Expect the best, prepare for the worst: bulletproofing your event
EVENT INDUSTRY
Every event organizer knows that feeling: You ve made the last phone call, you ve ticked off the last item on the checklist, you ve made sure that ambitious trade show booth will actually fit in a 10 10 square and you ve done it all while bringing your event in under budget. Now all that s left is to sit back and watch everything run itself.
Hah, just kidding.
In event management, despite the best planning, changes, mishaps, and the unavoidable sometimes happen, and they seem to invariably happen two minutes before showtime, and just as crew is donning their headsets. Maybe the hotel freezer broke and the desserts have melted, maybe the toilets back up, or an unintended power issue arises and the fuse blows right before the main networking session. You can t predict every problem, but we believe an event planner isn t just paid to create an event, we re paid to make the event as stress-free as possible for the client, and that includes becoming an expert in putting out fires. In an industry where excuses don t fly, we ve found these tips useful when bulletproofing our events.
Build it into the budget Set aside a chunk of your operating budget to give you some room to maneuver, and make sure that uh-oh money is sitting there until the event has wrapped. Happily, it s rare you ll need to use it, but when you do need to buy 800 mini chocolate pies at the last minute, it s a lifesaver.
Beef up your black book Have multiple suppliers ready to meet each of your needs. Most of us repeatedly work with a series of vendors we like and can trust to get the job done, but they have their uh-oh moments as well, and if you ve got good contacts or a backup on speed dial, it s that much more likely that you can save the day and work the magic your clients expect from you.
Know who does what Make sure you ve been introduced to all they key people. Who s the contact for the building maintenance crew? Who can you contact during the event in case you need sign-off on a decision?
Create swift lines of communication Make sure you can get in touch with every member of your staff quickly and efficiently so your team can respond to problems before they get out of hand.
Have a solid starting plan In live events, these situations happen. They happen on every event. Have the strongest plan you can for what you know. Having this in place allows you the time and ability to handle the new pieces that come your way.
Flash Mob
EVENT INDUSTRY, LIVE EVENTS, TIPS & TRICKS
I love to highlight events that just work. A simple, yet focused idea that is met with seamless execution can have great results. These don t have to be expensive, or overly planned. I also like to give recognition to my hometown when I can.
The Winston-Salem Symphony pulled off a great promotional event a few days ago by performing a piece in the Belk s Department store. While this was not your traditional flash mob, it still holds as a great example. I am sure they worked with the mall and Belk s prior to the flash-mobbing as it would be quite hard to sneak in a piano AND a timpani. Even though they tipped their hand to the location, it was on message for their group (to promote their upcoming performance of Handel s Messiah) and brought attention into the store itself. This is a great example of using a flash-mob event to reinforce your brands message.
National Mall: Keep off the grass
EVENT INDUSTRY
This piece from Liz Farmer at the The Examiner came out yesterday and details some of the changes that we will be faced with in working on the National Mall.
While the NPS is planning on re-sodding and adding irrigation, they also plan to fence off the entire area to visitors and tourists between events. They are also reducing the size and number of total events on the grounds.
While this was a unanimous vote from the committee, I am very interested to see if it will warrant public outcry from visitors, locals and taxpayers. There is a big debate in the iconic National Parks about use and rights (snow machines in Yellowstone, etc), but this is first time I can remember a park being restricted from walkers, runners, sunbathers, and picnickers. It will be fascinating to watch this unfold.
By Liz Farmer
It may be America s front yard, but that s not stopping the National Park Service from fencing it off.
The Park Service wants to enclose the National Mall s grass squares that run down the center of the Mall between the Washington Monument and the Capitol to protect the annual beating the turf takes.
The enclosure is part of a new plan for the Mall that is designed to limit wear and tear on the high-traffic grounds as well as provide more public amenities for the more than 25 million people who visit every year.
NPS spokesman Bill Line said Thursday the fence would be taken down for protests and special events but otherwise would remain up year-round to allow the ground to recover.
That means residents and tourists must take their sunbathing, picnics and pickup games elsewhere. Line said there are other open spaces on the Mall like by the Washington Monument where people can do those activities. Also, the NPS supports softball fields, volleyball courts and a rugby pitch near the Mall.
There s a balance there, he said. That would be an area that would be fenced off, except for First Amendment events, so as to purposefully keep the area green as best as we can.
The plan for the Mall was approved unanimously by the National Capital Planning Commission on Thursday and also includes a plan to limit the space protest organizers and event planners will have to work with. To protect the row of elm trees standing between the pedestrian pathways and the museums, tents and other event equipment will be limited to the center grass area.
