Four Apps to Help Event Producers Get Organized
EVENT PRODUCTION TECHNOLOGY
Among the most challenging parts of being an event planner is keeping yourself organized. From arranging the venue to proofing contracts, there are a million things to do in the run-up to a big event, and if you re not careful you ll quickly find yourself drowning in a sea of to-do lists.
Luckily, these days it s easier than ever to electronically compile and share information with your team the question is, how should you do it? Though technology offers a lot of options for constant communication, it can also make for complications when you find your to-do list spread across a half-dozen different devices and platforms. Read on for several options that will streamline your process, putting all of your information in one place and making for easier sharing and delegation. You re just a few apps away from
Evernote
This little gem is perfect for compiling all of your research into one place, no matter what the original format. You can take photos, record voice memos, capture handwritten notes, clip web articles and more, and then arrange it all according to tags. Another great feature is Evernote s ability to transform your notes into a to-do list complete with reminders. Evernote can be synced across multiple devices. The basic version is free, the plus version offers more monthly uploads and options for $24.99 a year, and the premium version features more detailed search and recording functions for $49.99.
Boomset
Having trouble keeping tabs on your guest registration? Get a handle on it with Boomset, an app designed to streamline registration and check-in. The app helps organizers print badges or create wristbands, and also allows guests can check in using their QR scanner. You can also import and sync multiple guest lists.
Zapier
The world of app use has gone meta which is to say, we now need apps to connect our apps. Enter Zapier, a webapp-automation service that helps create connections between more than 300 applications, including Evernote, Mailchimp, Twitter, Gmail, Google Calendar, Asana, Trello, Todoist, and more. Here s how it works you create a Zap, or an action that occurs in response to a defined trigger, allowing your apps to communicate automatically. For example every time you star an email in Gmail, it creates a task in another one of your apps easy peasy! Zapier is also great for keeping members of your team who are using different apps on the same page.
Slack
Forget email the new way to keep up with your team is Slack, a group chat app that can be used across different devices and boasts automatic archiving as well as a good search engine. Like so many other valuable apps, the key to Slack is integration, communication and simplification. Slack allows you to create chat rooms for different topics and teams, allowing for easier sharing of information and communication across teams. It also integrates with other tools to provide handy reminders, offers private channels, and a star function to designate tasks.
Life of an Event Prof: #NatBookFest Breakdown
BACKSTAGE, EVENT INDUSTRY, LIVE EVENTS
Last week, we wrapped up one of our flagship events, The Library of Congress National Book Festival. It was our eighth year managing this event, and while we re veterans, we re always looking for new ways to accommodate a bigger audience and out-do ourselves from the year(s) before. With an expected 100,000 guests and a couple million more viewing the livestream at home, we couldn t afford to disappoint. Plus, our mantra is, Yeah, we can handle that .
It s true that the majority of the blood, sweat and tears goes into the planning leading up to our events. But we re still on our feet the day of, making sure everything runs smoothly. It s a small part of what we do in the event management business, but this is the day in the life of one of our event crew members: NatBookFest livestream style.
5:00 AM
Wake up call. Suit up, festival style. Means we get to wear a Decibel t-shirt today.
5:01 AM
Two shots of espresso, hold the sugar, hold the cream.
6:00 AM
Pile in the crew and Uber over to the the Washington Convention Center. All the gear from the day before is still in place. Grab checklist.
Radios charged. 
Power bricks charged.
Boot up the laptop.
Get to work.
7:00 AM
Call time for second wave of crew. Find a place to order 30 breakfast sandwiches from STAT.
7:30 AM
Overheard on Radio: Where s Waldo? Seriously. Someone lost the Where s Waldo costume day of the event. Waldo could not be found. If we made this up, you wouldn t believe it.
8:00 AM
Quick team meeting. High fives out the door.
8:30 AM
It s show time. Book lovers start filing into the convention center.
Set up camera for timelapse, because who doesn t love a good time lapse.
