New Department of Transportation Regulations for Mobile Tours
EVENT INDUSTRY
We love mobile tours around here and have been part of quite a few over the years. Mobile Tours, for the uninitiated, are essentially traveling events and can take on many forms and involve many different type of vehicles, including tour coaches, equipment transport, buses, food trucks, custom fabricated vehicles, SUVs and trailers the whole deal.
That being so, many of the Department of Transportation (D.O.T.) regulations that govern mobile tours can be confusing, and we wanted to take the opportunity to pass along a few of these important rules for a safe mobile tour. If you re considering hiring a mobile tour operator yourself, it s best to check that they re familiar with the current regulations.
Is your tour subject to the regulations?
Most of the tours that we produce are subject to D.O.T regulations. While there are operators out there that disregard this, it is important for you to understand if your tour is subject to these regulations. If your tour includes the operation of any single vehicle, or combination of vehicles (truck & trailer) that weigh in excess of 10,000 pounds moving across state lines while conducting commercial operations, you will need a D.O.T. number, and will need to comply with all applicable Federal Motor Carrier Regulations. The penalties for non-compliance can get pretty nasty.
Custom cookie truck for the Doubletree by Hilton mobile tour
Hours Of Service
Hours of Service refers to the maximum number of hours a professional driver can work in any given week, for how many consecutive days, and how many rest periods are required. The regulations also make a distinction between drivers that are carrying property, and drivers that are carrying passengers.
Hours of Service is one of the most important safety factors on tour, and this is by far the most abused and disregarded element of all the regulations. This is particularly important for mobile tour producers to know, as the Hours of Service regulation applies not only to driving hours worked by the driver, but any additional hours worked by a driver on non-driving tasks. We understand that on most mobile tours, the driver is typically involved in the setup and production of the event, and we know those hours add up fast, so it s important to keep a strict eye on
Keeping correct Hours of Service is a process that begins in the route planning phase, making sure that the tour stops are spread out enough to be able to comply with the rules. On July 1, 2013 the regulations regarding drivers work hours changed for the first time since 2003. The changes reduced the amount of time a driver can work in a 7-day week and also defined egregious violations of maximum driving time which now call for the maximum civil penalties for violators (this could include jail time for company owners that permit or allow violations to occur).
11 Hour Driving Limit: A Driver can only drive a max of 11 hours after 10
off duty
14 Hour Limit: A driver may not drive after they reach 14 hours. This includes the time the driver is used to set up and tear down a mobile tour.
60/70 Hour On Duty Limit: A driver may not drive after 60/70 hours in 7/8 consecutive days. The 34 hour reset may only be used once per week and needs to include (2) 1am-5am overnights.
You can download the official info sheet below for basic reference. Please use the FMCSA rules in their entirety for the details necessary to operate.
Download New Regulations (PDF)
More things to keep in mind
Driver Qualification Files
DQFs must be completed and on hand at the tour operator s location. These files must include background checks, driving records, medical certificates, drug screens and more.
Vehicles & Maintenance Records
Check that your tour operators and tour producer are completing their daily vehicle inspections, and that they have proof that certain repairs were performed by a qualified repairman (and yes, the regulations define how a repairman is qualified). Other requirements include fire extinguishers, warning triangles, and other safety gear.
Proof of Insurance
Ya gotta have insurance! But not only must the tour operator maintain a certain level of financial responsibility, the coverage must be registered with the Federal Motor Carrier Safety Administration Licensing & Insurance Division (talk to these guys) and the evidence of coverage must be shown on a specific form called the MCS-90.
And they re gonna check that you re doing what you say you re doing, too. The Federal Motor Carrier Safety Administration also conducts new entrant compliance audits within 18 months of obtaining your D.O.T. number. Audits can also be conducted for other reasons, like when problems are found during roadside inspections.
Companies must be able to prove they have an effective set of policies and procedures which promote compliance otherwise they can face fines in excess of $11,000 per violation.
