Essential TED Talks to Inspire New Event Producers in 2016
EVENT INDUSTRY
New year, new career? Welcome to event management, young Padawan. Whether you re working for a larger firm or starting your own, may this be the first of many happy, fulfilling years spent hunting for something healthy in the 7-11 snack aisle at 4:30am. Protip: give up and grab the peanuts. And while that may be the only industry advice you ever need, we ve collected a few inspiring TED talks to round out your education.
Ruth Chang: How to Make Hard Choices
As an event producer and new entrepreneur, hard choices are an unavoidable fact of life. What do you do when faced with a hard choice? How do you make a selection when neither option seems better than the other? Maybe the problem is with the way we think about the structure of choice itself?
Daniel Levitin: How to Stay Calm when you Know You ll be Stressed
Hate to break it to you, kid, but the event planner s brain runs on cortisol and coffee. You may not be able to avoid stress altogether, but if you know it s coming, neuroscientist Daniel Levitin shares a few tricks for keeping your synapses from going haywire when it hits.
Chip Kidd: The Art of First Impressions in Design & Life
In event production, communication is everything, and you never get a second chance for a first impression. Take these insights from graphic designer Chip Kidd to heart when designing and planning your next event.
Navi Radjou: Creative Problem Solving in the Face of Extreme Limits
Navi Radjou introduces the Hindi concept of jugaad , a clever, improvised solution to a problem in the face of extreme circumstances, or frugal innovation . It s not, as Mr. Radjou reminds us, about making due , it s about making things better . With event production budgets getting lower year after year, this talk is an inspiring look into creative problem solving on a shoestring.
David Grady: How to Save the World (or at least yourself) from Bad Meetings
Are bad meetings ruining business? David Grady thinks so. In fact, he thinks they amount to theft. He also tells us how to avoid bad meetings and help create a culture of real productivity in the workplace.
Five Ways to Tailor Your Social Media Event Marketing to Millenials
TIPS & TRICKS
You can just see the Baby Boomers and, to a lesser extent, Gen-Xers having a collective panic attack as the headlines roll in: MILLENIALS POISED TO TAKE OVER THE WORLD. While the media initially pegged millenials (defined as the generation born from the early 1980s to the early 2000s), as a bunch of narcissists with Peter Pan syndrome, studies show that with the rebounding economy, this group of 20- and early 30-something are just as industrious as their predecessors, if not quite as well-off. What that means for the world of event promotion is that your marketing needs to be on point, because let s get real: millenials have a lot competing not only for their attention, but their time and money as well. We all know it comes down to social media, but other than creating a hashtag and assigning someone to spam Twitter all day, what does that mean? Here are five tips for successfully marketing your event in the brave new world of Generation Y consumers.
Create Bite-Sized Content
It s sad but true millenials have the attention spans of goldfish. What that means for social media promotion is that it has to be brief and sharp; think of your posts like fighter pilots: they need to get in, hit the target, and get out. This not only means that your audience will take the time to click, but it makes the content easier to view on smartphones and more likely to be shared. So what qualifies as bite-sized? Try anything with images: infographs, exclusive pictures, memes, videos, etc. Remember, not every post has to be specifically about your event. Users above all appreciate good content, and will connect the good sentiment that generates back to you.
Enlist Savvy Social Media Managers
For the love of cupcakes, make sure whoever s implementing your social media campaign is familiar with the ways of that particular platform. Every post should be tailored to that specific network. After all, there s nothing that spells narc like a fuddy-duddy company that won t stop spamming your feed with stuff you couldn t care less about.
Not only will users turn away from your content, they ll take a diminished view of you as a company and of your event.
Strive for Authenticity over Gloss
Perhaps more than any other generation, millenials a group that s grown up on adblock and Tivo are inured to the effects of advertising. Blame technology (or Mad Men) all you want, but the point is that big-budget ad campaigns aren t going to get you very far when pushing your event. Instead, save your budget to engage key influencers who are likely to have both access to and sway over your target audience. Whatever you do, don t try and pull a fast one influencers will instantly lose their cred the moment you force them to ring a false note on your behalf. Let it happen organically, whether that means engaging influencers with a legitimate interest in the event, or allowing them to promote in a winking, ironic way that acknowledges the transactional nature of your sponsorship.
