Event Organizing 101: Three Points To Consider For Trade Shows + Expos
Organizing any event, big or small, requires a ton of attention to detail, patience, and creativity. Imagine the extra TLC planning a trade show or expo needs, one that factors in hundreds of vendors and exhibitors!
In addition to providing easy to use eventtech, the eventprofs that organize these larger events ought to consider setup, event marketing, and event management that caters to these special events. Here are three major points to consider when organizing a trade show or expo.
Event Marketing x 100
Invitations, e-vites, phone calls, social outreach, whatever you can do to reach out and create interaction and engagement pre-event. The benefit of hosting a trade show or expo is that your vendors and exhibitors can provide extra support to your event marketing efforts, spreading this message out to their communities and beyond.
One of their incentives? Having you promote their brand/services, too. Win-win!
Specific Specifications
Trade show and expo design should be left to the professionals: they know exactly what the right A/V equipment is, where the best lighting should go, and even how to get the most out of the floor plan design. Working with an experienced professional to construct these aspects will also help you when putting together your vendor and exhibitor packages, as they want to reserve a space that presents value to them.
Offering ways to help their booths stand out and/or badge printing services free/included at registration paired with a lead retrieval tool can make participating in the event that much more attractive thanks to a seamlessly facilitated lead management.
Leave Time For Learning
Allow vendors and exhibitors the time to meet and greet attendees, and think about providing extra value to everyone by adding a special speaker or workshop so everyone can learn something in between browsing/buying/selling.
This is one of the many reasons we love the BizBash events: everyone leaves feeling motivated and inspired thanks to the extra insight gained at the event.
What other suggestions do you event professionals have for those organizing trade shows and expos?
The event registration and check-in area is the first thing guests see...Make it stand out!
Consider strategically placing iPad check-in and the use of an event management app.
Feature Friday: Event App Holiday Discount + Fun Phhhotos Galore
As you've heard earlier in the week, we were nominated to be named #eventtech of the year, and winners or not, we'd like to say thanks to all those who have voted and who continue to vote by offering this special deal:
Send on over an email to [email protected], or give us a call directly to reserve your discount before the clock strikes midnight on December 31st!
Then read on for some holiday inspiration with these fun highlights...
Featured Venue: 230 Fifth
With 3 chic and spacious indoor event areas and one outdoor rooftop garden with cabanas (heated during the colder months), this Flatiron gem not only offers stunning views of NYC's iconic skyline that feature both the ESB and Chrysler Building, but has a beautiful decor that's sure to impress everyone.
The 24,000 square-foot space is ideal for "Holiday Party 2014," accommodating from 25 guests up to 1,200 people. The high-speed internet, podium and staging, state-of-the-art audio & visual equipment, and wireless microphones are only some of the extras that come with the space, which we'd say are especially useful for awards and recognitions. (Though we do agree with #techsytalk fans; Catchbox would be fun and a big hit for audience engagement!)
The list of clients that have used the space is impressive, and the venue's experienced sales professionals and in-house catering group will help you create a memorable experience for your clientele. Intimate or loud & proud, you'll have a blast right in the heart of Manhattan, and the penthouse bar and club is always hoppin' after hours for a sneak peek at the space, too. Connect with their team here.
Featured #Eventprofs: Events Uncovered TV
Silvia Pellegrini, founder of the site, combined passion with practicality to create this channel for event professionals around the world. The idea behind Events Uncovered TV is fantastic: a resourceful space for people in the event industry to meet, discuss, learn and share their knowledge and experience.
It's especially useful for the DMC community and those planning events abroad. To be connected with other experts on an international level in order to gain "fresher ideas, techniques, and solutions" will only strengthen your current know-how and open doors and opportunities for you with these newfound perspectives. They'll also be featuring an Academy on the site which will include training sessions that will share different globally-used techniques in the events industry.
We've mentioned these #eventprofs in this week's edition so our community could get a head start on making international connections for the new year. Oh, and scoping out the holiday ideas around the world is great for any last-minute holiday party details, too! Watch a couple of the episodes and maybe have your own 15 minutes of fame along with Silvia and other event professionals here.
Featured Event Fun: Phhhoto
Phhhoto, dubbed "the perfect party app" by some and "addictive" by techcrunch, is some image fun for any event. Whether using the the app or the Pro version. Both create instant "moving photos," just like GIFs...and you know how we love those.
The Phhhoto Pro version works with via photo booth that functions with a glow ring to brighten up the image. After shooting your image, message it to your phone to share it with the world.
If you like to party (you do and you do it well, #eventprofs), download the app to give it a whirl. To book an event, head over to their site.
Make some fun memories at this year's holiday bash! What fun detail are you planning on adding?
Something Borrowed, Something Blue; Something Rented, Up To You!
Image via Sterling Events Group
When it comes to putting an event together, renting is the most common and often most economical option that #eventprofs choose. Purchasing what's needed might be a good idea if you know you'll be using it in the future, or even borrowing something from a fellow planner.
Usually rented, or used for various events, depending on the relationship the planner has with the provider, number of events, venue location...
Space/Tents for rented area
Furniture/Flooring/Flatware
A/V Equipment
Multiple Use...
Decor/Fabrics
Unless it's fake greenery, plants and flowers would obviously be a one-time-use, but items like candelabras, bird cages, and all those other fun details we see on Pinterest and from random Home Goods outings might come of good use for future events.
Feature Friday event professional in the past and recent Martha Stewart's American Made Nominee, Chasing Paper, is one design element that can be re-used once the event is over.
Staff
Outsourcing staff is always a good idea. An even greater idea is keeping them in your network, or contracted for multiple events, especially if they are reliable and always do the job right.