The best approach is to remember the old adage an ounce of prevention is worth a pound of cure . Take the time to be sure both your operation and your agency is within the regulatory guidelines and you can rest a little easier and pay more attention to your customers.
Some Considerations to Make Sure Your Event is Accessible to the Elderly and Differently-Abled
EVENT INDUSTRY
Let s be honest: most events don t check off every point on this list due to cost restrictions, but the more that you can tackle, the more considerate your event planning becomes. Naturally, the bigger the event and the broader your audience, the more vital accessibility is, and you shouldn t rely on the venue to ensure easy-access.
Duh: Verify Wheelchair Access
Double check that the primary entrance to your event is wheelchair accessible. If it s not, place clear signs near the primary entrance that indicate where the alternative wheelchair accessible entrance is located.
Check table heights and spacing
If circular or grouped seating is a feature of your space, ensure that there s enough room between tables to roll a wheelchair, and that tables are not too low. Some types of tables also cause discomfort or crowding due to the spacing or placement of table legs. If there s a seated stage-facing component, set aside a little front-row space for wheelchair seating, if possible.
Sacramento State has helpfully published a list of accessibility measurements:
Table height: 28 -34 from floor to top of table. If you must have some foods or information placed higher than 34 , be sure that at least a portion of such foods and information are available at the lower level.
Aisles: At least 36 wide for maneuverability, and up to 44 wide if goods/services are available on both sides of an aisle. There should also be at least 36 from the tables to the wall behind if guests will be seated at the tables.
Knee space: 27 from floor to bottom of table, if guests will be using tables for eating, writing, interviewing, receiving services, etc.
Cables: Covers should be used over electrical cables or cords that must cross over aisles or pathways. Cable covers should be no more than 1/2 thick in order for wheelchairs to traverse across them.
Event Signage Placement and Design
Review event signage to make sure that text size is large enough and font choices are clear enough that people with mild visual impairments can still make them out. Consider placing Braille lettering on important signage, and ensure that venue elevators and other location signage is written in Braille as well.
Website Color Contrast
Check with your web designer to ensure that that the color contrast and text sizes on the primary event website meet WCAG guidelines to ensure clarity for those with vision impairment.
Verify Restrooms
Verify that venue restrooms are wheelchair accessible, with at least one fully-equipped stall.
Video
Consider offering closed captioning when videos will be shown as an event component.
How to Screen Celebrity Speakers: Booking Tips for Your Event
EVENT INDUSTRY, TIPS & TRICKS
It s a tough wake-up call for readers of Perez Hilton or the Daily Mail: all those famous people who make headlines and sell newspapers don t always make engaging speakers at events. Sure, big names are great at getting butts in seats, but it s easy to forget that expertise or fame doesn t necessarily relate to engaging stage presence unless the celebrity is familiar and comfortable with the in-front-of-a-podium format. Here are a few things to remember when booking a celebrity guest at your event.
Run their talk through an approval process (just like everyone else)
Most conference planners would blanch at the idea of a keynote speaker being allowed to go on stage without casting a glance at their presentation materials, and without making sure the speech fits into the theme of the event as a whole. This should not change if your speaker has a face known to millions ask to see the goods before anyone takes the stage.
They re on the clock too
Celebrity speakers are often hired to appear at dozens of various conferences and events, and one can easily blur into the next. To ensure your to-do is not seen as yet another payday, ask your celebrity speaker to spend some time discussing how you can best tailor their speech and presence to your event s needs you deserve it.
A performer does not always a speaker make
You wouldn t ask an air-conditioning repair guy to fix your fridge. Same deal here: Well-known news anchors, singers, actors and media personalities may be dynamic on screen or on the air, doing what they love best, but that magnetism many not translate when facing a rapt audience of strangers. They may not have experience writing their own material, or they may be used to another performance format that bears little resemblance to public speaking. Similarly, famous subject experts may really know their stuff, but may not be used to explaining it or discussing it with laymen.