9:00 AM
Reading Cat in the Hat to test captions for livestream. Appropriate for the National Book Festival. AV and livestream team at the table, in position for the first keynote.
9:30 AM
It has been confirmed from a crew member on Floor 2 of the venue. Waldo has been found.
10:00 AM
Start first livestream of the day. David McCullough takes the stage. People from all over the world are giving shout outs to the popular two-time Pulitzer Prize winner.
11:00 AM
Bring our AV crew lunch. With an all-day livestream, they can hardly get up for a bathroom break. Extra dessert for their dedication.
11:30 AM
Celebrity Sighting #1: Found Waldo.
12:00 PM
If it s 12 PM, and we re eating our third meal of the day because we ve been up since 4. Is it lunch? Dinner? Who knows, but every meal is now called a dinner break. #EventProfProbs
1:00 PM
Our team member, Chris, is leading the team in the most steps, so far. 7.1 miles.
2:00 PM
Escalator stopped? No problem, we take the steps.
2:30 PM
Insert fourth cup of coffee.
3:00 PM
People start lining up for Condoleezza. Two hours before she s scheduled to speak.
3:30 PM
As heard over Radio: Our crew requires back-up at the lines for the Condoleezza book signing. Send in reinforcements.
5:05 PM
Condoleezza Rice takes the stage. 2,500 people make for a packed house. No surprise there.
6:00 PM
While Condoleezza is speaking, there s still book signings and children s stage activities going on. Some of our crew is at those stages making sure everything is running as planned.
7:00 PM
Final livestream wraps up.
7:30 PM
Start counting livestream stats. There were over 60K views and reached over 1.2 million users who weren t able to attend National Book Festival, but were able to watch their favorite main stage authors. That s how we handle that.
8:00 PM
As things wind down, we sneak a spot at the Teen Poetry Slam. Every year, this is a team favorite. Those kids are talented beyond belief.
8:30 PM
National Book Festival comes to an end, crowd piles out. Dismantle begins.
9:00 PM
Counting more livestream stats, giving our client updates, uploading last minute photos, and wrap-up meeting with the crew. That s a wrap.
10:00 PM
After a group selfie, we head out to Ebbitt Grill for a post-game dinner and a few well-deserved drinks from P.O.V. We couldn t have done any of it without our awesome client, Library of Congress, our hardworking crew who flew in from all over the country, and the sponsors that made #NatBookFest possible. Cheers, NBF 2017.
The Best of Projection Mapping Inspiration: Experimental Surfaces
EVENT PRODUCTION INSPIRATION, FACADE MAPPING
This blog is kinda turning into Projection Mapping Watch , but oh well. Projection mapping is awesome, and these weird videos of experimental light projects aren t gonna collect themselves. In this segment, we re taking a look at recent projects from Q1 of 2016 that highlight projection onto interesting surfaces, or combine projection with other emerging technologies.
Projection Mapping & VVVV
As projection mapping becomes increasingly popular, we re seeing an uptick in related digital tools and software. vvvv is a hybrid visual/textual live-programming environment for easy prototyping and development. It is designed to facilitate the handling of large media environments with physical interfaces, real-time motion graphics, audio and video that can interact with many users simultaneously. Created by Maria Mitsi, this little experiment explores the capabilities of vvvv.
Light as art in Lithuania
Lithuania s Barbora Giliute explores projection mapping on canvas, adding depth and additional dimensions to two-dimensional gallery displays.
Projection Mapping on Ceramics
Taipei-based artist Joshua Chao creates a living Ming vase with projection-mapped patterns on ceramic.
Projection Mapping 3D
Combining two emerging technologies into one? Yes, please. Spanish artist Dominic Plaza collaborated on Axioma, a sterescoping / 3D mapp[ed] interpretation of geometry such as points, lines, planes, curves, surfaces, polygons, etc. In other words, a trippy geometric visual experience that comes a live with 3D glasses.
Because we Can: Building Art
Projection mapping on the side of a the Library of the National Archives in Quebec.
