Hot Event Planning Trends: Interactive Food Experience Inspiration
EVENT PRODUCTION INSPIRATION
When specialevents.com interviewed some of the industry s top catering pros, asking what event catering trends they expected to take off in 2014, our ears perked up. One of the most interesting answers? Buffets are out. Interactive Food Experiences are in.
And what do they mean by interactive food experience , exactly? asked my husband, Like an omelette bar? . Yeah, basically. An omelette bar counts. If I had to explain the term, I d say it means, in essence, that event attendees want a little more say, a little more customization, a little more input into what goes on their plates. They get out a little more than they put in more options, more DIY, more mix-and-match you give your guests the opportunity to make their dinner become more than the sum of its parts.
Try these on for size:
Decorate-Your-Own Cupcake Bar
Kit this table out with a selection of vanilla, chocolate, and other single-flavor cupcakes, no toppings. Next, the frosting don t skimp. And finally, the sprinkles. All kinds of sprinkles. Dragees, rainbow, M&M s and let your guests creativity take over, allowing the food itself to become an active, rather than passive, part of the festivities.
Taco Station
Another nice thing about a build-your-own dinner like this is that not only do you account for varied taste and flavor preferences, you ve got your dietary restrictions covered as well. You cover the vegetarians, vegans, and gluten-intolerant. The only people that won t like this are people that don t like tacos. And since I ve never heard a genuine human being say they don t like tacos, the taco station does double-duty as a weeder-outer of alien sleeper agents. (Shoot first. Ask questions later.)
Sangria Bar
Here s a super cute idea from Pinterest user Goldi Locks. There are as many types of sangria as there are people who love to drink it. White- or red-wine based, cinnamon-spiced, all peached-up, limey, apples, pears, raisins go nuts.
Event Security: How to Deal with Tipsy Guests
TIPS & TRICKS
The Chilean supplier has just flown for 18 hours to be at your conference event. He is a reliable partner, makes the best darn galvanized rubber tires in the Western hemisphere, and always delivers on time. He s made a real effort to be here, one can understand he might want a drink from your conference s open bar. The problem comes 4 hours later when he s three sheets to the wind, clinging precariously to a trade show booth and chanting songs about Salvador Allende.
Avoiding this type of unpleasant scenario by appropriately planning for event security problems is advisable for all professional event managers as unruly guests can put a damper on, or even ruin, and otherwise smooth event.
Keep Your Guests In The Loop
Any pre-event information package should include a detailed list of any security/amenity requirements, including the presence of a security check, rules for alcohol consumption, and credentials. That will make it easier should any evicted guests decide to protest against being unfairly treated.
Meet with Venue Staff
Venues that frequently serve as hosts for conferences have their own contingency plans for removing any troublesome individuals while causing the smallest possible disruption. Event managers should make sure to check in with venue staff on policies and procedures. If the venue doesn t have any, implement your own, and ensure your team knows what to do in case of impending embarrassment.
Stealth
Having uniformed guards at the door to the conference center checking IDs and passes is always a plus, and serves as a gentle reminder to attendees that this isn t the place to let things get out of hand. But mixing this with a more sedate, plain-clothes security team mixing is an excellent add-on measure. As security consultant Steven Gaskin told BizBash:
The clandestine approach is better. People won t interact and do business unless they feel comfortable.
Coordination
It is important to have an action plan, and to communicate that plan to all of the vendors, talent, and staff. It is rare, but occasionally, even a speaker can have too much, and it may be mid-speech that you come to this realization. Coordination and executing your action plan here is a must. We have been faced with this scenario before, and we were able to shut off the lectern mic, switch to the Emcee s lav and get them on the screen and talking before the audience (or the speaker) ever knew what happened. The stage manager was able to grab the speaker and guide them off stage as the Emcee continued the program.
Limits On An Open Bar
Nobody wants their guests to think they re stingy, and it s true that attendees may grumble that a coupon system, time restrictions or the lack of an open bar are money-saving measures. Sure, sometimes that s the case, but there s another benefit: such limitations can save you from having to expel a drunk and disruptive guest. If you re concerned about the ramifications of letting your guests get too rowdy, consider offering tray service that begins late or stops at a reasonable hour.
Get Them Home
A college bar can afford to leave passed-out students slumped on the sidewalk. A professional event organizer must conduct themselves with slightly more decorum. Ensure a cab is called to get an ejected person home, within reason, or if you can spare a member of your staff, send someone with them.
Decibel vs. Snowstorm at the H agen-Dazs Concept Shop Launch: Decibel Wins
COMPANY NEWS
January 24th was already a gutsy date to launch an ice cream shop. Throw in a surprise blizzard, and you get an event management challenge. Hey, winter storm Lola? CHALLENGE ACCEPTED. Check out the video after the jump.
