eXp Executive Masterclass: Plan Your First Event

How to Plan the Perfect Real Estate Event: A to Z Framework with Mindy Grubb 📉

In this Executive Masterclass, Mindy Grubb (VP of Events at eXp Realty) pulls back the curtain on how to plan high-impact events without blowing your budget or losing your mind. Whether you are planning a small client appreciation dinner or a large agent mastermind, this is the exact framework used to manage global conferences.

Mindy covers the "4 Venue Non-Negotiables," why you should never plan for 100% capacity, how to build a realistic budget (vs. an aspirational one), and the specific "Single Source of Truth" system to keep your team organized.

If you want to host events that actually generate appointments and referrals, this is your roadmap.

🔥 KEY TAKEAWAYS:
✅ **The 70% Rule:** Why you should only plan for 70% of a room's capacity (and why a packed room feels chaotic).
✅ **The "Attendee Mindset":** How to walk your venue like a guest to spot bottlenecks before they happen.
✅ **Budgeting Hacks:** Why you should prioritize Audio (AV) over Food every single time.
✅ **Energy Management:** How to structure an agenda that prevents the "post-lunch slump."
✅ **The "One Role" Rule:** Why doubling up on staff roles is a recipe for disaster.

QUICK LINKS & RESOURCES:

🎓 Join eXp University: https://www.expuniversity.com/
📊 Event Planning Checklist:
👉 Connect with Mindy Grubb: @mmgrubb11

CHAPTERS (Key Moments):

0:00 – Introduction: The A-Z Framework
1:00 – Step 1: Define the "Why" (The most skipped step)
1:50 – Why Attendance ≠ Success
3:20 – Step 3: Evaluating Venues (The 4 Red Flags)
5:25 – The "Attendee Mindset" Walkthrough
7:20 – Budgeting: Real vs. Aspirational
9:20 – Food & AV: Where to spend your money
10:05 – Step 4: The Agenda (Protecting Energy)
11:35 – Step 5: Execution Day (Staffing & Roles)
13:40 – Post-Event: The First 24 Hours Matter
15:45 – The "Single Source of Truth" (Google Sheet System)

ABOUT THE SPEAKER:

Mindy Grubb is the Vice President of Events for eXp Realty. She oversees the strategy and execution of massive global conferences and initiatives, ensuring seamless experiences for thousands of attendees worldwide.

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