creative-event-ideas

Tampon-Filled Ceiling Tops Innovative New Attractions

A ceiling installation made of dangling tampons and a bedding-themed photo booth are among the creative new meeting and event ideas implemented at recent U.S. events.

BizBash.com compiled a list of these attractions, which can help to inspire planners, who are always looking to add creative new features to their meetings and events. The good news is that possibilities are limitless.

U by Kotex’s the Period Shop: As part of U by Kotex’s Period Projects, a multiyear program and project series aimed at changing the way people think about periods, the brand hosted the first-ever period pop-up shop from May 13–15  in New York City’s Flatiron neighborhood. The event featured a ceiling installation created with dangling tampons as well as a shop stocked with on-theme merchandise by primarily female-owned companies, including Gullah Girl PMS tea, Baggu pouches and Coucou Suzette socks.

Designs for Dignity Spring Gala: A photo booth, inspired by bedding company and event sponsor Hastens, featured a checkered sheet backdrop and pillows, to make it seem as if attendees were lying in bed. Kehoe Designs hosted this event, held on May 5 at The Geraghty in Chicago.

California Science Center Discovery Ball: Held on May 20 in Marina del Rey, California, this ball celebrated the acquisition of ET-94, the last space flight-qualified external tank in existence. The event featured a multicultural theme inspired by the tank’s journey from New Orleans to Los Angeles. The outdoor cocktail space resembled a New Orleans street scene, with live jazz and hanging greenery. Entertainers performed in birdcage-style decor pieces above the stage and guests dined in a tent structure, with the illuminated tank providing a dramatic backdrop outside.

Propel Co: Labs pop-up program: Sports drink brand Propel teamed up with experiential agency Invisible North to launch this fitness program in Venice Beach, California, April 27–30. It featured a 3-D photo booth that allowed attendees to become part of the Propel campaign imagery.

Mattel Children’s Hospital UCLA Kaleidoscope Ball: This event, which took place May 21 at 3 Labs in Culver City, California, featured a circus-inspired bar, blending with the Circus for Research theme.

hotel-booking1

Busy meeting planners spend many nights on the road. While some have an open budget when it comes to lodging, others are conscientious about trying to save their companies money when it comes to the cost of hotel rooms.

While prices certainly vary according to city and season, online statistics portal Statista reports that the average daily hotel room rate in 2015 was $121.37. Planners with an eye on the bottom line can try some of these clever tricks from Terence Loose in order to secure a better deal.

15 Ways to Cut the Cost of Hotel Rooms

1. Purchase Others’ Unwanted Reservations. It is not unusual for travelers to book a trip and then have to cancel. If the reservation is non-refundable, the traveler is often willing to sell or transfer it to someone else in order to get something back. Discounts of up to 74 percent off can be found on sites like RoomerTravel.com.

2. Investigate Coupon Codes for Third-Party Booking Sites. This can slice up to 40 percent off at select hotels. Two sites to explore are couponsherpa.com (which works with hotels.com) and hotelwiz.com.

3. Request a Price Match. While most hotels don’t openly advertise it, they will often match a lower price from a competitor for those gutsy enough to ask for it.

4. Check Warehouse Club Deals. Members of Costco or Sam’s Club can sometimes score significant discounts on hotels and vacation packages.

5. Check With Your Credit Card Holder. Many offer exclusive deals on hotels, especially if you use the credit card to book and then pay for the room.

6. Investigate Association Memberships. If they show their card, members in good standing of AAA, AARP or the military can often get instant discounts on hotel rooms ranging from 10-15 percent off.

7. Travel Midweek. This is a no-brainer for business travelers, who are usually on the road midweek anyway. They can also take advantage of less crowds in the gym, pool and restaurants.

8. Hunt for Inclusive Packages. Daily parking, resort and internet fees can quickly add up, causing an attractive hotel rate to skyrocket. Actively seek out hotels that offer perks such as free breakfast, Wi-Fi and parking.

9. Explore Apps. Some companies aggregate unsold rooms at luxury hotels and discount them up to 70 percent off. Try the HotelTonight app, which is available for Apple and Android systems.

10. Pick a Business Hotel. They often offer better deals than resorts, especially if your stay runs into the weekend, which is an off-peak time for such properties.

11. Add Services a la Carte. Air carriers have figured out a way to cut costs by adding extra services on an a la carte basis. Some hotels are picking up on this trend. If you are willing to stay in a basic room with just a twin bed or shared bathroom, you can often get a great rate, especially in Europe or Japan. Count on extra fees for daily housekeeping, towels or a television.