Make Partners of Your Audience
This is another one you ve probably heard a bunch: millenials like to be involved. On the organization side, that could mean anything from brainstorming advertising campaigns to crowdsourcing ideas for products and events. Get your target audience engaged from the get-go by allowing them to be part of the planning process, whether that means getting them to vote on the playlist, launching an instagram contest or incentivizing a branded hashtag campaign. The bottom line is when you integrate user generated content into your social media promotion and even the details of your event, your audience is more likely to 1) have a stake in the event and 2) to share social media posts about it.
Make Use of Peer Pressure
Not like in the bad way that DARE told us to avoid use it in a good way! Millenials are a highly social group who value opportunities to collaborate and network not to mention the good opinions of their peers. Capitalize on this desire to be part of a group by connecting your event with a positive message or value that will be meaningful to your target audience. Not only will this cause your event to be seen in a more positive light, it will give your audience another reason to get involved: their own desire for a better a world (or at the worst, their desire to make their peers think they care about a better world).
5 New Years Resolutions all Event Producers Should Make
EVENT INDUSTRY
We tend to find that in the calorie-crash silence of post-Christmas comedown, we re inspired to indulge in a bit of high-minded optimism. Care to join us in making some pledges as we move into 2016?
I will practice healthy stress management
When Forbes released their 2015 list of most stressful careers, fire fighter understandably took the number one spot. You know what came in at number 8? Yup. Event Coordinator .
As with all high-energy fields requiring consistent perfection and snappy responses to a constant parade of minor crises, burnout is common in the event management industry (Not sure if you re at risk for burnout? This little quiz from Mindtools.com will give you a hint.
). Let your stress levels get too high for too long, and you might start thinking about a nice, relaxing career running in and out of flaming buildings. And burnout isn t the only ramification of poor stress management: where anxiety goes, illness and aging follow.
This year, make a pledge to take time out to take care of yourself. Meditate. Cook lasagna. Do headstands in your underwear. Whatever it is that keeps you grounded; make the time to do it.
I will try some cutting-edge event tech
We ve been watching the slow emergence of high-tech in the special event industry for the last 10 years, but in 2015, many of those theoretical, clunky or costly technologies have finally become affordable reality. Arial video via drone, facial recognition checkin, virtual reality engagement via Occulus Rift, facade mapping, and many other once speculative magics have become startlingly common.
As an event producer, it s easy to get stuck in a technological rut. As budgets get smaller and deadlines get shorter with each passing year, it seems easier to stick with an older, more familiar approach than to slog through all the process re-structuring, testing and potential for failure that a first-time implementation requires. On the other hand, you know in the quiet recesses of your heart that if you don t get on board with the revolution, you ll look up in ten years to find that the industry has passed you by.
This year, bite the bullet and get out there in front of emerging technologies.
I will make my events more sustainable
Green events have been a talking point for the last couple of years, but sustainable event planning practices are still a long way from being commonplace. If you haven t done all you can to keep your events environmentally-friendly, or you re not sure where to start, check out this getting started guide to sustainable events from Johns Hopkins.
This year, turn your eye towards lowering the environmental impact of your events.
I will form more partnerships
The 2016 Event Planner Forecast from Special Events Blog notes that in 2016, 51{04d9822e7d95da125d508d8e1efbcf2edc79acd8aec1f0bbdcbd6a6f684f9bb3} of event professionals will be looking to form partnerships with like-minded businesses in order to improve their service offerings. That means more opportunities for you to team up with talented folks who can help strengthen any weaknesses in your team and provide your clients with the best possible outcomes.
This year, reach out to your community and form lasting, mutually-beneficial relationships.
In 2016, I will get out there and kick some keister
Above all else, this year, continue to succeed! We wish you a 2016 full of exciting opportunities and realized dreams.
Happy New Year!
The Seven Deadly Sins of Event Planning
TIPS & TRICKS
When they go off without a hitch, mega events can be magic but when you get to the big leagues, there s a lot that can go wrong, from problems with the venue to equipment malfunctions to running over budget. So how do you keep things running like clockwork from beginning to end? Read our seven deadly sins of event planning below for a look at the dos and don ts of pulling off a large-scale events.
