Event – Pagina 3 – Fedra Meetings & Events

Tag: Event

The 3 New Rules of Event Technology

Posted on 16 Gennaio 201718 Luglio 2017 by Fedra

During the first era of event tech innovation – the late 1990s and early 2000s – the events industry saw massive improvements in specialized, computer-based software for event management/planning and hotel/venue management. During this era, we also saw the first online event software applications for things like event registration/ticketing and event marketing.

So what makes this new era in event technology innovation so different? And why should you care?

Here are 5 critical things you should to keep in mind as you evaluate event tech tools.

Simplicity and easy-of-use

Big benefits – Shorter learning curves; faster adaption of technology by all team members
Potential drawbacks – None, really

Now, event pros simply don’t have time to read manuals and spend hours and hours in training sessions to learn how to use software applications. We are used to the ease and simplicity of smartphone apps. We are accustomed to user interfaces that are intuitive and self-explanatory (thanks to Apple). And we want to put new event technologies into practice immediately so we can start seeing the benefits now.

(Almost) everything is online

Big benefits – Automatic software updates; no software installation or maintenance on your computer/server; automated data backups
Potential drawbacks – Limited or no access to data if you aren’t connected to the Internet

With online software you may not be able to access your data if you aren’t connected to the Internet; however, high-speed access is better and more ubiquitous than ever. And, yes, if your data is in the cloud, there is always the possibility of it being compromised by a hacking attack.

But you have the same risk with your data installed on your Internet-connected computer. So all these things pretty much cancel each other out.

Data and software access across all devices

Big benefits – Anywhere, anytime data access; data portability
Potential drawbacks – Screen size limitations on smartphones; limited functionality for certain applications

10 years ago, smart phones were still glamorized cell phones. 5 years ago, smart phones and tablets gave us cool apps and games plus mostly reliable on-the-go Internet. Today, smart phones and tablets give us anytime access to lots of data wherever we are.

Event software companies are taking two paths when it comes to making their applications and data available on tablets and smartphones:

Native app versions of their software for Apple and Android devices; or
Mobile Web browser versions of their software that you can access through the Web browser on your smartphone/tablet.

And both options are viable because of the advances in mobile Web browsers to load and display data.

What trends are you seeing in event technology and event management software? Provide your feedback in the comments below.

How to prepare for these 4 common speaker hiccups

Posted on 13 Gennaio 201718 Luglio 2017 by Fedra

No matter how ready you think you are, rest assured at your next meeting or conference, there will be a few blips along the way. Here are four common speaker-related challenges that can pop up just when you think it’s smooth sailing—and here’s how to be ready for them:

The presentation pitfall

Yes, sometimes, laptops fail, and it is a heart-stopping moment for all, particularly the A/V guy. Obviously rehearsals help curtail problems, but when speakers are especially high-level, often they can’t spare the time. For those guests, it’s best to have their presentations loaded onto two laptops (at least), cued up and ready to go in the A/V booth so an almost seamless switch can be made should a major issue arise.

The see-you-later speaker

You’ve allotted 45 minutes for the conference’s opening speaker to share her wisdom. Unexpectedly, she wraps her speech up in 20 (including Q & A) and is off to her next command performance. Great for her schedule, but not so great for yours. How to manage a workaround?

To start, expect big names, especially those who are speaking gratis, to be on the brief side. Not ideal, but it does happen more than we’d like to admit, so don’t be taken by surprise.

When building the conference schedule, try putting in a coffee break immediately following the opening speaker so whether they go long or short, it won’t mess up the rest of the day’s schedule. Also let your banquet manager know they may need to be flexible on the break’s start time, should the opening session let out earlier than planned.

The forgetful speaker

It always amusing to see what speakers will forget to bring along for their conference sessions—things like laptops, handouts, their actual presentations (!) and any number of items directly related to why they’ve been invited to speak in the first place.

How to prepare? Start by remaining calm, especially when the speaker is on the verge of a meltdown, and:

Have extra, backup laptops on-site and immediately available, preferably PC and Mac
Make sure you’ve boosted the storage capacity of your Dropbox account so you can quickly deal with large file shares (PowerPoint presentations can be enormous, you know).
Spare thumb drives to swap files when Wi-Fi is dicey
Fast access to a printer for the handouts the assistant forgot to send, FedEx didn’t deliver, or their dog ate. Ideally, a printer in the conference workroom is best, particularly when the hotel’s business center is an eight-ballroom sprint away.