12. Check in Late. The end of the day, when most guests are checked in, is the best time to get a deal or an upgrade, as hotels would rather have their rooms occupied, even at a discounted rate, than have vacancies.

13. Sign Up for a Hotel Loyalty Program. Hotels appreciate business from repeat customers and often offer loyalty rewards that can be redeemed for free nights or other perks.

14.Form Partnerships. Many hotels and airlines have point partnerships with other companies. For example, Starwood Preferred Guests can earn points when they use Uber. Partner and save.

 15. Apply for the Hotel’s Credit Card. This can help you secure upgrades or cash in on some rewards. Points multiply when you use the hotel’s card to pay for your room.

Event Design on a Budget

Event planners are often asked to do more with less – less time, less resources and, especially, less money. The secret to putting together high-caliber events on a shoestring budget may be simpler than imagined. It all boils down to knowing how to plan properly.

One of the biggest budget-drainers is last-minute planning. That’s why it’s crucial to determine costs associated with a variety of line items as soon as possible. Event budgets should be considered and can change during all phases of the process, so planners should be prepared to adapt. Also, don’t forget to include a contingency amount outside of these areas to allow for flexibility within your entire budget.

Typical items to budget for include:

–Venue rental
–Parking
–Transportation
–Security
–Food and beverage
–Equipment rental (tables, chairs, lifts)
–Audio/visual technology
–Decor (furniture, table linens, centerpieces, perimeter scenic)
–Entertainment
–Activities/interactive elements (photo booths, beer/wine tasting, etc.
–Website/collateral/printing and graphic design
–Website registration
–Invitations
–Name badges
–Signage
–Programs
–Itineraries
–Attendee gifts
–Labor and delivery fees
–Staff fees (parking, meetings, onsite expenses)

The Power of Negotiation

A planner should always know that anything is negotiable, including some things more than others. Start with the venue and see if the flat rental fee can be reduced; or if it can include extras such as free parking onsite or equipment use. If planners are unsure of what is negotiable and what isn’t, don’t be afraid to ask. Once a contract is signed with the venue, much of the bargaining power is lost, so be sure to negotiate early.

Food and beverage is a large line item in a budget. Check with the caterer to see if they can lower their rates or offer an option outside of their typical package that would better fit your needs and budget.

For furniture and decor, consider working with an event partner that offers customizable rental options. Other vendors that offer equipment rental, audio/visual technology, entertainment and interactive elements generally have standard pricing sheets, but many are willing to negotiate if asked. Furthermore, most vendors will provide event management partners with discounted planner or industry rates.

Do not make the mistake of thinking that you’re limited to using recommended vendors from the venue. In many cases, bringing in an outside vendor may be allowed and will often result in savings. But be sure to read your venue contract thoroughly, especially so you do not face additional charges for choosing a vendor outside of their preferred list.

Money-Saving Moves

Negotiating is not the only tool when it comes to saving money. By following some key practices, limited funds can go further than you would think. Keep these budget-friendly options in mind for your next event:

–Planners don’t need to rely on elaborate, expensive props to create the perfect ambience for an event. Knowing how to integrate lighting in a few key places—such as the entrance, stage, bar or in table decor—can enhance the space without breaking the bank.
–Make sure to ask if you are required to use the audio/visual vendor recommended by the venue. Determine which components are required and which ones can be minimized or eliminated.
–Work with an event partner that has props, furniture, centerpieces and equipment from past events—many of these can be customized for your particular needs.
–Invest in reusable event materials, such as branding elements and signage. Rather than adding the name and date of the event on each new sign and banner, use a more basic design that can be updated for future events.

Andrea Hansen is director of event services at metroConnections, an event services company headquartered in Minneapolis. Hansen oversees the event services division and helps provide clients with new ideas and fresh concepts.

MPI-academyPhoto credit Orange Photography

During its 2016 World Education Congress in Atlantic City, Meeting Professionals International (MPI) announced that MPI Academy will offer several new education options for meeting professionals, including seven online courses and two Experiential Event Series programs.

The new courses include online versions of MPI’s Healthcare Meeting Compliance Certificate (HMCC) and Sustainable Meeting Professional Certificate (SMPC) programs as well as the Meetings & Events at Sea program presented in partnership with the Cruise Line International Association (CLIA).

In addition, the academy has developed two web-based Experiential Event Series Case Study courses, which provide key findings from its CES® and South by Southwest (SXSW) experiential event programs in an on-demand format, and will offer the Venue Sales Certificate Program I and II online courses, which focus on three foundational areas of the sales process—pitch, positioning and proposals. All of these courses align with the Meeting and Business Event Competency Standards (MBECS), and will be available online starting July 1, 2016.