1. Not Having a Backup Plan
When you re planning an event, one of the last things you probably want to think about is everything that could go wrong but this is key to preventing potential hiccups from turning into disasters. Don t wait till the last second to make contingency plans; perform a risk assessment early on in the planning process, imagining all possible complications and ways to prevent or provide a solution to those complications. Start with your worst case scenario: extreme weather or a problem with your venue. Draw up a list of backup venues in the area and make sure to gather all attendees contact information in case of a last-minute location switch. It s also a good idea to check and double-check all of your arrangements to avoid any nasty surprises. If possible, do a dry run ahead of the date to make sure all equipment functions correctly, and line up backup equipment if necessary.
2. Underestimating Costs
We get it you ve drawn up your budget, and it s a thing of beauty. Everything s accounted for, costs have been reduced, and it balances out perfectly. We hate to tell you this, but: you ve forgotten something. or something will pop up last minute, or your number of attendees will balloon unexpectedly, or something will break, or The point is, despite doing your risk assessment, you can never account for all exigencies, which is why you need to leave a cushion in your budget. The bigger the cushion, the more secure you can feel.
3. Keeping Bad Records
We re not just talking about bookkeeping here as you advance through the planning process, it s crucial to keep track of all the changes that occur, no matter how small, to avoid impacting your budget or timeline. A good way to prevent nasty surprises is to set up a procedure for documenting every deviation from the original plan. The person requesting the change should describe it in detail so that the event manager can review how the change will affect the budget, needed manpower or schedule.
4. Not Getting to Know Your Collaborators
As much as type-A planners would love to control everything themselves, it s simply impossible when organizing a big event. While you may have a handle on your own staff, your partners are a whole other kettle of fish. Get to know your collaborators early on contractors, vendors, caterers, and so on so you can get an accurate picture of their resources, skills and workloads. This way you can better stay on schedule and shift tasks around if necessary.
5. Goldilocks-ing Your Social Media
There s a balance that must be struck when promoting your event via social media not enough and people forget that it s happening; too much, and you risk overexposure or, worse, alienating attendees by spamming their feeds. Approach your social media promotion mindfully, and think about what it looks like on the receiving end. Don t just post the same thing over and over; strive to create fresh, interesting content that draws people in, doesn t take too long to consume and intrigues rather than beats them over the head with event promotion.
6. Not Allowing Enough Time for Setup
There s nothing that looks more unprofessional than seeing staff running around setting up when the event should have already opened. Avoid this embarrassing situation by drawing up a detailed production schedule that includes not only a timeline, but specifics regarding who is responsible for what task, where they should be and when. Of course, you know what they say about the best-laid schemes of mice and men even if your schedule looks fool-proof, you never know what can happen. That s why it s essential to build in at least a 30-minute buffer to account for any last-minute contingencies.
7. Mis-Estimating Your Crowd Numbers
Now for the most unpredictable part of the whole equation your attendees. Among the biggest things that can go wrong is mis-estimating the size of your crowd. Too many, and you ll cause a jam-up, with a shortage of resources; too few, and your event space looks like an awkward high school dance. Nip this in the bud by setting up a good registration process that requires RSVPs (even if the event is free) so that you can get a fairly accurate body count. Try not to make it too arduous though, otherwise folks will be less likely register. Also make sure to have a good check-in process for when attendees arrive. It may seem superfluous, but check-in can help avoid long lines, gives people an idea of what s going on, and primes them for the evening.
A Yuletide Throwback Thursday: 3 Christmas Event Traditions, Then and Now
EVENT INDUSTRY
Merry Christmas! And a cheery tis-the-season thank you to all our vendors, partners, readers and clients. You guys are our favorite people; we wouldn t be here without you, and we wish you all a holiday season decked in lights and smothered in gravy. Not to get too sappy on ya, but this is inevitably the time of year when our thoughts turn to the past, and we remember with gratitude how far we ve come not just as a company, but as an industry. Fancy a spot of history?
