How to Drum Up Good Volunteers for Your Event
TIPS & TRICKS
Need more helping hands than you ve got? Don t have the budget to have your paid staff picking up litter? No matter what your event topic is, there s someone out there who desperately wants to go but can t afford the ticket. Even better, there s someone out there who loves your theme so much, they d be thrilled to have back-stage, hands-on access in exchange for a couple of perks. Here s how to catch and keep these lovely unicorn-people.
The Big Leagues: Call in the Heavy Hitters at the Work-Exchange Team
Running a massive festival or concert? The Work-Exchange Team by Shimon Presents is one of the industry leaders for large-scale event volunteer recruitment (there s also a pool of volunteers with Oxfam America, but they are typically only available to concerts featuring Oxfam-supporting artists). The major draw is WET s vetted database of potential volunteers, many of whom have worked festivals before in exchange for free tickets.
Some crucial deets: Our website has been specially developed for the management of volunteers for events. It is secure, easy-to-use and has over 50,000 registered users. Our online application will go live, and our marketing team will begin sending out branded HTMLs to our lists of over 90,000 past WETs to help you recruit your volunteers. It is very important that your event also provide marketing services to recruit your volunteers, as your volunteers will ultimately come from your group of fans. As applications are submitted, we continue discussions with your event and begin deciding on volunteer hours and placement. The event deposit will then go live, at which point volunteers will lock themselves in with a ticket-price deposit that secures their spot on the team and their services for your event.
DIY Recruitment
Plenty of festivals do their own recruitment, and interested people will check your site for volunteer opportunities. Knowing that, this one s a no-brainer: your call for volunteers should start going out on social media, on your website, and via your newsletters and collateral shortly after the event dates are announced. Putting your volunteer opportunities on Facebook, Twitter and other social networks allow people help to catch that I can t, but my friend might be interested crowd.
Got a Good Cause? Use Allforgood.org
Allforgood is a great platform to hook willing volunteers up with volunteer opportunities. Unlike other volunteering sites which focus more on long-term, repeat organizational volunteering, the Allforgood platform is more conducive to posting short-term opportunities.
No cause? Then perks are everything.
If you aren t giving volunteers the chance to serve the community, what are you offering? Free tickets, naturally, but what else? T-shirts? Goodie-bags? Backstage access? Meal tickets? Unless your event is highly exclusive, very expensive or super-famous, you ll need to entice the best help with the best incentives.
Make work hour expectations clear
To avoid misunderstandings (hah!), it s crucial that you let potential volunteers know exactly what you ll be asking of them. Here s a good example of volunteer pre-wrangling done right: Bonnaroo Volunteers page does an excellent job of outlining the volunteer experience, including how many hours volunteers will be expected to work, who can volunteer and what to bring. You may also notice that quite a few major festivals require volunteers to pay a significant deposit (up to $400 for some) as part of their application, refundable after the volunteer discharges their duties (all too well can we imagine the situations that lead to the need for that rule).
I ve got volunteers: Now what?
This astute post on the When I Work blog notes, Good volunteers are attracted to good organization and bad organization repels almost everyone who might otherwise give you their time. Show them you re organized by explaining your mission, the work description, and time goals in detail and be sure to communicate effectively. We couldn t agree more: nothing drives away present and future volunteers like trying to help someone who doesn t have it together. So, get organized, and make sure you have a management strategy in place for your volunteer team.
If you ve got a large pool of help to oversee, call us: Decibel s pretty darn good at herding those cats.
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
Holiday Event Production: 5 of the Best Christmas Rentals for Large-Scale Events
EVENT PRODUCTION INSPIRATION, TIPS & TRICKS
December is upon us, and with it, the yearly infusion of last-minute holiday parties, winter fairs, holiday concerts, and all things Christmas. It s pretty easy to track down decor and extras for small-scale get-togethers, but the must-haves for commercial-level shindigs are a whole nother deal. Here are Decibel s tips on where to get the best holiday rentals for your end-of-year events.
