Tag: tips&tricks

It Just Ain t That Hard: Social Media is not Black Magic Rocket Science

TIPS & TRICKS

A few months ago, Julius Solaris at Event Manager Blog pushed out a great post centered around his Slideshare presentation on avoiding the most common event management social media mistakes.

We laughed. We cried. We blew kisses at the screen. So true. So, so true. Check it out:

Julius mentions that his original post received a lively response, and I m not surprised. I kind of wish I was surprised. Social media isn t a new-baby business tool anymore, but it s alarming how often event managers still need these tutorials, crave them, lust after them. It means we re behind. It means it still feels new and optional to know everything there is to know about social media. It s not optional anymore, but that s ok, because you wanna know a secret about becoming a social media expert?

It s just not that hard.

Time consuming? Absolutely. Even scary at times. But it s just not that hard.

Julius has a lot of specific, and spot-on, pointers. But if you look at the cohesive root of his message, Julius is just saying one thing: there are real people on the other side of those keyboards. Those are real people that might be willing to help you promote your event, or to attend it, if you re nice to them. Real people like to be treated courteously. They like being treated like cherished friends and treasured customers. They like feeling unique, irreplaceable, interesting and smart. Just because there s a computer between you doesn t morph other human beings into Enigma Machines.

Real people like it when their messages are replied to, directly, by a real person. Real people don t like getting form letters, or talking to an automated answering machine which is what it feels like to them when your social media software sends an automated response to their direct message.

Real people feel cool when someone re-tweets or otherwise re-publishes their posts. If we re gonna get all cynical and Psych 101 about it, we might even say that it fills a very human need for external validation. Re-tweeting is a form of flattery. People like flattery. And when it s genuine, it costs very little to give.

Julius says: Don t Beg. And he s right. Why? Because real people don t like to be forced into awkward charity situations. Even our best friends, who presumably owe us at least a little loyalty, don t enjoy that. Why is it then OK to ask strangers, with whom we have no emotional capital, for favors?

There are real people sitting behind those keyboards. Your event s social media strategy will thrive if you remember that.

Oh Yeah, That: 5 Things You Probably Forgot When Planning Your Event

TIPS & TRICKS

You know you re forgetting something. You know you are. Check out this dour little reminder list of frequently overlooked event organizing basics.

Cell Service

The organizers of Burning Man are pretty much the only people ever allowed to host an event without regard to the availability of cell service.

Lost & Found

Sounds like a kindergarten throwback, but let s be honest, yeah? We never really got any better at taking care of our toys than we were when we were four. People are spacey slobs. People will toss the keys to their own little kingdoms down next to to the A/V booth and wander off. You re gonna be yanking the tablecloths off the 6-tops and someone s insulin pack is going to be under there and you ll know that somewhere in the crowd, someone is hysterically tearing their purse apart muttering nononono, wondering if today is the day they die. Find a way to let everyone know that all the things you ll try not to judge them for losing will be returned to a designated pick-up point.

Optional Coat Check

I have a love-hate relationship with coat-checks, but if your mid-sized event is happening during even moderately chilly weather, you should think about setting one up. The bottom line is that having to chose between draping your parka over your arm all night, or panicking about which chair you left it on, sucks.

First Aid Kit

It would be really nice if a refusal to believe in problems means that they won t ever happen, but that time I ate eel skewers in northern China and then got on a long-distance bus proves otherwise. According to the good folks at the American Red Cross, a good first aid kit should contain:

• 2 absorbent compress dressings (5 x 9 inches)
• 25 adhesive bandages (assorted sizes)
• 1 adhesive cloth tape (10 yards x 1 inch)
• 5 antibiotic ointment packets (approximately 1 gram)
• 5 antiseptic wipe packets
• 2 packets of aspirin (81 mg each)
• 1 blanket (space blanket)
• 1 breathing barrier (with one-way valve)
• 1 instant cold compress
• 2 pair of nonlatex gloves (size: large)
• 2 hydrocortisone ointment packets (approximately 1 gram each)
• Scissors
• 1 roller bandage (3 inches wide)
• 1 roller bandage (4 inches wide)
• 5 sterile gauze pads (3 x 3 inches)
• 5 sterile gauze pads (4 x 4 inches)
• Oral thermometer (non-mercury/nonglass)
• 2 triangular bandages
• Tweezers
• First aid instruction booklet

Evacuation Plan and Fire Extinguishers

Ideally, the venue itself will have this covered, but you know how the Schrodinger s thing works: If you ask the venue staff before anything bad happens, you can expect an eye roll as someone hands you a meticulously-prepared in-case-of-emergency binder with nearest exits and extinguisher-placement map. If you never bring it up, something is going to blow up and everyone will be like, I thought YOU brought it! And then lawsuits will happen.