The clumsy keynote

A dollop of marinara sauce or cup of coffee spilled on the speaker’s white shirt moments before taking the stage is the stuff of nightmares – and they happen all the time.

Here are the basics of how to get a stain out, or at least tamp it down ‘til they can get to the dry cleaners:

Blot, don’t scrub – scrubbing damages fabric fibers and drives the stain further in
Put hot water on grease stains – to help dissolve it
Put cold water on a wet stain – or any spot that contains water (like fruit juice)
Lighten up on club soda – no need to hose guests down with club soda – it’s not a miracle cure – water is almost as effective, so no need to break out the Perrier.

How to work a room

Posted on 7 Ottobre 201618 Luglio 2017 by Fedra

Knowing how to ‘work a room’ is a valuable talent.

Make it your mission to meet as many people as possible. Don’t spend all of your time with only one or two people. Even if you buttonhole CEOs, they probably don’t want to spend the whole evening with you glued to their elbow.

Introduce people to other people: everyone is there to meet people. By introducing people you know to others, you are helping the process and creating goodwill to boot.

Obviously, you are there to sell yourself, but don’t just turn into a speechmaker.

Ask questions to get others talking about themselves. Most everyone likes to talk about themselves. And, you could learn some valuable info that you can use later. For example, if someone mentions that their son is on the football team at school, at another meeting it makes a great opening to ask about how their son’s team is doing.

Reserve two pockets for business cards. One pocket is for your cards. The other pocket is where you put cards you receive from others. This keeps them separate and you don’t hand out someone else’s card inadvertently.

Turn your cell phone off. Interruptions are distracting and make it appear that you value your caller more than the person you are talking with.

The old adage of not discussing politics or religion holds true. With so many divergent opinions out there, you do not want to get embroiled in an argument you cannot win. It is the best way to make a bad impression.

And, lastly, industry receptions may look like a party, feel like a party and sound like a party – but they are not parties. They are social business events. If you drink too much and make a fool of yourself, people will remember that about you for years.

6 Ways to refresh your annual conference

Posted on 5 Ottobre 201618 Luglio 2017 by Fedra

An annual conference provides the unique opportunity to bond relationships between peers, clients, investors, vendors, and prospective business partners.

It creates a stage where people can come together and reflect on exceptional accomplishments as well as opportunities missed throughout the year, creating a reflective and honest environment.

This atmosphere can act as the perfect catalyst for supercharging your whole company and motivating members to move forward together towards a common objective.

Your annual conference can prove to be productive time well spent if your audience is engaged and people are poised to collaborate. Here are some ways to breathe life into your annual conference:

Change the scenery

Create anticipation for your meeting even before attendees step foot inside the door.

Host your annual conference in a different location from where you do business to give a feeling of a fresh start and unlimited possibilities. For example, if your office setting is typically in an urban industrial area, try hosting your conference at a forested retreat surrounded by wildlife and natural habitat.

A change in scenery can completely alter the way attendees approach issues and transform perceptions.

Plan some functional free time

Try balancing out a lecture-heavy agenda by adding other non-traditional activities to the mix.

Building excursions, recreation opportunities and friendly competitions into the schedule provides an outlet for creative thinking, thus giving attendees the chance to regroup and fully engage during traditional work sessions.

Sample activities can be as simple as furnishing a bike for each attendee to explore a nearby trail system, or simply providing interactive maps for attendees to discover must-see places throughout the host city.

Get to know your peers

With so many great minds in one place, try to make it easier for people to reach out to one another and start meaningful conversations. Ask attendees to fill out a “nametag” that includes not only a name but also lists the one accomplishment he or she is most proud of for the year, or a question he or she is hoping to have answered by the end of the conference.

This is a great way to get individuals interacting to share similar accomplishments and goals.

Break from the classic break

Sitting stationary for long periods of time is not good for the mind or the body.

Intermittent breaks allow attendees to move around and shake off stiff limbs, clear heads, and seek refuge after a morning filled with strong coffee and bran muffins. Take coveted break time to a whole new level by inviting in special relaxation and movement experts to help loosen the tension.

A few easy yoga moves in the fresh air will get people bending and stretching to increase blood flow and brain function, while a visiting chair massage specialist can ease the aches of sitting all day and give attendees a chance to temporarily zone out so they are less likely to do so in the middle of the session.

