him to be an architect. He graduated with an architecture degree in 1994. He became a licensed California architect in 2000. Todd and Joe met in 1992 at Silver Dollar City www.silverdollarcity.com   Todd was working as a tintype photographer that year. Joe and Todd met again in 2017 and Todd began working for Joe on a contract basis doing prop design and layout. RumbleDrum started in October 2017   Joe Joe was advised in 2015 New York Fashion Week www.NYFW.com that he should seek out an architect to help him with raising the professional level of service for the layout, permits and life safety aspects of events. Joe's family was active in the entertainment industry which inspired him to go into the event planning industry. He was active in dance and music. Joe worked for a small college, the Tulsa Convention Center, and another Event company doing tradeshows and eventually started his own company in 2006. What is the first step in planning an event? The most important step in planning an event is to discover the purpose of the event Other important first considerations that will be informed by the purpose of the event are budget, date and venue. Establishing a budget Consider budgeting per person if it is a ticketed fundraiser You may have to consider reducing the budget per person if more people than expected decide to attend. Establishing a date Consider what else is on the community and national calendar Consider if a certain season or day of the week is more economical. Some destinations are much more expensive during certain times of the year. Some venues offer discounts for off days of the week. Meeting Planners International is an invaluable organization that helps establish standards and provide continuing education and networking on meeting and event planning  – www.MPI.org    Coming up in future episodes: Choosing Vendors How to Charge for Event Planning How to incorporate graphics into an event   Ask us Questions or Contact us at: todd@rumbledrum.com or joe@rumbledrum.com   Lesson Learned - Vendor Relationships: One of Joe's first lessons in treating vendors well was at a conference where he insisted to the general manager of the hotel that the Coke cans be set up in straight lines. But sometimes your relationship with vendors is more valuable than having everything perfect. Choose your battles.     Tipping guidelines Joe advises to tip people to tip well for good service. Providing meals or gift cards to show appreciation to hard workers goes a long way. Here is a great article from the Meetings & Conventions website on how and why to tip when managing an event. http://www.meetings-conventions.com/Resources/Planner-Basics/Back-to-Basics/Tipping--Who-Gets-What-at-Meetings-/