H agen-Dazs Concept Shop Launch from Decibel Management on Vimeo.
When Decibel partnered with Ketchum PR to organize and promote the launch of H agen-Dazs new concept store in Bronxville, New York, no one could have predicted a 6- to 8-inch snowfall the night before the event. Thing is, though, these things happen, and trite but true the best tool you can have in this industry is a get- er-done attitude.
With the outdoor weather putting a cramp in our ice cream giveaway tent setup, we fell back on Plan B, bringing the activities indoors. In need of additional space, the team made a few quick calls, and the owner of Pete s Tavern & Restaurant, immediately next door, graciously granted us use of the space. Great turnout.
The shop itself is a working example of H agen-Dazs new in-store experience, and the company plans to open 12 new stores this year all based along the same lines. The new design features digital menu boards, leather eat-in booths, a tasting station, and a dessert theater counter, where customers can watch employees craft fancy frozen treats.
Many thanks to the quick-thinking souls that made this event a success, and congratulations to H agen-Dazs on their shiny new location.
Tent Rental Ideas for your Outdoor Event
EVENT PRODUCTION INSPIRATION
I don t have to tell you that outdoor events can get a little risky, particularly during volatile seasons: can t no man predict the weather. But there s more than one way to keep the rain off a party: Here are a few types of shade and sun protection that might suit your shindig.
We can hook you up: the plug
Before we launch into the tentspiration, let us drop a reminder: if you re too busy to deal with tenting, you don t need to go this alone. Decibel s got a national vendor network of our own, and we know all the right questions to ask in terms of getting your event all tented up. Give us a call, and we ll happily oversee all the details for ya. Okay, onwards:
Clear Tents
Got a great view and don t want to obscure it? Get a tent that gets out of your way. If you re around CT or NY, Stamford Tents does gorgeous transparent structures that keep everyone dry and warm while preserving the great outdoors vibe. Their portfolio has some beautiful usages of see-through tenting, including a city skyline rooftop deployment and some lovely open-field tents with wood-paneled flooring.
Sail Cloth Peaked Tension Tents
Get some Camelot up in that biz with peaked tension tents crafted from light-passing sail cloth. The sail cloth material is ballin at night, when lighting fixtures set beneath the canopy create a gentle, warming glow. This is a particular looker around dusk, so if your event is going to span nightfall, consider splurging on this approach. Sail cloth tenting is often water-proofed (though you should still double-check this one), so you can have your cake and stay dry, too.
If you re in the northern or central GA area, hit up Goodwin Rentals (their picture above).
Moroccan Frame Tent
Alibaba Events specializes in nationwide rentals of Arabian-nights type tents for your Bollywood-style outdoor lounge area.
Tension Shades
Need to cover some square meterage with minimal central supports? Sperry Fabric does some ultra-modern Berlin-architect-y stretched sun shades in a variety of shapes. From the well-covered horse s mouth:
The use of turnbuckles, cables, and catenary curves allow us to cover large areas with little if any center support. Those three aspects of working with tension contribute to a uniformly taut finished product. Tensile structures can be free standing or incorporated into a building s landscape. Our tensioned covers whether large projects like that at Williams College, or small tensioned awnings for a home patio often use varying levels at the corner anchors which create a slight twist in the fabric.
Spooky Interactive Experiences: The Real Life Escape Game Trend
EVERYTHING ELSE
Dude. A little late for Halloween, maybe, but we just heard about this. Have you heard about this?
I remember playing those Flash-based Escape the Room puzzle games online a few years ago, back when Flash was still a thing. You d click around under the bed or in the air ducts or whatever and look for hints and mini-puzzles that, once solved, would get you one step closer to getting out.
A few months ago, we heard about a company in Beijing, China, running real-life room escape experiences. Mr. X Mystery House, with branches in both Beijing and Shanghai, is part of a growing real-life escape game trend where participants are locked in an enclosed area surrounded with hidden clues, with only one goal: to get out. Adding to the creepy vibe, support staff watch the guests attempts and liberation on hidden video cameras. This is partially for safety reasons, of course, but there s another angle: participants are allowed one hint. If they get stuck, they wave at the camera, and Mr. X produces a clue. Now that s what I call team-building.
Games can be themed as well: Mr. X offers Harry Potter, sci-fi and vintage themed games, across a range of difficulties. The recommended number of players at a time is 6-10.
But China isn t the only location for these types of games: they re taking off across the globe. Check out this super creepy video from Xcape Singapore:
More on escape games from around the web:
Awesome Resources for Boosting Your Trade Show Smarts
TRADE SHOW
I recently ran across Inc.com s 8 Tricks of the Trade Show some real gems in there and realized how much there was to say on a seemingly straightforward topic. Decibel typically comes into a trade show on the logistical end of things (call us, we can get you all kinds of stuff), and as event professionals that s probably where we ll stay, but I find it fascinating that there s a whole field of sales thought on running a successful booth that goes well beyond showing up with some good banners, a box of custom-printed stress balls and an attention-grabbing way to strip attendees of their dignity (Money-blowing machines? Really?).