INVICTA: Projection Mapping on Letters
This intensely urban project was a collaboration between Lyft Creative Studio & Xesta Studio.
Live Wallpaper
Hellooooo next level interior design shit. These insanely beautiful weather-scapes were projected over the bookshevles at Payot Library in Switzerland.
Winter is Coming: Best Indoor Venues for Winter Events
VENUES
Winter is coming. In the event management business, it s in our nature to be two seasons ahead. As consumers are enjoying those outdoor summer brand activations, our heads are down planning. We ve scoped out the best venues for your upcoming winter meetings and events in major east coast cities.
Moonlight Studios
Chicago, IL
Located in West Loop neighborhood in Chicago, Moonlight Studios is a repurposed factory providing an urban chic feel. Since there are several gallery rooms that can be transformed into just about anything, Moonlight s event track record includes a wide variety of corporate and social events: galas, fashion shows, conferences, art galleries, the whole nine yards. Previous clients of Moonlight include UNICEF, LG, and Vevo. Oh, and the venue was named Top 50 Chicago Venues by Party Slate this year. With all that buzz, it ll fill up fast, so schedule a tour and get to booking.
Kogod Courtyard
Washington, DC
Kogod Courtyard in downtown D.C. was appropriately named one of the seven architectural wonders by Cond Nast Traveler back in 2008. (Kudos to world-renowned architects Foster + Partners for this stunning design). Its iconic curved roof made of glass and steel gives the venue an elegant feel with natural light for events like lectures, performances, and corporate events. The venue can accommodate a seated dinner for 850 or a reception for 1,200.
Spin
New York City, NY
If you re looking for a laid back and lively event space in the city, Spin is your go to. The venue is a ping pong social club in the Flatiron District, and yes, you read that right. Spin was recently renovated by Rockwell Group and now includes 19 ping pong tables and wall installations done by local graffiti artists. The 12,0000 square foot venue is perfect for social events, fundraisers, wrap parties, you name it. Also, an event planner s dream: it has on-site catering.
The Castle at Park Plaza
Boston, MA
This National Historic Landmark doubles as a versatile event venue with 14,000 square feet, high ceilings, and a classy feel. This expansive one room venue is ideal for trade shows, expositions, galas, receptions, and banquets, and can accommodate 530 seated and 1,000 standing. Save this spot for when it gets warmer their outdoor space is another top-notch Boston venue.
We Got Em: Premium Ticket Packages to the Masters, Kentucky Derby and Final Four
DEALS & OFFERS
Remember those ticket packs we got for Super Bowl 50? Well, we just got our grubby mitts on some notoriously hard-to-land ticket and accommodation packages for three of spring s hottest sporting events, and we re paying the radness forward. All of these offers are, naturally, customizable, so hit us up if you d like something special.
Masters
April 4 -10, 2016 in Augusta, GA
USA Today nails it: Getting tickets [to the Masters] usually involves either knowing somebody whose family has been on the Masters ticket list forever, spending thousands of dollars buying tickets online, or getting invited as a client by one of the event s few corporate sponsors. But we can get in you in, arrange hotel bookings and set you up with club access during the event itself. Feeling even ritzier? We can land accommodation in a luxury 4-bedroom private home. Our properties are located in some of Augusta s most exclusive neighborhoods, and come with on-site continental breakfast. Naturally, we can customize these experiences for , but
- Multi-tier accommodation available: choose from hotel or private home packages
- Admission to the Masters: choose from 1, 2, 3 or full-week ticket packages
- Full breakfast served daily
- Transportation to and from Augusta
- Experience event manager to personally handle your pre-planning details
Club access comes with:
- A spacious outdoor Multi-Level deck (8000 sq. ft.) under the Augusta pine trees
- Two Country Club Style bars, one 20 ft. marble surfaced indoor bar and one 40 ft. L-shaped outdoor bar. Both are professionally staffed and stocked with premium liquor, cognac, liquors, and a large selection of beer and wine.
