What to Do When an Influencer Requests a Donated Event

As an event planning professional, you may encounter situations where influencers or content creators reach out to you requesting a free event in exchange for social media content. While it may seem like a tempting opportunity to gain exposure, it's important to carefully consider your options and establish clear guidelines to protect your business. Here are some key points to keep in mind when facing such requests.

this just happened…we got an email from a client for an event in cabo for a client effectively asking for a free wedding. Here is the redacted email:

For CONTEXT, we sent out a regular quote, then the customer responded with the email.

Now you have a couple of options here, you can choose to do the event for free or not choose to do the event for free. Me, i really don’t need the practice, i already know what i’m doing. We politely declined working this particular influencer and sent her the rejection email below.

I’ll go over both scenarios on what to do if you choose to do the event or not.

Option 1: You Decide to Do the Event for Free

If you choose to proceed with the influencer's request for a donated event, it's crucial to conduct thorough research to verify their credibility. Don't simply rely on the number of followers they claim to have. Take the time to verify their follower count across various social media platforms, and ensure that their followers are genuine and engaged. A reputable influencer will typically provide a media kit that includes information about their followers, engagement rates, and the benefits they can bring to your event.

Setting minimum criteria for followers is also important. The threshold may vary depending on the platform. For instance, you may require an Instagram influencer to have at least 500K followers, while a TikToker should have at least one million. This can help you ensure that the influencer has a substantial reach and can deliver the desired exposure for your event.

In addition, when agreeing to a collaboration with an influencer, it's essential to outline the specifics of the exchange in a contract. This should include details such as the number of reels, posts, tags, and mentions the influencer will provide, as well as whether you, as the brand, have approval on the content before it is published or if the influencer retains creative control. Clearly defining these terms in a contract can help avoid any misunderstandings or discrepancies down the line.

Option 2: You Decide Not to Do the Event

If you choose not to proceed with the influencer's request for a donated event, it's important to handle the situation professionally and politely. Craft a thoughtful email expressing your gratitude for their interest in your services, but regretfully declining their request. You can use the following example as a template:

SUBJECT: RESPONSE TO COLLABORATION INQUIRY

Dear CLIENT,

Thank you for reaching out to <YOUR BUSINESS NAME>. We appreciate your interest in our services and your consideration for your upcoming wedding. We would like to express our gratitude for your kind words and the opportunity to potentially collaborate with you.

After careful consideration, we regret to inform you that we are unable to fulfill your request for a donated event. Our policy for donated events is reserved for charities and non-profit organizations in alignment with our company's values and mission.

We understand your enthusiasm and excitement for your wedding, and we sincerely wish you the best for your special day. We hope you have a memorable event with the vendors you have partnered with.

If you have any other questions or inquiries, please feel free to reach out to us.

BEST,

YOUR COMPANY NAME