MPI Academy is also preparing for two upcoming programs from the Experiential Event Series featuring pre-event access and education, just prior to the start of the Democratic National Convention and behind-the-scenes access and education during the Toronto International Film Festival.

A New Membership Model

MPI has also announced that it has restructured its membership model to offer three different levels for both planners and suppliers. In addition, the association will soon introduce a new e-subscription for select MPI digital resources. The new membership levels include essential, preferred and premier membership. For a limited time, MPI is offering new members the opportunity to receive a complimentary membership upgrade. For more information, please visit www.mpiweb.org/join.

Safety Tips for Your Next Event

In light of recent events in Orlando, safety is at the forefront for planners organizing large meetings and events. Hotel, event and security staffs are required to receive training on responding to unpredictable situations and emergency events. Yet, however seemingly frequent they may occur in the news, hospitality staff may be out of practice to handle situations out of the ordinary. Force Training Institute, a Los Angeles-based consulting firm that specializes in critical incident responses, offers nine safety tips for event professionals to be prepared for whatever arises.

1. Instead of barging into a space, it’s important to stop, look and listen in order to assess if the room is safe.

2. Walk confidently and be alert when moving around a facility. Notice who passes you and who is behind you.

3. Check the elevator before entering. Wait for the next elevator if there is a person who appears suspicious. If a suspicious person enters the elevator, get off at the next floor.

4. Within hotel hallways, know how far you are from the nearest exit. In the event of an evacuation, it’s important to be aware of the quickest exit route.

5. Don’t walk and text or catch up on emails. Always remain alert to your surroundings and the people nearby.

6. Streamline processes for all threat response plans. Ensure that all team members are equipped to make informed decisions for their safety and that of others.

7. Practice emergency drill plans in a variety of threatening situations. Familiarize team members with different protocols for weapon threats, single and multiple person attacks, bomb threats and other situations.

8. Ensure that team members communicate clearly and effectively under pressure, and clear any confusion before an incident occurs.

9. Emergency plans should be communicated to customers, vendors and other third parties that may be present during the event.

gifts-for-speakers

Many planners feel that they want to reward exceptional speakers by giving them a gift in addition to their normal compensation, but what type of gifts are appropriate?

Considering that most speakers probably don’t expect anything more than the agreed-upon payment for their services, gifts don’t need to be extremely lavish, but should be meaningful to them.

Meetingsnet.com did an informal survey of successful speakers from the United States, the United Kingdom and Canada to find out what speakers do and don’t want. Among the desired gifts were:

–Technological devices, including Amazon Echo, Jambox and quality headphones
–Travel aids, including a gel sleep mask and earplugs
–Donations to a nonprofit organization of their choice
–Gift cards
–Digital photos

Those surveyed also described their most memorable gifts, which included the following:

–A 3-D action picture of the speaker
–Pillows with personalized and embroidered content from the speaker’s book
–Custom cowboy boots
–A road-bike experience that included a guide

The speakers also were asked to list presents that they were likely to regift. They included:

–Coffee table books, which are heavy to pack
–Food, which often will go to waste unless it matches the speaker’s personal preference
–Alcohol, which some speakers feel is impersonal
–Branded tchotchkes, which speakers rarely take home

books-for-meeting-planners

Looking for something good to read this summer? We’ve got you covered. From books that take an irreverent approach to meeting planning to comprehensive guides on everything from meeting design to green events, this reading list has everything the modern meeting planner needs for a relaxing day of poolside reading.

Confessions of an Event Planner: Case Studies from the Real World of Events
Author Judy Allen has created a hilarious yet educational guide to life as an event planner. The book takes readers on a journey that follows a fictional company and characters through the various stages of planning a variety of events around the world. What makes the book unique is its real-world focus. Many books offer theory and step-by-step guides, but Allen’s book reveals some of the unexpected situations and last-minute obstacles that can—and often do—occur. The description boasts, “From an event planner who’s seen it all and knows how to deal with it all comes practical first-hand advice delivered in an entertaining and accessible format.”

Making Ideas Happen: Overcoming the Obstacles Between Vision and Reality
Everyone has ideas—but not everyone can execute them to the fullest. Planners understand the struggles of bringing an idea to life. Making your vision a reality requires tenacity, creativity and problem-solving skills. Author Scott Belsky studied exceptionally productive individuals and teams to discover the principles and techniques that they have in common and develop an effective approach to creative organization and productivity.