Image Sources: Featured Image by Jason Howie, Social Media by MKHMarketing

5 Solutions for Small Businesses to Run Big Events

TIPS & TRICKS

Decibel Management is proud of providing tailor-made event management ideas for all clients. While many in our industry view event planning on a grand scale, preparing political campaign stops around the country for inside the Beltway types or booking out the grandest ballrooms around, they are forgetting that the overwhelming majority of events are done on a much simpler scale.

Why should events, that are smaller in scope or attendance, be left out in the cold? Especially when, with a few easy tips, any size of event can punch far above its weight class.

Crowdfunding

Small is sexy. The advantage of a smaller event is that its attendance base will likely feel passionate about it. This gives you the power to correctly assess how successful your event will be. A number of crowdfunding platforms give you a couple of good options. Put your event up online, and ask attendees to state how many tickets they will need and commit to buying them on the day. You can guarantee an event will take place only if a number of tickets are sold.

Advertising on social networks

Targeted ads on Facebook can be annoying, but they are getting quite amazingly relevant. Any event that is held with a strong local and thematic setting can massively benefit from buying an ad space on Facebook or LinkedIn several weeks out, linked to a Facebook page or website about the event. As time goes pass, it is almost certain any on with an interest in your event (and who is not a social media neophyte) will see it.

Local bloggers

If local bloggers are known to you as local bloggers, they are probably known to other people as local bloggers. While this might seem like a fairly simplistic summary, it is a good way to spread awareness. Local communities tend to have their ways of finding out information about what is happening, particularly since the decline of small-town papers.

Underestimate turnout

This might seem counterintuitive, and in terms of planning, it is. But we re not talking about logistics, we re talking about estimations in terms of sponsorship. Why would anyone with 300 people coming sell their event as only bringing in 200? Well, it s always better to make your sponsors happy than disappointed. Bringing in less sponsorship the first time you hold an event but impressing them with a higher turnout that announced will go a long way towards guaranteeing their continued support the next time around.

Know your limitations

Every event manager knows one of their brethren who tries to do too much, or lends too much importance to smaller-scale events. Constantly assess how each piece of your event will be relevant to attendees, understand that you can wow people without over-reaching, and that, even if everything doesn t go right, a positive attitude will allow people to be much more forgiving of any mishaps.

5 Holiday Season Event Ideas

EVENT PRODUCTION INSPIRATION, TIPS & TRICKS

As winter reaches out, American event organizers are heading into the final stretch before the holiday season kicks in. Halloween, Thanksgiving, Christmas and even Kwanzaa are festive musts. And very much like in the fashion industry, holiday trends sweep the events world every year. Our friends at BizBash have done an overview of these very trends so none of your attendees could possibly accuse you of hosting an unfashionable event.

Go All Out On The Food

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While catering is always of paramount importance, this is doubly true during the holidays. The popularity of cooking shows, coupled with the mating call of ovens left untouched over the summer, have made guests increasingly demanding about the spreads they are served.

Presentation, Presentation, Presentation

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As appreciated as formal sit-down dinners are during the year, the holiday period calls for a touch of pizzazz. Having chefs front and center concocting treats in front of guests, having waiters decked out to match a number of food themes or laying out a wide range of self-service stations are just a few ideas that will resonate particularly well.

Events in the Office

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The recession bit deep for many events companies as well as their clients. Budgets for lavish venues were scaled back but this also led to a rise in ingenious and affordable solutions. While holding a conference in a company s office would once have been frowned upon, an entire new sub-section of the event organizing world has sprung up to to offer to just that.

Full Bars, not Open Bars

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We understand the dismay of going to an open bar at an event and finding they only have Gordon s Gin. As such, as discerning customers know what they want, the time of the fully-stocked bar has returned. The popularity of shows such as Boardwalk Empire have also made Prohibition-era themes a hot favorite for this holiday season.

Teambuilding, YAY

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While every professional conference organizer can have a Pavlovian reaction triggered by the mention of certain teambuilding memories, there is no denying the return to form of this old favorite. This becomes especially true around the holidays. Are you strapped for ideas. Fear not: you can check out Decibel Management s suggestions for teambuilding activities here.