- Includes buffet breakfast with made to order omelet station, elegant multi-course themed lunch buffet, afternoon heavy hors d oeuvres, all beverages & cocktails from sun up to 30 minutes after the last putt has been made. Grilled items available throughout the day.
- Grilled items available throughout the day which include steaks, chicken, hamburgers and hot dogs (hamburgers and hot dogs available on practice round days only).
- Private business center featuring 3 workstation/computers with high speed internet access, copier, fax & printer.
- Wi-Fi internet service for your laptops throughout the Club.
Photo: Pandemicphoto.com
Kentucky Derby
May 5-8, 2016 in Louisville, KY
You want to sip mint juleps in a funny hat. We want you to sip mint juleps in a funny hat. Help us help you.
- Three nights deluxe accommodations at either the Marriott Courtyard Downtown, Crowne Plaza Louisville Airport or the Embassy Suites Downtown
- Roundtrip shuttle between the Kentucky Derby and Kentucky Oaks
- Tickets to the Kentucky Derby in Sections 126-128
- Tickets to the Kentucky Oaks in Sections 126-128
- Experience event manager to personally handle your pre-planning details
Final Four
April 1-5, 2016 in Houston, TX
Yup, we got basketball too. Plus, if your peeps are looking to rub shoulders, we can arrange for former players, TV broadcasters, and other celebrities to personally appear at private dinners, corporate events, and various functions during the week of the Final Four.
- Four nights deluxe accommodations at the Westin Oaks Houston
- Upper 500/600 level ticket between the baskets to the 2016 Final Four
- Rental car
- On-site event management team
- Experience event manager to personally handle your pre-planning details
Ring us up at 703.953.4493, or contact david@decibelmanagement.com for deets.
Bad Ass Summer Brand Activations
BRAND ACTIVATIONS & MARKETING, CAMPAIGN, EXPERIENTIAL
Brands are hyping up summer 2017 with traveling treadmills, tequila, stunt doubles, and engaging consumers along the way. Here are our favorite brand activations of this summer (so far).
We re big tequila drinkers at Decibel Management (especially after a successful event), so this one is our favorite. The Patron the Summer Tour is traveling around the US and UK from May to August with top-notch bartenders to whip up some summer inspired tequila cocktails. Aside from a truck load of their tequila, Patron is also bringing a GIF booth, bikes that blend your margaritas when you peddle, and Patron popsicles to their visiting cities. We couldn t think of a better way to spend a Sunday.
More Than Miles Tour by lululemon
The More than Miles Tour by lululemon is bringing a truckload of their gear to select cities in the US and Canada .literally. Traveling in a Test Truck with a state-of-the-art treadmill to connect with running communities. Runners can test out the treadmill in lululemon gear and keep the clothes when they re done with their on-site workout. Most of the onsite staff at Decibel Management swear by lulu for our own gigs, so we re hoping their next truck stop is in Raleigh or D.C.
Coca Cola surprised Ipanema Beach goers last to promote their latest packaging with some free cans. And by some , we mean 500. In a massive block of ice that weighed 8 tons. Pretty impressive stuff. Beach goers were seen breaking the ice with beach toys to get their can of Coke in a time when they wanted it most. A+ Coke.
Spiderman gets his fuel from somewhere. The release of the new Spiderman movie already has been producing a lot of buzz, but we have to give New York agency Thinkmodo the credit for this one. At participating Starbucks stores, Spiderman drops from the ceiling to retrieve his coffee order, but scaring the shit out of customers in the process.
Breaking the ice is never easy. Publicis teamed up with Nescafe and developed the hello bench as a way to initiate conversation between strangers. The activation included a shrinking bench, free coffee and a nudge in the right direction. This shifty bench gets smaller as two people sit on it cue conversation starter.
Good Read: How Food is Creating a Sense of Place
EVERYTHING ELSE, FOOD & CATERING
There s plenty of great info out there on factors to consider when creating immersive experiences in events or activations. Lighting, spatial design, audio, emotional connection and story, all of these things matter, all contribute to the experience. But what about food?
