Eventception: Events about Events, and Other Conferences Event Planners Should Check Out
EVENT INDUSTRY
Event planners: always the bridesmaid, never the bride. After creating all that fanfare for others, it s nice to be a guest in your own right, chill with industry experts and get inspired. Don t miss these industry-specific events, tailored just for you.
BizBash Live
Site: bizbash.com
The semi-annual BizBash get-togethers are the de-facto conference musts of the year. In their own words (and their words do not lie):
The Expo is the largest one-day gathering for event and meeting professionals in local markets. Held annually in South Florida, Los Angeles, New York, and Chicago, the shows attract thousands of meeting and event organizers eager to see the latest and greatest trends in the industry. Through education sessions, entertainment, and exhibits, attendees learn, network, collaborate, and most of all are inspired to create incredible events.
The Special Event Show
Site: thespecialeventshow.com
Created by the folks at Special Events Magazine, the Special Event Show is a 3-day conference and exhibitor hall with speakers, workshops, galleries, you name it. Attendees can choose from a variety of tracks to tailor their experience, including a wedding track, design track, management track, and more.
ISES Live
Site: iseslive.com
Billed as the International Conference for the Creative Event Professional , ISES Live is an international conference created to deliver an experience of stimulating ideas and knowledge sharing with other creative professionals from around the world. Uniquely designed, ISES LIVE centers on the role of CREATIVITY, INNOVATION and COLLABORATION in live event experiences. Join us for 2 days of engaged conversation with top creatives in varied fields including event planning and production, film, fashion, music, art and design.
IMEX
Site: imexamerica.com
Specifically tailored for professionals in the meetings industry, IMEX is a three-day event and the largest meetings industry trade show in the U.S. Extremely business-focused, there are learning sessions, dedicated networking areas and events, forums and expert panels, and naturally, an exhibition area.
Academic Event Professional
Site: aep-edu.com
Specialize in throwing soir es for the intelligentsia? Better check out the AEP annual conference. AEP presents educational and networking opportunities for like-minded professionals in the academic event arena. Conference attendees come to exchange ideas, experiences, and information with colleagues who face the same challenges in their day-to-day professional life.
You know you re an event planner when An industry infographic
EVENT INDUSTRY
Fact: Not everyone was cut out to be a shock troop in the never-ending battle against deadlines, wilting flowers and sprinkler systems that explode at exactly the wrong time, but those that make it love every hectic minute. How do you know when you re knees-deep in the industry? Our clever colleagues at Event Manager Blog polled their readers, asking them to pinpoint those little indicators that set event planners apart from the rest.
The best answers were created into a great infographic by Chris Shipton which we know you will love as much as we did:
Throwback Thursday: 6 Incredible Vintage Crowd Shots from Large-Scale Events
EVENT INDUSTRY
Event managers respect a sizable crowd the way survivalists respect a rattlesnake treat it firmly, but don t scare it, and don t get complacent, or it might sink two inches of fang into your leg. In wrangling large-scale events we depend heavily on the help of technology can you imagine dealing with this kind of turnout without the help of mobile phones, walkie-talkies, computerized ticketing?
Staring at these pics, we re faced with bazillions of unanswered logistics questions about historical events. How did advanced ticketing work, and could you get another set of tickets if you d lost yours? Were newspapers and posters the only way to promote your event, and if so, how much did it cost to print and distribute them? And is there such a thing as a turn-of-the-century Porta-potty?
Spectators
This incredible panorama is far too wide to be shown clearly in this narrow space go here to see the full picture. Created in 1919 by Charles F. Allen, this picture shows thousands up thousands of attendees gathered to watch a boxing match.
Soldiers
We don t know very much about this striking image, except that it was estimated to be taken in 1942, near the start of WWII. The source of the picture is telling: it was provided to the Library of Congress by the U.S. Army s Office of War Information, Overseas Picture Division.
Citizens
The multitudes gather outside the White House for the 1921 U.S. presidential inauguration of Warren G. Harding.
More Citizens
Here s another presidential shot from a little further down the line: Herbert Hoover in 1932.
Patriots
In this 1918 picture, Douglas Fairbanks, a popular movie star at the time, speaks on the steps of the U.S. Treasury Building in New York city in support of Liberty Bonds.