If possible, look to book celebrities with speaking experience. While booking agencies can get you the talent, it is important to utilize YouTube and other social networks to search for videos and examples of past speeches, if any, for a preview of what you can expect.
Michael Douglas could make a killing if he appears as Gordon Gekko
Give them a safety net
Some celebrity speakers, particularly on the political lecture circuit, just have it. From a lifetime of media training, they can take the mic in any packed conference room and deliver a speech that will enthuse and motivate a crowd at an annual meeting for chartered accountants. Others do not. If an event manager feels that their speaker will flounder alone, arranging to have them as the guest star in a panel discussion may be the best solution. This allows them to shine in specific moments, giving the audience their money s worth while taking away much of the pressure.
Screen for (and do your best to accommodate) divas
In addition to appearance fees, many celebrities will provide a sheet of requests called a rider , a list of additional instructions for everything from which snacks they d prefer to have available in the green room, to, in Kanye s case, requiring all chauffeurs to wear 100{04d9822e7d95da125d508d8e1efbcf2edc79acd8aec1f0bbdcbd6a6f684f9bb3} cotton fabrics. It s a good idea to get your hands on a rider before the booking actually occurs. If someone is going to require seven bottles of Dom in the green room, it ll be good to know that as early as possible.
Where to find some celebs!
APB: Speakers International A large listing of A-list speakers, including sample speaking topics, videos and biographies.
WSB: Washington Speakers Bureau The Washington Speakers Bureau brings audiences quality speakers and experts whose ideas are changing the face of business and inspiring the world.
Booking Entertainment A large agency with some great names
3 Innovative Ways to Find and Book Cool Speakers for Any Event
EVENT INDUSTRY
We re not gonna waste your time, here: no one needs to tell you how to Google how to find speakers for your event . And doing that will turn up all the basics: databases of speaking professionals (Gigmaster!), speakers associations, blah blah blah. But there are plenty of fascinating, confident, articlate people that don t speak for a living and are outside . Here a few unique ideas on how to find and connect with them.
Look up Inventors on Kickstarter
There are a lot of very interesting people in the world who are driven to create very interesting things. And interesting people know that they have a strong chance of funding their good ideas on Kickstarter. We re gonna go out on a limb here and say that every one of those people is a potential event speaker. Since Kickstarter is geared towards helping potential funders find projects that they re inspired to support, the site is segmented by categories dare we say topics? making it easy to narrow down a list of people who might add some spice to your event would, in fact, probably welcome the opportunity to promote whatever they re working on. Plus, many Kickstarter inventors and creatives make videos in which they explain their projects, so you can get a sense of how well they string a few words together.
Search for Speeches on Slideshare
If someone s got a speech on Slideshare, it means they ve already spoken in front of a group of people, and may be willing to do so again. It doesn t necessarily mean they re good at it, but the upshot here is that you can preview their speech before you even contact them, and get a pretty solid idea what the content would be like.
Hire a Consultant or Bureau
Companies like The Speaker Group specialize in having a wide body of speaker resources at their disposal, and they can help you nail someone down. Needless to say, this is a great option if you have a budget, need to find multiple speakers or don t have the time to suss out the right fit.
Yes, but also this: More Best Practices for Building an Event Website
EVENT INDUSTRY
The good folks over at Planningpod.com recently posted a nifty infographic detailing 10 best practices for building event websites. We couldn t agree more with their assessment (no, seriously: put the name and date of the event on every page, people), and we felt inspired to add a couple of additional event website must-dos from our own experience.
Post a Schedule
Attendees should never be left wondering what a day at your event will look like, and for day-long events in particular, it s not only polite to post a schedule, it s vital. And you can t just toss any schedule up there in any format, either.
You know when you go to a restaurant website, and the only thing you want to see is a menu, a location, opening hours and maybe a picture of the place, but instead you get a downloadable PDF menu that won t open in your browser? And you wonder why the owners of the restaurant hate you so much? Approach event schedules on your website the same way you wish those restaurant owners approached their online menus. Schedules should always be fully listed on the site without having to download a document, with a PDF version offered as an optional downloadable backup. PDFs open very unreliably, and if you toss this meatless bone out there, you re asking for trouble and a shorter guest list.