That means events like the July Smithsonian Folklife Festival, much of which is set up in the shaded section of the Mall near the Smithsonian Metro station entrance, will be moved to the unshaded center.
The plan also calls for pedestrian pathways to be paved and an irrigation system to be installed below the entire surface of the Mall. The center grass panels would be dug up and replaced with new soil and sod.
The majority of the Mall is so densely compacted with foot traffic it is more highly compacted than concrete, Line said. So hence, not a big surprise that it s difficult to grow grass.
The plan also calls for improved amenities for visitors such as more bathrooms and concessions stands. The Washington Monument also would be reopened in the evenings throughout the year.
Linking the Mall to different forms of transportation like the D.C. Circulator bus and the new Capital Bikeshare program are also in the plan.
*Photo by flickr user Yotut
Holding Press Conferences: 5 Ways to Impress the Press
EVENT INDUSTRY, TIPS & TRICKS
Press conferences are a dime a dozen these days, and any client can put a banner up, call a couple of local rags and plug an event. But this is a critical moment of the event management process, when the people with the power to come into contact with your big plans, and yet even long-time pros overlook or fumble the details. Check out these tips from Decibel to create a press conference that helps the press help you:
Lose the attitude You ve been working hard and for the last few months, this event has become your whole world. But just because you care doesn t mean the press will you ll still have to sell your idea. Be humble, and let your genuine excitement about your upcoming event shine through.
Background matters Great. Another photo of five suits sitting at an IKEA table in front of a white wall, or worse yet, a wrinkled vinyl backdrop. You don t have to go all glitzy, but eye-catching visuals are more interesting to look at (and subsequently, to photograph), so they can do half your legwork for you before the press asks the first question.
Yawn! The Beijing 2008 Olympics Wushu (Martial Arts) announcement
Nice stage set-up by the Daily Mirror
Pick your pinch hitter The person behind your new product launch or initiative may not be the best person to present it. Better to brief an engaging speaker, expert, or insider (ideally someone with a touch of charisma and a sense of humor) on something they may not be familiar with than watch an executive send journalists to the land of nod.
Patience, patience The media doesn t owe you any favors, they will probe, they will pry, they will find the angle you don t want. Meet negativity with positivity and keep control of the discussion. This is especially true in political event management where controlling the story is paramount.
Make it easy early Sending out a press release too late, like a day before the event, is a nail in your coffin as it catches journalists off-guard. Get the key info out there several days in advance, follow up with phone calls to the main outlets and dangle the opportunity of exclusive access to get them on board. The press are busy people, so make sure the materials you provide include quotes, a high-res photo or two, and a bullet-pointed list of the key points for a quick and easy read.
Political Debate Production
BACKSTAGE, COMPANY NEWS, EVENT INDUSTRY, LIVE EVENTS
Recently, we were invited to assist a campaign with advance work for the CNBC debate in Michigan. We spend a lovely week in Detroit advancing the debate at Oakland University, as well as various smaller events throughout the week. We love debate production and what goes on behind the scenes. This one was particularly well produced and we have some great shots of setup. The first few are of the hall itself, as well as backstage. The final shot is from the filing center and spin alley.
Realistic CGI
EVENT INDUSTRY
We do our best to keep on top of current trends in the industry. CGI is one that is constantly making improvements, but always seems to stay a touch away from reality. Thanks to Alex Roman (of The Third and The Seventh Fame) for the video and to our friends at Gizmodo for sharing the example that breaks the barrier. The film below is completely composed using CGI. Amazing indeed.
FILM GOES HERE.
Eventception: Events about Events, and Other Conferences Event Planners Should Check Out
EVENT INDUSTRY
Event planners: always the bridesmaid, never the bride. After creating all that fanfare for others, it s nice to be a guest in your own right, chill with industry experts and get inspired. Don t miss these industry-specific events, tailored just for you.
BizBash Live
Site: bizbash.com
The semi-annual BizBash get-togethers are the de-facto conference musts of the year. In their own words (and their words do not lie):
The Expo is the largest one-day gathering for event and meeting professionals in local markets. Held annually in South Florida, Los Angeles, New York, and Chicago, the shows attract thousands of meeting and event organizers eager to see the latest and greatest trends in the industry. Through education sessions, entertainment, and exhibits, attendees learn, network, collaborate, and most of all are inspired to create incredible events.
