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There is a line in the movie, Working Girl (a classic film by my standards) that reads” “If dumplings can be considered a big idea, I guess…” It’s a sarcastic response to the lead character’s suggestion that dumplings are a popular new appetizer according to W, a magazine she reads “because you never know where a big idea will come from.”  

Years later, dim sum dumplings may be passé, but Tess’s theory remains valid. Big ideas do come from unexpected places, so those of us in the creative field need to have our eyes open at all times. It’s not enough to attend events (or watch the Academy Awards) and think, “Hmm, how could I create something similar at my event?” I believe successful event planners should take every opportunity to seek inspiration even outside of the event world.

For instance, I’m not the least bit interested in sports or electronics, but when I’m waiting in a doctor’s office, I often seek out Sports Illustrated or Popular Mechanics just to get a sense of those fields. At the same time, reality TV is a trend I can definitely live without, but I can’t argue its popularity. So, yes, I have watched my share of Keeping up with the Kardashians. (Remember all those Survivor-themed corporate events we endured a few years back??) Event trends are frequently borne from pop culture.

Another way to expand your horizons is to consider your favorite websites and expand the list. Or, if you get your news online from CNN, FOX or MSNBC, go beyond the sections you “always read.” In most cases, online articles are short and you never know what you might learn.

Finally, for those of us that plan B-to-C events, it’s particularly important to constantly pay attention to how other companies market their goods and services, even if they are not our clients. More than once I’ve noted an ad campaign for something like Smirnoff and been inspired to alter the design of an event I was working on for a completely different industry.

So, keep your eyes open. Dim Sum, cupcakes, and candy tables are SO yesterday. Tomorrow is much more interesting.

~Carol Galle

Looking for a creative way to make your special event more interactive? Consider an art contest. We recently managed an open house for a Monroe, Michigan welding company and staged a unique contest that featured welding masks.

We contacted a local art college -- the College for Creative Studies -- and invited students to express their creativity by adding their artistic flair to welding helmets provided by our client. Students were encouraged to incorporate the client’s logo or automotive-related elements into the design. One mask was transformed into a radio, complete with cassette tape deck and speakers; and another featured new paint technology that seemed to change color before your eyes.

The finished pieces were displayed at the event along with each student’s bio. Guests were invited to learn about the artist and what inspired them, and then vote for their favorite piece. Winners were announced at the end of the event and cash prizes were awarded.

To further the local community connection, the masks were donated to nearby Monroe Community College after the event. MCC has a large welding department and plans to display the artwork in their new welding facility.

The contest was a positive experience for everyone involved. Artists were inspired, event attendees enjoyed the interactivity, the client appreciated the opportunity to strengthen ties with the local community, and the colleges received media recognition for their participation.

           1st Place                                       2nd Place                                 3rd Place

~Alix Chapie

5/20/10- I attended a meeting today in which the Detroit Regional Convention Facility Authority (DRCFA) provided updates on the Cobo Hall renovation plan.  The future looks bright!  In addition to structural enhancements, it's clear that a cultural change is in the air.  The transition team is taking great care to build a facility that will be customer-friendly, perhaps setting new standards nationwide.  

To stay current on DRCFA's plans and progress visit their new website:  http://www.drcfa.org/  

 UPDATED:

12/9/11- Check here for an update on the renovation progress of Cobo Hall.

UPDATED:

1/30/12- Update on Cobo Center (aka Cobo Hall) Renovations

I visited with Cobo Center staff last week for an update on their renovation plans.  Extensive renovations will be phased in over the next three years, and many of the behind the scenes changes have already taken place.  When all is said and done, there will be some beautiful spaces for meetings, receptions and special events, including a new 38,000 sq. foot ballroom overlooking the river.  For more information on the transformation of Detroit’s convention center, check out this video. 

New Cobo Floorplans and Drawings - PDF

As we turn a corner heading towards Special D Events, Inc.’s 20 year anniversary I can’t help but feel nostalgic about all the changes we have seen in this industry and in our culture over the past two decades. Just thinking about the generations of change with regard to technology is mind boggling.