Interactive food fare

Food relaxes the atmosphere and helps sustain positive energy levels throughout a conference. Instead of opting for the regular ol’ soda and sandwiches theme, change it up a bit for a new spin on snacking.

Rather than one generic buffet, offer diverse lunch stations with different types of cuisine available in each area. There can be an Italian-themed create-your-own-pasta station, a sushi rolling area, or a station offering food distinct to the area in which you are hosting your conference.

Change the furniture

At one time, banquet chairs in meeting rooms were replaced by ergonomic seating. Now ergonomic seating is being replaced by bean bag chairs, overstuffed couches and “living room” areas where groups can meet and talk in a less formal and more comfortable venue.

Whether it’s incorporating aromas to energize the room, or requesting fitness balls and free weights for breaks at association events, the smallest ideas can breathe life into your traditional conference.

Utilize some of these tricks during your next conference for a brand-new approach to the old way of doing business. They will help foster great ideas to propel your business into the future.

How To Be A Good Speaker, Wherever You Go

Posted on 23 Settembre 201618 Luglio 2017 by Fedra

Whether you’re unveiling the first round of logos to your clients, walking through a data analysis with your grant funder, or even aggrandizing your work experience on that crucial face-to-face job interview, coming across as confident, prepared, and engaging is just as important as the words coming out of your mouth. So how do you do that?

“Just imagine everyone in their underwear.”

No, don’t. That’s a joke, and a bad one at that. Instead, here there are some tips and tricks on how to be a good speaker, wherever you go:

Show Up

This one seems easy. You just have to get there, wherever there is: the conference room, convention stage, classroom, etc. Always be at least 15 minutes early. This gives you time to find a mirror, check yourself out for a minute (or two, or three) and run through your presentation. Preparation is 90% of the battle with public speaking.

You also have to be mentally present. Be focused and relaxed. Breathe and focus on that exact moment. Use eye contact to check in with each audience member. Breathe…1…2…make eye contact…breathe…1…2…make eye contact. Keep that rhythm up and you’ll get through your slides in no time.

Be Creative

You can’t just take your notes and put them verbatim onto a slide to project onto a screen. Nobody wants to hear you read off the screen what he or she can just as well read along with you. Craft compelling infographics, charts, and PowerPoint presentations that can be used to spice up any presentation. Use more picture and graphics than text, and always properly credit your sources.

Get To Know Your Audience

Not every presentation should be a two-way street, but when appropriate, ask questions to your audience. Make eye contact, single someone out, and have him or her answer a semi-rhetorical question to spring you into your next point. Breaking that presenter/audience barrier, even for a moment, keeps the energy up in the room and at the very least, forces everyone to pay attention to you lest you catch them off-guard and call them out in front of the rest of the group.

Be Ready For Anything

Because anything could happen—a presenter gets sick and you’re the next one up, or an impromptu donor pitch materializes in a seminar or networking event, and sometimes you’re tasked with putting on a show with little to no warning. This is where you really have to rely on being clear, concise, and confident.

As you begin, take a deep breath, set your intention, clear your head, and trust yourself. You should still have some knowledge of the subject matter. Probably not as much as you’d like, but that’s why you focus on the most salient points, and drive them home clearly. Other things to remember: eye contact, smile, and speak loud and clear.

Know What You Don’t Know

Respond to any hard question by first identifying two solid points that you’ve already made, and then riff on a possible answer. No matter your circumstance, remember that to a degree, the information sells itself. Your job is to make the audience receptive to hearing it.

It’s certainly possible that you’ll have to field a question that you can’t answer, and that’s okay. An honest “I don’t know” is always better than a waffling, circuitous, non-answer. People see right through that.

Here are some go-tos when you are caught off-guard at a client presentation:

“I can’t speak directly to that right now, but I’m happy to follow up with you.”
“That’s a really good question. Let me discuss it with my team and get back to you.”
“I’d want to do a little research before speaking to that. Let me dig into my resources at the office and I’ll follow up with you directly.”

No matter the circumstances, prepared or not, the main thing that will help you present like a pro is to believe what you’re saying. No matter how many times you forget your place, get interrupted, or have to deal with technical snafus, leading with your heart as well as your mind will make you come across as genuine and honest.

Find your connection to whatever it is you’re talking about, remember to breathe, and trust yourself. You’re gonna do great!