The Special Event Show
Site: thespecialeventshow.com
Created by the folks at Special Events Magazine, the Special Event Show is a 3-day conference and exhibitor hall with speakers, workshops, galleries, you name it. Attendees can choose from a variety of tracks to tailor their experience, including a wedding track, design track, management track, and more.
ISES Live
Site: iseslive.com
Billed as the International Conference for the Creative Event Professional , ISES Live is an international conference created to deliver an experience of stimulating ideas and knowledge sharing with other creative professionals from around the world. Uniquely designed, ISES LIVE centers on the role of CREATIVITY, INNOVATION and COLLABORATION in live event experiences. Join us for 2 days of engaged conversation with top creatives in varied fields including event planning and production, film, fashion, music, art and design.
IMEX
Site: imexamerica.com
Specifically tailored for professionals in the meetings industry, IMEX is a three-day event and the largest meetings industry trade show in the U.S. Extremely business-focused, there are learning sessions, dedicated networking areas and events, forums and expert panels, and naturally, an exhibition area.
Academic Event Professional
Site: aep-edu.com
Specialize in throwing soir es for the intelligentsia? Better check out the AEP annual conference. AEP presents educational and networking opportunities for like-minded professionals in the academic event arena. Conference attendees come to exchange ideas, experiences, and information with colleagues who face the same challenges in their day-to-day professional life.
Govevents.com Reports on Event Spending
EVENT INDUSTRY
You ve probably noticed that when data is reported from studies any data most of the statistics you see cited are 3-10 years old, and you can imagine all the ho-hum reasons why: it takes researchers a while to gather info, collate it, make conclusions about it, publish it, and for it to end up on a linkbait infographic colorful enough to wrest attention away from the royal drool stains (And what was Selena Gomez thinking? These questions haunt us all.).
But not so for data published by political event industry blog Govevents.com, who have recently and generously shared some super-right-now-current stats that they ve gathered while tracking government event spending.
A particularly interesting highlight:
17{04d9822e7d95da125d508d8e1efbcf2edc79acd8aec1f0bbdcbd6a6f684f9bb3} The amount travel spending is down in 2014 (so far). Travel spending in fiscal 2014 through March is about $2.8 billion, compared to almost $3.4 billion through March of fiscal 2013.
30{04d9822e7d95da125d508d8e1efbcf2edc79acd8aec1f0bbdcbd6a6f684f9bb3} The amount agencies are mandated to reduce their travel spending (as compared to 2010 numbers). That level is to be maintained through 2016.
Hats off for that info, as that gives us a good idea of what we can predict in terms of the coming year. Don t miss the full post on govevents.com.
National Mall Special Event Permit Update
EVENT INDUSTRY, VENUES
It turns out that it took about a year for the new special event rules and regulations for permitting the National Mall to sink in and really get noticed. The National Mall has been host to a number of small to mid sized events over the last year, but no events to the scale that the National Mall has seen in the past. This week, a number of people have sent us this Petition by the group Save the Festival. It seems as if this is a group of concerned volunteers who want to save this event, by allowing for a permanent special event space within the renovation of the National Mall. The Smithsonian Folklife Festival is one of the great annual events that we enjoy in DC and on the National Mall, and it seems that they are having the same issues working in the NPS Event rules as other large-scale events.
After 47 years, they are looking for a new location in the DC area. In fact, this is the forth large-scale event forced to exit the National Mall under these new regulations. So far, the National Book Festival, Black Family Reunion and the Solar Decathlon have found new venues. The letter from Save the Festival can be seen in its entirety below, and if it so moves you, follow this link to sign their petition.
We have also included an infographic of the new rules and regulations for any special events on National Mall grounds. This shows specifically where tents and event infrastructure can be placed, along with the attendee size and seasonal rules that are enforced. While there are a number of new rules and restrictions- there are also some tricks and tips to successfully plan and produce your event. Click here to view and download the full size version.
Behind the Scenes with Decibel Management: How an Experiential Event Comes Together
BACKSTAGE, COMPANY NEWS, EVENT INDUSTRY, LIVE EVENTS, TRADE SHOW
If you have ever wondered what goes into a technical and experiential event build, take a look behind the scenes with Decibel Management and our amazing production team for the building of the H&R Block- Get Your Billion Back experience.
The development, programming and construction was challenging, complex, and delivered on a lightning fast timetable. We were truly only able to succeed because of the great team we assembled. This included our partners: M1 Interactive, CGS Premier, Greenroom Communications, and EventPro Strategies as well as great clients in Ketchum Public Relations as well as H&R Block.