Earlier this week I had the most ridiculous Skype call known to man with my 60 some year old parents. The first five minutes was crippled with confusion and full of “can YOU see ME?” and “do we have a video camera to hook up?” and “does this cost money?” Once we finally were able to actually see each other we had another obstacle to tackle…sound. After 5 more minutes and the onset of a headache we decided to pursue our video call by putting the landline phone on speaker next to the computer. We had a lovely chat. That’s not true. My kids had a lovely time sticking their tongues up to the webcam while my parents grinned in adoration of their youth and grandma even managed to get her tongue to appear on the screen.

Fast forward two hours later when I come across my 7-year-old son’s Christmas list (which has been in production since early Spring) and I see “ipad” and “ipod” on there! This is it people. The times aren’t a changing…they have changed, both personally and professionally.

In the corporate world, planners are expected to be able to react on the spot in every way possible, especially technologically when at an event. On site staff need to have the ability to deliver every service that can be offered from that of an office, even if you are in the middle of a field full of grazing cows. As for pre event, planners must have comprehensive knowledge of registration and CAD software, web page building capabilities, electronic invitations and real time status reports of registered attendees. When planners think about capturing and maintaining the attention of younger generations at events, interactivity is a must. Millennials aren’t satisfied unless they are texting or communicating in eleven different ways simultaneously. Luckily, I have Facebook, Linked In, Twitter and good old fashioned email to keep me up to date on all the latest technology trends!

Last week, news broke out among major news sources about MuffinGate.

If you haven’t heard, the word on the street is that the Justice Department had purchased $16 muffins at meetings during the last two administrations. Immediately after the information went public, the Hilton (accused of selling the $16 muffins) made a statement that the price was actually for a full continental breakfast plus tax. Apparently, in an effort to make the invoice quick and easy, the Hilton had “muffins” as the line item listed instead of “continental breakfast”, and that is what lit the media flame.

Having said all that, two issues come to mind. The first is the accuracy of invoices and the second is the media storm that continues to surround our industry.

I recently closed a meeting and had a lot of trouble working with the accounting department to get the invoice correct. Obviously the content needs to be correct. But beyond just being accurate, how important is it that it be clear to everyone? I have had instances where a hotel will explain something to me about an invoice so that it makes sense, but once I send that invoice through for payment, the explanation doesn’t always travel with it. The information should all be clear and concise on the invoice so that anyone (especially the person paying it!) can pick it up and know what they are paying for. MuffinGate is an example of the trouble it can cause when things are not obvious.

In the last few years, meetings have not been painted in a very positive light in the media, and MuffinGate is right up there as yet another black cloud hanging above our heads. I was flipping through the Huffington Post last Friday and read this article about the issue. As the headline clearly states, there have been almost 180 various articles published about $16 muffins but only 37 articles published that detail what the Hilton’s response was. I haven’t checked their statistics, but as a meeting planner, I’ll be honest, that bummed me out a little. Beyond being my personal living, meetings offer great value and have a lot of importance in business. It is frustrating to me to read yet another scandal about how meeting funds are being spent inappropriately, whether it’s the case or not. I don’t think this is a case of “any press is good press” either. This industry needs some recognition and acknowledgement as a vital part of business.

And if someone really is paying $16 per muffin at a meeting, they should give me a call. I can try and negotiate a better deal than that!

1. Never leave your home or office without your business cards. Keep cards in your jacket, wallet and your car.
   

2. F&B and AV are the first place attendees notice cutbacks. Look at ways to increase your income, decrease other expenses and make cuts to F&B and AV a last resort.
   

3. Consider creating an online social community for your next event.
   

4. Serve high protein, low carbohydrate meals and limit salt to increase attendee attentiveness during meetings.
   

5. Learn how to listen. Listen 70% of the time and talk 30% of the time.
   

6. Engage the senses of attendees at meetings by opening the window shades, using scents and providing mints.

7. Social media is a great way to network, but will never replace face to face networking.

8. AV tear down costs should always be less than setup costs. Set up should be about double the cost of tear down.

9. Handwritten changes in contracts are often a cause of contract disputes. Take the time to have changes typed into the contract.