Carolers a la Dickens
It ain t no Christmas without Christmas carols. If you happen to be in the New York or Tri-State area, you can call on one of the longest-standing Dickensian carol performance groups, who show up in full period-appropriate costume and Christmas the heck the out of everything with their fa-la-las. Their clients include Macy s, Bloomingdales, the Waldorf-Astoria and other seasonal heavy hitters, plus they get invited to the White House like, every year, so you know they re super legit. If they re all booked up or you re not near New York, check out The Christmas Carolers, a nation-wide caroler-booking agency.
Snowflake Backdrops
Need to add a Christmas vibe to your indoor or outdoor stage? Atomic Design, one of America s best stage design companies (and naturally, a Decibel vendor), brings the winter spirit with their Yeti Flake backdrop, a modular holiday special solution that can be assembled into panels, columns, or superwalls. Add backlighting for Christmas win! Not sure what to ask for? Call us we ll help you sort it.
Fake Snow / Winterland Environments
When you need a LOT of snow like, industrial-grade Christmas-in-July style snow you call Snowmaking by STURM. Snowmaking by Sturm sports an impressive portfolio of projects that includes work on major motion pictures, commercials and town-center events, so you know they got the chops to pull off just about any idea. They do clean-up free simulated falling snow, massive snow-fields, ramps and winter environments for marketing campaigns.
Rent-a-Santa
The big guy himself has his hands full this time of year, and event producers have to rely on temporary stand-in Santas to help spread all that joy around. The biggest Santa-for-hire agency in the US is actually a popular sub-service of the temping website Gigmasters. They offer Santas for just about every location in the US, and their website includes a great search feature where you can find the perfect Santa for your sleigh.
Ginormous Trees & other City-Center Decor
Epic department store trees, commercial properties covered in twinkling lights, giant plastic ornaments hanging from four-story ceilings yup, you will be needing a specialist. The Christmas Decorators have a lot (no really, a lot look at their portfolio) of experience decking the halls of restaurants, hotel lobbies and town square.
Post-Event Follow-Up: Why it Matters and How to Do It
TIPS & TRICKS
You ve planned it, it happened, it was a huge success. But that s not quite the end of it. A good event includes a framework for event-wrap photo, video and news.
Why it matters
Getting sponsors excited If your event is an annual or repeated happening, having a strong follow-up gives lets current and potential sponsors know that their advertising dollars will be utilized well, with promotion continuing even beyond event completion.
Creating a community Events are little worlds unto themselves, and the people who attend them feel connected to each other. Good event follow up can strengthen this sense of community.
A good overview Your attendees can t be everywhere at once. Good follow-up gives attendees an opportunity to enjoy the bigger picture and see who was doing what while they were networking.
It makes you look good Everyone s a diva, and attendees, speakers and sponsors love to dig for and share good photos and video of themselves. Great event follow up draws more potential clients for event managers as participants use social networking to spread the word.
Follow-up Channel Ideas
1. Youtube/Vimeo
Any event worth its salt should have its own branded Youtube or Vimeo channel. If you have a flagship event once a year, create a specific channel for it. Flattery will get you anywhere, and putting up your speakers speeches or presentations up for all to see does wonders for both your marketing and your clients.
2. Storify
Posting different content to Facebook, Twitter, Youtube and LinkedIn is great, and works very well for mid- and pre-event updates, but it can also diffuse the picture. Storify allows you to create a one-stop page for audio, video, photo and text of your event and share it at once across all your social networks.
3. Your Company Blog
Any event management company or communications consultancy will ensure its blog shows off its successes. Easy to find and benefiting your own SEO, a blog is a must-do.
4. 48 hour time limit
For best effect, post-event content needs to start going out within 48 hours of event close, and ideally some of it will start to bleed onto the website while the event s still running. Whichever manner you choose to publicize your event once it s done, get it out there fast. Ensure your event photographers, AV crew and note-taker give you their content as soon as possible and are on standby until materials are out.