Sports Fans
A whole lot of people took themselves out to the ballgame at the 1925 World Series, where the Pittsburgh Pirates beat out the Washington Senators.
Heads Up: The 2015 Parade of Trains is Looking for Sponsors
LIVE EVENTS
The good folks over at Grand Central Terminal in New York City recently let us know about a great sponsorship opportunity for the 2015 Parade of Trains, held May 2 & 3, 2015. They re currently offering a number of levels, both the title sponsorship (hey, big rollas!) and supporting sponsorships. Of all of the venues that we work with annually, Grand Central Terminal is one of our favorites, and this is an amazing chance to get your name in front of a huge audience in a great location for a unique event.
The presenting sponsor package includes alignment with one of the largest, most-visited landmarks in the world, and the sponsorship includes access to activate in half of Vanderbilt Hall during the Parade of Trains event. There will also be an additional activation in Vanderbilt Hall for an additional date in 2015. For this additional activation, the rental fee will be waived.
This is an extremely high profile and very advertised event. The presenting sponsor will also receive MTA Subway advertisements, branding on event tickets that are printed at home, logo recognition on main concourse banners, archway banner and additional signage in the terminal and on 42nd St. outside of the terminal.
There will be VIP access to trains on Friday for the presenting sponsor, dedicated Mail & Ride inserts that are sent to 32,000 Metro North Railroad commuters, as well as logo recognition on e-mail blasts to 20,000 subscribers. You ll also see your sponsor ad included in the event brochure and in Connections Magazine, distributed in Metro North train cars. And naturally, there ll be the flood of social media posts on Facebook, Twitter, Instagram and Pinterest.
Sound appealing? You can contact our very own Dana Lipson directly for more info:
Dana Lipson, Decibel Management
: C: 717.271.6309, E: dana@decibelmanagement.com
How to get an Audience Response System for your Next Event
TIPS & TRICKS
Audience Response Systems (ARS) have been around for a very long time, but it s only recently that I ve started seeing them treated as must-haves by event industry writers. In this post, we introduce you to a few companies that can get ARS set up at your event.
What is an ARS, exactly?
Audience Response Systems allow you to gather live data from your audience, such as opinion polling during a speech or class lecture, for example. The benefits are obvious: increase audience engagement while collecting information, and help your audience feel more connected to the data that they present. Here are a couple of ARS Providers:
Poll Everywhere
Introducing Poll Everywhere from Poll Everywhere on Vimeo.
Some ARS systems actually involve equipment, but Poll Anywhere allows attendees to use Twitter or their mobile devices to respond to presenter questions. The results can be seen live online, or they can be piped directly into a powerpoint presentation. The cool thing about Poll Everywhere is that they allow for open-ended questions. You can ask the audience, for example, What are you doing this afternoon? and the text-messaged answers get posted to an answer board that either just the presenter can see, or everyone can see. Great stuff!
Keepad
Keepad also offers app-based ARS systems that send data to Powerpoint, but they also rent out dedicated hardware keypads for voting, and a little gadget for receiving votes as well. If you re not confident in the wifi or technology available at your venue, or otherwise aren t confident that your audience will have the capacity to vote, getting dedicated equipment may be the way to go.
Unique Event Formats: Silent Disco
LIVE EVENTS
Heard of this trend? Silent Storm, a dedicated provider of silent disco sound equipment, describes the format as a unique way of experiencing live music whether it be a DJ or even a live band. Guests wear wireless headphones and a silent atmosphere instantly transforms in to a high energy musical performance.
If you wanna get thoughtful about it, the idea is fascinating in that you re essentially creating a kind of duality: two wholly separate experiences in the same space. To guests wearing the headphones, they feel like they re participating in the real party , that their voices and words are masked by the volume of the sound. To guests with headphones off, it s almost as if they re looking beneath the veil created by chest-thumping noise. The result of combining these two parallel experiences in the same space is fascinating to watch, but you don t have to be a social scientist to throw one of these shindigs.
Check out a couple of these videos to get a sense of the look-and-feel.
Uh, why?