10. Take advantage of any training opportunity that you have. There is a lot of valuable information out there.

1) Gather and bring “after hours” contact information for all your suppliers.

2) Have a contingency budget. You never know when you may need last minute labor/supplies or need to replace items that were damaged in shipment.

3) Bring a tool kit. Even when booth assets are labeled “no tools necessary”, you may need them anyway.

4) Pack extra: if you think you need two, bring three (or four)

5) Arrive early. Build in extra time for flights and ground transportation.

6) Bring cell phone numbers for everyone: booth staff, show management, carriers, office assistants. They are invaluable.

7) Always have a plan B for each aspect of the show.

8) Hold pre-event meetings with booth staff to review expectations and confirm the overall schedule.

9) Never leave your freight unattended at the end of the show. Stand by until the forklift drives it away to the carrier’s truck.

10) Be kind and courteous to EVERYONE: you never know who will go above and beyond to help you, or who you will work with again.

~Bridgette Anderson

Last year I experienced one of those instances planners always worry about that almost never actually come to fruition. At the eleventh hour, the night before my event when audio visual set up was meant to take place I got a call informing me that set up could not occur as planned because the venue had double booked the space and thus, could not make room for our equipment. City Events Group worked tirelessly on our behalf doing everything possible to ensure the event went off without a hitch. They worked late into the night and recruited extra team members for the event day to implement an insanely fast room flip. I could not have done it without them. Each time I use them they deliver solid, friendly, affordable solutions.  You can learn more about them here: http://www.cityeventsgroup.com/

Have you ever had a show decorator rent linens for your 400-person meeting after hours the day before the conference started? I have.

Heritage Exposition Services, based in St Louis, bid on an annual conference and tradeshow we were hosting a few years back and without a doubt became the highlight of St Louis for me. Their exemplary customer service in the planning stages was unlike any show decorator I had worked with in the past.  For a few years now I have worked with Ted Haynes who is straight-forward, kind, and always has the best interest of the group and the show in mind. He continually goes over and above to make it great no matter what city we are planning the show in. The team onsite has the same “whatever you need” attitude and works tirelessly to make it all happen.  

Heritage Exposition Services is a company that I want to work with again…and again…and again…and again.

750 million people can’t be wrong.  That’s how many active users Facebook brings to your event table.  Used properly, the Facebook social media website can increase attendance and enhance your event’s brand.  Here are a few tips to get you started.

Tip #1: Create a group for your event

Instead of just promoting the event on your Facebook wall, create a separate group and invite others to join. Make sure the name of your group is the actual title of your event. For an example, if your event is called the 2^nd Annual Conference on the Nuances of Neurosurgery, then that should be the title of your group.

Tip #2: Add your event's Facebook link to the signature of all event emails

Think of how many emails you send in a day.  By adding your events link to your email signature, you generate more traffic through your Facebook group. You can always take this one step further and add the link to your event marketing materials, such as brochures, mailings, and even your website. (You can find your event link at the top of your event’s homepage.)

Tip #3: Reward your Facebook followers

In order to encourage your “friends” to help promote your event, offer a discount on the registration fees if someone tags your event in their status. To “tag” an event you simply type the at sign (@) in your status followed by the title of the group. If a friend tags your event, a link to your event is visible on their wall to all of their current friends, and your wall as well.

Tip #4: Use your event’s wall to post the current status of the event

By using your event’s wall to promote current status of the event, registered attendees and other people who are interested in attending your event will be more likely to visit your page on a regular basis. For an example, if your event includes speakers or exhibitors, update your event each time a new speaker and/or exhibitor registers by tagging them in your status.

Tip #5: Post opened-ended questions on your status

Help promote attendee discussions by posting open-ended questions on your event’s status. You can use this as a tool to reach your attendees interests and needs. For an example, if your event is a conference on event planning, and you are unsure of what topics attendees are interested in, post the question on your status and allow your friends and attendees to respond. Be sure to monitor your wall on a regular basis and delete any negative posts.

~Beth Wanczyk