Conference Planning for Geeks: Tips for Engaging a Nerdy Audience
TIPS & TRICKS
What flies at run-of-the-mill events doesn t translate to the geek conference sphere. Here are four tips to help you stay away from the most common pitfalls.
Be Egalitarian
If event managers take a lesson from Eric Shmidt, CEO of Novell and a man with a lifetime of experience managing geeks:
Perhaps the least-becoming aspect of the geek community is its institutional arrogance. Remember, just because geeks have underdeveloped social skills doesn t mean that they don t have egos. Tech people are uppity by definition: A lot of them would like to have been astronauts. They enjoy the limelight. In a power relationship with management, they have more in common with pro basketball players than they do with average workers. Think of your techies as free agents in a highly specialized sports draft. And the more specialized they are, the more you need to be concerned about what each of them needs as an individual.
Of course, Mr. Shmidt is talking about corporate management rather than event management, but the principle still applies. Don t treat your geek attendees as cattle to be herded around or pandered to. Approach them instead like the highly-skilled, intellectually-keen individuals they are, and you ll get better results.
Ideas are Everything
Most events offer content that targets the lowest common denominator in order to capture the widest possible audience, but geeks are fascinated with high-quality ideas. While targeting the majority is always good practice, when your audience is full of technically-minded folks, the lowest common denominator isn t very low. Spend time ensuring that your speakers are addressing more specialized topics that are interesting to a niche audience.
Ditch the Dress Code
This a target market that doesn t place a ton of stock in social conventions, and may actually be put off by settings that encourage attendees to suit up. Don t make a big deal about adhering to a dress code, and definitely don t create an environment where geeks will feel out place wearing jeans and t-shirts.
Fakers Won t Make It
Geeks can smell disingenuous gimmicks from a mile away, and being branded a poser is poison for your event brand. If your event content or promo material sounds like it was created by marketing interns pretending to be experts in javascript, your event is looking down the barrel of some bad reviews on social media. The solution for non-geek organizers planning a geek-friendly event? One, be humble and honest about who you are. And two, surround yourself with geeks that can give you feedback on your tone and approach.
Crowd Dynamics: How to Prevent (and Survive) a Human Stampede or Crowd Crush
TIPS & TRICKS
Human stampedes are tragically common in certain parts of the world, namely India, where heavy population density and a high tolerance for crowded spaces create gnarly conditions that can easily turn deadly. But stampedes and crowd crushes are by no means limited to the Third World, as shown by last year s New Year s Eve stampede in Shanghai, and the Germany Love Parade disaster of 2010.
Crowd safety expert Paul Wertheimer takes care to differentiate between a stampede and a crowd crush , pointing out that stampedes are usually created when a crowd is started or fleeing a danger or perceived danger, while a crowd crush is created by the press of human bodies on a central point or points.
How do these things happen?
It seems difficult to imagine how exactly these things occur, but make no mistake: crowds are dangerous. If the crowd is big enough, it can exert enough pressure to bend steel. While every situation is different, this documentary outlines the official findings from the Love Parade crush, during which left 21 people dead and scores more injured.
Scary. So how do you, the event manager, make sure these situations don t happen? And what do you, the living, breathing human that wants to stay that way, get out alive if they do?
How to prevent a stampedes and crowd crushes at your events
When it comes to crowd control, an ounce of prevention is worth a pound of cure. Crowd panic often rises slowly, and there are plenty of break points in which you can ensure that things don t get out of hand. Ensuring that exits are clearly marked, that attendees are aware of safety procedures, and that maximum space capacities are adhered to can help ensure a safe event.