Macy s Thanksgiving Day Parade
Started in 1924 by Macy s department store employees, many of whom were first-generation European immigrants. Proud of their new American heritage, they wanted to celebrate the American holiday of Thanksgiving with the type of festival their parents had loved in Europe.
[The] employees marched to Macy s flagship store on 34th Street dressed in vibrant costumes. There were floats, professional bands and live animals borrowed from the Central Park Zoo. At the end of that first parade, as has been the case with every parade since, Santa Claus was welcomed into Herald Square. At this first parade, however, the Jolly Old Elf was enthroned on the Macy s balcony at the 34th Street store entrance, where he was then crowned King of the Kiddies. With an audience of over 250,000 people, the parade was such a success that Macy s declared it would become an annual event.
What started as an audience of 250,000 is now closer to one million.
Rockefeller Center Christmas Tree Lighting
Here s one for the event designers: did you know that the electric Christmas light was invented by none other than that titan of power, Thomas Edison? Before that, people lit their Christmas trees with actual candles, causing no shortage of house fires. The very first electrical Christmas tree lights were used in 1882 by Thomas Edison s business partner, Edward Johnson, but they didn t really catch on until President Grover Cleveland used them at the White House. Thirty years later, the official Christmas tree tradition at Rockefeller Center began in 1933 (the year 30 Rockefeller Plaza opened), [but] the unofficial tradition began during the Depression-era construction of Rockefeller Center, when workers decorated a smaller 20 feet (6.1 m) balsam fir tree with strings of cranberries, garlands of paper, and even a few tin cans on Christmas Eve (December 24, 1931), as recounted by Daniel Okrent in his history of Rockefeller Center.[10] One claim is the tree had some gum wrappers and detonator blasting caps as decorations.
These days? Things are little more polished:
Good Save: the NORAD Santa Tracker
Did you know that the much-beloved NORAD Santa Tracker program began with an event marketing slip-up?
The program began on December 24, 1955, when a Sears department store placed an advertisement in a Colorado Springs newspaper which told children that they could telephone Santa Claus and included a number for them to call. However, the telephone number printed was misprinted and calls instead came through to Colorado Springs Continental Air Defense Command (CONAD) Center. Colonel Harry Shoup, who was on duty that night, told his staff to give all children who called in a current location for Santa Claus. A tradition began which continued when the North American Aerospace Defense Command (NORAD) replaced CONAD in 1958.
These days, the program is run by a series of volunteers and staff. Here s the ad misprint that made history:
Neat, yeah?
Five Candy-Inspired Cocktails for Halloween
FOOD & CATERING
Nothing makes for a better Halloween event than combining childhood thrills and chills with grown-up delights. Because let s face it even if your guests have outgrown trick-or-treating, everyone still loves dressing up and digging into their favorite sugary treats, whether that means Reese s peanut butter cups (delicious) or Necco wafers (barf). The best way to do that? Inventive Halloween cocktails that satisfy everyone s sweet tooth while channeling the holiday s spooky fun. Here are five imaginative tipples that are perfect for your next Halloween event.
1. Candy Corn Cocktail
Candy corn may not have the panache of, say, tropical flavored Skittles or king-sized candy bars, but it s an old faithful in terms of Halloween loot. Tasty, festive and inscrutable (seriously, how is this tri-colored traffic cone supposed to represent corn?), candy corn offers a perfect theme for Halloween cocktails. This boozy take on the classic candy, created by The Food Network, is based on a candy-corn infused vodka, which combines with citrus-based cordials for some brightness and lift, along with egg white to give it a velvety froth. Get the full recipe here. Who would ve thought candy corn could be so classy?
2. Syringe Shooters
On the other side of the cocktail spectrum are syringe shooters, a distinctly un-classy, but incredibly fun take on spooky Halloween drinks. Simply mix up a batch of Jello shots (strawberry makes for a nice bloody hue) and then draw the liquid into a syringe before chilling. According to Myscienceproject.org, 60ml syringes are ideal just remember to take out the needles.