Into the Heart of Meetings: Basic Principles of Meeting Design
The authors of this book claim that meetings of all kinds, from conferences and conventions to seminars and workshops, are incredibly underutilized. This book aims to help meeting planners unlock the full potential of their events. The book’s description emphasizes that “the power of meetings depends on the human dynamics they are capable of unleashing. To accomplish that effectively requires a new paradigm for the way in which meeting programs are conceived and executed. Meeting design provides that new paradigm and the authors discuss all the basic knowledge a meeting designer needs to possess.”

Gamestorming: A Playbook for Innovators, Rulebreakers, and Changemakers
Corporate meeting planners will love this book of inventive games that are designed to create an environment that fosters creative thinking and innovation. According to the description, the book’s authors “have identified tools and techniques from some of the world’s most innovative professionals” to craft more than 80 games that are proven to help attendees communicate more effectively and inspire new ideas and strategies

The Power of Participation: Creating Conferences That Deliver Learning, Connection, Engagement, and Action
Conferences are at their best when attendees engage and contribute to discussions. Active participants help spark new ideas and create opportunities for collaboration and networking. So what can planners do to encourage participation? Through concepts such as experiential learning and peer connection, this book shows planners how they can turn passive attendees into active participants and boost learning, engagement and event effectiveness.

Sustainable Event Management: A Practical Guide
For a growing number of planners, planning sustainable events is a priority. From selecting green venues to choosing locally sourced food and beverage, this book will help meeting planners discover that there are many great ways to plan and manage a sustainable event. Author Meegan Jones has worked in event management for 20 years. From the description, her book is a “step-by-step guide taking readers through the key aspects of how to identify, evaluate and manage event sustainability issues and impacts—for events of any style and scale, anywhere in the world.”

Retreats That Work: Everything You Need to Know About Planning and Leading Great Offsites
Need some inspiration for your next offsite? Check out the expanded edition of this book that claims to share “everything you need to know about planning and leading great offsites.” It includes step-by-step instructions for 47 activities, information about how to plan retreats and suggestions for encouraging attendee participation and managing conflict. A CD is included that makes it easy for readers to print out chapters and produce handouts. New and experienced planners alike rave about the authors’ clear, concise format and invaluable information.

 

on-the-spot-ideas

Meeting planners, like other business professionals, often find themselves in situations where they are asked on the spot to come up with creative, significant ideas that will help their company.

These situations occur in a variety of settings, including meetings with their boss and gatherings with other staff members. Coming up with any ideas, let alone great ones, can sometimes be challenging, but there are ways to effectively handle the situations. Here are a few ideas, adapted from The Muse, an online career resource.

“Let me think about that and get back to you”: Sometimes, meeting planners simply won’t come up with any meaningful contributions on the spot. In such cases, it’s best not to just blurt out something because you feel compelled to contribute. One approach is to ask to have a bit more time to think about it during the meeting. Sometimes, further conversation about the topic will help you to generate ideas. When appropriate, another good approach is to say that you need to spend time thinking about it after the meeting. This can be a very good response when the matter is extremely important, requiring more reflection.

“Just off the top of my head”: Especially in brainstorming sessions, which typically are meant for the free flow of spontaneous ideas, it’s fine to throw out ideas that instantly come into your head. When necessary, preface your ideas by saying some such as, “Just off the top of my head, …,” In these cases, your idea isn’t expected to be definitive or the final solution to the issue. Rather, it’s simply expected to add to the flow of ideas, and can potentially contribute to a resolution of the matter being discussed.

“Can you elaborate further?”: Sometimes, meeting planners feel unclear about what is being asked of them. Don’t assume that this is your fault: It could very well be that your boss or whoever else is asking you to generate ideas is being a bit nebulous, and needs to elaborate. In such cases, don’t hesitate to request clarification. This will help you to come up with much better suggestions than you would if you took a stab at replying with a hazy understanding.

business-challenges

Meeting planners often feel overwhelmed because they frequently face a steady stream of challenging tasks that must be successfully accomplished in a brief period of time.

There are no easy solutions to addressing the situation, but here are some helpful tips to address three main challenges, adapted from eventinterface.com.

A Sellers’ Market: The demand for meeting space keeps increasing, and hotel inventory can’t keep up with it, creating a sellers’ market. Most hotels now welcome only groups with the highest profit potential, which means 75 percent are unable to book. It’s important for meeting planners to realize the reality of the situation, and adapt.

Planners need to convince hotels that they are worthwhile clients by being flexible about dates and arrangements, as well as by offering additional revenue opportunities for the hotel before, during and after the meeting.