There s a ton to consider, from training your sales staff to specifically target their behavior, approach and pitch for a trade-show environment, to doing marketing blasts before the trade show even begins in order to (apparently, this is a big one). I ve put together a collection of a few of the resources I ve come across for boosting your trade-show know-how.
Ken Krogue s Articles on Forbes
A regular contributor on Forbes.com, Ken Krogue s articles focus primarily on sales techniques, touching specifically and insightfully on trade show sales and engagement techniques. Here are a couple of the articles Ken has specifically written on the topic:
- 12 Commandments of Incredibly Successful Trade Shows
- Dreamforce 2013 Lead Management Research Calls Out Internet Marketers Who Still Miss the Boat
- 17 Skills for Highly Effective Trade Show Events
Susan Friedmann, the Trade Show Coach
Here to rescue all ye with flat sales numbers is Susan Friedmann, who specializes in helping exhibition-bound companies to get the most for their buck. Via her website, she offers online training, quick coaching and some audio and eBook help. Here s Susan, saying hi on thetradeshowcoach.com:
Message From Susan Friedmann, The Tradeshow Coach from Susan Friedmann on Vimeo.
Inc.com
Inc.com is another awesome site that consistently posts interesting and forward-thinking articles on trade show success. Some of my favorites:
- How to Survive a Las Vegas Trade Show
- Have the Best Trade Show Schwag
- How a Non-Traditional Trade Show Can Boost Awareness
Now, go forth and sell!
Oh Yeah, That: 5 Things You Probably Forgot When Planning Your Event
TIPS & TRICKS
You know you re forgetting something. You know you are. Check out this dour little reminder list of frequently overlooked event organizing basics.
Cell Service
The organizers of Burning Man are pretty much the only people ever allowed to host an event without regard to the availability of cell service.
Lost & Found
Sounds like a kindergarten throwback, but let s be honest, yeah? We never really got any better at taking care of our toys than we were when we were four. People are spacey slobs. People will toss the keys to their own little kingdoms down next to to the A/V booth and wander off. You re gonna be yanking the tablecloths off the 6-tops and someone s insulin pack is going to be under there and you ll know that somewhere in the crowd, someone is hysterically tearing their purse apart muttering nononono, wondering if today is the day they die. Find a way to let everyone know that all the things you ll try not to judge them for losing will be returned to a designated pick-up point.
Optional Coat Check
I have a love-hate relationship with coat-checks, but if your mid-sized event is happening during even moderately chilly weather, you should think about setting one up. The bottom line is that having to chose between draping your parka over your arm all night, or panicking about which chair you left it on, sucks.
First Aid Kit
It would be really nice if a refusal to believe in problems means that they won t ever happen, but that time I ate eel skewers in northern China and then got on a long-distance bus proves otherwise. According to the good folks at the American Red Cross, a good first aid kit should contain:
- 2 absorbent compress dressings (5 x 9 inches)
- 25 adhesive bandages (assorted sizes)
- 1 adhesive cloth tape (10 yards x 1 inch)
- 5 antibiotic ointment packets (approximately 1 gram)
- 5 antiseptic wipe packets
- 2 packets of aspirin (81 mg each)
- 1 blanket (space blanket)
- 1 breathing barrier (with one-way valve)
- 1 instant cold compress
- 2 pair of nonlatex gloves (size: large)
- 2 hydrocortisone ointment packets (approximately 1 gram each)
- Scissors
- 1 roller bandage (3 inches wide)
- 1 roller bandage (4 inches wide)
- 5 sterile gauze pads (3 x 3 inches)
- 5 sterile gauze pads (4 x 4 inches)
- Oral thermometer (non-mercury/nonglass)
- 2 triangular bandages
- Tweezers
- First aid instruction booklet
Evacuation Plan and Fire Extinguishers
Ideally, the venue itself will have this covered, but you know how the Schrodinger s thing works: If you ask the venue staff before anything bad happens, you can expect an eye roll as someone hands you a meticulously-prepared in-case-of-emergency binder with nearest exits and extinguisher-placement map. If you never bring it up, something is going to blow up and everyone will be like, I thought YOU brought it! And then lawsuits will happen.
Image Sources: Featured Image by Jason Howie, Social Media by MKHMarketing
Beautiful Fall Centerpiece Ideas The Ideal Way to Herald the End of Summer
TIPS & TRICKS
Sorry we have to be the first to break the news, but fall is just around the corner.
Labor Day is coming up, after which the little ones will mercifully head back to school, Congress will return from summer recess and campaign event production will whir back into life. And of course, all those leaf-peepers will head for the Blue Ridge, Shenandoah, and New Hampshire.