Tech/Devices
To have something like 40 iPads on hand at any given time is not really something that's an option for all of us. Even yours truly works with a dependable and reputable rental service for the latest technology for many of our larger events.
When it comes to event technology, it might work in your favor to consider an annual package rather than paying per event. Give us a ring or write to us @boomset -- let us help you determine the option that's best for you and your team on event day!
Talk of the town over the last couple of weeks? Interaction and engagement at events. Through the use of name tags, activities, entertainers, speakers, and technology, there are so many ways to keep guests engaged and coming back for more.
The most popular pin this week!
This week's edition of Feature Friday is keeping this theme of interaction and engagement...Wait 'til you see this week's event detail!
Featured Venue: Broad Street Ballroom
Historic charm meets the modern-day desire over on Broad Street in the Financial District. Constructed in 1928-29 as the headquarters of the Lee-Higginson Bank, the 120,000 square-foot space opened its thick bronze doors to reveal restored porcelain tiles, 30-foot mosaic pillars, and other amenities, including a state-of-the-art audio/visual system complete with a 22' x 22' roll-down projection screen.
The NYC landmark became a new venue for social events and affairs, accommodating up to 300 guests for a banquet seating, 500 for an auditorium seating, and an additional 50 in a cocktail setting. Corporate to film/TV clients and others in between have utilized the space to create some pretty impressive event memories.
Contact their event management team for further specs and take a virtual tour of the venue here.
Featured #Eventprofs: QuickTapSurvey
Besides #techsytalk being spectacular for their articles and events alone, they're an even greater resource for networking and building relationships in the events industry...and beyond! SO...thank you, friends!
There has been tons of talk in recent weeks about engaging the audience and listening to attendees (needs, wants, could be's and should be's, etc.), and that's where this special #eventtech comes in.
QuickTapSurveys works via your smart device--that you're already using for your stellar registration platform--that allows you to create a survey online, download it, and use it to collect responses OFFLINE. Neat, huh?
Afterwards, you can view the responses and collect and export the data online to analyze trends in real-time. It's really effective even at events that use kiosk mode, where you can opt for an interactive self-administered data collection kiosk. Hashtag ENGAGEMENT.
Check out all these brands that are using the platform:
Give it a test run and try demoing the service here.
Featured Event Detail: Smile Clouds--Cloud Branding
That's right you heard it here (and we heard it on G+...get there!): logo-shaped clouds. They exist and we can't wait to see more of 'em. The company is called Smile Clouds and it's the perfect detail to keep the engagement going at events.
Weddings, exhibitions, live performances...you name it, you can create it in 50+ countries around the world. Made from safe and eco-friendly materials (We asked: water, foam liquid and helium), print various shapes of clouds--such as a logo, word, cartoon, animal etc.--and make the sky your advertising and entertainment space with one little machine.
Innovative and a fun DIY at events, we think it's pretty awesome. Contact Evans for further information and take a peek at the videos and images on their site here.
If you or someone you know would like to be a part of the Feature Friday series, please connect with us @Boomset.
Names tags and badges are taking a lot of heat lately, but the truth of the matter is that name badges at events in 2014 play a more vital role than ever: You want attendees to work the room and build good rapport, and the name badge is a readily-available easy conversation starter that links offsite and onsite attendees, too.
But we get it--something like the above image has been around since 1959 (thanks, Wikipedia!), and many have yet to think outside the box when it comes to how to make them different and adaptable to a particular venue or event. Here are a couple of Do's and Don'ts when it comes to designing your name badges:
DON'T: Fill up the entire badge with content.
Save the story for the conversation in person or online. DO save space on the name badge by adding a Twitter handle or fun + engaging hashtag. Social media is in--incorporate it as you see fit and help attendees connect beyond event walls.
DO: Think about badge size.
Thanks for the pic, @gregoryadamsonartist.
Size does matter. It's easier to get lost in a crowd at larger events like conferences or trade shows, so having a bigger badge can keep the networking going at a desired pace. The badges for bizbash's #BizBashLA were pre-printed and easily readable and visible from a distance and in low lighting.
Don't: Use a font just because it's "pretty"...
But DO put your best font forward! We like the term "fontroversy" because everyone has their preference when it comes to reading and writing styles. Certain fonts are more legible and aesthetically pleasing than others, for instance visual, rounded letters seem to be most appealing. At a large event like a conference or trade show, you want
Do: Experiment!
Play with titles and professions to give the ID more life. Substitute "Occupation" with "Superpower," similar to what lizkingevents asks of guests at her gatherings. Creativity generates engagement, and being different can be like a breath of fresh air.
Also consider breaking free from the traditional sticker on a lanyard or string: RFID badges, magnets, a #selfiebadge (which works in conjunction with Kiosk-mode), or branded wristbands are all different options. One blogger stated her preference that's similar to being like the King (of Burger...) at events by wearing a branded accessory.
Either way you slice it, name badges are essential at many events. Keep in mind when wearing a name badge...
DO: Make sure you wear the badge so it is easily readable, and walk through the smart gates. Your session won't be tracked if you veer around them.
Great photo of DIY badges (and placement) via Dockyard.
DO: Readjust lanyards or strings so the badge hangs higher up. A big part about networking is making eye contact, and shaving off a few seconds of search time for badges at belt-level can make a huge difference if you're meeting + greeting in a crowded venue.
And remember: DON'T worry about WiFi at a venue. You can create a badge design--that's fun or straightforward--with the Boomset Badge Editor, save it to the system, and then print your guests' IDs hassle-free on custom pre-printed stock with the new Bluetooth battery-powered Zebra printers.
If you're interested in finding out more about how to evolve your event's name badges, reach out to us at [email protected].