Researcher Jens Kraus, crowd evacuation and control method researcher, has been developing some new science that suggests that placement and manner of security personnel is critical:
Krause s team analyzed the behavior of 200 volunteers in an arena with a diameter of 50 meters. The arena could only be evacuated safely and quickly if the security personnel were posted in the corners of the arena or in the middle of the crowd. Only the personnel, and not the members of the crowd, knew that the aim was to evacuate those in the venue to a safe place on the edge of the arena. Krause illustrated his findings through computer animations.
He also found that there is no need for security personnel to be dressed in an identifiable uniform. As long as those in the crowd are aware that there is someone who will lead them to safety, the theory works.
The experiment worked quickly from the very start: the security personnel moved very determinedly and firmly to the edge of the arena. Although there was no verbal communication, the other members of the crowd recognized the resolute behavioral characteristics of the personnel and followed them intuitively. Behavior alone is enough for the crowd to recognize if somebody has certain information, Krause concludes in the study, which he will publish shortly.
If you re caught in a human stampede
In a recent interview on Safebee, Mr. Wertheimer urges those caught in a crush to be sure to stay on their feet, adopting a boxer s stance to maintain balance and keeping hands up by your chest to protect your breathing space. He goes on to say:
Use the accordion technique to weave your way to safety. When a crush surge passes, a lull will likely follow, says Wertheimer. Crowd surges are like waves along the shore. They move back and forth. In between the tide, there is a moment of calm. That is when you make your moves. So, it won t be a straight line to safety and comfort. Your exit route will use the weave technique as you move in and around people in zig-zap style, likely in a diagonal direction to the periphery and freedom.
Further Reading
Check out these related articles for more interesting forays into crowd control:
Tips & Tricks: How to Rent a Public JumboTron
TIPS & TRICKS
The word JumboTron is actually a trademarked brand name owned by Sony, though one that has become synonymous with all mega-sized televisions, particularly those mounted in stadiums and public squares. But you knew that already. What you didn t know is how to get your marriage proposal, event announcement, or congratulatory message up there.
Who do I contact to rent?
The short (and rather unhelpful) answer is that you ll need to contact the owner, which can be a private individual, an ad agency or sometimes an institution. If you re looking to rent the JumboTron at a sports stadium, for example, you d need to contact the stadium administration office directly, and you ll probably need to call in as a surprising number of stadiums don t offer JumboTron message information online. The Jumbotrons in Times Square (here s a list of contact info for those) are each owned by private individuals or companies. so you d first need to identify the exact screen you d like to rent, then contact the owner for specifics.
How much does it cost?
There s a marked difference between costs for advertising on a Jumbotron versus costs for displaying a personal message (like a marriage proposal or anniversary announcement). Messages displayed on the scoreboard at Michigan Stadium, for example, cost $250 for a maximum of 50 characters, but you have no control over the design and placement of your message. Advertisements, on the other hand, can run anywhere from $3,000 to $20,000.
Some more examples of popular public JumboTrons in the US:
Yankee Stadium
Messages on the Pepsi Fan Marquee scoreboard at New York s Yankee Stadium cost $100 per message, with a maximum of 10 messages per game, allocated on a first-come, first-serve basis.
Freemont Street Experience
At 135,000 square feet, the Viva Vision screen in Las Vegas is the second-largest screen in the world. Placing a custom message on the Viva Vision screen costs $500. If you want to include photo or video, you ll have to contact the administration for a quote.
Big Screen at Texas Motor Speedway
Positioned in the middle of the backstretch perched above Burnout Alley, Big Hoss TV features 20,633.64 square feet of HD LED display that consists of 4.8 million pixels and 281 trillion colors. The state-of-the-art video board is the largest ever built by Panasonic and surpassed fellow Speedway Motorsports, Inc. facility Charlotte Motor Speedway (16,000 square feet) to claim the Guinness World Record for the world s largest HD LED video board. The size of Big Hoss TV is 79 percent larger than the video board at AT&T Stadium, home of the Dallas Cowboys, which stands at 11,520 square feet. Contact for exact prices.
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.