But professional event managers out there will see the turning of the seasons as the chance to unveil some new tricks. Outdoor trestle tables will burst forth with autumn colors as centerpieces and floral arrangements make full use of nature s most beautiful season.
As this happens every year, it may be tricky to still surprise or delight guests with autumn arrangements as the staples of seasonal decorations remain the same. However, a few variations on traditional themes will help remind you of how fall centerpieces can fit any tablescape from political fundraisers to birthday parties.
Pumpkin Candle Holder
Why restrict pumpkins just to Halloween? A delicate hand to carve them and a well-chosen floral accompaniment can suit any formal gathering.
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Pumpkin Vase
Bring a look of surprise to guests faces with a handy and attractive pumpkin vase for a seasonal flower arrangement.
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Pitcher Vase
Fall is also about the harvest and home-cooked food. Note the lovely addition of wheat and other farmland ingredients.
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Leaves and Candles
While we don t suggest you pack up for New Hampshire, the stunning foliage of autumn is a perennial favorite. Scattered around a table cloth or bringing attention to an attractive candle arrangement is a sure winner. Just make sure they re away from any naked flames.
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Leaf Bouquets
For those event planners with a deep contact book, find a skilled florist who can twist and fold leaves into a deceptive bouquet that is sure to delight.
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Pinecone Arrangement
Often used only as a complement for fall decorations, pinecones can actually be a stunning mainstay for a centerpiece, especially if still on the branch.
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Autumn Cornucopia
There is no more powerful symbol for fall than the cornucopia, representing the bounty of the harvest, fresh produce and good health. How better to symbolize a desire for cooperation and success at any business meeting?
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Summer vs. Fall
While some may be sad in the last days of summer, there s no reason to let the season go unmarked. As it blends into fall, why not turn to a centerpiece that brings together the best of both seasons?
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Throwback Thursday: Vintage Event Collateral Exhibition Posters
EVENT COLLATERAL
Hey hey, it s another Throwback Thursday, and this month, we ve dug through the Library of Congress archives for some gorgeous retro promotional exhibit posters, some from as far back as 1878 all the way up to the mid 1940 s. We think you ll love these as much as we do.
1878 Balloon Rides
This poster advertises the bird s eye view from the basket of a balloon at the 1878 World Fair in Paris.
1895 Lithography Centennial
A French exhibition celebrating the 100-year anniversary of the invention of lithography.
1919 Canadian Victory!
As WWI ground to a close, Canada celebrated their win with a victory fair that was uncommonly picturesque, inspiring and colorful .
1939 Worlds Fair
Holy pre-internet logistical nightmare, Batman! Look at this doozy: event planners for the 1939 New York World Fair had to round up 10,000 people willing to open up their homes to expo visitors.
1939 Police & Firemen
Another one from 1939, the Chicago, IL Police and Firemen Exhibit.
1940 Sioux City Camera Club
Wouldn t you love to see those photographs? The Sioux City Camera Club held their 3rd annual exhibition right at the start of WWII. And wouldn t you know it? The SCCC is still around today.
The Set Designs of Adolphe Appia
EVENT DESIGN
In every industry, once in a long while, a genius comes along. Born in 1862, Swiss painter Adophe Appia was among the new wave of set designers to reject then-standard 2D perspective backdrops in favor of creating 3D pieces because he believed that shade was as necessary as light to form a connection between the actor and the setting of the performance in time and space. Through the use of control of light intensity, colour and manipulation, Appia created a new perspective of scene design and stage lighting .
Wikipedia goes on to say, Directors and designers have both taken great inspiration from the work of Adolphe Appia, whose design theories and conceptualizations of Wagner s operas have helped to shape modern perceptions of the relationship between the performance space and lighting. One of the reasons for the influence of Appia s work and theories, is that he was working at time when electrical lighting was just evolving. Another is that he was a man of great vision who was able to conceptualize and philosophize about many of his practices and theories.
The central principle underpinning much of Appia s work is that artistic unity is the primary function of the director and the designer. Appia maintained that two dimensional set painting and the performance dynamics it created, was the major cause of production disunity in his time. He advocated three elements as fundamental to creating a unified and effective mise en scene:
Dynamic and three dimensional movements by actors
Perpendicular scenery
Using depth and the horizontal dynamics of the performance space
Considering the event industry s current 3D set design trends, we thought we d look at work by one of the men who revolutionized stagecraft and was at the forefront of creating some of the same effects and techniques we use in stage design today. Most of the photos and illustrations below were made or taken between 1917 and 1930.
You can see the strong use of light and shadow from these images, and indeed, Appia was one of the pioneers of using lighting to create depth and illusion, rather than to simply illuminate a particular area of the stage. Event producers today particularly those who do set design or manage set designers reap the rewards of Appia s work.