Seating Arrangement Ideas: 7 Floor Layouts Guaranteed to Keep Them in Their Seats

EVENT INDUSTRY, TIPS & TRICKS

Apart from the conference venue itself and the d cor, the lay-out of a meeting room will be the first impression attendees get. It will help to color their judgment of quality event management, their thoughts on originality and comfort as well as set their mood. Below, we have picked a few innovative set-ups for event seating arrangements which can lend the right blend of work and whimsy to your conferences.

Boardroom Style

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Based on crowd size and space available, getting in some walnut wood meeting tables and some comfortable swivel chairs will get everyone in the perfect mood to get business done.

Low Cocktail Rounds Style

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There is a real tendency among conference organizers to try and bring a touch of glitz to their events. This event seating arrangement plays right into their hands. Round tables and high-backed chairs provide an intimate and secretive feeling, perfect for a round of executive networking.

Cabaret Style Seating

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For any conference organizer looking to maximize space for an audience to move around during a performance or entertainment of any kind, the cabaret style seating offers room to breathe while being an instant classic.

Eyebrow Pattern

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The ideal formation for people to view a video presentation or corporate film while still remaining able to engage with each other without having to move around.

Lounge Seating

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Another low-key setting tailored to award ceremonies or any events where audience participation is required.

Pod Seating

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Best-suited to team-building exercises or group networking sessions, the pod seating creates a sense of conviviality among guests while also allowing for space to communicate between tables.

Classroom Style

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Sometimes dismissed as too uptight, the classroom style triggers a Pavlovian response deep in the occipital, making attendees to any corporate training docile and ready to learn.

Event Security: How to Deal with Tipsy Guests

TIPS & TRICKS

The Chilean supplier has just flown for 18 hours to be at your conference event. He is a reliable partner, makes the best darn galvanized rubber tires in the Western hemisphere, and always delivers on time. He s made a real effort to be here, one can understand he might want a drink from your conference s open bar. The problem comes 4 hours later when he s three sheets to the wind, clinging precariously to a trade show booth and chanting songs about Salvador Allende.

Avoiding this type of unpleasant scenario by appropriately planning for event security problems is advisable for all professional event managers as unruly guests can put a damper on, or even ruin, and otherwise smooth event.

Keep Your Guests In The Loop

Any pre-event information package should include a detailed list of any security/amenity requirements, including the presence of a security check, rules for alcohol consumption, and credentials. That will make it easier should any evicted guests decide to protest against being unfairly treated.

Meet with Venue Staff

Venues that frequently serve as hosts for conferences have their own contingency plans for removing any troublesome individuals while causing the smallest possible disruption. Event managers should make sure to check in with venue staff on policies and procedures. If the venue doesn t have any, implement your own, and ensure your team knows what to do in case of impending embarrassment.

Stealth

Having uniformed guards at the door to the conference center checking IDs and passes is always a plus, and serves as a gentle reminder to attendees that this isn t the place to let things get out of hand. But mixing this with a more sedate, plain-clothes security team mixing is an excellent add-on measure. As security consultant Steven Gaskin told BizBash:

The clandestine approach is better. People won t interact and do business unless they feel comfortable.

Coordination

It is important to have an action plan, and to communicate that plan to all of the vendors, talent, and staff. It is rare, but occasionally, even a speaker can have too much, and it may be mid-speech that you come to this realization. Coordination and executing your action plan here is a must. We have been faced with this scenario before, and we were able to shut off the lectern mic, switch to the Emcee s lav and get them on the screen and talking before the audience (or the speaker) ever knew what happened. The stage manager was able to grab the speaker and guide them off stage as the Emcee continued the program.

Limits On An Open Bar

Nobody wants their guests to think they re stingy, and it s true that attendees may grumble that a coupon system, time restrictions or the lack of an open bar are money-saving measures. Sure, sometimes that s the case, but there s another benefit: such limitations can save you from having to expel a drunk and disruptive guest. If you re concerned about the ramifications of letting your guests get too rowdy, consider offering tray service that begins late or stops at a reasonable hour.

Get Them Home

A college bar can afford to leave passed-out students slumped on the sidewalk. A professional event organizer must conduct themselves with slightly more decorum. Ensure a cab is called to get an ejected person home, within reason, or if you can spare a member of your staff, send someone with them.