Who else is going?
Part of the allure of doing anything socially-constructed is the chance to hang out with people you like and the opportunity to rub elbows with people you admire. Potential attendees want to know two things: are any of their friends going? And: are any celebrities or industry luminaries going?
In terms of tackling the first one, we suggest leveraging social media. There are a few ways to skin this cat:
1) Add a hashtag-based feed to your event site allowing Twitter users to trumpet their attendance plans.
2) Pull in a list of I m going responses from Facebook, which will allow fence-sitters to get a sense of the guest list and see if any of their pals are going.
3) Add a tweet / post function as the last step of your registration process, prompting people to tell their friends and followers about their plans.
In terms of hot shot attendees, the solution is even easier: humble-brag about it on your site.
Check color contrast and Accessibility
When you re planning an event, you re typically catering to a wide array of people, and provisions need to be made for everyone. It s old news that the venue itself should be accessible to older attendees and the differently-abled, but what about your website? Check that the color contrast between the website background color and the text color meets at least WCAG (Web Content Accessibility Guidelines) AA compatibility standards (AAA being the highest). That way, people with poor eyesight will have an easier time navigating your online event informatoin.
If your firm doesn t have a tech on hand, you can check WCAG contrast yourself with this handy add-on for Firefox.
Whatever
EVENT INDUSTRY, LIVE EVENTS, PERMITS
We have been watching with fascination the Whatever USA advertising campaign, event, experiential activation, promotion and commercial film shoot from Anheuser Busch. Most of us have seen the commercials from Bud Light about the fictional town Whatever USA. The brand marketing team launched a series of commercials about the town, and held a contest for 1,100 lucky winners to visit for three days of fun- all expenses paid.
Permitting:
Whatever USA was built in the actual town of Crested Butte, CO. From the beginning, there were challenges reported about the permitting process. The Town Council ended up approving the event, but it was after heated debate from the citizens of the town. The standard permitting fees start at $10,000 here, and to secure the special event AB originally offered $250,000 to the town. After the debate began to build in late August, Bud Light upped the offer to $500,000, including a promise to fix any damage and restore the town to its original condition.
The Controversy:
The controversy began with the build of the event. The event team began construction of the fences and infrastructure prior to getting the official approval from the Town Council. After an 8.5-hour debate at the town council, the meeting ended with a temporary permit for construction to begin. Once locals began seeing the extent the complaints started rolling in. Citizens felt a lack of communication, even though the marketing firm and Anheuser Busch have been working with the town since last spring, including producing a 100 page operational plan, however residents did not learn about the extent until weeks before the event.
The Build:
So what did the build include? In addition to the full concert build, the main avenue in Crested Butte was painted blue, the iconic avenue was adorned with blue paint, blue light poles, Bud Light branded fencing, custom archways and signs, as well as a host of other branding elements. This also included a giant blue gorilla, Bud Light Blue busses, oversized props, etc. In addition, local retail establishments were only serving Bud Light throughout the event.
Issues and Cleanup:
Many issues were compounded when Bud Light ran out of wristbands for local residents to attend. In fact, they had to distribute permission slips for people to go to work. After the event, heavy rains caused the paint to run, and plans had to change for the resurface. In fact, they had to spend an extra $40,000 to remove an 1/8 of the road to re-pave Elk Avenue.
Final Thoughts:
I am a fan of this event, and applaud the marketing team and the client for pushing the boundaries with this event. Were there issues? Could communication be better? Will there be a host of key learnings coming out of this activation? Cost overruns? Yes to all, but it looks like an overall win, especially for content and the advertising that will come out of this activation for the next year. As always, content is king.