3. Zombie Brain Jello Shots
For a slightly more gruesome take on jello shots, try out these zombie brain monstrosities, which combine vodka, liqueurs, jello and condensed milk to create a jiggly, gray brain exterior. The inside is filled with a raspberry concoction to add a bit of delicious, delicious gore. While this may not be practical for large-scale batches, they re a nice option if you re looking to add a creative twist to your Halloween cocktail list.
4. Bleeding Heart Martini
Most Halloween cocktail garnishes range from the disgusting (brain hemorrhages courtesy of curdled Bailey s) to the playful (vodka-soaked gummy worms, anyone?). Which is what makes this one so special it s grotesque while still creative and classy; in other words, exactly what you d expect of Martha Stewart. Simply make a martini as usual, and then, instead of an olive, top it off with a skewered pickled baby beet to resemble a recently harvested heart. See what we mean? Frightful but low-key.
5. Reese s Martini
Consistently voted as Americans favorite Halloween candy, Reese s peanut butter cups remain one of the holiday s most beloved confections. While the idea of transforming that peanut-butter-chocolatey goodness into an evening tipple may sound a bit, shall we say, over the top, several enterprising mixologists have figured out a way to do it. This recipe calls for Van Gogh Dutch Chocolate Vodka, Castries Cr me Peanut Rum and chocolate liqueur or, you could take a slightly cruder approach and simply blend a Reese s peanut cup with vodka. We re not judging! However you re able to pair the goodness of Reese s with some booze is ok by us.
Christmas Lighting Inspiration for A/V Nerds: Projection Mapping & Interactive LEDs
EVENT PRODUCTION INSPIRATION
Got Christmas on the brain? We ve collected up a few of the coolest videos from this year s Christmas displays. We got yer home facade mapping, yer interactive lights, and some good ol traditional holiday light shows that ll blow your mind.
Houses in Serial
This home run by Brian McNamara from Gilbert, Arizona, synced up LED systems across six adjacent houses, and included its own radio station. Day-amn.
Sixty-eight neighbors half of them kids spread across 13 houses and started building the display Sept. 17, and finished it exactly one month later. ABC crews spent five days filming in Gilbert and relied on handy-cam footage to fill out the rest. The end result was a display consisting of more than 500 circuits, 110,000 lights, 285 strobe lights, and over 50,000 feet of wire. The roughly 10-minute display show is set to four songs, which visitors can listen to on 93.9 FM as they drive or walk through.
Interactive Facade Mapping Christmas Tree
Props, Mariachi Events and Palnoise, this tree is made from a list of Decibel s favorite keywords. On display this year in Dubai, the tree s program includes an automated program followed by a participatory segement. In other words, once the projection is done playing, guests can grab their iPads and decorate the tree themselves, adding leaves, snowflakes, and other virtual baubles.
SAKS Fifth Ave.
Nobody does class like SAKS. This display is up at Rockafeller Center in New York.
Melbourne Town Hall
Created by large-scale projection pros The Electric Canvas, the Melbourne Town Hall Christmas projections were in top form this year, following a city-wide initiative to sink some extra cash into the community Christmas spirit. The result was pretty rad.
O Light Divine
This one s actually from 2012, but it s cool enough to deserve a repeat. Designed by David Barshow, the interactive app-driven light display was up in Menlo Park, California. Visitors could install the O Light Divine app, adjust the light settings, and enjoy.
Let it Go
This monument to ice queens, created by the Larsen Family and made from around 1,000,000 LEDs, enjoyed a nod on ABC s Great Christmas Light Fight , and for good reason.
The Force Awakens
Not that we blame them, but someone in Pittsburgh was mad excited about Star Wars Episode 7.
Event Wrap-Up: The Archdiocese Gala
COMPANY NEWS, UNCATEGORIZED
Catholics the biggest party animals on the planet, amirite? We kid, we kid we kid because we love! In any case, as it so happens, the Archdiocese of Baltimore throws a pretty excellent shindig every fall a black tie gala to raise money for their schools and this year we were proud to be among the organizers.
Held on October 3, this year s gala was staged at Towson University s SECU Arena, which was transformed into an elegant dining hall decked in blues and purples, with gauzy white curtains and exquisite flower arrangements. In addition to a delicious dinner, guests were treated to an evening of student performances and alumni talks. As in past years, this month s event drew around 800 attendees, whose generous donations go to supporting Archdiocesan schools and raising funds for need-based scholarships.