Lots of reasons:
1) Amped-up bass carries a lot further than the buzz of human voices. Particularly in densely-packed urban areas, you very well may have the perfect space that can handle the noise created by guests speaking to each other, but isn t soundproofed for powered audio.
2) You may be able to get your hands on a crate of headphones more easily than on projective sound equipment, or your space may not be rigged up to handle amplification.
3) Even the guys in the back can hear the music perfectly.
4) The format opens the door to creative variations, like different performances happening in adjacent rooms at the same time, with a different broadcast channel for each.
5) Guests can get out of the noise without going outside. Anyone who wants to speak to each other at normal volumes can just take off the headphones without being separated from their
6) The real reason, though? It s something different. It s a new experience, and people like new experiences. People flock to these things for the same reasons they love launch parties and restaurant openings: doing something new means something to talk about on Monday.
It Just Ain t That Hard: Social Media is not Black Magic Rocket Science
TIPS & TRICKS
A few months ago, Julius Solaris at Event Manager Blog pushed out a great post centered around his Slideshare presentation on avoiding the most common event management social media mistakes.
We laughed. We cried. We blew kisses at the screen. So true. So, so true. Check it out:
Julius mentions that his original post received a lively response, and I m not surprised. I kind of wish I was surprised. Social media isn t a new-baby business tool anymore, but it s alarming how often event managers still need these tutorials, crave them, lust after them. It means we re behind. It means it still feels new and optional to know everything there is to know about social media. It s not optional anymore, but that s ok, because you wanna know a secret about becoming a social media expert?
It s just not that hard.
Time consuming? Absolutely. Even scary at times. But it s just not that hard.
Julius has a lot of specific, and spot-on, pointers. But if you look at the cohesive root of his message, Julius is just saying one thing: there are real people on the other side of those keyboards. Those are real people that might be willing to help you promote your event, or to attend it, if you re nice to them. Real people like to be treated courteously. They like being treated like cherished friends and treasured customers. They like feeling unique, irreplaceable, interesting and smart. Just because there s a computer between you doesn t morph other human beings into Enigma Machines.
Real people like it when their messages are replied to, directly, by a real person. Real people don t like getting form letters, or talking to an automated answering machine which is what it feels like to them when your social media software sends an automated response to their direct message.
Real people feel cool when someone re-tweets or otherwise re-publishes their posts. If we re gonna get all cynical and Psych 101 about it, we might even say that it fills a very human need for external validation. Re-tweeting is a form of flattery. People like flattery. And when it s genuine, it costs very little to give.
Julius says: Don t Beg. And he s right. Why? Because real people don t like to be forced into awkward charity situations. Even our best friends, who presumably owe us at least a little loyalty, don t enjoy that. Why is it then OK to ask strangers, with whom we have no emotional capital, for favors?
There are real people sitting behind those keyboards. Your event s social media strategy will thrive if you remember that.
Seating Arrangement Ideas: 7 Floor Layouts Guaranteed to Keep Them in Their Seats
EVENT INDUSTRY, TIPS & TRICKS
Apart from the conference venue itself and the d cor, the lay-out of a meeting room will be the first impression attendees get. It will help to color their judgment of quality event management, their thoughts on originality and comfort as well as set their mood. Below, we have picked a few innovative set-ups for event seating arrangements which can lend the right blend of work and whimsy to your conferences.
Boardroom Style
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Based on crowd size and space available, getting in some walnut wood meeting tables and some comfortable swivel chairs will get everyone in the perfect mood to get business done.
Low Cocktail Rounds Style
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There is a real tendency among conference organizers to try and bring a touch of glitz to their events. This event seating arrangement plays right into their hands. Round tables and high-backed chairs provide an intimate and secretive feeling, perfect for a round of executive networking.
Cabaret Style Seating
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For any conference organizer looking to maximize space for an audience to move around during a performance or entertainment of any kind, the cabaret style seating offers room to breathe while being an instant classic.
Eyebrow Pattern
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The ideal formation for people to view a video presentation or corporate film while still remaining able to engage with each other without having to move around.
Lounge Seating
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Another low-key setting tailored to award ceremonies or any events where audience participation is required.