4 Truly Useful Associations Providing Services for Event Producers
EVENT INDUSTRY, TIPS & TRICKS
The event industry is a connected, supportive place where you don t have to go anything alone. These great groups specialize in creating industry-specific networks where event producers can share resources, trade insights, and stay inspired.
International Festivals & Event Association
You want the most bang for your membership buck? Look no further than the IFEA, whose membership benefits include workshops, yellow pages, market places, award ceremonies for best-in-class work, industry surveys and worldwide support for overseas events. Members are also eligible to drum up further cred by writing for IFEA s magazines and publications, distributed to industry professionals all across the globe.
Event Marketing Institute
It s not just you: everyone feels a little bit behind on their event marketing know-how, a state of affairs EMI aims to overthrow. Their membership benefits list is extensive, including exclusive access to industry analytics, marketing training, quarterly conference calls with an EMI analyst, and custom educational programs.
International Association of Speaker s Bureaus
You can t join the IASB unless you re part of the speaking industry specifically, but they do offer a membership search page where you can dig through association-approved speakers bureaus (in case you wanna find a local firm or vet your existing one). And in an uber-meta move, the IASB holds their own conferences. With speakers. That speak about about speakers.
National Association of Catering and Events
NACE takes a holistic approach to event management and catering with the tagline One industry. One association. True that where s there s people, there should be food. If you re looking for a catering pro to plug into your event or as a partner for your event production shop, do have a peek at the NACE s member directory. And if you re seeking inspiration and business connections for planning your next mega-banquet, NACE s Experience! Conference and Expo is a can t-miss.
Don t Be a Turkey: Four Tips for Throwing an Unforgettable Thanksgiving Party
TIPS & TRICKS
There s no better holiday for collecting a little feel-good karma than Thanksgiving. No matter what your background or beliefs about Starbucks new holiday cup, Thanksgiving offers something we can all get behind: stuffing our faces until we can t move. Capitalize on all that good will with a Thanksgiving event that is sure to rock people s worlds while reminding them that there are still new innovations that can be brought to Turkey Day.
Go Au Naturel with Your Decor
As a holiday designed to mark the bounty of harvest (in addition to probably apocryphal celebrations between the Pilgrims and the early Native Americans), Thanksgiving is the perfect opportunity to make the most of your natural surroundings. Bring the great outdoors in with DIY table settings and decorations based around warm colors and seasonal flourishes. From mini-pumpkin bowls to wheat stalk bouquets, from autumn-leaf candle holders to pinecone place card holders, natural adornments offer a classic and classy way to celebrate the changing seasons.
Present New Spins on Classic Bites
While everyone has their own quirky traditions on Thanksgiving roasted turducken, that weird sweet-potato-marshmallow thing, Jones Soda s monstrous Green Bean Casserole soda most people are satisfied to stick to the tried-and-true turkey/stuffing/sides formula. This means two things for your event: 1) You should stick loosely to the classics without 2) trying to compete with homespun favorites (catered stuffing will never taste like mom s). So what s the answer? Go for innovative canap s that present a new twist on old Thanksgiving favorites. For example, what about these spiced turkey tartlets, courtesy of The Tiffin Box, or butternut squash croquettes from Chicago caterers George Jewell? Small bites like this are sure to pique people s interest, without filling them up ahead of the big day.
Make Thankfulness Interactive
No one likes Forced Sharing Time, but what people do like is remembering their blessings. Give people the option to do just that with luminary bags. Simply place paper bags by every place setting and allow people to write down what they re thankful for. The bags are then incorporated into a luminaria display, for a simple but lovely expression of Thanksgiving s meaning.
Go Green with Doggy Bags
There was a time when it was considered gauche to bring home extra food in doggy bags but no more. Show that you value an eco-friendly lifestyle (not to mention people s desire for late-night munchies) by setting up a leftovers station for unfinished food at the end of the night. Turn this into part of the event s curation by having your staff pack up well-balanced leftovers into specially labeled containers, giving people a beautiful package to take home.