All in all the evening went off without a hitch, and succeeded in raising funds for a good cause. It was our pleasure and pride to be involved in such a fantastic event. Thanks to The Classic Catering People, EventEQ and Select Event Group for their amazing work!
Check out pics from the event below:
Seasonal Event Design Inspiration: 10 Big Christmas Trees Made out of Weird Things
EVENT DESIGN
Sick of the same old fir needles and fairy lights year after year after pine-scented year? Yeah, neither are we. But some people are, so they decided to make:
1. This brainy Christmas tree made of books:
2. This Christmas tree made of lobster traps:
3. This Christmas tree made of packing pallets:
4. This Italian Christmas Tree made of glass:
5. This Christmas tree made out of a dress that s made out of a Christmas tree:
6. This Christmas tree made of bicycles that was built in a mall in Shenyang, China:
7. This geeky Christmas tree made out of Pacman:
8. This Christmas tree made of Jack Daniels whiskey barrels by the rad folks over at Scruffy Dog:
9. This handy Christmas tree made out of a ladder:
10. This zen Christmas tree that exists where the Christmas tree is not:
The Big Chill: Five Ways to Warm Up Your Outdoor Autumn Event
TIPS & TRICKS
Summer usually gets all the glory when it comes to outdoor events, but fall is no slouch either. After all, who doesn t love the changing leaves, crisp air and blazing blue skies of a beautiful autumn day? (Not to mention the hot toddies that follow once you get home.) The worry, of course, is how falling temperatures may affect your guests. Here are five ways to make the most of an outdoor fall event, and keep everyone cozy from head to toe.
Set up a tent
Tents are a good idea no matter what the season to protect against weather contingencies, but in the fall, they can also serve as a cozy retreat when the mercury drops. For the coldest days, ditch the canopies you d use in milder weather and arrange for heated tents with sidewalls secured at both the top and the bottom, as well as doors instead of wall openings. (If you still want a view of the foliage, make sure to get sidewalls with cathedral windows.) You can either get patio heaters or, for bigger tents, secure propane-powered console heaters, which can be installed outside the tent. Bonus points if you get some ceiling fans to keep the air circulating, and prevent warmth from pocketing around the top of the tent. (In the market? Check out our post on tent rental ideas.)
Keep the hot drinks flowing
Hot drinks don t just warm up your hands and belly according to studies, they make people feel friendlier and more cheerful. Channel some of that positive energy (and add a little seasonal flair) with big batches of warming drinks, like mulled wine, hot toddies or spiced apple cider. Be careful on truly cold days, though alcoholic drinks, contrary to conventional wisdom, have been found to lower body temperature, so they re not a great idea if guests don t have an indoor space in which to warm back up. For a less boozy option, go for some rich egg nog or hot chocolate.
Rent the right kind of heaters
For evenings that are nippy but don t require full-on shelter, your first line of defense should be outdoor heaters. So which kind should you get? While ceiling- and wall-mounted spot heaters offer concentrated heat and reduced clutter, their scope is limited. Instead, opt for a freestanding patio heater, which emits 360 degrees of heat in a diameter as far as 20 feet. Other perks? They re portable, which means you can move them around as needed, and they provide an instant meeting spot for folks to congregate around.
Wrap up tight
If there s one thing slankets have taught us, it s that blankets are no longer just for the indoors. While most people wouldn t dream of wearing one outside (to their detriment, we say!), slankets or just plain old blankets remain a great way of staying cozy when you most need it out in the elements. Keep your guests snuggly with fleece blankets that they can wrap up in when the weather turns nippy. Best of all, blankets can double as a kind dynamic accent for your decor, so make sure to buy or rent ones in warm colors with festive prints.
Go for a warm color scheme
Placebo effect or not, studies show that warm colors like red, orange and yellow can actually make people feel warmer not to mention more energized and (careful now) more hungry. Make the most of your fall backdrop by incorporating traditional fall colors and accents into your decor, increasing the event s festive atmosphere and subtly raising attendees internal temps.