Unrealistic and ever-changing expectations: The staging of meetings and events rarely is a smooth, uncomplicated process. Planners can get frustrated by unrealistic, fluctuating requests—and sometimes, even demands—of clients. In many cases, this has little to do with clients being inconsiderate and rude: Rather, it has more to do with them not understanding the situation.

The first necessary step is for a planner to understand the event’s history and help create the RFP. Then, the planner needs to convey to the client what is and isn’t possible, given the facility’s capabilities and the client’s budget.

Data Accuracy: Attendees typically are asked to supply a fair amount of information when registering for a meeting or an event. Sometimes, they misspell names and titles for their name badge, and submit choices for meals and activities that they later want to change. It takes precious staff time to resolve these matters, so planners need to find ways to effectively address the situation.

In one instance, a planner informed attendees in advance the consequences of providing erroneous information. Attendees were told that they could review their registration information until 72 hours before the event. If misspellings were submitted on badges, attendees need an additional full registration fee. If incorrect airport information was provided, they were responsible for paying any additional transportation fees. As a result, attendee errors dropped from 15 percent to just a handful, freeing up staff time for other matters. This specific approach might be too severe for some planners—after all, attendees are guests at meetings and events—but a modified version could also be effective.

Of course, staff members make mistakes in the registration process, too. Sometimes, more diligent training and oversight can help to rectify the situation.

2016-rio-olympics

The 2016 Summer Olympics, which will be held in Rio de Janeiro, Brazil, open on Friday. Although every Olympic host city faces challenges, these particular games have been plagued by many major problems.

The issues have come from every direction—the country’s economic and political instability have led to funding issues and construction delays, human rights violations and police brutality have made news around the world, and Zika virus has caused athletes and tourists to rethink making the trip.

Many people around the world are watching closely to see if Rio is up to the task of hosting the world’s biggest event, and visitors are advised to take precautions. Meeting and event professionals, particularly those planning group trips abroad, can learn from these suggested measures.

Be prepared for Zika virus.

The mosquito-borne virus, which causes babies born to women who contracted Zika during pregnancy to be more vulnerable to severe birth defects, has led several prominent athletes to skip the Rio Olympics.

The virus is no longer limited to faraway tropical locations such as Brazil. Local mosquito-borne Zika virus cases have recently been reported in Florida. Currently, there is no way to prevent or treat Zika infections, so women who are pregnant or planning to become pregnant are advised to take steps to prevent infection.

Planners who are holding events outdoors or in areas with Zika can assist attendees in a few ways:
–Promote awareness about the virus, the risk of contracting it and its symptoms.
–Offer tips for preventing mosquito bites, such as wearing long-sleeved shirts and pants to minimize exposed skin.
–Give away insect repellent and encourage attendees to use it.

Don’t skip site visits!

Don’t let attendees arrive at their hotel after a long day in transit only to find unsatisfactory accommodations. That’s what happened to the Australian national team upon arrival at the Olympic Village in Rio. Australian authorities called the accommodations, which smelled of gas and had blocked toilets, plumbing leaks and exposed wires, “uninhabitable.” The team had to stay in nearby hotels while emergency fixes were made.

Site selection is a critical step in event planning, and site visits are crucial to the process. Seeing the venue in person will help you ensure that the venue and accommodations will meet your requirements and provide attendees with a great stay.

Choose a destination with great transportation infrastructure.

Rio has made headlines for transportation issues surrounding the Olympic Games. It is one of the most congested cities in the world, with a very limited subway system—which makes travel an issue for groups.

A new subway line that connects to Olympic Park was originally meant to open in 2014, but just opened on Monday, less than a week before Friday’s opening ceremony. Transportation experts have questioned the safety of the new line, noting that authorities have not rigorously tested it with passengers. Olympics attendees will be among the first riders, meaning they will effectively be testing the new line.

Meeting planners can make travel easier for attendees by selecting a destination with good public transportation and highway systems. The trolley system in San Diego, for example, makes it simple for groups to reach San Diego Convention Center from just about anywhere in the city.

Make security a priority.

Every large event brings safety and security concerns, and the Olympics are no exception. Athletes have reported being mugged or having items stolen from their rooms. Tourists have been warned to be vigilant while in Rio. Brazil’s government aims to boost event security by hiring 85,000 security personnel to patrol Olympic sites and key locations, such as major airports.

Aside from utilizing a highly trained team of security personnel, it’s important for planners to have emergency procedures in place in case an incident occurs. Emergency plans should be created for a variety of emergency situations. Staff should perform drills to ensure all team members are familiar with the protocols and can calmly handle any situation that arises.