In this episode of The High Profit Event Show, host Rudy Rodriguez kicks off our new mini series, "How I Fill My Live Events", drawn from a recent High Profit Event Virtual Mastermind that brought together 18 experienced event leaders with decades of combined experience. The focus of this series is simple and timely: what is actually working right now when it comes to filling live events, increasing engagement, and converting attendees into long-term, high-value clients. This first episode features one of the top-rated presenters from the mastermind, Tiamo De Vettori, who shares a proven event-filling system he has refined over more than 15 years of hosting live events

Tiamo De Vettori is the founder of Musicpreneur Academy, where he helps creative professionals build sustainable businesses around their craft. Over the years, Tiamo has consistently hosted live events with audiences ranging from 100 to 200 attendees and has successfully converted those events into high-ticket programs in the $10,000 to $30,000 range. What sets Tiamo apart is his highly intentional and strategic approach to event promotion. Nothing is left to chance, and every phase of the process is designed to build certainty, momentum, and trust well before the event ever begins.

A central theme of the conversation is strategic long-range event promotion and planning. Tiamo explains why designing the promotional timeline months in advance dramatically reduces stress for the host while creating predictability around attendance, logistics, and revenue. By planning early and sequencing each phase intentionally, event leaders can confidently project outcomes such as room blocks, engagement levels, and conversion potential instead of reacting at the last minute.

The episode also dives into filling events through warm audiences and partner ecosystems. Rather than relying on cold traffic, Tiamo shares how partnerships, existing communities, alumni, and referral incentives bring in highly aligned attendees who arrive engaged and ready to participate. This approach not only fills rooms more effectively but also creates an audience that is primed for deeper investment and long-term relationships.

Finally, the conversation highlights the importance of pre-event engagement to drive conversion and high-ticket enrollment. Through challenges, live calls, bonus windows, testimonials, and layered communication, Tiamo shows how nurturing attendees before the event builds anticipation, trust, and community. This pre-event experience sets the stage for stronger participation during the event itself and significantly increases the likelihood of meaningful conversions and lasting client relationships.

Want to connect with Tiamo?

Website: https://www.tiamomusic.com/

YouTube: https://www.youtube.com/user/tiamovideo

Facebook: https://www.facebook.com/tiamodevettori/

Instagram: https://www.instagram.com/tiamo_devettori

Want to learn more about Rudy’s work at V.E.S.T. Your Virtual Event Sales Team? Check out his website at https://virtualeventsalesteam.com/.

So for the first episode in this series, I'd like to reintroduce you to Tiamo De Vettori. He's been a guest on our podcast in the past, and he was voted one of the top three, in his presentation to this group. And one of the things I really appreciate about Tiamo, I encourage you to stay tuned, is how he times the promotion strategy for his live events.

He plans well in advance, and nothing's happening by happenstance. It's very strategic, very intentional. Has consistently led to having events of a hundred to 200 or more people as defense and consistently converting, into high paying clients who invest 10 to $30,000 to be part of his program.

Tiamo is very detailed in its approach and you may wanna listen to this one a few times over and over again. So stay tuned and enjoy the show.

Thank you for that wonderful intro. Rudy. Hello Luminaries for being here. So I thought what I'd do is share my event filling timeline, and really for me, I've been doing live events for 15 years now and this formula has worked very well for me every year.

And so I thought I'd share with you, starting with number one, I always do a multi-partner launch four months before my live event. So the partner launch is not around the event, it's actually around my online course, which is called Motivational Musician, and I usually get about 12 to 15 partners joining me for the launch with my course.

That's really about bringing in new, very warm leads prior to me promoting the live events. The partner launch happens four months before the live event does. Now I have a wave of new people that have come into my world, and then number two is I promote the early bird ticket for the live event three and a half months prior to the event, and I found that that timing works really great.

And then number three, I do a live masterclass for my audience. That's a virtual masterclass, and that's something that I do eight weeks before the event, and the content is very relevant to the theme of the event. So that's eight weeks prior. Then number four, I have a bonus week. That bonus week happens to be the same week at the early bird ticket end.

So that is seven weeks prior to the event and during bonus week, I offer a bonus package. So it's five bonuses. They're really highly valuable bonuses, and it's like getting a ticket to the event is worth just getting the bonuses alone. So I have five bonus packages, the price doubles and. What I love about this is doing it several weeks before the event.

Typically, my event is 80% filled at that point, so now I have a lot more confidence going into the event in terms of how many people are gonna be at the event, if there is a room block with the hotel or whatever the venue is. Now I can speak more confidently to how many people I can project are really gonna be at the event.

Number five is then ask my partners to promote the event prior to early bird deadline. So I'll reach out to my launch partners and I'll ask them to send an email or to the event page to their audience. And the incentive for my partners is that anyone who signs up for my mastermind at the event, then my partners will get a thousand dollars commission per person.

Then number six is I have live monthly calls with my membership, and on those calls, about four months leading up to the event I announce the event and I also have had alumni share on the calls. So I'm building up the anticipation on the membership calls because my members are the most engaged and active in my community.

And I want to make sure that they are registering for the event well in advance. Then number seven is I have a Bring a Friend contest and that's for all the event attendees leading up to the event. And so I provide them with an affiliate link and swipe copy. And I have a welcome page and a welcome video explaining contest and four attendees who are participating in the Bring a Frank contest.

They get a 500 commission for anyone who signed for a mastermind at the event. And the person who brings the most attendees to the event will win my online course. And something that I really like about this is that it lets event attendees know that there is going to be a mastermind offer at the event, and most of them can predict that.

I really like opening it up before the event so we all know what to expect and also building anticipation around the offer. Then number eight is I have a pre-event, five step challenge, and this is only for event attendees, so I do this five weeks before and so there's a new step to the challenge that's announced each week.

What this is doing is keeping the audience really engaged leading up to the event. So I'm not just only sending emails saying, remember about the event. Make sure you show up for the event, make sure you get tickets to the event, make sure you do your travel plans. But it's really around this pre-event challenge, which then sets 'em up for success at the event.

And then I have a winner that's announced at the event where they will win my free online course. Then my final three steps as I wrap things up here is number nine. I do pre-event live calls for attendees only, this is four weeks before the event, and this provides an opportunity for me to interact with them, for them to get to know each other and build a track before they even arrive at the event.

And then number 10 is the price doubles one week before the event. Number 11 is that I have daily reminder emails to event attendees one week before, and for every email that goes out, I announce something different. Each email like I'm revealing something, I'm sharing something so that every email feels like there's exciting buildup toward the event.

Then the last things I'll share is I make sure in all the emails that I send out promoting the event or for event attendees when I'm nurturing them leading up to the event. Then in the PS messages, I include testimonials from success stories and people that have attended in the past.

And then also do SMS campaigns prior to early bird deadline and the bonus week deadline, and then the final deadline where the price goes up. So I could share a lot more detail around that, but I was hoping that would be helpful for you in regards to the timeline and what I've done year after year to fill my events.

Okay, so you just listened to a masterclass from Tiamo on how to design and architect the promotion well in advance of the event to ensure certainty that you're gonna have people showing up, engaged, participating and ultimately, continuing the relationship, the journey with you, and having to highly impactful.

Profitable live event. So be sure to go back and listen to this one, share it with someone you think will benefit. But also stay tuned for our next episode in the series with Mr. Alexander Ford. He was rated the number one presentation of all the 18 event leaders that were there. So be sure to push play on the next episode right away and tune in to the interview with Mr. Alexander Ford.