We just stumbled across this interesting thought in a piece from the February 2016 issue of the Moodie Report, an industry intelligence eZine focusing on travel retail, in which we discover how airports and retailers are rising to the challenge of creating Sense of Place by providing a variety of local tastes and flavours in their food offerings. The Design Solution Founder and Director Robbie Gill believes it is through food that the true heart of a location is defined, and in the latest edition of our regular Sense of Place series he provides an overview of how a compelling food offering can enhance local identity and presents some of the very best examples from around the world.
Airports are, in many senses, the ultimate experiential challenge. Your attendees are often tired or hungry or homesick, and food is indeed a universal panacea strongly tied to a sense of security, stability and pleasant memories. The Moodie Report will be running future editions of this column, so stay tuned for features highlighting retailers that are knocking it out of the park in this area.
Making Events Great: Episode 1
BACKSTAGE, PODCAST, UNCATEGORIZED
During Talk West Episode 1, Ann Marie Taepke, Walk West Director of Digital Media, met with our CEO, Dave Sonntag, to discuss his expertise in the world of event management.
Dave shares his insight on what works best, the importance of preparation, and the key factors that contribute to executing an all-around successful event. He mentions that an essential piece in making an impact on the attendees requires more than simple retention. Instead, it requires planning for moments of engaging physical interaction for the audience that will not only be more enjoyable but ultimately leading to a lasting impression.
Talk West is produced by Raleigh agency, Walk West. We talk with people who are trailblazers in their industry, embodying our company fabric of metaphorically walking west .
Registration Now Open: 5 Unmissable 2016 Event Industry Conferences to Sign Up for Now
EVENT INDUSTRY
Winter s rolling to a close, and if your 2016 conference dance card isn t full, you might consider sticking your nose in to some of these snazzy industry to-dos. Events inside events about events: it s so meta.
Cvent Connect
June 26-30, Las Vegas
We love the CVent website. You love CVent website. This event is like the CVent website, only IRL. Expect to hear from 50+ globally recognized industry consultants, executives and influencers , participate in training and certification courses, and get access to 100+ focused breakout sessions. Plus, it s in Vegas, so you can do all that while blowing your children s college fund on strippers and bellinis. Get $400 off if you snag tickets before the Early Bird rates expire on March 18.
Experiential Marketing Summit
May 4-6, Denver
No? Not into cabarets and poorly-considered marriages? How about trail hikes and power bowls and workshops on virtual reality? That s what I thought.
SXSW: Experiential Event Series Mega-Events
March 17-19, Austin
SXSW is such a herculean undertaking, it can hardly be called an event . It s more like a bunch of smaller robot events that came together to form a Voltron event. Ever wonder what it takes to keep all those moving pieces moving? If you re curious, sign up for MPI s Experiential Event Series at SXSW. You ll get to interact and meet with Mike Shea, SXSW Executive Director and other SXSW staff who will share operational insights from the SXSW teams that plan, program and produce these 9 days of conferences, festivals and exhibitions . You ll also get a bunch of behind-the-scenes tours. Highly recommended.
BizBash Elevate New York
April 27, New York
BizBash calls itself the summer school for event planners , but I don t know about that. Summer school sucks. Summer school is a thing you have to do when all your friends are eating Fruit Loops in their PJs at 11am. I see Elevate as more of a summer camp where you spend the first hour crying in your bunk bed, but then they let you loose at the macaroni art table, and by the time your folks come to pick you up, you ve forgotten their names.
EventTech 2016
November 14-16, Las Vegas
Yeah, I know, we don t really even know what we re doing tomorrow afternoon, much less in November. But this one s worth an early buy, if you re feeling on the ball today. This is the event of the year if you wanna catch a glimpse of the industry s future. Demo the latest technologies, embrace the hottest trends, sharpen your digital+live skillset. It s a conference unlike any other. Amen.
