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.
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.
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.
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.