Pod Seating
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Best-suited to team-building exercises or group networking sessions, the pod seating creates a sense of conviviality among guests while also allowing for space to communicate between tables.
Classroom Style
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Sometimes dismissed as too uptight, the classroom style triggers a Pavlovian response deep in the occipital, making attendees to any corporate training docile and ready to learn.
Inspiration: Great Rentals & Purchases for your St. Patrick s Day Event
EVENT PRODUCTION INSPIRATION
Irish Dancers
Get a little Riverdance up that joint. The Seattle Irish Dance Company is available to perform at events of any size a great addition to a St. Patrick s Day community gathering lineup. Not in Seattle? No worries, Gigmasters.com has an entire section of its site devoted to regional Irish dancers-for-hire.
Big Parade-watchin Screens
Showing the St. Patty s Parade to a few thousand attendees? You ll be needing a jumbotron, like this one from Mobile Technology Graphics. You get pick up one of these bad boys on its own for outdoor and indoor use, or mounted on a truck with a foldout stage for outdoor viewing. Screens this big will make sure the guys all the way in the back can see every leprechaun on every single float.
Custom Pot o Gold Coins
Chocolate Impressions and plenty of other swag providers does bulk personalized coins made from quality chocolate. Customize the front and back of the foil with your event s logo or your own art / message, throw everything into some gold mini-buckets, and you ve got a sweet, easy, over-the-rainbow giveaway.
Green Beer
All ya gotta do to turn your beer green is add a couple drops of food coloring to each glass, but if you want your beer to stay fresh and frothy, this might be difficult to do in large quantities in advance. One way to spare your bartender the hassle of adding the drops to each pour: you can purchase powdered dyes and add a tiny amount to the bottom of each beer glass in advance. This doesn t work in high-humidity areas in that case, you ll have to go drop-by-drop.
Throwback Thursday: Vintage Parade Photos from the early 1900 s
EVERYTHING ELSE
In the midst of a busy New Year season, we caught a few minutes of the annual Pasadena Rose Parade broadcast, and naturally, we marvel at both the floats and the logistics: can you imagine? Even as a member of the industry, it s hard to wrap your head around the amount of work it takes to put together an event that size.
The official parade website gives us a taste: An event as large as the Tournament of Roses requires about 80,000 hours of combined manpower each year. That manpower is supplied by 935 members of the non-profit Tournament of Roses Association, a volunteer organization dedicated to presenting an internationally-recognized New Year s celebration. Each volunteer is assigned to one of 31 committees, with responsibilities ranging from selecting parade participants to directing visitors on New Year s Day, to hosting the press headquarters for media coverage of the Rose Bowl Game, to giving presentations about the Tournament to community groups.
80,000 man hours. That means it would take one person working full-time for 38 years to organize a single Rose Parade. Dude.
So, in tribute to both Throwback Thursday and the prowess of the Rose Parade team, we ve collected a series of parades and floats from yesteryear, archived by the Library of Congress. These photos are largely compiled from George Grantham Bain Collection, which represents the photographic files of one of America s earliest news picture agencies. The collection richly documents sports events, theater, celebrities, crime, strikes, disasters, political activities including the woman suffrage campaign, conventions and public celebrations. The photographs Bain produced and gathered for distribution through his news service were worldwide in their coverage, but there was a special emphasis on life in New York City. The bulk of the collection dates from the 1900s to the mid-1920s, but scattered images can be found as early as the 1860s and as late as the 1930s.
Columbia s alumni float, class of 1909, marches in a 1913 parade.
Also from 1913, this Suffrage Parade float, themed Women of the Bible Lands . The parade was held on March 3 in Washington, DC.
Miss Rochester float from the Rochester, New York 1912 Centennial parade.
Here s one you won t see again in a hurry: the 1916 Cloak Maker s Parade in New York, near Madison Square.
Not a ton of info on this 1912 Naval Parade float, but look at the Victorian garland explosion on that thing.
May 30, 1913 parade on 59th St. Photo shows parade before the unveiling ceremonies for the memorial to the battleship Maine, which had exploded in the harbor of Havana, Cuba, during the Spanish-American War of 1898. In 1913, the monument was placed at the Columbus Circle and 59th Street entrance to Central Park in New York City.