Top 3 Experiential Marketing Campaigns of 2017 (Thus Far)
BRAND ACTIVATIONS & MARKETING, EVENT INDUSTRY, EVENT PRODUCTION INSPIRATION, EXPERIENTIAL, LIVE EVENTS
Experiential marketing. Engagement marketing. On-ground marketing. Event marketing. Whatever you want to call it, can be very successful if done right.
The goal of experiential marketing is to form a memorable connection between the consumer and the brand to make a lasting impression, influence purchase decisions and ultimately build brand loyalty. It s proving to be a valuable part of a company s marketing plan, especially for large, faceless brands who can be viewed as out of touch with the general public.
With the explosion of new technology (like virtual reality) in the past year, combined with good ol fashion creativity, we expect 2017 to show us big things for experiential marketing. Here are some of our favorites so far.
The Casper Nap Tour & SXSW Takeover
Casper, one of the heavy-hitters in the mail order mattress-in-a-box industry, took this year s South by Southwest Festival by storm. For starters, they had their Nap Tour RV strategically stationed to help exhausted festival goers take 8-minute power naps. Attendees got to experience the comfort of a Casper mattress in a private pod, complete with slippers, a cold brew coffee, and a dog bed if they also had a furry friend.
Casper also partnered with the Standard Hotel s One:Night app to help people find a last minute, reasonably priced hotel room in an otherwise completely booked city. Each day at 3:00pm, the One:Night app released 20 rooms that could be booked for just $99 (more reasonable than the other hotel prices in downtown Austin during this time, which ranged from $250-$1,200). Guests got to sleep in comfortable rooms outfitted with a Casper mattress, pillows and slippers. Car service was provided by Tesla, and you could even request a real mom from the front desk to come read you a bedtime story.
Thanks to Mother Nature, Casper really solidified themselves in people s memories when an unexpected snowstorm cancelled flights in the North East at the end of SXSW. Casper extended their event to help stranded attendees find rooms, and even threw a Stranded in Austin party with rapper Warren G.
Talk about turning a nightmare into a dream.
XFINITY Fast & Furious Drive-Out Cinema
XFINITY partnered with the release of the next Fast & Furious movie, The Fate of the Furious, to take two of their customers on the ride of their lives. Excited to see and sit in some of the super cars from the movie, the two contest winners strapped in to watch a sneak peak of the film. That is until the people in the driver s seat suddenly discovered that the keys had been left in the car. Cue revving engine, confusion and adrenaline.
Turns out the people in the driver s seat were the actual stunt drivers from the movie, and they take the two unsuspecting super fans straight through the wall of the theatre and into an explosion-packed stunt ride. It was literally just like a scene from the movie. While this experience wasn t had by many people in-person, the YouTube video posted about it did a great job of capturing the event. While watching, you instantly start imagining what you would do in that situation. It evokes a feeling, a rush.
Plus, it s just flat-out funny to watch these people s faces as they flail about doing donuts next to impressive pyrotechnics.
Crayola Retires a Classic
Crayola made waves in the social media sphere by announcing that they were going to retire one of their iconic crayon colors from their 24-count box. They set up a giant box of crayons in Time Square, and had a countdown going on their website to March 31, 2017 (National Crayon Day) when they were going to announce live on Facebook which color would be getting the ax. Engagement and buzz on social media was high, as Crayola encouraged people to share which color they hoped to keep around (there s lots of Cerulean fans out there).
As it turns out, a box of the new crayons made its way onto shelves one day ahead of schedule, and of course an excited fan spotted it and posted it to Twitter. We give major props to the Crayola social team for reacting to this leak swiftly and positively by saying the color Dandelion just couldn t wait, and decided to announce his retirement a day early. This fast-thinking, positive spin saved the campaign, and may even end up gaining it more attention in the long run. Who doesn t love a good spoiler scandal? Here s wishing that Dandelion enjoys his golden years.
Do you have a favorite 2017 experiential marketing campaign that didn t make this list? Let us know! Tweet us at @DecibelEvent. We re social butterflies.