America s Finest Estates for Corporate Events: Six of the Best

EVENT INDUSTRY, TIPS & TRICKS

For a country falsely rumored as having only a little history, the range of architecture displayed in America s estates is pretty staggering. From Louis XIV-style palaces to Tudor homes and Southern mansions, the US offers event managers some wonderful, lavish environments for upscale events. These are just some of our favorite estates that provide a real mixture of charming authenticity and originality.

Oheka Castle

Built by financier Otto Kahn near the Hamptons in New Jersey, Oheka Castle might make passers-by imagine they ve been teleported to Versailles. Its gloriously maintained European gardens are perfect for a post-dinner amble. The inspiration for the Great Gatsby s mansion in the recently released movie, Oheka Castle figures among the cr me de la cr me of estates for hire in America.

Abbey Estate

The Abbey Estate in Montecito, California knows its own worth, selling itself as the best place for weddings and corporate events in the state. Commanding amazing views of the surrounding countryside, the stately home, complete with ivory columns, lend an atmosphere of real flair and class.

Meadowood

Spread over 250 acres of land in California s Napa Valley, the stunning Meadowood resort has refined hosting luxury events to an art form. Catering to up to 250 guests, Meadowood can handle much of the legwork for event organization, offering activities from golf and tennis to a spa and wine classes.

Briarhurst Manor

Briarhurst Manor blends old mountain homeliness with lavish attention to comfort. Located in Manitou Springs, Colorado, and named among America s Top 50 Romantic Restaurants by Open Table, Broadhurst prides itself on creating the perfect atmosphere for everything from fundraisers to company trainings and even murder mystery dinners.

Castle Ladyhawke Estate

Apparently, this castle was not named for the awful Michelle Pfeiffer fantasy movie of the same name. The Ladyhawke Estate has authentically rebuilt a Scottish castle in the lap of the Tuckasegee River in North Carolina. Allowing a true fairytale setting for the more whimsical among you, it even contains a medieval village. Be warned though, alcohol is not provided.

Paradise Point at Kailua Bay

A corporate retreat to Hawaii? One of President Obama s favorite holiday sports? What s not to like? Nuzzled by crystalline waters lapping at its doorstep, the beauty of this Paradise Point resort cannot be accurately conveyed in photographs. Tired of cardboard cut-out conference centers all scraping to put together a good time? This will blow them out of the water.

6 Innovative Outdoor Summer Event Theme Ideas

TIPS & TRICKS

Tis the season for fun in the sun. We recently ran cross this inspiring summer party ideas pinboard on Pinterest, and we re loving it! In the spirit of the season, here are some more ideas for ramping up your outdoor summer shindig.

Image: bonvivant.co.uk

The Craft Beer Garden

Craft beer has become wildly popular in many parts of America, while beer gardens typically outdoor tented sit-down areas with either self-serve beer or table service are a traditional way to relax in most of Europe. Mix up the two by tracking down a couple kegs from your local craft brewery and throwing up a big sunshade. Easy to put together and often a big success (is beer ever not a success?), beer gardens are a great addition to your summer party.

BBQ Contest

Few things can bring together almost all event goers, but a love for tangy barbecue may be one of them. This is particularly great as a summer team-builder: organize a BBQ contest and watch every attendee worth their seasalt, from the CEO to the head of accounting, pick up a pair of tongs. Keep non-meat-eaters involved with veggie kabob or tofu BBQ.

Fairgrounds Theme

Elephant ears, fire-breathers and magicians, oh my! A mini-fun fair is infinitely scaleable for any budget, and isn t just for kids. Looking to go all-out? Rent out a dunk booth, hire some jugglers, and get a cotton-candy stand. On a tighter budget? Pop up some kettle corn and hang some streamers.

Image: 100layercake.com

Old Timey Down Home Picnic

Prop up the old fashioned lemonade stand, break out the fresh peach pie and set up your ice-cream bar. Don t forget the okra!

English garden party

The ideas above may not suit those seeking how to throw an event for the posh and well-heeled. But a touch of the Old Country might provide the inspiration you need. The Queen is well-known for her afternoon teas on the grounds of Buckingham Palace. A great white marquee tent, a skilled caterer, white-tie waiters, and naturally an open croquet green, and you have yourself the makings for your own garden party.

Keeping Warm: 4 Neat Ways to Incorporate Fire into Your Event

TIPS & TRICKS

It s hard to lure attendees out of doors once the February chill sets in, but the promise of a roaring fire might galvanize your audience to bundle up and get outdoors. Here are a few ideas for (safely) incorporating fire into your next event.