Decibel Management Custom Interior Signage Design and Build
BACKSTAGE, EVENT INDUSTRY, LIVE EVENTS, TRADE SHOW
Decibel Management was hired to design, develop and install custom graphics, signs, trade show pieces as well as custom paint to complete the Marketing Center at 555 12th Street in Washington, D.C. We worked with a great team at Legacy Scenic and Productions, as well as Matrix Frame USA to complete the install. The original concept was from the architecture firm Gensler, as well as Cushman & Wakefield, along with the construction team of HITT Contracting.
555 12th Street Marketing Center- Behind the Scenes with Decibel Management from Decibel Management on YouTube.
Noteworthy stats from 2015 s biggest event marketing study
EVERYTHING ELSE
We re just now getting around to giving the Event Marketing Institute s latest EventTrack study a look-see (shame on us this thing dropped in May), and
For those of you who aren t familiar with EventTrack:
The Event Marketing Institute and experiential marketing agency Mosaic released the fourth-annual EventTrack, the largest research on event marketing ever fielded. This groundbreaking annual study monitors the continual growth and expansion of the event and experiential marketing industry. Unique to EventTrack is its dual-channel format. Two research studies are created and fielded, one to brands across the Fortune 1000 and the other to thousands
of consumers. The result is an incredible pool of data that connects what experiential marketers are doing and why with how consumers react and buy.
Here s what caught our eye:
Good news: the industry is growing
A significant 79{04d9822e7d95da125d508d8e1efbcf2edc79acd8aec1f0bbdcbd6a6f684f9bb3} of the brand respondents say they will execute more event and experiential programs this year compared to last year. There s also this: Companies and brands are increasing their event and experiential marketing budgets by a healthy 6.1{04d9822e7d95da125d508d8e1efbcf2edc79acd8aec1f0bbdcbd6a6f684f9bb3} in 2015. This is up from an increase of 5.4{04d9822e7d95da125d508d8e1efbcf2edc79acd8aec1f0bbdcbd6a6f684f9bb3} found in the 2014 EventTrack study.
Event planners really, really need to facilitate social media
It s no surprise that 85{04d9822e7d95da125d508d8e1efbcf2edc79acd8aec1f0bbdcbd6a6f684f9bb3} of brands that they measure event success in total attendance and 58{04d9822e7d95da125d508d8e1efbcf2edc79acd8aec1f0bbdcbd6a6f684f9bb3} said they measure that success in leads, a whopping 61{04d9822e7d95da125d508d8e1efbcf2edc79acd8aec1f0bbdcbd6a6f684f9bb3} of brands said that event success is measured in Facebook likes and social media posts. That means that regardless of whether or not more social media activity means more sales (we think it does, but hey), clients perceive it that way. The more your attendees post, the happier clients will be.
Young men are more likely to buy during an event
Sixty-five percent of consumers purchase the product or service promoted at the event or visit. This finding is up significantly from the 54{04d9822e7d95da125d508d8e1efbcf2edc79acd8aec1f0bbdcbd6a6f684f9bb3} found in the 2014 survey. Males are more likely to buy at events and experiences than women, according to the cross-tabulated survey findings. The age range most likely to buy on-site are those between the ages of 25 and 35.
Free samples are king
Yeah, yeah, yeah, we know, people like free stuff; in fact, 81{04d9822e7d95da125d508d8e1efbcf2edc79acd8aec1f0bbdcbd6a6f684f9bb3} of consumers said that giveaways are the primary motivator for event participation. But 78{04d9822e7d95da125d508d8e1efbcf2edc79acd8aec1f0bbdcbd6a6f684f9bb3} of also said that trying a product increases their liklihood of buying it. Combine those two statements, and we feel this confirms that freebies are still a powerful tool for driving sales at events.
Thanks EMI and Mosaic, we look forward to next year s write-up.
Throwback Thursday: Vintage Freight & Logistics Pictures
EVENT INDUSTRY
We re on a freight and logistics roll this month as we take a look at a couple of neat cargo, trucking and train transport pics from bygone days. In this episode of Decibel s #tbt, we learn that the more things change, the more things stay the same. These images from back-of-the-house logistics operations over the last 150 years are full scenes both familiar and alien.