Safety first, kiddos

There s the snuggly warmth of a toasty bonfire, and then there s the raging inferno of horror as you stare at the pile of rubble where your venue used to be, bracing for the influx of lawsuits. If flames are in any way part of your event, cross all your t s: Ensure that your event location is up to code, that fire extinguishers are readily available, fire exits clearly marked, and that there aren t any combustibles around. You may also need a permit do feel free to contact Decibel if you need help with those arrangements.

Fire Dancers for Hire

Fire-based acts, like world-famous Flambeaux, can really turn up the heat. Headquartered in New York, Flambeaux gets booked by A-List clients like IBM and Heidi Klum, and their act is a mix of acrobatics, dance, fire-breathing, and fire-eating. Being among the world s best may put Flambeux out of your price range, but most major cities have a few fire performance troops available for hire.

Fire pits

Fire pits can be a real hazard, and they can severely limit available venues. There is, however, such a thing as an electric fire pit, like this rental unit from Talk of the Town:

Fire Writing

Professional pyros like Lancework, Add Fire Inc. and similar vendors can render words, images, or any logo in sparkling flames, as a stand-alone piece or as a great complement to a traditional fireworks display.

Fire-Themed Venues

Hold your event in an old fire station, at a fire museum, or other fire-themed venue. The Aurora Regional Fire Museum in Illinois, for example, is open for meetings and event rentals, and includes an indoor theater. Many cities, like Houston and New York, have similar facilities.

Unique Team-Building Exercise Ideas: The Good, the Bad and the Very, Very Ugly

TIPS & TRICKS

A clients workplace recently organized a team-building event over the course of an afternoon during their annual meeting. The meeting itself was held in a swanky Denver hotel, each guest reveling in luxurious surroundings. All seemed well, until HR decided that the best way to complement all that awesomeness was to follow it up with a group obstacle course in the sweltering summer sun.

The full, unvarnished horror of this mistake was realized when a number of staffers simply quit and returned to the hotel. So much for team-building.

Team-building exercises suffer from an unfair reputation among many companies, in large part because hapless HR managers or even external corporate training consultants pick the wrong activities, or at least don t seem to view the big picture. Badly done, a team-building activity can actually be more demoralizing than unifying but, done the right way, it can be a welcome addition to a conference schedule.

More than that, a shared experience outside the humdrum routine of a conference can be a bonding experience for staff who don t see each other regularly. Having your Austin IT team face your Chicago sales team at laser-tagging may not be an obvious productive boost but it will help create a real sense of unity despite working from disparate locations.

Listen to suggestions

Sure, sometimes it takes a little tugging to get everyone outside for a game of handball, but if your team-building activity announcement is met with groans or oppressive silence, you ve probably crossed the line from they ll-thank-you-for-this-later into they ll-never-forgive-you territory. People know what they like put together a list of suggestions and take a vote. This can absolutely be included in the online registration system as a required field, so no excuses!

And it sounded like such a good idea on paper

Original and unique team-building exercises win out

People tend to enjoy learning new, interesting and useful skills. Doing something creative and unique not only gives your crew something to brag about later, but it brings your team together under the banner of an experience they probably haven t shared with many others. It can also bring new skills and experiences to a team. At the most recent PRSA Counselors Academy Spring Meeting, they had a very unique experience that did just this. During the first day of the conference, the organizers brought in the team from Banding People Together. The entire conference divided into four teams and in an hour we had four original songs that we performed. The winning team had bragging rights for the conference, and we had something very unique to share and discuss for the rest of the conference. Here s a few alternatives to the norm, as well as the original song videos from first and second place:

• Song Writing Workshop
• Photography Skills and Creativity Class
• Cocktail Creations and Mixology
• Drawing/Painting Tutorials

We Love PR by the Brazen Squirrles (Second Place)

We ve Got the Power by the Sh!tkickers (First Place)!

No one has to get dirty

Team-building isn t about punishing people, it s about promoting cooperation. And though we could probably all benefit from a little more time outdoors, rolling around in the dirt boot-camp style isn t everyone s idea of a good time. Organizing a sweaty event also limits your logistical options in terms of how, where and when the event can be held. But getting messy isn t the only way to bring people together. Your people could also:

• Take a challenging, team-based cooking class
• Build a complex gingerbread house
• Build a derby car or electronics kit
• Hold a PacMan competition
• Compete at team darts
• Dragon Boat Racing

Dragon Boat Racing!

Want to incorporate unique team-building exercises into your event?

Call Decibel, we d be tickled pink to help you out.