1866: Central Pacific Railroad Company
Holy moly. When this picture of a Central Pacific Railroad Company train was taken, the American Civil War had just ended, and Kodak hadn t yet invented photographic film. This image shows a freight engine hauling goods across the post Gold Rush California landscape.
1943: Sleeping Truckers
This 1943 shot by photographer John Vachon shows drivers getting a little shut-eye in bunks at a Baltimore-based trucking terminal for the Associated Transport Company. Long hours and tiring routes: the rigors of the trucking industry haven t changed much in the last 70 years. Luckily, these days, the Department of Transportation has implemented that govern the number of hours drivers can be asked to stay behind the wheel (and you can checkout our write-up on new 2013 DOT rules here).
1906: Cargo Hold
Taken around the turn of the last century and owned by the Detroit Publishing Company, this shot shows the hold of the freighter S.S. JH Sheadle, empty of cargo.
1942: Train Dispatch
Hard to imagine a pre-computer world where dispatchers had to keep track of hundreds of trains on a chalkboard, but that world did once exist. This mid-World War II shot shows the engine dispatching office in Tulsa, Oklahoma s Frisco rail yard.
1909: Storage Company Truck
Good on ya, Guarantee Storage Company, for fireproofing that warehouse.
Event Logistics, Freight and Shipping: Questions to Ask When Choosing a Provider
EVENT INDUSTRY, TIPS & TRICKS
Organizing a large-scale event often means ensuring that bulk amounts of oversize items arrive on location, right on time. Considering that precision is so vital to a successful event, it follows that contracting a sloppy logistics company can quickly turn into a nightmare. Here are a few vital questions you should ask before you sign that contract:
Can I speak to some of your clients?
This one s a no-brainer: reputable logistics companies should have dozens of clients with solid recommendations who are willing to vouch for the company s timeliness and follow-through. Naturally, no one s going to give you names of unhappy customers, so it also makes sense to Google around and check reviews online to make sure there haven t been any major complaints. If you do find bad reviews, don t be shy about having a what happened there? discussion with the company reps.
What technologies are you using?
Tech-forward companies are forward-thinking companies, and logistics providers that have the foresight and care to employ the latest tracking and communications tech are more likely to have a better handle on where your stuff is at any given time. It s a good idea to ask when their back-of-the-house system was built, installed or updated. If the answer is more than five years ago , that should raise some eyebrows. You might also consider asking if they have an in-house IT guy or tech team, and whether or not they have a client-facing tracking portal, as a good provider will be able to keep you informed and relaxed with a system capable of providing to-the-minute updates on the location and condition of your stuff.
Have you shipped to our destination country before?
Did you know you re not allowed to import mineral water to Nigeria? That you can t bring electric fishing equipment into Lithuania without permits? Just because a provider has handled overseas shipping doesn t mean they ve got a handle on shipping to your specific destination. Every country has its own import laws, required documentation and shipping quirks, and if you need to move supplies internationally, you don t want any surprises on the other end. Ideally, your logistics provider will have a history of moving items to the destination country, will know the ins and outs of the local customs bureau, what types of items that country is likely to flag as problematic for cultural or legal reasons, any typical wait times in terms of cargo clearances, taxes and fees, and other place-specific issues.
Where are you going to store my stuff?
At some point during a long trip, it s likely your gear is going to be placed in storage. Tent sailcloth can get awfully moldy sitting in a poorly-cared-for facility, rats can chew on electrical cables, and in some places, warehouse theft is rampant. Get storage policies in writing, and make sure your provider clarifies how much liability they hold if your items are damaged, stolen, lost, or destroyed while sitting in a temporary holding space. And speaking of which
How can I verify your insurance policy?
No one wants to imagine the worst, but it does occasionally happen. Better to ask in advance: Does insurance cover the gear during each leg of the transportation process, or only some? What will happen in case of embargo? What is the process for filing a claim, if one is required?
Check all those boxes, and that ll be one more load off your mind.